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Elentra ME 1.12

Introduction

You have arrived at the user documentation for Elentra ME. These pages are intended for the administrative staff and faculty who are using installations of Elentra ME. A range of topics are listed on the left and clicking on each will open a subset of menu options. We also recommend using the search tool in the top right.

Technical staff can find our technical documentation at https://docs.elentra.org/technical/

If you don't see what you're looking for, please feel free to reach out on the Slack #help channel if you have access to the Elentra Slack team or submit a question to our Training Coordinator, Alice Rush-Rhodes at arush@queensu.ca.

For more general information about the Elentra Consortium please visit our website: https://elentra.org

Support

There are a number of support and communication channels used by the Elentra Consortium in order to adequately address your support needs. If you are new to Elentra development or administration please contact your local designated Elentra Consortium contact or reach out to us at .

Communication Channels

Elentra Mailing Lists (to subscribe please email arush@queensu.ca)
- Community List
- Elentra Learn List (used to distribute invitations to webinars and training activities)
- Developer List
(optional) Weekly School Check-In Web Conference
Bi-Weekly Elentra Consortium Web Conference
Monthly Elentra Learn Training Webinar

Feature Requests

The Elentra Consortium relies on participant contributions in order to continue expanding the features we offer. Organisations frequently develop features that they require but that might be useful to other schools as well.

If you have an idea for a new or improved component of Elentra we recommend speaking to a project manager or software developer at your local institution. They can reach out to other schools within the consortium to identify potential solutions or overlapping needs.

Together, we'll continue to build a great integrated teaching and learning platform.

Reporting Issues

If you discover a bug or issue with Elentra we would strongly encourage you to report the problem as a bug using our Jira Issue tracker: https://elentra.atlassian.net/projects/ME/issues/filter=allopenissues

If you need access to the issue tracker, please send an email to Alice Rush-Rhodes at arush@queensu.ca

Security Reporting

We take the security of the Elentra Platform very seriously. If you believe that you have discovered a security vulnerability please contact us immediately:

Name

E-Mail Address

Telephone Number

Matt Simpson

1-613-533-6000 x78146

Andrew Dos-Santos

1-613-533-6000 x74904

By reporting issues to our team you are helping to create a secure and reliable product.

Elentra Learn Webinars

Please note that at present our monthly webinars are not posted on this site. If you are employed at a consortium member school and wish to access a past webinar, please contact Alice Rush-Rhodes on Slack or via email (arush@queensu.ca).

Past webinar topics include:

Elentra Learn #13 (May 2nd, 2018) - User Experience Development and Process

Entrada Learn #12 (April 4th, 2018) - What's New In Entrada ME 1.12

Entrada Learn #11 (March 7th, 2018) - Using the Entrada API

Entrada Learn #10 (February 7th, 2018) - Communities (types, pages, etc.)

Entrada Learn #9 (December 6th, 2017) - Curriculum Search, Explorer and Matrix

Entrada Learn #8 (November 22nd, 2017) Competency-Based Medical Education in Entrada ME 1.11

Entrada Learn #7 (November 8th, 2017) - Curriculum Management in Entrada ME 1.11

Entrada Learn #6 (October 4th, 2017) - Deep Dive into Exams in Entrada ME 1.10

Entrada Learn #5 (August 30th, 2017) - Deep Dive into Assessment & Evaluation in Entrada ME 1.10

Entrada Learn #4 (July 26th, 2017) - What’s New in Entrada ME 1.10

Entrada Learn #3 (June 28th, 2017) - Setup and Maintenance of Courses in Entrada ME 1.9

Entrada Learn #2 (May 31st, 2017) - Deep Dive into Entrada ME 1.9 Gradebook

Entrada Learn #1 (April 26th, 2017) - What’s New in Entrada ME 1.9

System Setup

After your Elentra installation is active, you'll need to configure some system settings before using other modules and features of the platform. Users with the group and role of Medtech>Admin or Staff>Admin will be able to access System Settings. Here you'll be able to configure things like assessment types, location management, grading scale, departments, and user disclaimers. Generally this is content that will remain consistent across an entire organisation and will not be frequently changed. Note that you set system settings at the organisation level in Elentra so you can have different system settings for undergraduate and gradaute medical education programs running of the same installation of Elentra.

Which system settings you configure really depends on how you will be using Elentra. See the list below for some quick start ideas.

If you want to add users: configure departments before importing users (especially faculty)
If you want to create courses: configure curriculum layout and periods first (note that this has moved from Admin>System Settings to Admin>Manage Curriculum)
If you want to schedule learning events: configure learning event types and locations (you'll need courses via Admin>Manage Courses and for rotation scheduling you'll also need to build blocks in the relevant curriculum period but that is done in Admin>Manage Curriculum)
If you want to input grades: configure assessment types (you'll need to configure curriculum layout and periods, and build courses as well but that will be completed elsewhere)
If you want to report using the curriculum inventory: configure assessment and learning event types, and curriculum layout and periods (you'll also need courses, events, and gradebooks setup but those are managed elsewhere)

Instructions for managing some system settings are included here. Other instructions are included with their related module. See a sample list of system settings below.

Organisations

In Elentra, organisation refers to an entity using and managing its own curriculum layouts, tags, courses/programs, learning events, gradebooks, etc. Examples of organisations include undergraduate medicine and postgraduate or graduate medicine. Another example could be nursing or rehabilitation therapy.

You can add and manage organisations through Admin:System Settings. While Medtech:Admin and Staff:Admin users have access to System Settings ONLY Medtech:Admin can add a new organisation.

How to add a new organisation

Note that this tool is only available to Medtech:Admin users.
Navigate to Admin>System Settings.
Click 'Add New Organisation'.
Provide the required information noting the following: Interface Template: Stock Elentra has one default interface. If you are testing things on an installation with dummy data provided by Elentra and have different interface options available we recommend using them only if it has been recommended to you.
Click 'Save'.

