Periodically an organization or course's CBE curriculum may be updated. Elentra can store multiple versions of a CBE curriculum and associate different learners with different versions as needed.

When a new curriculum version is introduced, administrators have the option of versioning an organization tree or a course tree.

For organizations using CBE outside the context of a Royal College curriculum framework, if a new curriculum version is added, you'll need to use the Modify User-Tree Versions option to assign the new version to any existing user whose user-tree you want to update to point to the new curriculum version.

The remainder of this information is for programs using a Royal College (Milestones) curriculum framework.

For Royal College Programs, new curriculum versions will be applied to each learner at the stage level. This means that if a learner is currently in Foundations, they will retain the previous curriculum version in Transition to Discipline and Foundations of Discipline, but will be given the new curriculum version in Core and Transition to Practice. Please ensure that all of your learners are in the correct stage (on their CBE Dashboards) prior to publishing a new curriculum version. Remember: a green checkmark on the stage indicates that the learner has completed that stage. A learner is currently in the stage that comes after the last green stage checkmark.

After an administrator has published a new version, they will need to build tools for all of the new or changing EPAs before learners can be assessed on them.

Main Steps in Creating a New CBE Curriculum Version

1. Prepare required CSV files

2. Add new curriculum version

3. Create any new Contextual Variable responses as needed and update Procedure criteria (per EPA) if applicable

   1. Contextual variable responses are not specific to curriculum versions, with the exception of procedure criteria uploaded per specific EPA. When a new curriculum version is added you’ll see a version picker display on the CV responses tab, but edits made to CV responses in any version will be reflected across all versions.

4. Build new assessment tools for changed or added curriculum tags

5. Build an assessment plan for the new curriculum version

6. Update mappings, and priority and likelihood ratings on rotations if applicable

   1. If a course uses the Clinical Experience Rotation Scheduler and has mapped curriculum tags to specific rotations and assigned priority and likelihood ratings, these will be copied forward for all unchanging curriculum tags. If a new curriculum tag has been added in a version, you’ll need to map it and provide a priority and likelihood rating if required.

7. Reset any user-trees as needed

Expectations After Versioning

For Royal College programs, learners will be assigned the new curriculum version for any upcoming stages they still need to complete.

Learner Dashboard

• Completed and current stages for a learner will retain their previous curriculum version(s).

• Future stages for a learner will be updated to the new curriculum version.

• The version applied to each stage and viewed to the right of the stage name (small grey badge) should be updated to reflect the new curriculum version for future stages

• Any assessment tasks completed on a learner in a future stage for EPAs that have been updated in the new curriculum version should move to "Archived Assessments"

• The "What's Left" modal showing the Assessment Plan requirements per EPA will only update for a learner after a new assessment plan is published.

Program Dashboard

• Each learner's list of EPAs will reflect their curriculum version (so, one user may show D1, D2, and D3 and another user may show D1, D2, D3 and D4 if they are on version 2 for stage D and D4 was added in version 2).

Visual Summary Dashboards

More information coming soon.

EPA Encyclopedia

• Updates in Elentra ME 1.26 mean that learners should see their unique user-trees when viewing the EPA Encyclopedia (i.e., they'll see different curriculum versions applied to different stages).

Completing Assessments

• When initiating an assessment, only the EPAs and associated forms relevant to a specific learner will be displayed. Faculty or admin will not have to choose between multiple versions of on-demand forms for a given learner.

What do I need to do to prepare?

Please ensure that you have documented any changes that will need to be made, in addition to creating (or modifying) new CSV templates for upload. From the user interface, you will be able to indicate:

• Whether an EPA is changing, not changing, or being retired

• Within each EPA that has been marked as changing, indicate if any KC, EC, or Milestones will be changing, not changing, or retired

• If you are adding milestones to an EPA, mark it as changing so that the uploader will add the new milestones

• Entirely new EPAs will be detected by the uploader without you needing to indicate anything. For example, if you currently have D1, D2, and D3, but will be adding a D4 and D5, the system will detect these in your spreadsheet and add them to the new curriculum.

• Please ensure that all of your learners are in the correct stage (on their CBE Dashboards) prior to publishing a new curriculum version. Remember: a green checkmark on the stage indicates that the learner has completed that stage. A learner is currently in the stage that comes after the last green stage checkmark.

Which CSV files do I need to have ready?

Assuming that new EPAs are being introduced or EPAs are changing, you'll need the following:

1. Stages Template (if adding new EPAs)

2. EPA Template

3. Milestone Template

4. Any new program-specific Key and Enabling Competencies if application

Create a New Curriculum Version

Navigate to the CBE Sub-Module

1. Log in to Elentra.

2. Click "Admin" at top right

3. Click "Manage Programs"

4. Select your program.

5. Click "CBME"

6. Click "Configure CBME".

Add New Version

1. Click "Actions"

2. Click "Add New Version"

Step 1: Configuration

1. Indicate which versioning method to use.

   For existing Royal College Programs, select "Use an existing tree version as a base."

2. Click "Next Step"

Step 2: Select Course Tree Version

1. Choose a tree version from the dropdown selector.

2. After you make a choice, you'll be presented with a preview of the existing tree.

3. Click "Next Step"

Note: Each program can only have one version "in progress" at a time. You can continue editing that new version, or reset the progress.

