Elentra ME User Documentation
Elentra ME 1.26
Elentra ME 1.26
  • Introduction
  • What's New in ME 1.26?
  • Support
    • Supported Browsers
    • Reporting Issues
    • Feature Requests
  • System Setup
    • Database Settings Options
    • Organisations
    • Assessment Types and Characteristics
    • Assessment Flag Severity
    • Assessment Response Categories
    • Bookmarks
    • Clinical Response Categories
    • Grading Scales
    • Departments
    • Email Templates
    • Hot Topics
    • Learning Event Types
    • Location Management
    • LTI Providers
    • Media Sources Management
    • Medbiquitous Tools
      • Medbiq Assessment Methods
      • Medbiqitous Instructional Methods
      • Medbiquitous Resources
    • Restricted Days
    • User Disclaimers
    • User Meta Data
  • Curriculum Management
    • Curriculum Framework Builder
    • Curriculum Layouts and Periods
    • Blocks in a Curriculum Period
    • Curriculum Tracks
    • Curriculum Map Versions
    • Curriculum Tag Sets and Curriculum Tags
    • Context-Based Linkages
    • Hot Topics
    • Curriculum Search
    • Curriculum Explorer
    • Curriculum Matrix
    • Mapping Tags to Content: Visibility and Reporting Options
  • User Management
    • Create and Manage Users
    • User Permissions
      • Clinical Faculty Checkbox
    • User Disclaimers
    • User Metadata
    • User Incidents
    • Profile Photos
  • Manage Cohorts
  • Student Management
    • Disciplinary Actions
    • Formal Remediation
    • Leaves of Absence and Off-Cycle Learners
    • Auditing A Course
    • MSPR
    • Observerships
  • Dashboard and Calendar
    • Dashboard
    • Calendar
    • Calendar Subscription
  • Communities
    • Community Types and Uses
    • Creating and Managing Communities
    • Community Pages
      • Announcements
      • Discussions
      • Document Sharing
      • Events
      • Galleries
      • Polling
      • Quizzes
      • External URL
      • BasicLTI Consumer
    • Managing Communities
      • Community Reports
      • Locking a Community
    • Subscribing to Community Notifications
    • Public/Guest Accounts
  • Courses
    • Creating Courses
    • Course Setup Tab
    • Curriculum Tags Tab
      • Copying Assigned Tags from one Curriculum Period to Another
    • Course Content Tab
    • Course Enrolment Tab
    • Course Groups Tab
    • Gradebook Tab
    • CBME Tab
    • Logbook Tab
    • Course Reports Tab
  • Course Websites
    • Creating a Course Website
    • Course Website Versioning
    • Locking a Course Website
  • Learning Events Tab
    • Learners - Bulk Download Event Files
  • Scheduling Events
    • Creating and Managing Events
    • Copying an Existing Schedule of Events
    • Recurring Events/Event Series
    • Parent Child Feature
    • Reporting on Learning Events
    • Lecture Capture
  • Event Pages
    • Learner View of Learning Events
    • Event Setup Tab
    • Event Content Tab
      • Bulk Event Feedback Management
    • Event Attendance Tab
    • Event History Tab
    • Event Statistics Tab
    • Reporting on Events
    • Recurring Events Tab
  • Units/Weeks
    • Creating Units
    • Learner View of Units
  • Cases
  • Attendance Tracking in Elentra
  • Absence Management
    • Absence Management Set Up
    • Absence Management Dashboard
    • Reporting and Tracking Absences (Learners)
    • Managing Absence Requests
    • Tracking Absences in Learning Events (Admin/Faculty)
    • Absence Management Notifications
    • Generating Reports
  • Assessment of Learners In Elentra
  • Gradebook
    • Creating Assessments
      • Collections
      • Group Assessments
      • Attaching an Exam
      • Attaching a Discussion Post
      • Attaching a Quiz
      • Manage Existing Assessments
      • Copying an Existing Gradebook
    • Considerations for Clerkship
    • Entering Grades
      • Grade Spreadsheet
      • Faculty and TAs Entering Grades
      • Grades from Exams
      • Grading Discussion Posts
      • Grades from Quizzes
    • Comments per Assessment in Gradebook
    • Drop Box Assignments
    • Document Delivery
    • View and Report on Gradebooks
    • Gradebook Calculations
    • Learner Explorer
    • Learner View of Gradebooks, Learner Explorer and Assignments
    • Group Assessments and Assignments (Learner View)
  • Exams
    • Exam Question Management
      • Exam Question Labels
      • Question Index
      • Question Groups
      • Import Exam Questions from Text Files
      • Migrating Questions from ExamSoft