Additional interface template information: The Elentra template is entirely configurable by a developer and if you would like additional interface templates, that is customization that your institution can do. Many schools apply their own branding to the look of Elentra or you might create different templates for different organisations using your installation of Elentra (e.g., undergraduate and postgraduate or graduate medical education organizations).

How to edit an existing organisation's metadata

Navigate to Admin>System Settings.
Click on the name of the organisation you want to manage.
Click on the pencil icon and 'Edit' in the top right to change the existing information.
Make the required changes and click 'Save' in the bottom right.

Location

Location Management allows organisations to maintain a list of the sites, buildings and rooms relevant to their institution. In this context site could refer to an institution, organization, or governing body. Site is the top tier of the location management system; within a site you can add buildings, and within a building you can add rooms. Some examples are provided below.

Site: University/College Name, Hospital Name
Building(s): New Medical Building, Abramsky Hall, Student Athletic Centre
Room(s): 201A, 201B, 430, 431, The Caldwell Room

Using the locations feature is useful to you if you plan to schedule clinical rotations or learning events in Elentra. Rotations and their corresponding blocks/slots can be assigned to sites, and learning events can be assigned a site, building and room. The building and room code will be displayed to event attendees so make sure the short codes you use are logical.

How to access locations

Log in as Medtech:Admin or Staff:Admin.
Navigate to Admin>System Settings.
If you have access to multiple organisations, click on the name of the organisation you want to manage locations for.
Click 'Location Management' from the left sidebar.

How to add and manage sites

From the Location Management screen click 'Add New Site'.
Provide the required information noting the following: Site Code: The site code will display with the name on dropdown menus when you are assigning a site (e.g., in a learning event or rotation). Province/State: This option will only be available after you have selected a country.
Click 'Save'. You will be directed to enter buildings for your new site.
When you return to the Sites page, the sites will be listed in the order they were added to the system. There is currently no user interface to reorder the list of sites.
To edit an existing site click on its name from the Location Management screen and then click the pencil icon beside the site name.
To delete an existing site click the checkbox beside the site from the Location Management screen. This will cause a delete button to appear. Click 'Delete Selected' and confirm your choice.

How to add and manage buildings

From the Location Management screen click on an existing site.
Click 'Add New Building'.
Complete the required information noting the following: Building Name and Code: Both of these will be displayed on the list of buildings and in learning events. City, Country, and Province: These will default to the same information as the site but you can change it as needed.
Click 'Save'. You will be directed to a page to add rooms to the building.
When you return to the Buildings page, the buildings will be listed in the order they were added to the system. There is currently no user interface to reorder the list of buildings.
To edit existing buildings click on a building name and then click the pencil icon beside the building name.
To delete existing buildings, click the checkbox beside the building name from the list of buildings. This will cause a delete button to appear. Click 'Delete Selected' and confirm your choice.

How to add and manage rooms

From the Location Management screen click on an existing site.
Click on an existing building.
Click 'Add New Room'.
Provide the required information noting the following: Room Number: This can represent the numbering customs in the building. Room Description: This is a required field that collects information. At present users will not see this information. Room Max Occupancy: This collects information and at present will not be displayed to users elsewhere in the system.
Click 'Save'.
The room will appear on the Building Rooms list.
When you return to the Rooms page, the rooms will be listed in the order they were added to the system. There is currently no user interface to reorder the list of rooms.
To edit existing rooms click on a room name and an edit window will open.
To delete existing rooms, click the checkbox beside the room name. This will cause a delete button to appear. Click 'Delete Selected' and confirm your choice.

Departments

A list of departments, divisions, faculties, schools or units can be maintained in Elentra and applied in user profiles. This information is in turn used in some reporting tools (e.g. Faculty Teaching Report By Department).

As of Elentra ME 1.12, if you import users using a csv you can include a column for department and add multiple departments as needed.

How to manage the list of departments

Log in as Medtech>Admin or Staff>Admin.
Navigate to Admin>System Settings.
Click on the name of the organisation you want to manage departments for.
Click 'Departments' from the left sidebar.
Click 'Add Department' to add a new entry.
Complete the required information noting the following: Department Type: You can select a department type from a dropdown menu. The options include department, division, faculty, school, and unit. There is no user interface to change this list.

Click 'Save'.
To delete existing entries, click the checkbox beside the item name and then scroll down and click 'Delete Selected'; confirm your choice.

The list of departments will display alphabetically.

Linking departments and divisions

As of Elentra ME 1.12 there is no user interface to link departments and divisions. There is space in the database to create a relationship between a department and its affiliated divisions and a developer with access to the database can do this work if it is required by your organisation. In a user profile you can assign someone to multiple departments and divisions in order to show their multiple affiliations.

Custom Profile Fields

Each department can configure custom profile fields to collect additional information from their members. This allows an administrator to define the custom profile field in terms of the type of information to collect and then create a space in the user's profile for them to provide said information.

Creating a Custom Profile Field

In an administrator role, navigate to Admin>System Settings, pick the appropriate organization if required, and click Department from the left sidebar.
Click on the appropriate department.
Click Department Profile Fields
Click Add Field
Provide the relevant information, noting the following:
- Field Type allows you to customize how information can be collected. The options are:
  - Rich text
  - Plain text
  - One Line text
  - Checkbox
  - External URL (e.g. for people to provide a link to their research project page)
Click Add
The newly created field will display on a list of custom profile fields. You can edit, delete, or reorder the custom profile fields using the pencil and trash icons or the Reorder button.

Completing a Custom Profile Field as a User

Users can complete their custom profile fields in their user profile, accessible by clicking on the user's name in the top right. Within their profile options they will see a Department Specific Information tab and can provide the required information there. In the example below there is a checkbox item and a one line text item.

