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
Powered by GitBook
On this page
  • Instructors Overview
  • Access Module
  • Add, Edit, or Delete an Instructor
  • Add or Edit the Instructor Flag Manually
  • Bulk Upload Instructors Flag with CSV
  • Delete Instructors
  • Instructors - Table View
  • Add Instructor
  • Instructors - Details

Was this helpful?

Export as PDF

Manage Instructors

PreviousProfile PhotosNextManage Cohorts

Was this helpful?

Instructors Overview

The Manage Instructors module is a place to store data of Faculty Users that are considered Clinical Faculty Members (Instructors). It is a repository for Clinical staff and Learners to locate Instructor information.

Users with Group: Faculty, Role: any can be Instructors if the clinical faculty checkbox in their user profile is checked.

In the clinical year context, Instructors are typically preceptors that could be associated with a Rotation.

Within Elentra, Instructors can be added to Preceptor pools on Rotations that are shown for Learners' requests. They can optionally be assigned to Rotation Slots with Capacities to run Lotteries. (Note that faculty users not set as Instructors remain available for Preceptor pools and Rotations).

While all data points are visible to Admins, only some fields are visible to Learners. Admins can also choose to hide specific Instructors from Learners.

Access Module

To access the Manage Instructors module, go to the top menu and select Manage Instructors.

Add, Edit, or Delete an Instructor

Pre-Condition: Faculty must have accounts in Elentra before you can enter information about them in the Instructors module.

Flagging Faculty users as Instructors can only be done from the module using the "Clinical Faculty Member" checkbox.

Admins can set the "Clinical Faculty Member" checkbox either manually, or with a bulk CSV Import for both new and existing users.

Add or Edit the Instructor Flag Manually

  • Go to Admin > Manage Users

  • Find the Faculty user that you want to set as Instructor

  • Select the user's Full Name

  • On the left sidebar, select on Edit Profile

  • Under Permissions, select the "Clinical Faculty Member" checkbox and select "Save"

  • You can now see the user as an Instructor in Admin > Manage Instructors

Be aware when using more than one organisation:

The "Clinical Faculty Member" checkbox persists across all orgnisations. If a user is set as a "Clinical Faculty Member" in one organisation, they will be visible, and accessible in all organisations within the Manage Instructors module.

Bulk Upload Instructors Flag with CSV

You can use the CSV import to either create New Users with the Instructor flag activated or use a CSV import to Edit Existing Users' permissions to activate their Instructor flag.

  • Go to Admin > Manage Users

  • Click on the "Import From CSV" button

  • Click on the "Download sample CSV" file hyperlink

  • Complete the template with the new users or existing users' information

  • On the Is Instructor column, for each user on the file, indicate 1 if you want it to be a Clinical Faculty Member (Instructor), if not, indicate 0.

    • The values on the Is Instructor column will be considered for New Users, or it will edit the current value for Existing Users.

    • If the Is Instructor column is left empty or contains invalid values, the import will still happen, and the Instructor flag will remain inactive for the New User, or unchanged for the Existing User.

Delete Instructors

Deleting users that are Instructors can only be done from the Manage Users module.

A reminder that there's a difference between deactivating the Clinical Faculty Member (Instructor) flag for a Faculty user and deleting the user and all its information from the system.

  • Go to Admin > Manage Users

  • Select the user(s) you wish to delete, click the "Delete selected" button and confirm.


Instructors - Table View

When accessing the Manage Instructors module, you'll see a list of Instructors with inherited fields from the User Profile handled through the Manage Users module (Photo, Full Name, Curriculum Track, City and State/Province). The rest of the additional fields are managed through the Instructor's Details tabs. From this view, you can:

  • Search an Instructor by Full Name

  • Sort the table by any column

  • Filter the table by:

    • Curriculum Track

    • City

    • State/Province

    • Status

    • Agreement Status

    • Locations

    • Curriculum Tags

Add Instructor

For convenience, you can access the Manage Users functionality by selecting "Add Instructor" from the Manage Instructors Table. This interface will open in a new tab. From there you can select "Add New User" to begin the process of adding a new Instructor.

Instructors - Details

When clicking on one specific Instructor's Full Name hyperlink, you can access and edit its details through the different tabs, which are described below:

Personal Information Tab

These fields, including the Curriculum Tracks, are set at the User level through the Manage Users module and are, therefore, read-only. The Send Mail button is a :mailto that opens the default Email App.

For convenience you can select the "Edit Instructor" button to be taken to the Edit Profile interface within Manage Users. This will open in a new tab.

Meta Data associated with this user will be displayed on this tab.

The user that created this account, when it was created, the last user to update this user and the date of that update will also display in this tab.