Step 3: Select Tree Status

1. Set the status of curriculum tags as needed. Note the option to apply a parent objective's status to its children.

   1. If you are adding milestones to an EPA, mark the EPA as changing so that the uploader will add the new milestones

   2. Entirely new EPAs will be detected by the uploader without you needing to indicate anything. For example, if you currently have D1, D2, and D3, but will be adding a D4 and D5, the system will detect these in your spreadsheet and add them to the new curriculum.

2. Click "Next Step"

Not Changing

The objective will remain unchanged. This exact version of the objective will be carried-forward into the new curriculum version. Note that selecting this option will stop any objectives with the same code from being uploaded.

Changing

The objective will be changing. This will allow you to upload new objective text. For a child objective (e.g. milestones), if you select “Changing” for that objective under one EPA, the system will update all other instances of that objective to “Changing”. This will ensure that you only have one version of that objective.

If there are any children in a Changing parent objective that you want removed, you MUST mark them as Retired. (For Royal College programs, this is with respect to the Milestone code - if "C PR4.3.2" will no longer be in an EPA, mark it as retired.)

Retired

The selected objective and all of its children will not be included in the next version. Any status changes for any of this objective's children will be ignored.

If you include an objective with the retired code in the spreadsheet, it will not get uploaded.

For Royal College programs, you are unlikely to use this status for EPAs unless there is an EPA at the end of your numbering that is being removed. For example, you have D1, D2, D3, D4 currently. You are retiring D4 from the next version and no new D4 will be uploaded.

For child objectives, a “Retired” status will remove that objective from only its parent in the new version. This means that there will be no new version of that child for that parent. Elentra will not retire the child from other parents unless you explicitly tell it to.

Step 4: Upload Objectives

1. Upload files for any tag sets with changing or retired status or where new tags will be added.

   1. You typically do not need to re-upload files for tag sets that aren't changing (e.g., stages, roles, key and enabling competencies).

2. If your files are missing information, Elentra will present you with a warning and ask you to re-upload your information.

3. If your file upload is successful, you will see a preview of your new course tree.

4. Click "Next Step"

Step 5: Confirmation

1. You will be presented with a preview of the course tree.

2. After reviewing all information is complete, click "Publish"

Build and Publish Assessment Tools for the New Version

After you publish a new curriculum version, you will need to build assessment tools for all of the new or changing objectives before learners can be assessed on them. Even after the published curriculum version is live, learners will not be able to be assessed on any new/changed objectives until the new assessment tools have been built.

For Royal College programs, remember that in most cases this will have minimal impact, since the learners only get the new version for the stages beyond the one they are currently in.

Please do not delete forms or form templates from previous versions unless you are certain that there are no longer any learners using that version.

The process to build new assessment tools after curriculum versioning is relatively straight-forward. Administrators need to build new assessment tools for new EPAs or EPAs that have changed. Assessment tools will be carried over for all EPAs that were marked as "not changing."

Building Form Templates for New EPA Versions

1. Navigate to Admin > Assessment and Evaluation.

2. Click ‘Form Templates’ on the tab menu.

3. Click the green ‘Add Form Template’ button in the top right and a pop-up window will appear.

4. Type in a form name and select the form type from the dropdown menu. Select the appropriate form template and course (e.g., ‘Supervisor Form’, Pediatrics).

   1. Now that you have two (or more) curriculum versions in the system, the Form Template Builder will default to loading the most recent version.

   2. If you want to build new forms for learners using a previous version, change the EPA Version to what you want, click 'Save', and Elentra will load the appropriate EPAs.

5. Complete the sections of the form builder. This is the same as any previous form building but see details below as needed.

1. Publish Form Template

   1. Click 'Publish' to make your template available for use. The forms will be available within the hour.

On each form template you create you’ll notice a greyed out area at the bottom including Next Steps, Concerns, and a place for feedback. This is default form content that cannot be changed.

Once a form template has been published, you can rearrange the template components for each form; however, you cannot makes changes to the scales or contextual variables. To make these changes, copy the form template and create a new version.

Building Rubrics and PPA Forms for New EPA Versions

1. Click Admin > Assessment & Evaluation.

2. Click on Forms from the subtab menu

3. Click Add Form.

4. Provide a form name and select PPA Form or Rubric/Flex Form from the Form Type dropdown menu; then click Add Form.

   1. Now that you have two (or more) curriculum versions in the system, the Form Editor will default to loading the most recent version. Under "EPA Version", simply select the appropriate version. Click Save.

   2. If you want to build new forms for learners using Version 1, simply change the EPA Version to Version 1 and it will load the appropriate EPAs.

5. In order to use the "Programs" filter in the form bank, you need to add Program-level permissions to each form so it is recommended you do so.

   1. Click "Individual", change to "Program"

   2. Begin typing in your program name in the "Permissions" box.

   3. Click on your program to add it.

6. Complete the sections of the form builder. This is the same as any previous form building but see details below as needed.

1. Publish Form Template

   1. Click 'Publish' to make your template available for use. The forms will be available within the hour.

The default Feedback and Concerns sections will be added when the form is published.

Please see information .