Event Types

Event Types describe all the different things you might include in scheduled events managed through Elentra. Examples include lectures, labs, directed independent learning, exams, lunch, etc. and the list of event types is customizable. Event types are used several ways:

any event added to a schedule must have an event type defined; you can add multiple event types to one scheduled event
the audience of an event will see its type
there is a report to summarize the use of different events types within a course

How to manage event types

You must be logged in as an admin. user to manage event types.
Navigate to Admin>System Settings.
If you have multiple organisations, click the name of the organisation for which you want to manage event types.
Click 'Learning Event Types' from the left sidebar. A list of existing event types will be displayed.
Click 'Add Event Type' to add a new event type.
Complete the required fields, noting the following: Description: This field is optional however it is visible to users when they create events so you may wish to provide it. When users add events to the system through Admin>Manage Events, they can mouseover event types and view the provided description (see above). Medbiquitous Instructional Method: If you plan to use the Curriculum Inventory Reporting tool to report to the AAMC it is recommended that you map your organisation's event types to the Medbiquitous Instructional Methods. If you don't, the CIR tool will omit events with unmapped event types.
Click 'Save'.
The newly added assessment characteristic will now appear on the event types list.
To modify an existing event type click on it.
Edit it as needed and click 'Save'.
To delete existing event type click the checkbox beside the event type you wish to delete.
Click 'Delete Selected'.
Confirm your choice.
You will be returned to the list of event types.

Examples of Event Types being used in Elentra

Assessment Characteristics

Assessment characteristics should be configured if you plan to use course gradebooks. Within a gradebook you will need to define the assessment characteristic for each assessment added. Each assessment type has different extended options for recording data (e.g. the type of included questions for quizzes and exams, or whether to track late submissions for papers and projects).

Elentra comes with a set of assessment types. These include assessment, exam, paper, presentation, project, quiz, rat, rating, and reflection. Within each assessment type you can further specify assessment characteristics (e.g. oral exam, written exam, OSCE). While there is no user interface to change the list of assessment types, the assessment characteristics list is completely configurable through the user interface. Assessment characteristics can also be mapped to MedBiquitous Assessment Methods if required by an organisation. Whatever is created as an assessment characteristic can later be applied to the assessments listed in a course gradebook (see image above).

Navigate to Admin>System Settings.
Click the name of the organisation for which you want to manage assessment characteristics.
Click 'Assessment Types' from the left sidebar. A list of existing assessment characteristics grouped by assessment type will be displayed.
Click 'Add Characteristic' to add a new assessment characteristic.
Complete the required fields. The description is optional and is not often seen in other parts of Elentra. (It's possible that in the future if you mouseover an assessment characteristic you'll see it's definition but that is not a current feature.)
Click 'Save'.
The newly added assessment characteristic will now appear on the Assessment Types list.
To modify an existing assessment characteristic click on it.
Edit it as needed and click 'Save'.
To delete existing assessment characteristics click the checkbox beside the characteristic you wish to delete.
Click 'Delete Selected'.
Confirm your choice.
You will be returned to the list of Assessment Types.

Assessment Response Categories

Assessment response categories (e.g., excellent, good, needs improvement) are used when creating items in the Assessment and Evaluation Module. The categories can also be applied to specific rating scales and when those rating scales are applied to items the response categories will pre-populate.

Navigate to Admin>System Settings.
Click the name of the organisation for which you want to manage assessment response categories.
Click 'Assessment Response Categories' from the left sidebar.
Click 'Add Category'.
Enter the response category.
By default, all categories will be available in reports so uncheck the box if you don't want the category to be available in reports.
Click 'Save'. Remember your new category will be added to the end of the list.
Response categories are displayed in the order they were added to the system, so use the search function to quickly look for existing categories and prevent creating duplicates. Results will appear as you type.
If multiple categories have been created and are overly similar, or you have imported data from another tool and have duplicate categories, you can merge selected categories. To do this, click the checkboxes beside the categories to merge, then scroll down and click 'Merge Selected'.
To delete categories, click the checkbox beside the category you wish to delete and then scroll down and click 'Delete Selected'.

Use of assessment response categories in scales

Use of scales when building assessment and evaluation items

Evaluation Response Descriptors

Evaluation response categories are used to create rubrics in a relatively old Clerkship Evaluation feature. It is strongly recommended that instead of the Clerkship Evaluations feature you use the more recent Assessment and Evaluation module.

Navigate to Admin>System Settings.
Click the organisation for which you want to manage the evaluation response descriptors.
Click 'Evaluation Response Descriptors' from the sidebar.
Click 'Add Descriptor' to add a new descriptor.
Add the response descriptor and set the display order (required).
By default, response descriptors are not made available in reports so tick off the box if you wish to make them available in reports.
Click 'Save'.
To delete descriptors, tick off the box beside the descriptor you wish to delete and then scroll down and click 'Delete Selected'.
Use the search function to quickly look for existing descriptors. Results will appear as you type.

Grading Scales

The grading scale is not a required feature of Elentra and does not currently link with other modules. Eventually, this could be used to configure display options and to show students their grades using the grade scale instead of a raw score. For example, if a learner scores 14/20 they would see the corresponding grading scale grade (e.g. 70% or 2.7).