Contacts Tab

Lists Contact information for individuals that will be displayed on the Learner view of Instructors. This individuals are not users added through Manage Users.

On this tab you can search Contacts by Name, or filter Contacts by:

  • Roles

  • Location Types

To add a Contact:

  1. Select the Add Contact (+) button beside Contacts.

  2. Fill in the fields as required:

    • Prefix: This will display to Admin users, but not Learners.

    • First Name (Required): This will display to both Admin users and Learners.

    • Last Name (Required): This will display to both Admin users and Learners.

    • Role: Optionally select from the list of roles defined in the database (default is none). This will display to Admin users, but not Learners.

    • Mailing Address:

      • Address Line 1: This will display to Admin users, but not Learners.

      • Address Line 2: This will display to Admin users, but not Learners.

      • Country: This will display to Admin users, but not Learners.

      • Province/State (if applicable): This will display to Admin users, but not Learners.

      • City: This will display to Admin users, but not Learners.

      • Zip Code: This will display to Admin users, but not Learners.

    • Contact Information:

      • Phone Number: This will display to both Admin users and Learners.

      • Email: This will display to both Admin users and Learners.

    • Assigned Site: Optionally specify which of the Sites, Buildings or Rooms you'd like to associate with this Contact. This will display to both Admin users and Learners.

    • Contact Photo: This will display to Admin users, but not Learners.

  3. Select "Save".

Contact information can be exported as a CSV by selecting "Export CSV"

Curriculum Tags Tab

Associate Curriculum Tags to the Instructor to allow Admins and Learners to filter Locations by the tag.

Clinical Experience

Instructors with associated Curriculum Tags set as Preceptors for Rotations will display on the Clinical Rotation Scheduler when set to the "Detail" view mode.

Locations Tab

Associate Sites with Instructors, allowing Learners to see which Sites are associated with Instructors, and allow Admin users to filter Instructors by associated Sites.

To associate Sites:

  1. Select the Add Site button (+) beside Sites.

  2. Search for and select sites to be added and select "Save". More than one Site can be associated at once.

To remove a Site:

  1. Select the checkbox beside its name.

  2. Select "Delete Selected".

Sites must already be in the system before they can be associated with an Instructor.

Agreements Tab

Upload agreement documents and assign expiration dates to the Agreements Tab.

To add an Agreement:

  1. Select the Add Agreement button (+) beside Agreements.

  2. Fill in the fields and upload the agreement document, and select Save.

The Expiration Date column on the Instructors Table View will be calculated based on the latest expiration date of all agreements.

Status and Visibility Tab

The Status & Visibility fields per Instructor will be undefined (empty) by default and currently can only be updated individually through the interface.

You can set the Status of the Instructor to Inactive or Active.

When the Instructor is Active, you are allowed to associate it with Rotations' Instructor Pools.

You can set the Visibility of the Instructor to Hidden or Visible. When an Instructor is Visible, Learners can see it from the Instructors page available for them.

The "Status" of an Instructor can be set to "Inactive" or "Active." When the Instructor is "Active", it can be associated to a Rotations' Preceptor Pools. If the Instructor is "Inactive" it will not be listed as a Preceptor to be assigned. If an Instructor was already assigned to a Pool or already associated with Rotations and later set as "Inactive" it will persist in Pools and Rotations.

Instructors set as "Inactive" will still appear when selecting Faculty users in other interfaces in Elentra .

The Visibility of an Instructor can be set to "Hidden" or "Visible". When an Instructor is "Visible", Learners can see it from the Instructors page available to them, otherwise it is not displayed.

Instructors set as "Hidden" will remain visible elsewhere in Elentra as a faculty user, including People Search.

The Status & Visibility fields per Instructor will be undefined (empty) by default and can be updated individually through the interface. Undefined (empty) Instructors will appear when selecting preceptors for Rotations or Pools.

Notes Tab

This tab is intended to contain any comments used to input additional information for internal use or to show them to Learners.

Internal: Internal Notes can be viewed by Admins only Learner: Learner Notes can be viewed by Admins and Learners.

A note can be set as either Internal, Learner or both.

Files Tab

This tab allows users to upload any files they wish associated with the Instructor. Files uploaded here will not appear anywhere else but this tab, thus they are not visible to Learners.

To upload a File:

  • Select the Add Files (+) button beside Files.

  • Give the file a Title

  • Select "Browse Files" or drag a file to the upload area of the File Upload interface.

  • Select "Save"

To delete an uploaded file:

  • Select the files you want to delete by checking the checkbox for them in the File index.

  • Select "Delete Selected"

  • Select "Yes, I would like to delete this file"

  • Select "Delete"

Manage Users