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
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    • Curriculum Tag Sets and Curriculum Tags
    • Context-Based Linkages
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    • Mapping Tags to Content: Visibility and Reporting Options
  • User Management
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      • Clinical Faculty Checkbox
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  • Manage Cohorts
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  • Dashboard and Calendar
    • Dashboard
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      • External URL
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    • Managing Communities
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  • Courses
    • Creating Courses
    • Course Setup Tab
    • Curriculum Tags Tab
      • Copying Assigned Tags from one Curriculum Period to Another
    • Course Content Tab
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    • CBME Tab
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  • Course Websites
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  • Learning Events Tab
    • Learners - Bulk Download Event Files
  • Scheduling Events
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  • Event Pages
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    • Event Setup Tab
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      • Bulk Event Feedback Management
    • Event Attendance Tab
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    • Recurring Events Tab
  • Units/Weeks
    • Creating Units
    • Learner View of Units
  • Cases
  • Attendance Tracking in Elentra
  • Absence Management
    • Absence Management Set Up
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    • Absence Management Notifications
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  • Assessment of Learners In Elentra
  • Gradebook
    • Creating Assessments
      • Collections
      • Group Assessments
      • Attaching an Exam
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      • 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
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    • Comments per Assessment in Gradebook
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    • 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
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      • 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
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    • Safe Exam Browser
    • Respondus Lockdown Browser
    • Adjust Exam Scoring
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    • Grading Exams
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  • Team-Based Learning
  • Peer Instruction
    • Access Peer Instruction
    • Create and/or Manage a Poll
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  • Quizzes
    • Creating and Managing Quizzes
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  • Assessment & Evaluation
    • Required System Settings Configuration
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      • Prompted Responses
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    • Distributions
      • Distribution Wizard
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        • Support for Off-Service Rotation Assessment and Evaluation
        • Distribution Progress Report (Rotation-Based Distribution)
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      • Managing Distributions
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    • On-Demand Workflows
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    • External Assessors
    • Email Notifications in A & E
    • Administrator Use of Assessment & Evaluation
      • Admin > Assessment & Evaluation Dashboard
      • Send Reminders
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      • Reopen and Edit Completed Forms
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      • Extend On-Demand Task Expiry Dates
      • Trigger Assessment
      • Trigger Bulk Assessments
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    • Assessment and Evaluation Reports and Completed Tasks
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      • Evaluations Reports
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      • 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
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    • Bookmarks
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    • RSS Feeds
    • Give Feedback!
    • My Meetings
  • System Reports
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    • Learner Incident Reports
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    • 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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  • Add Additional Contextual Variables to an Organization
  • Import Contextual Variable Responses per Course
  • Upload A Completed Contextual Variable Response Spreadsheet

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  1. Competency-Based Education
  2. Mapping CBE Curriculum

Import Contextual Variable Responses

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Last updated 1 year ago

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Warning: Do not delete any contextual variables from the original list within Manage Curriculum or the CBE auto-setup feature will prompt you to re-add them the next time you use CBE.

Contextual Variable Responses are used to describe the context in which a learner completes something. Examples of contextual variables include diagnosis, clinical presentation, clinical setting, case complexity, patient demographics, etc. For each variable, courses must define a list of response options. For example, under clinical presentation, a course might include cough, dyspnea, hemoptysis, etc.

Elentra will autosetup a list of contextual variables in the Manage Curriculum interface. Institutions can also add contextual variables (e.g., assessor's role) to this list before uploading contextual variable responses (e.g., nurse, physician, senior resident) via each course CBE tab. Elentra provides access to the same Contextual Variables for all courses. Courses can customize their list of contextual variable responses, but all courses will all see the same list of contextual variables. For this reason we strongly recommend that you work with your courses to standardize the list of contextual variables loaded into Elentra. If you do not, you risk eventually have hundreds of contextual variables that all course administrative staff have to sort through, whether they apply to their course or not.

Elentra will auto-create the following Contextual Variables for a CBE-enabled organization. Do not delete any of these or your users will be prompted to run the auto-setup tool again.

Add Additional Contextual Variables to an Organization

Institutions can add additional contextual variables to make available to their programs through Admin > Manage Curriculum. Group and role permissions of medtech:admin or staff:admin are required to do this. If you add a contextual variable to the organization wide tag set, courses will be able to upload their own contextual variable responses for the tag.

  • Navigate to Admin > Manage Curriculum.

  • Click on 'Curriculum Tags' from the Manage Curriculum Card on the left sidebar.

  • Click on the Contextual Variables tag set.

  • Any new tags you add to the Contextual Variable tag set (e.g. observer role, consult type, domain) will be visible to and useable by all programs within your organization.

  • When you add new tags to the tag set, you'll be required to provide a code and title. It is recommended that you make the code and title the same, but separate the words in the code with underscores. For example: Title: Observer Role Code: observer_role

  • Note that there is a 24 character limit for curriculum tag codes and a 240 character limit for curriculum tag titles. If you enter more characters than the limit, the system will automatically cut off your entry at the maximum characters.

  • After you have added Contextual Variables to the existing tag set, programs will be able to add the new response codes (and responses) to the contextual variable response template and successfully import them.

Import Contextual Variable Responses per Course

Once you have built out the list of all contextual variables you want included in the system you can import specific contextual variable responses for each course.

First, build a spreadsheet that includes the CV response category and individual CV responses. You can use this file as a starting place:

Note that responses will display in the order they are in in the csv file you upload. You can reorder the responses later but you may save time by inputting them in the order you want users to see them.

The contextual variable response spreadsheet should have the following information:

  • Response Code: This column should include all contextual variables applicable to the course/program (e.g., assessor’s role, basis of assessment, case complexity, case type). Make sure to use the exact response code all contextual variable tags in the response_code column.

  • Response: In this column, you can add the response variables required for a course (e.g. Case complexity response variables: low, medium, high). To add more than one response variable per response code, simply insert another line and fill in both the response code and response columns.

  • Description (optional): This field is not seen by users at this point and simply serves as metadata.

  • Save as a CSV file.

Upload A Completed Contextual Variable Response Spreadsheet

  • Navigate to Admin > Manage Courses.

  • From the cog menu beside the course name, select 'CBE.'

  • From the tab menu below the Competency-Based Education header, click 'CV Responses'.

  • Click 'Upload CV Responses'.

  • Drag and drop or search your computer for the appropriate file.

  • Click 'Save and upload Contextual Variable Responses'.

  • When the upload is complete you'll be able to click on any contextual variable and view the responses you've added.

Click 'Add Tag' or 'Import from CSV' to add additional tags (more detail regarding managing curriculum tags is available ).

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contextual_variable_template_sample.csv
List of auto-created contextual variables
Adding additional contextual variable fields through Manage Curriculum
Sample Contextual Variable Response template
Uploading contextual variable responses
Successfully uploaded contextual variable responses