Navigate to Admin>System Settings.
Click the name of the organisation for which you want to manage the grading scale.
Click 'Grading Scale' from the left sidebar.
A default grading scale is provided and it may be fastest to modify the existing scale to suit your organisation's needs. If so, click on the default scale to edit it.
To add an entirely new scale, click 'Add New Grading Scale'.
Complete the required information noting the following: Applicable Date: Set the applicable date for the relevant grading scale. This ensures that learners see the grading scale relevant to their enrolment and experience. Ranges: Click 'Add Range' to add additional rows. Begin with the lowest range because the system is set up to require a range that starts at zero (you will be able to reverse the display order later). Note that you do not enter a number to denote the top of the range. After you've added a range starting at zero you'll be able to add additional ranges at various starting percentages and the starting values defines the end of the previous range.
To delete a range click the red minus icon in the remove column of the appropriate row.
When you've added all the required information, click 'Save'.
To reverse the display order of the range start values, click the arrow beside Start %.
To edit an existing grading scale click on its title.
Make the necessary changes.
Click 'Save'.
To delete an existing grading scale click the checkbox beside its title.
Click 'Delete Selected'.

Restricted Days

The restricted days tool allows you to indicate days that are restricted within an organization. Once set up, users who try to schedule an event on one of these days when using the recurring event feature will receive a warning notifying them that something is a restricted day (users can ignore the warning and schedule an event anyway if desired).

Managing Restricted Days

Navigate to Admin>System Settings.
Pick the organization you want to work in if necessary.
Click Restricted Days in the left sidebar.
Click Add Restricted Days.
Add the appropriate days noting that you can add a specific date (e.g. Dec. 25), a weekly day (e.g. every Friday), a monthly day (e.g. the first Wednesday of the month), or a yearly date (e.g. the last Monday of May).
Click Submit.
The newly created restricted day should display on the list of restricted days.

Viewing Restricted Days When Scheduling Recurring Events

If you are creating a recurring event schedule and one of the dates conflicts with a restricted day, you'll see a warning. Users can ignore the warning and still schedule an event on that day if they so desire.

Curriculum Management

The tools within Manage Curriculum are used to build the structure on which many of Elentra's curriculum mapping features rely.

The structure of curriculum management within Elentra includes:

Organisations (e.g. undergraduate medicine, nursing, pharmacy)
Curriculum Layouts (i.e., divisions of time used to organise units of instruction, e.g., terms, semesters, years, etc.)
Courses
Optional Units (units exist within a course and group learning events together for a learner-friendly overview of the unit)
Events (any scheduled time in your organisation, e.g., lecture, lab, exam)

Manage Curriculum allows users to:

Manage curriculum layouts and curriculum periods (a curriculum period is an instance of a layout and has specific start and end dates)
Manage curriculum tracks (a way to identify groups of related courses)
Manage curriculum map versions (a way to capture linkages between curriculum tags relevant to specific periods of time)
Manage curriculum tags (the taxonomies that can be applied to courses, units, learning events, gradebook assessments, exam items, and assessment items included on forms)
Map one curriculum taxonomy to another curriculum taxonomy (e.g. map national standards to program objectives)

Mapping one curriculum tag set to another

There are two different ways that users can map curriculum tag sets to each other. One way is to do so via Manage Curriculum and the other is to rely on context-based linkages. A default Elentra installation is configured to support mapping via Manage Curriculum; if you want to use context-based linkages you will likely need a developer's help to enable it.

Please note that the intended functionality of Elentra is to take a top-down approach in mapping curriculum tags. For example, you might have exit competencies, program objectives, course objectives and sessional/event objectives. You'd start with your exit competencies and map the relevant program objectives to them, then map the course objective to the program objective, etc.

After these mapped relationships are recorded they can be reported on via the Curriculum Tag Mapping Report.

Mapping curriculum tags to curriculum content

Curriculum taxonomies can also be applied to:

Courses
Units
Events
Gradebook assessments (in a course)
Exam items
Assessment items included on forms

The steps to apply curriculum tags in each of these areas is described in the relevant help section for each feature. Various reporting options to view this information also exist across the various features. Some reporting options are briefly described below.

Commonly used tools accessible to all users include Curriculum Search, Curriculum Explorer, and Curriculum Matrix.

Curriculum Search: Allows you to search for a key term and apply curriculum tags as filters.

Curriculum Explorer: Shows which objectives have been assigned to courses, tagged in events, and tagged on gradebook assessments (view of assessments is not available to learners).

Curriculum Matrix: Shows which objectives have been assigned to specific courses.

Additional tools are available only to specific users. Staff:Admin users will be able to access all of these, but faculty access will depend on the faculty role and course affiliation.

Curriculum Tag Minutes and Mapping Report: Shows which tags have been applied to events in a course.

Curriculum Review Report: Shows events, curriculum objectives, and clinical presentations within a course. (May require modification to use at your institution.)

Assessment Objective Summary Report: Lists assessments within a gradebook and provides their descriptions, and the curriculum objectives applied to them. (May require modification to use at your institution.)

Exam Data (Information and Settings): Provides an overview of the curriculum tags used on an exam and the number of questions tagged with said objectives.

Exam Results Curriculum Tag Report: Provides an overview of learner performance with regard to the curriculum tags applied to the questions.

Curriculum Layouts and Periods

Curriculum layouts define the general blocks of time used within an organization to manage teaching and learning. Examples include year, term, semester, phase, blocks, etc. Courses, modules, or whatever more granular units of instruction are called at your institution live within a curriculum layout.

Within each curriculum layout, curriculum periods are added. A curriculum period has a defined start and end date and is often associated with a specific cohort of learners. An example of three curriculum periods within one layout would be:

Term 1 Class of 2021, Sept. 2017-Dec. 2017
Term 1 Class of 2020, Sept. 2016-Dec. 2016
Term 1 Class of 2019, Sept. 2015-Dec. 2015

One curriculum layout can have multiple curriculum periods. Curriculum periods are required when creating the audience and enrolment for courses/programs and multiple features and reports in Elentra rely on curriculum periods to filter information.

