Manage Instructors
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 Manage Users 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:
Select the Add Contact (+) button beside Contacts.
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.
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:
Select the Add Site button (+) beside Sites.
Search for and select sites to be added and select "Save". More than one Site can be associated at once.
To remove a Site:
Select the checkbox beside its name.
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:
Select the Add Agreement button (+) beside Agreements.
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"
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