      • Migrating Responses From Exam Soft
    • Create and Manage Exams
      • Export an Exam to Word (.doc) File
    • Exam Posts
    • RPNow
    • Examity
    • Safe Exam Browser
    • Respondus Lockdown Browser
    • Adjust Exam Scoring
    • Exam Reports
    • Exam History
    • Grading Exams
    • Learner View of Exam
    • Learners as Question Creators and Exam Graders
  • Team-Based Learning
  • Peer Instruction
    • Access Peer Instruction
    • Create and/or Manage a Poll
    • Attach/Detach Question(s) to a Peer Instruction
    • Manage a Peer Instruction Event
    • Peer Instruction Reports
  • Quizzes
    • Creating and Managing Quizzes
    • Learner View
  • Assessment & Evaluation
    • Required System Settings Configuration
    • Rating Scales
    • Creating and Managing Items
      • Prompted Responses
      • Items as seen in PDF
    • Forms
      • Creating and Managing Forms
      • Confidential Assessors/Evaluators
    • Form Templates
    • Distributions
      • Distribution Wizard
      • Release to Target of Individual Completed Evaluation Tasks
      • Peer Assessment Target Release Options
      • Summary Assessment Tasks
      • Date Range Distributions
      • Rotation Based Distributions
        • Support for Off-Service Rotation Assessment and Evaluation
        • Distribution Progress Report (Rotation-Based Distribution)
      • Delegation Distributions
      • Learning Event Schedule Distributions
      • Ad Hoc Distributions
      • Reciprocal Distributions
      • Managing Distributions
      • Distribution Progress Reports
    • On-Demand Workflows
    • Rotation Evaluation Options
    • Faculty Evaluation Options
    • External Assessors
    • Email Notifications in A & E
    • Administrator Use of Assessment & Evaluation
      • Admin > Assessment & Evaluation Dashboard
      • Send Reminders
      • Forwarding Tasks
      • Record Assessment
      • Reopen and Edit Completed Forms
      • Delete and Recover/Reopen Tasks
      • Extend On-Demand Task Expiry Dates
      • Trigger Assessment
      • Trigger Bulk Assessments
      • Assessment and Evaluation Badge
      • Delegations
      • Distribution Reviewer
    • Assessment and Evaluation Reports and Completed Tasks
      • Access to Completed Assessment & Evaluation Tasks and Reports
      • Evaluations Reports
      • Assessments Reports
      • Leave Reports
      • Distribution Reports
      • Weighted CSV Report
      • Sample A&E Reports
    • Faculty Use of Assessment and Evaluation
      • Completing Tasks
      • Deleting Tasks
      • Forwarding Tasks
      • Completing a Summary Assessment Task
      • Viewing Learners' Assessments (as Staff/Faculty)
    • Learner Use of Assessment and Evaluation
      • Starting an Assessment On Demand
    • FAQ
  • Competency-Based Education
    • Setting Up CBE: Overview
      • Developer Work for CBE
    • Mapping CBE Curriculum
      • Auto-Setup Curriculum Tag Sets
      • Populate Standard Key and Enabling Competencies
      • Create a Curriculum Framework
      • Curriculum Framework Tag Set Options
      • Create an Organizational Tree
      • Create a Course Tree
      • CSV formatting for Curriculum Tag Uploads
      • Additional Information for Royal College Programs
        • CBME to CBE Post-Migration Review
        • Setting up a Royal College PG Curriculum Framework
        • Importing Curriculum Tags for Royal College Programs
        • Stages Template
        • EPAs Template
        • Roles Template
        • Key Competencies Template
        • Enabling Competencies Template
        • Milestones Template
      • Import Contextual Variable Responses
        • Contextual Variable Groups
        • Reordering Contextual Variable Responses
        • Modifying Contextual Variable Responses
      • Defining and Uploading Procedure Attributes
      • Trouble Shooting Uploaded Curriculum Content
      • Curriculum Versions Overview
        • Using the Versioning Wizard
        • Form Building after Versioning
        • Resetting Learner's Curriculum Version
      • Viewing the EPA Encyclopedia and EPA Maps
      • Priority and Likelihood Ratings
    • Creating and Managing CBE Forms
      • Rating Scales
      • On-Demand Workflows
      • Supervisor Form Template
      • Rubric Forms
      • Periodic Performance Assessment (PPA) Forms
      • Procedure Form Template
      • Smart Tag Form Template
      • Field Note Form Template
      • Reordering Items on Published Forms
      • Form Embargo Option