How to create curriculum layouts

Navigate to Admin>Manage Curriculum.
Click 'Curriculum Layout' from the left sidebar.
Click 'Add Layout'.
Complete the required information, noting the following: Curriculum Level: This field collects data but is not used elsewhere in the system. There is currently no user interface to change these levels.
Click 'Save' or immediately add curriculum periods and then save your work.

How to create curriculum periods

From the Curriculum Layout page, click on an existing curriculum layout.
Click 'Add Curriculum Period'.
In the line added below, adjust the start and end date for the curriculum period, add a title (e.g. the relevant cohort), and leave the final column as active.
Scroll up if necessary and click 'Save'.

How to reorder the appearance of curriculum layouts on the screen

Click on and drag a curriculum layout row to the appropriate place in the list and then click 'Save Ordering'.

How to delete a curriculum layout

Click the checkbox beside the layout you wish to delete.
Click 'Delete Selected'.

How to delete curriculum periods

From the Curriculum Layout page, click on an existing curriculum layout.
Click the checkbox beside the curriculum period you want to delete.
Click 'Deactivate'.

Block schedule feature

If a specific curriculum period is a time when learners will participate in clinical learning experiences, you can automatically create a block schedule to apply to that curriculum period. This allows for easy scheduling of clinical learning experiences. Detailed instructions for this process are included in the Curriculum>Rotation Blocks help section.

Blocks in a Curriculum Period

Blocks should be created for curriculum periods in which associated courses will have clinical learning experiences (e.g., clerkship, residency rotations). Later, you'll use blocks to build slots in the rotation scheduler.

How to manage curriculum blocks

You must be logged in with an administrator role to create blocks.
Navigate to Admin>Manage Curriculum.
Click 'Curriculum Layout' from the left sidebar.
Click on the appropriate curriculum layout.
Beside the appropriate curriculum period, click 'Block Schedule'.
Click 'New' in the bottom right.
Provide a Schedule Title (e.g. Psychiatry Rotations) and description as desired. The title is the title of the set of blocks, not the individual blocks. The start and end dates for the schedule are set by the curriculum period within which you are creating the blocks (you will be able to alter the individual block dates after they have been created).
Click 'Save'.
Now you can create the actual blocks of time within this schedule. Block Type: This is currently limited to one, two and four week blocks. Block End Day: This is the day you want blocks to end. Start and End Date: Set by the curriculum period in which you are creating these blocks. First Block End Date: Optional. You can use this to force the first block to end on a specific date (useful if the curriculum period starts on an irregular day).
Click the down arrow beside Save and select Autogenerate Blocks; a list of blocks will appear.
Click on any row to edit the block name, or the start and end dates.
You can also add a custom block by clicking 'Add' in the bottom right and providing the required information.
When you have made the required adjustments to the block schedule, click 'Save' on the right above the list of blocks.
You can add multiple sets of blocks to one curriculum period. For example, you might add a set of one, two and four week blocks to one curriculum period. This allows you to schedule learners across blocks of varying lengths during their clinical learning experience.
Toggle between a list and calendar view of blocks using the list and calendar icons above the block end dates. (Note that as of ME 1.12 the calendar icon does not properly display blocks.)

Curriculum Tracks

Curriculum Tracks can be used to create specializations or concentrations within programs or to show a course’s language of instruction. After tracks are created, courses can be assigned to them from the course setup page. Currently this tool functions as a way to collect information but does not interact with any other feature in Elentra.

Adding courses to a curriculum track is done via individual course setup pages. Please see the the Courses help section for more information.

How to create a curriculum track

Navigate to Admin>Manage Curriculum.
Select 'Curriculum Tracks' from the left sidebar.
Click 'Add Curriculum Track'.
Fill in the required information noting the following: Track Public URL: If the track has a public URL you'd like to make available, provide it here.
Set a display order. Curriculum Tracks will not automatically display alphabetically.
Click 'Save'.

How to manage existing curriculum tracks

After a track is created you can add an image for the track. Click on the track name to access the Edit Curriculum Track page and then upload an image via the small gray square on the right side. As of ME 1.12, these images will not be displayed anywhere in Elentra.
To quickly change the display order of tracks on the main Curriculum Tracks page drag and drop them into new positions and click 'Save Ordering'.
To delete unneeded tracks click the checkbox beside the track name and click 'Delete Selected'.

Curriculum Map Versions

The Curriculum Map Versions feature allows an organisation to create curriculum maps with specific linkages between curriculum tags. Each curriculum map includes curriculum periods and the curriculum tags and mapped relationships between tags are available to be applied to any features (courses, learning events, gradebook assessment entries, etc.) that exist with the curriculum periods included in a specific map.

How to create a curriculum map version

Navigate to Admin>Manage Curriculum.
Click 'Curriculum Map Versions' from the left sidebar.
Click 'Add Version' and fill in the required fields noting the following: Version Status: Draft or published curriculum maps will be available when creating links between curriculum tags and will also be available to be copied to new map versions as needed.
Click on the appropriate curriculum layouts and a list of curriculum periods will be displayed. Click on the appropriate curriculum periods for this map version and save your work.

How to copy an existing curriculum map version

Repeat the steps above and in the Import Options section, tick off the checkbox.
Select the curriculum map version you wish to copy from the dropdown menu.
Click 'Save'.
This will create an identical curriculum map for the new map version which you can then edit as needed.

Curriculum Tag Sets and Curriculum Tags

Curriculum Tag Sets are the different taxonomies an organization uses to tag and track content across the system. The sets are customizable and within each set you can have a hierarchy of tags. Examples of curriculum tag sets include school objectives, clinical presentations, diagnoses, etc. These tags can be applied to courses, learning events, assessment items, exam questions, etc. Tag sets can be used as filters when searching the curriculum and are used in multiple reports.

While curriculum tag sets and curriculum tags are connected, there are differences in their creation and management. You must create a tag set first and then populate it with curriculum tags.

