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
  • Adding a Drop Box to an Assessment
  • Viewing an Existing Drop Box
  • Bulk Uploading and Downloading Assignments in a Drop Box
  • Submitting a Drop Box Assignment as a Learner
  • How faculty can grade drop box assessments
  • Handing Back Graded Assignments to Learners

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  1. Gradebook

Drop Box Assignments

By adding a drop box to an existing gradebook assessment you can allow learners to upload assignments, and allow faculty to view and mark those assignments in Elentra. If a form is attached to a gradebook assessment, faculty can use the form and view the submitted assignment simultaneously.

Assignment due dates can optionally be displayed on the learner dashboard calendar. You need a developer to enable the calendar_assignments_enabled setting if you want learners to see assignment due dates on their calendars.

Adding a Drop Box to an Assessment

  • Navigate to a course gradebook and ensure you are in the correct curriculum period.

  • Search for or create a new assessment.

  • Click 'Add Drop Box' under the Assignment column for the assessment.

  • Complete the required information, noting the following:

    • Assignment Drop Box

      • Set submission options**.**

    • Allowing students to upload more than one file can be useful if students are submitting pictures or documentation of an experience. The maximum number of files a student can upload also limits how many files can be handed back.

    • Adding a dashboard notice will automatically generate a dashboard notice including assessment due date and a link to the drop box and display it to the learners responsible for the assessment. If you select a dashboard notice, the default release is immediately. To modify the release date, click “Release notice on a custom defined date” and set the release date (this section applies to the dashboard notice only, not the availability of the drop box).

    • Allow learners to upload new revisions will allow students to replace an existing file with a newer one.

    • Allow graders to see the name of the learner they are grading can be unchecked if you wish graders to work without knowing the names of the learners assigned to them. Note that they will still have access to student numbers on any downloaded files. Student names will also be available to users with administrative access to the gradebook (e.g. Curriculum Coorindators, Course Directors).

    • Submission due date: If you have set an assessment due date, the submission due date for the drop box will match it. If you change the assessment due date, the assignment submission due date will automatically be adjusted. Please note that they system does allow learners to upload files after the submission due date so that late work can be submitted without additional hassle to administrative staff. If you wish to track late submissions, it is recommended that you make that selection on the edit assessment screen.

    • Time Release Options: Set the time release for a viewable start and finish which will control when the drop box will be visible to users. The default setting causes the drop box to be immediately visible to learners and does not set a finish date.

  • Click “Save” at bottom right.

Viewing an Existing Drop Box

  • Navigate to Admin > Manage Courses > *course* > Gradebook.

  • For an existing assessment that has an existing drop box, click 'View Drop Box'.

  • You will see a list of learners, their student number, any existing grades, initial submission date for existing assignments (red means it was late), and a timestamp showing last activity on the drop box.

    • The Last Activity column will show the date/time of a file upload or comment from a learner or grader.

  • From this page you can click on a learner name to view their drop box submission, or download the submission.

Bulk Uploading and Downloading Assignments in a Drop Box

If learners have submitted hard copies of assignments or have emailed their assignments to a staff member, those files can quickly be added to the drop box using the bulk upload tool.

  • Navigate to a course gradebook.

  • Ensure you are in the correct curriculum period.

  • Search for the assessment if required.

  • Click View Drop Box under the Assignment column for the required assessment.

  • Click Upload Zip of Submissions.

    • Where the instruction says that each uploaded file must contain the user's email address, please use the user's email address as the file title (e.g., johnsmith@email.com.doc)

  • Attach a file by dragging and dropping it in place or browsing your computer, and click Submit.

  • You can also bulk download all submitted assignments from this same page. This can be useful if you have faculty who wish to grade hard copies of an assignment.

Submitting a Drop Box Assignment as a Learner

  • In the top right corner click on the user name to open the personal menu options.

  • Click 'My Assignments'.

  • On the My Assignments screen, learners can see all required assignments and their due dates as well as any grades already assigned.

  • Click on an assignment title and then click 'Add File'.

  • In the popup window that opens, drag and drop or browse for a file to upload.

  • Provide a file title and comment (optional).

  • Click 'Upload'. The uploaded file will display on the Assignment Submissions list.

  • Depending on how the drop box was set up learners may be able to upload additional files or revised files.

  • Learners can also add comments to the assignment submission page by clicking 'Add Assignment Comment'.

If an organization has enabled the setting to allow learners to view assignments from their dashboard calendar learners can also access the specific assignment submission page or view My Assignments from there.

How faculty can grade drop box assessments

Make sure that faculty have been added to an assessment as a grader for them to use this process.

  • From the user icon, faculty click 'Grading Tasks'.

  • Click on the appropriate course.

  • Click on the appropriate assessment.

  • Scroll down to view the list of learners; click in the Grade column beside a student name.

  • If a form has been attached to the drop box assessment the user will see a split screen with the assessment form on one half and the assignment on one half. Use the assessment form and click 'Save and Close' to just grade this one assignment, or 'Save and Go to Next' to continue grading additional assignments. (Note that the system progresses to each learner whether or not an assessment has been submitted to the drop box.)

  • If no form has been attached to the drop box assessment, the user can enter grades directly into the Grade column.

A note on anonymous grading: If you do not want graders to view the names of learners when they grade their dropbox assignments, make sure you uncheck "Allow graders to see name of learners they are grading" on the dropbox setup page.

Course directors who are additionally assigned as graders can access their Grading Tasks to view anonymous assignments. Note that this is supported when course directors are grading inline by clicking on the grading cell to enter a grade. If a course director clicks View in the Dropbox submission column, they will be redirected to the admin. view of the gradebook which will NOT be anonymous.

Note that the ability to assign a custom grade or to adjust the points per form item is restricted to administrators and course directors grading in a course gradebook. We are working on introducing the ability for faculty graders to also use these tools.

Handing Back Graded Assignments to Learners

If graders have downloaded assignments and annotated the files to return to leaners, admin users may return assignments to learners using the Hand Back Response tool.

  • Navigate to a course gradebook.

  • Click View Drop Box.

  • Click on a learner name.

  • Click Hand Back Response and drag and drop or browse your computer for a file to attach and then click Upload.

  • If a revised response file needs to be added follow the same steps.\

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Last updated 1 year ago

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View of Drop Box from Admin > Manage Courses > Gradebook
Learner view of an assignment from the dashboard calendar
Faculty viewing a drop box assignment and assessment form