      • Reviewing Form Feedback
      • Tracking Completion of Tasks
    • Assessment Plan Builder
    • Managing Faculty and Learners for CBE
      • Recommendations for CBE User Roles
      • Learner Level and CBE Status
      • Resetting a Learner's Curriculum Version/User Tree
      • Course Lists
      • Setting up Academic Advisor Groups
      • Managing Competency Committees
    • Initiating, Completing and Monitoring Forms
      • Initiate Assessment/Evaluation: Faculty
      • Initiate Assessment/Evaluation: Learners
      • Resident Tool: Assessor Cues
      • PAs Entering Completed Forms
      • Reopening and Editing Completed Assessments
      • Overview of Task Status
    • Reviewing Learner Progress
      • CBE Program Dashboard
      • FAQ: CBME Program Dashboard
      • CBME Visual Summary
      • CBME Learner Dashboard
      • Promoting Learners Through Stages
      • Learner Meetings Logs
      • Archived Assessments
      • Pinning Forms, Items and Comments
      • Resident Tool: Thumbs Up for Helpful Feedback
      • Milestone Report
      • Updating Learner Stages
      • Learners' Curriculum Version(s)
      • Learners' Assessments Page
    • Visual Summary Dashboards
      • Normative Assessment
      • Resident Dashboard
      • Faculty Development Dashboard
      • Program Evaluation Dashboard
      • Program Oversight Dashboard
    • Elentra With or Without CBE Enabled
  • Clinical Experience
    • Accessing My Learners in Clinical Experience
    • Logbook
      • Configure Curriculum Tags to be Loggable
      • Course Setup Required to use Logbook
      • Learner Use of Logbook
      • Logbook Reporting
    • Rotation Schedule
      • Rotation Schedules
      • Rotations
      • Blocks/Slots
      • Booking Learners into Slots
      • Viewing Existing Schedules
      • Granular Clinical Scheduling
        • Clinical Event Attendance Tracking
      • Learner View of Rotation Schedule
      • FAQ
    • Lottery
      • Lottery Glossary
      • Managing Lotteries
        • Lottery Cards
        • Creating a Lottery
        • Editing or Deleting a Lottery
      • Managing Stages
        • Stage Cards
        • Creating a Stage
        • Editing or Deleting a Stage
      • Managing Options
        • Options
        • Adding an Option Rotation
        • Editing or Deleting an Option Rotation
      • Learner Ranking
        • Ranking Interface
      • Managing Variations
        • Schedule Variations
        • Generating Schedule Variations
      • Publishing the Schedule
    • Leave Tracking
  • Clinical Courses Duty Hours Tracking
  • Meeting Logs
  • Notices
    • Creating and Managing Notices
    • User View of Notices
  • Polls
    • Creating and Managing Polls
  • Medical Student Performance Records
    • Creating and Managing MSPRs
    • Learner Use of MSPR
  • Portfolio
    • Managing Portfolios
      • Managing Portfolio Advisors
    • Viewing Portfolio Entries
    • Learner Use of the Portfolio
    • Portfolio and Gradebook Integration
  • Learning Object Repository
    • Managing Learning Objects
  • Preparing for a New Academic Year
  • Annual Reports
    • Reporting on Annual Reports
  • User Tools and Options
    • User Profile Preferences
    • User Privacy Preferences
    • User Notification Preferences
    • Organisation Switcher
    • Hide Sidebar
    • Display Style Switcher
    • Bookmarks
    • People Search
    • Permission Masks
    • RSS Feeds
    • Give Feedback!
    • My Meetings
  • System Reports
    • Learning Event Reports
    • Course Reports
    • Curriculum Reports
    • Teaching Event Reports
    • Learner Incident Reports
    • Usage Reports
    • Assessment Reports
    • External Reporting
      • AAMC CI Reporting
    • MSPR Reporting
    • Clerkship Reporting
    • Learner Reports
  • Awards
    • Creating and Managing Awards
  • Regional Education
    • Managing Regions
    • Apartments
      • Managing Learners and Accomodations
  • Rich Text Content and Accessibility Checker
  • Multiple Language Support
  • Remote Learning
    • Providing online meeting urls in Learning Events
    • Integration with Microsoft Teams
  • Glossary
  • Elentra Mobile User Guide
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On this page
  • General Considerations
  • Event Facilitator Records Attendance
  • Kiosk Mode - Learners Use ID to Confirm Attendance
  • Learners Self-Record Attendance
  • Learners Self-Record Attendance Using Geolocation
  • SMS Attendance Taking using Twillio
  • Attendance Reporting