How to create a new curriculum tag set

Navigate to Admin>Manage Curriculum.
Click 'Curriculum Tags' from the left sidebar.
Click 'Add Tag Set'.
Complete the required information noting the following: Tag Set Details:
Title and shortname are required for the tag set. The title is displayed to users when using curriculum tags to label things and when using curriculum search tools.
Standardization: This field was developed for the Competency-Based Medical Education tools in Elentra and identifies a tag set that is standard across multiple courses/programs. It is applicable to the "Stages" tag set that is required in CBME, but can be ignored when creating other tag sets.
Applicable to: Usually curriculum tag sets are applicable to all courses, however you can adjust the setting, if needed. This will control which courses are able to use this tag set to tag learning events and gradebook assessments. (If you are using context-based linkages to tag curriculum that feature will allow access to all curriculum tag sets including those set to be applicable to only some courses.) Tag Options:
This defines the information and requirements for any tags added to this set. You can control whether there will be a space to record code, title, and description for each tag and whether any of those fields is required. You must have a minimum of one required tag option. If you later download a sample csv in order to import tags to this set the csv will include columns for the required fields configured here.
Hierarchical levels: Here you can set how many hierarchies will be allowed within the tag set (for example you might have a set of objectives that has 3 levels in its structure like Competency, Program Objectives, and Curricular Objectives). If you use multiple levels, provide labels for each.
Be aware that in many Elentra features when users apply curriculum tags to events or items, they will have to click through the hierarchy to find the appropriate tag. Some features also allow users to select the top or second tier of the hierarchy and automatically apply all tags below to the course. Tag Display Options: Here you can specify how tags within this set should be displayed in short or long display mode. Some reports will rely on the different display methods and apply your specifications. To change the display order of the components, type in the %d, %t or %c codes as you wish them to appear. A sample of what the short and long display methods will look like will show on the right. Mappable Curriculum Tag Sets: One feature of curriculum tags is the ability to map tags from one set to another to create a map of how your curriculum tags overlap. In this section you can define how the tags in the set you are creating can be mapped to other tag sets. Click the down arrow beside 'Browse All Tag Sets' and check off the sets you want to be able to map to, noting there is a select all feature available. To delete any unwanted tag sets from this list click on the small grey ‘x’ beside the tag set name in the 'Selected Tag Set' panel.
Click ‘Save’ to complete the creation of the new tag set. After saving, you will be redirected to the screen where you can add tags to your newly created tag set.

How to delete existing curriculum tag sets

Navigate to Admin>Manage Curriculum>Curriculum Tags.
Click the checkbox beside the curriculum tag set you want to delete and then click ‘Delete Items’.

How to modify existing curriculum tag sets

Navigate to Admin>Manage Curriculum>Curriculum Tags.
Click the name of the tag set and then click ‘Edit Tag Set’ from the buttons on the right. This will open a page where you can edit the tag set information.

How to create new curriculum tags

Navigate to Admin>Manage Curriculum.
Select 'Curriculum Tags'.
Click on the name of the curriculum tag set you want to add tags to.
Either import curriculum tags or add individual tags.

How to import curriculum tags

From a Tag Set page, click 'Import from CSV' and a popup window will offer you a sample CSV file to download. The file will include the columns indicating the required fields for this tag set.
Complete the file (remember to remove the sample line of text) and import it via the already open popup window to quickly create your tag set.
To import the tags you can drag and drop the file or browse for it on your computer.
If you are uploading to a tag set with hierarchies, select the parent tag you wish to import additional tags to.
Click Import.
You'll see a green success message with the number of tags created and then you'll be redirected to the tag set page where you can view the newly added tags.

How to add new tags one by one

From a Tag Set page, click 'Add Tag'. Tag Details:
Status: Set this as Active to allow its immediate use; if you use Draft status this tag will not be available to users and you'll have to manually update its status when you want it to be available.
Complete the code, title, and description as needed remembering that the availability of each field and whether it is required is managed at the tag set level.
Set the Display Order if needed. By default the new tag will be added to the end of the list of existing tags.
Non-Examinable: At present this can be recorded for reporting purposes and does not interact or impact the functionality of other features.
Loggable in Experience Logbook: Tick this box if this curriculum tag should be available to learners in the Experience Logbook (usually this is relevant to tags that will be used in clinical learning environments). Map Curriculum Tags: When creating a new tag you can link it to other curriculum tags if the tag set has been built to allow for such linkages (remember that is controlled at the tag set level).
Click on 'Map Curriculum Tags'.
Use the Tag Set dropdown menu to find the tag you want to map to the tag you are editing.
Click off the popup window in order to see the mapping relationship you've added. It intentionally stays open for you to pick more tags as needed.
To delete a link click the small x beside the mapped tag.
Click 'Save'. Admin Notes: Use this space to record notes about a curriculum tag (e.g. the committee that requested the tag, reason for changes, etc.)
Click 'Save & Close'.
To add a tag in a hierarchy, navigate to a Tag Set page and click the plus sign beside the tag to which you want to add another level of tag. (Depending on whether you use list or table view you will see the plus sign or may need to hover over a tag until menu icons appear on the right.)
Complete the tag details as you would for other tags and click 'Save'.

How to modify your view of curriculum tags

Toggle between a list view and table view of curriculum tags using the small icons beside the Add Tag button.
In table view, add additional visible columns to the table by clicking on the grid with a down arrow beside it. Adding additional columns can allow you to see id, code, title, description, and an overview of existing links between tag sets.

https://vimeo.com/267800298/7e6ccf2e47

How to edit existing tags

Click on the pencil icon available to the right of the tag (you may need to use your mouse to hover over a tag for the menu icons to appear).

How to link curriculum tags

If settings in a curriculum tag set are configured to allow the tags in the set to be mapped to other tags, you can do the mapping from the Tag Set page.

