Elentra ME User Documentation
Elentra ME 1.28
Elentra ME 1.28
  • Introduction
  • What's New in ME 1.28?
  • Support
    • Supported Browsers
    • Reporting Issues
  • 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
    • Learning Event Contact 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 Instructors
  • 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
    • Create A Community
    • Community Pages
      • Announcements
      • Discussions
      • Document Sharing
      • Events
      • Galleries
      • Polling
      • Quizzes
      • External URL
      • BasicLTI Consumer
    • Managing Communities
      • Community Reports
      • Locking a Community
    • Join 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
    • CBE 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
    • Enter 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
        • Creating a Lottery
        • Edit or Delete a Lottery
      • Lottery Stages Tab
      • Lottery Schedule Tab
      • Lottery Visibility Tab
      • Learner Experience
        • Ranking Stage
        • View Tentative Schedule
        • Swapping Stage
      • Managing Variations
      • Publish Lottery Results to the Rotation 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
    • My Required Preparations
  • 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
  • Import grades using a CSV
  • Enter grades from a Gradebook Assessment
  • Custom Grades
  • Adjusting Point Values Per Form
  • Pass/Fail and Complete/Incomplete Marking Schemes
  • Empty grades
  • How to allow Grade Calculation Exceptions
  • Releasing grades to learners

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  1. Gradebook

Enter Grades

PreviousConsiderations for ClerkshipNextGrade Spreadsheet

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There are several ways to enter grades into the gradebook including importing grades with a CSV, manually entering grades, linking an assessment to exams, and attaching an assessment form to a gradebook assessment which, when completed, automatically populates the grade.

Staff:admin users and staff:pcoordinator and faculty director users assigned to a course can access a complete course gradebook and enter grades from Admin > Manage Courses > Course > Gradebook. This page describes grading actions available in a course gradebook.

If an organization wishes to permit bonus grades for individual assessments, an optional database setting can be enabled to allow gradebook assessments to be scored over 100% (gradebook_assessment_bonus_marks).

Import grades using a CSV

This option is available to users that have access to a course gradebook like staff:admin, and program coordinators and faculty directors associated with the course. (Faculty assigned to grade assessments for specific learners should enter grades via My Grading Tasks.)

  • Navigate to Admin > Manage Courses.

  • Search for a course as needed.

  • Click the cog icon to the right of the course name and select Gradebook.

  • Ensure you are in the correct curriculum period and adjust using the period selector in the top right if needed. (The current curriculum period will display by default.)

  • Search for and click on the title of the assessment you would like to grade. This will take you to the assessment page.

  • Click the Import/Export button on the right and select Import grades from the dropdown menu.

  • The data needs to be in CSV format to be uploaded. If you use Excel or Numbers use “Save As” to create a version of your file as a .csv.

  • The marking scheme dictates what information and formatting should be included in your .csv file to upload. For all imports, include the learner id number or email address to link grades to the appropriate users.

  • For numeric marking schemes include the numerator of the grade

  • For percentage marking schemes include the percentage

  • For pass/fail marking schemes format your CSV so that a pass is 100 and a fail is 0

  • For complete/incomplete marking scheme change the assessment marking scheme to pass/fail, import the marks as listed above, then revisit the Edit Assessment page and change the assessment marking scheme back to complete/incomplete. The marks should update to C’s and I’s as required.

  • Drag and drop or browse you computer to find the file you need to upload. Click Import CSV.

Enter grades from a Gradebook Assessment

  • Navigate to Admin > Manage Courses.

  • Search for a course as needed.

  • Click the cog icon to the right of the course name and select Gradebook.

  • Ensure you are in the correct curriculum period and adjust using the period selector in the top right if needed. (The current curriculum period will display by default.)

  • Search for and click on the title of the assessment you would like to grade. This will take you to the assessment page.

  • Click in the grade column beside a learner name/number. Enter the appropriate grade.

  • Your work saves automatically.\

  • Another option is to open the grade spreadsheet for a course and input grades directly in the spreadsheet.

Custom Grades

Note that custom grades and adjusting point values per form, per learner are not currently available to graders assigned to a specific assessment and/or learners. The feature only works when you are entering grades as a course administrator (i.e., Curriculum Coordinator or Course Director).

When grading with an attached Assessment and Evaluation form, and in a Course Gradebook, admin users and course directors can optionally check the Custom Grade box and enter a value. This allows you to override the automatically calculated grade.

Adjusting Point Values Per Form

When grading with an attached Assessment and Evaluation form, and in a Course Gradebook, admin users and course directors can optionally adjust the point awarded to a learner. This allows for a more specific grade calculation as needed.

In the example below each 'Achieved' score was set to 5 by default. Professionalism and Quality of Slides have been updated to 3 and 4 respectively. The adjusted point total will be taken into account to calculate the learner's grade.

Pass/Fail and Complete/Incomplete Marking Schemes

If you use the pass/fail or complete/incomplete marking schemes the information stored in the Elentra database about a learner’s grade will be 100 or 0, regardless of what you enter to record the grades. For instance, if you enter that Student A got a 65% and that registers as a P, the database will store a grade of 100 for them.

You can control the threshold of what percentage score counts to register as a pass or complete with the database setting gradebook_passing_grade. (So for example you can make it so that a 50 registers as a P or that a 60 registers as a P. Either way what the database actually stores for a P is a 100.)

To record specific learner percentage grades in the database but represent them as a P or F to learners, you should build a grading scale that can be applied to an assessment for the purposes of displaying grades. That will allow you to record a 65 for a learner, store the 65 in the database and include the 65 in the student’s final grade calculation, but display a P to them in the gradebook.

Empty grades

If no grade is entered for an assessment, a dash will display in the grade column and on the grade spreadsheet.

A database setting (gradebook_include_ungraded_assessments) controls whether unentered grades are ignored by Elentra or count as zeros in the administrative view of a gradebook.

If you export the grades there will be a blank cell in the spreadsheet where the missing grade is and depending on the setting option used, all missing grades will either be ignored or count as zeroes in the learner's final grade calculation.

Regardless of the setting option you use, learners' views of their gradebooks will always ignored unentered grades so that administrative staff can create all assessments in a gradebook at the beginning of a course and fill in grades over time without learners thinking they have multiple zeroes.

How to allow Grade Calculation Exceptions

This feature allows you to modify the weight of an assessment for an individual student.

  • Navigate to Admin > Manage Courses.

  • Search for a course as needed.

  • Click the cog icon to the right of the course name and select Gradebook.

  • Ensure you are in the correct curriculum period and adjust using the period selector in the top right if needed. (The current curriculum period will display by default.)

  • Search for and click on the title of the assessment you would like to grade. This will take you to the assessment page.

  • Scroll down to Grade Calculation Exceptions.

  • Click on Select a Student and select the required learner from the dropdown menu.

  • When the learner name appears below adjust the weighting by typing in the new assessment weight.

  • Remove individual grade calculation exceptions by clicking the red minus button beside a learner name.

If you use this feature you do need to ensure that you rebalance the gradebook weighting of other assessments for the learner. For example, if you reduce a midterm from 10% to 0% because of an excused absence, you will need to manually increase the weight(s) of the same student's other assessments so that the total weight is still 100%.

Releasing grades to learners

When you add an assessment to the gradebook you can specify whether or not to show the assessment in the learner gradebook and you can set start and end date and time to control the visibility of the grade. Grades are released to all members of the course enrolment at the same time. You can’t currently release grades to only selected learners through gradebook.

Gradebook Assessment Page
Entering a Custom Grade
Adjusting point values