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Attendance Tracking in Elentra

PreviousCasesNextAbsence Management

Last updated 1 year ago

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Elentra supports taking attendance at learning events multiple ways.

  • Having faculty or staff check off who is/is not present

  • Having learners swipe an id card (kiosk mode)

  • Having learners mark themselves present or absent

  • Having learners mark themselves present using geolocation checking

  • Having learners send a text message to confirm attendance (additional tool, Twilio, required).

Elentra also includes an module that allows learners to request an absence and have staff or faculty approve the request as needed; using Absence Management alone won't confirm which learners are present at an event, only those that are absent. You can pair the use of the Absence Management module with other attendance tracking tools to also record who is present for events.

You can watch a recording about Enhanced Late Tracking and the Absence Management module at (login required).

Please note that there are additional attendance tracking tools in the Clinical Experience module.

  • Staff users can

  • Learners can record their attendance at

General Considerations

Whichever type of attendance tracking you choose to use for Learning Events, remember that most attendance tracking in Elentra is per event. That means if you have four back-to-back one hour sessions and all have required attendance, your users will be repeating whichever attendance taking method you use 4 times.

Many schools are concerned about learner honesty when it comes to self-reporting attendance. Remember to speak with your student affairs team or a similar group to understand what attendance policies or guidelines are in place and how that might impact what information needs to be recorded in Elentra. While some of the attendance options include safeguards against misuse, if a learner is committed to skipping class, they will likely find a way around the technology.

Event Facilitator Records Attendance

Using this option the teacher or event administrator can record who is present or absent.

If you use geolocation attendance tracking and a learner has recorded their presence, then an event administrator clicks 'Mark all as absent', the learner self-recorded information will be overwritten. Previously entered geo-location attendance taking can be viewed in the Event History tab if needed.

Kiosk Mode - Learners Use ID to Confirm Attendance

Kiosk mode allows learners to swipe their school ids to complete the attendance record for the event. To use kiosk mode your organization must set up some hardware and link it to Elentra to record attendance.

Any ISO 3 track magnetic card reader should be able to support for Kiosk Mode. Barcode scanners or RFID readers should work as well, as long as the result from the scan is the staff/student number in Elentra. Magnetic card readers are readily available and can be as inexpensive as $20.

If you use kiosk mode, consider setting up multiple stations where learners can swipe their school ids. This can help increase the speed with which all learners swipe in to the event.

Once attendance kiosk mode has been configured it is easy to use. From an event page, event administrators go to the Attendance tab and click 'Kiosk Mode'. Learners swipe their id and their presence is recorded.

Learners Self-Record Attendance

New in ME 1.25!

Database system settings are required to use this feature (self_recorded_attendance_enabled AND absence_enabled). You may also optionally use self_recorded_attendance_days_limit and self_recorded_auto_approve_absence to configure the tool to your needs.

This allows learners to mark themselves as having attended an event or request an absence via the event page. This is an optional feature and needs database settings to be enabled by a developer (self_recorded_attendance_enabled AND absence_enabled).