From the Tag Set page click the chain or link icon beside a tag. This will take you to the Map Curriculum Tags tab for this tag.
Use the Tag Set dropdown menu to find the tag you want to map to the tag you are editing.
Click off the popup window in order to see the mapping relationship you've added.
To delete a link click the small x beside the mapped tag.
Click 'Save'.
Note that you can link tags via courses, units, and learning events if you are using an Elentra setting that allows context-based linkages. See more information about this in the Curriculum>Context Based Linkages help section.

How to view tag history

Click on any tag to access its details, mapping, admin notes and history.
This history tab records all changes made to the tag and the user who created the change.

How to quickly view tag details

After you've opened any curriculum tag using the pencil icon to view its details, you can quickly navigate forward and back to view additional tags in the set using the arrows in the bottom left of the screen. Easily jump to the first or last tag using the double arrow.

How to delete curriculum tags

To delete an existing curriculum tag navigate to the Tag Set page.
Depending on your view you'll either see small icons in the right or you'll need to hover over a curriculum tag until you see small icons appear.
Click the garbage pail to delete the tag.

How to export curriculum tags

Navigate to Admin>Manage Curriculum.
Click 'Curriculum Tags' from the sidebar
Click on the name of the curriculum tag set you wish to export.
Click export.
A csv file will download to your computer; it will include objective id, code, name, description, parent, etc.

Context-Based Linkages

This feature is optional and must be enabled in the settings file to be accessible through the user interface.

Context-based curriculum linkages allow you to map relationships between curriculum tags at the course, event, and unit level. These mapped relationships will be visible on the course, unit, and event pages. While this feature creates records of information in the same way that linking curriculum tags through Admin>Manage Curriculum does, the display capabilities are quite different. Using context-based linkages will allow users to click on curriculum tags from within units and events and see the mapped relationships.

There are different areas where you can build context-based linkages and often they are used in conjunction with the Units feature.

Assign curriculum tags to a course and link them to other curriculum tags. Do this from a course setup page. Assign curriculum tags to a unit and link them to other curriculum tags. The list of tags assigned to a unit will be displayed under Week's Objectives. This information, including the context-based linkages, will also display under the Unit Tags section of a weeks page. Do this from a course unit page. Assign curriculum tags to a learning event and link them to other curriculum tags. If you link your event level objectives to a unit tag the learning event will display on the list of week's objectives and show the connection to the unit objective. Do this from a learning event page.

Having a list of events display on a week's page actually comes from linking the event to a unit, not the context-based curriculum tags.

Hot Topics

Hot Topics can be configured to include a list of items your organisation would like to track across learning events. Hot topics function somewhat like curriculum tag sets but they are not available to assign to courses or assessment items. For this reason, your organisation may prefer to build a hot topic taxonomy in the curriculum tag sets via Manage Curriculum. One feature of hot topics is that you can indicate whether teaching about a hot topic was major or minor in a learning event, however there is currently no way to report on this information.

How to manage a list of hot topics

Navigate to Admin>System Settings.
Select the organisation for which you want to manage hot topics.
Click Hot Topics from the left sidebar.
Click 'Add Hot Topic'.
Provide a name and description and click 'Save'.
To delete hot topics, click the checkbox beside the category you wish to delete and then scroll down and click 'Delete Selected'.

How to tag hot topics within a learning event

Navigate to a learning event you want to tag with a hot topic.
From Administrator View, click on the Content tab.
In the Event Objectives section scroll down to the Event Topics section. Click 'Event Topics' to make the list of topics visible.
Tick off the Major or Minor field as needed.
To deselect a topic, click the remove x.
Click 'Save'.
When a hot topic is tagged to a learning event, this information (including major or minor designation) is visible to learners on the learning event page.

How to report on hot topics across the curriculum

Navigate to Admin>System Reports.
The Course Summary Report includes a column to show Hot Topics tagged to specific learning events.
From the Learning Event tab you can apply multiple filters to tailor the list of learning events you are viewing. One of the filters you can apply is Hot Topics. This allows you to generate a list of all events tagged with a specific hot topic.

Curriculum Search

The Curriculum Search tool is available to all users by default and uses boolean search terms to look for content within learning events. It searches event titles, event descriptions, and curriculum tag names. Users can also use advanced options to search files attached to learning events.

How to use Curriculum Search

Type your search term(s) into the search space.
If you want your search results to include files attached to Learning Events, click 'Advanced Options' and click the checkbox just below the search bar.
Click 'Search' and your results will display on the screen.
You can toggle between three different views of your search results:
- List view: This view shows you a list of all returned events. Export your results as desired.
- Timeline view: This view displays the returned events by cohort on a timeline. Scroll through the results or quickly jump from year to year using the links on the right above the timeline. Mouseover an event for its course affiliation and length. View a total count of results returned per cohort in the left sidebar.
- Table view: This view shows you course name, learning event, date, duration, description, unit (if enabled), event types, and teachers. Export your results as desired.

How to use advanced options

Advanced options let you further refine your curriculum search results.

Click 'Advanced Options'.
Select parameters to apply to your search including cohort, academic year, curriculum tag sets, filter fields, course and weeks (weeks will only appear if units/weeks in enabled in your installation).
To add a Tag Set click on the name of the desired tag set and click 'Add' just below the list of tag sets. You can hide this list as desired by clicking 'Hide List'. Adding a Tag Set to your search means only events with something from that tag set will be included in the results.
To use the Search Filter Fields and Search Filter Operator options, imagine creating a sentence to limit your results. For example, "If Event Description is ----" return results. You can create multiple filters to apply to a search and the returned results will only include events that meet the filter parameters.
The Search Filter Operator options include: is, is not, contains, does not contain, starts with, does not start with, ends with, and does not end with.
After you've set your filters, click 'Search'.
To clear just some existing filters click the small x on each filter card. To remove all filters, click 'Reset'.
Make sure to click 'Reset' to clear all filters before beginning a new search.

