Curriculum and program coordinators as well as some faculty directors can access Admin > Assessment & Evaluation to monitor the status of assessment and evaluation tasks.
Typically, coordinators and faculty directors will access this page to see task progress for learners and faculty associated with their course. For example, if Jane Doe is set as the program coordinator for Pediatrics, she will see the tasks of all learners enrolled in Pediatrics and all faculty who are associated with Pediatrics because they are an assessor on a distributed form associated with Pediatrics, or they are the target or assessor on a user-initiated on-demand form associated with Pediatrics.
Admin > Assessment and Evaluation is a useful access point to send reminders for specific tasks, record assessments completed outside Elentra, trigger bulk assessments, etc. More details about those actions are included in the following pages.
On the A & E dashboard tab, tasks can be filtered to easily view outstanding, upcoming, deleted, and completed tasks, as well as prompted responses.
Click on the task status you want to review (e.g. Outstanding, Deleted, etc.)
Enter a search term (e.g. a user name or form title).
Apply a delivery type filter if desired (e.g. distribution based).
Set a date range if desired.
Click on a task to view it in a new tab.
Click the Field Display Option button to optionally add additional fields to your dashboard display
Start and End Date - represents the start and end date or the relevant task (if defined, e.g., in a distribution or when a task is initiated on-demand)
Course - the course a task is tied to
Event - the event a task is tied to (if applicable)
Choosing a field will add the appropriate labels to the tasks in the Tasks column
Note that the Owner of a task is the person who has responsibility for completing the next step of a task. As such, if a user has stored a task in draft mode, they may be the owner and target of the task, even if it will eventually be sent to a faculty/preceptor.
When viewing a task a coordinator can optionally complete the task on behalf of another user, forward the task to be completed by someone else, or delete the task.
Click 'Assessments' or 'Evaluations' to toggle between the types of tasks you are reviewing. Remember, in Elentra Assessments are about learners, and Evaluations are about other things (e.g., faculty, courses, rotations, events).
Outstanding tasks include those that have been delivered but are not yet complete.
Hover over the grey number in the targets column to view all targets included in the task.
Quickly view expiry dates if applicable, and optionally send reminders or delete tasks from this tab.
Upcoming tasks include those that are scheduled for delivery in the future.
Deleted tasks have been deleted by a user.
Optionally hide tasks you no longer need to view by checking the box in the Hide column and clicking 'Hide Selected Tasks'.
Please note that tasks will show up under this tab only when they have had their terminal phase completed. This means that tasks that are initiated on demand and might be started by a learner, then completed by a preceptor will only show on this tab when the preceptor has completed/confirmed the task (i.e., complete and confirm via PIN and complete and confirm via email tasks). If a task has been submitted by a learner but not completed by a preceptor it will not be stored here yet (it will be in the Outstanding tab).
A potential privacy concern exists for this tab, especially in the case of Evaluations. Coordinators and faculty with access to this tab can view completed evaluations. Until Elentra introduces some setting options to control who accesses this tab, some schools may wish to comment it out and hide it (requires developer assistance).
The Prompted Responses tab will display all completed tasks that include items where users selected prompted responses. (Recall that a prompted response is set per item when items are created.)
Users can view the completed task by clicking on the task title. The prompted response will be emphasized with a red exclamation point.
If a user has responsibility to act on a prompted responses, they should use the personalized Prompted Response Tab accessible from their Assessment and Evaluation badge. From that tab users can review prompted responses, leave comments, and see who else has reviewed the prompted responses.