With the required database settings enabled, an additional attendance option will appear on a Learning Event Setup tab in the Event Options section:

With this option enabled, once the event has started, users in the event audience will have the option to mark their own attendance/absence from the learning event page 'Mark Attendance' button. By default they have until the end of the event plus 7 days to mark their attendance (this can be modified via the database setting ‘self_recorded_attendance_days_limit’). After the time limit is reached, the self-record attendance option will no longer be visible.

After clicking 'Mark Attendance' learners will be able to enter their attendance for the event, define a reason for an absence, and optionally provide a comment.

After they submit their attendance, the event will display their submitted information both on the learner's event page and in the Event Attendance page accessible to event facilitators.

By default, requesting an absence through an event will require approval via the Absence Management module. If you would prefer that all absence requests receive auto-approval, the database setting ‘self_recorded_auto_approve_absence' needs to be enabled. This can be useful if you don’t plan on actively monitoring the absence management dashboard.

This self-record attendance feature makes no changes to the Absence Management dashboard.

Learners Self-Record Attendance Using Geolocation

Allow learners to confirm their attendance at events by marking themselves as present and feel confident they are being truthful by checking their physical location at the time of confirming attendance.

A database system setting is required to use this feature (location_attendance_active).

This feature relies on organizations entering longitude and latitude coordinates for their buildings in Admin > System Settings > Locations. Make sure you have done this before expecting learners to mark themselves present.

You must also enable Location Attendance Taking on each event where learners will be expected to confirm their attendance. Do this on the Setup tab of the event in the Event Options section.

When learners access the event they will be able to click a button to say "Mark Attendance."

They will be prompted to consent to sharing their location information by clicking Allow.

Their attendance will be confirmed or rejected based on their location.

Geolocation tracking can not distinguish a user's altitutde. As such, it is possible for a learner to be on the ground floor of a building and mark themself as attended at an event on the fifth floor. It is recommend to refer such behaviour to your professionalism body.

SMS Attendance Taking using Twillio

This option allows learners to mark themselves present via text message using a code distributed during a learning event.

Requirements

  1. Your Elentra installation needs events_sms_attendance_enabled and twilio_enabled to be active. Speak to a developer about enabling the setting.

  2. Learners need to provide their contact information in their user profile. Their numbers will be verified by Twillio.

Details

Elentra has been integrated with Twillio, allowing learners to send SMS message with an event code (generated during the event, by the faculty member), which will automatically mark the learner in attendance to the event.

Usage

  1. Create a Twillio account, specifically you want the Programmable Messaging service

  2. Create a phone number in your Twillio account

  3. Your developers need to modify Elentra's config.inc.php file and add in the details provided by Twillio, including the phone number

Once that's setup, people teaching an event can enable SMS mode on the attendance page of an event.

  • Teachers enter a timeframe (in minutes) for how long learners can mark their attendance.

  • Teachers click Generate Code. After the code is generated, teachers share the code and destination phone number with learners.

  • Learners text the code to the number provided.

  • After texting the code to the provided phone number the learner's attendance will be updated to present.

Attendance Reporting

You can download a CSV of learner attendance per event (blank or after completion) using the Download CSV button at the bottom of the Attendance page.

A prerequisite for using the learner self-record attendance option is to configure in the absence management module. Learners are required to select a reason if they log an absence and therefore you must have entered some reasons for them to select from.

Please note that Twilio is a fee-based service. If you choose to use this attendance option, your institution will need a Twilio account. See more at

An active subscription to SMS delivery service. Twillio may offer a trial period at no cost, but please be advised that there are associated with using Twillio.

Additionally, you can enable attendance reporting for a course from the section. This will allow you to generate similar to the below for the course.

If you are also using the Absence Management module note that it has its own .

Absence Management
collaborate.elentra.org
track learner leave
granular clinical events
absences reasons
https://www.twilio.com/
Twillio
fees
Course Setup tab Course Reports
attendance reports
reporting tool
Sample Attendance Page
Enabling learner self-recorded attendance on a Learning Event Setup tab
Viewing self-reported absence on Event Attendance page
Event Setup Tab Event Options Section
Learner view of Event Details to Mark Attendance
Learner consenting to share location
Attendance Rejected
SMS Mode Attendance screen
Sample SMS Code and prompt screen