An example of using advanced search might be that I want to find all events on a certain topic NOT taught by one faculty member. I may already know that Dr. Greene teaches about heart disease but I want to find other instances in the curriculum where another faculty member is addressing heart disease. If I search for "heart disease" and add a "Teachers is not Dr. Greene" filter, the results will give me what I want.

Exporting events: Include or exclude child events

Elentra includes the ability to link multiple repeating events in a parent-child relationship. This is most often used when small groups of learners will complete the same activities in repeating learning events. For example, there may be 10 events scheduled for 10 small groups but each event is essentially identical in terms of content, curriculum tags applied, etc. If you use the parent-child feature some reports will look only to the parent event to collect data and therefore help to report accurately from the perspective of a single learner.
When you export events from Curriculum Search you can choose whether to include or exclude child events.
Searching for key content in your curriculum, and exporting the results can be really useful for external reporting (e.g. research projects, interest group surveys, coroner's office, etc.). Similarly, these exports can help in gap analysis and planning an intentional curriculum.

Curriculum Explorer

The Curriculum Explorer is available to all users by default and allows you to filter by curriculum tag set, course, cohort, and academic year, in order to see where a specific curriculum tag has been applied to a course, learning event, or assessment.

One big difference between Curriculum Explorer and Curriculum Search is that Explorer includes assessments. Currently, the results returned in curriculum explorer regarding assessments reflect curriculum tags applied to an assessment in the gradebook module. It does not return results for individual exam items.

Curriculum Explorer does not currently reflect mapping between curriculum tags. It will only display curriculum tags directly assigned to an event, course, or assessment.

Curriculum Explorer does not currently reflect the parent-child relationship if you create recurring events using the parent-child relationship. It will display results for all events that have been tagged with the relevant curriculum tag.

How to use Curriculum Explorer

Select a curriculum tag set from the dropdown menu.
Select a course, cohort, and or academic year to limit your results. This is optional.
By default the system will return results for courses the curriculum tag is assigned to, and learning events and gradebook assessments where the tag was applied. If you are only interested in one or two of those, click the category you don't want to disable it.
Click 'Explore'.
In the left pane, you'll see a list of curriculum tags and the number of times they are tagged in the system according to the parameters set above.
Click on a specific curriculum tag to view its results or to drill down to additional tags if the set has a hierarchy.
In the right pane, switch between views of courses, events, and assessments tagged with the objective. These tabs will only show up if you left them enabled and there were results returned.

There is not currently an export tool associate with the Curriculum Explorer.

Curriculum Matrix

The Curriculum Matrix is available to all users by default and provides a quick visual and numerical inventory of where curriculum tags are assigned to courses. The Matrix reflects only those curriculum tags that have been assigned to a course through the Course Setup page, not all tags applied to events, gradebook assessments, etc.

Curriculum Matrix does not currently reflect relationships between mapped tags. It just shows those tags directly assigned to a course. (If context-based linkages are enabled the Matrix shows curriculum tags assigned to the course on initial setup and any added afterwards in the "Course Tags" section.)

The Curriculum Matrix can be a useful tool to help identify where curriculum objectives might be under or over-represented.

The information stored in the Curriculum Matrix can be downloaded as a csv file.

How to use Curriculum Matrix

Navigate to Curriculum>Curriculum Matrix.
Use the Curriculum Tag Set selector to pick a tag set. If the tag set you select includes multiple hierarchies, adjust which hierarchy you are viewing using the small gray numbers to the right of the tag set selector.
Results will display on the screen. A star indicates that a tag is assigned to a course. The number is the column header indicates how many courses the tag is assigned to.
If viewing a tag set with hierarchies, some column headers may appear blue. Click on the tag to open the next hierarchy of tags.
Collapse the view of specific curriculum layouts (e.g. term or year) by clicking on the +/- button beside the layout name.
Click on the name of a tag to see it's description (if applicable).
Click 'Download' to download the results of the Matrix in a csv file.

User Management

Elentra allows you to collect and store information on users in a variety of ways. Each user can have a basic profile but you can configure the system to collect additional information as desired.

Many institutions sync their user records with a centralized authoritative record of users which reduces the work of maintaining a user database.

Information you can collect and store on users through the basic profile includes:

Institutional number
Username and password
Name prefix
First and last name
Gender
E-mail (up to 2 by default)
Phone and fax numbers
Address
Office Hours
Notes/comments
You can allow users to add post-nominal letters to their names, however this setting is disabled by default. If you'd like to use this feature a developer will need to enable it for your institution.
If you have users with identical first and last names we recommend that their middle initial be entered as part of the first name field.

Create Users

Most users require an account to access Elentra. While there are some exceptions to this in that you can create a public community and share it with others, add a guest member to a specific community, or add an external assessor to a distribution of an assessment and evaluation form, most users will have accounts. To create a user account you must include user groups and roles which define user permissions. Only those with admin roles within Elentra are able to manually create users.

Although there is a user interface to manually add individual users, it is strongly recommended that your developers or technical team set up a relay of information from a central, authoritative database (e.g., an existing student information system) to feed users into Elentra. If you are not doing this and wish to bulk import users via a csv file, please see below.

How to bulk import users

Navigate to Admin>Manage Users.
Click 'Import From CSV'.
From the popup window you can download a sample CSV file.
Open the file in your preferred spreadsheet manager and complete the columns. Required fields are listed first followed by optional fields. First Name: Provide the user's given name. If you have multiple users with the same first and last name we recommend including their middle initial with their first name. Last Name: Provides the user's last name. Username: This will be the username for your Elentra installation. email: This should be the user's email and must be distinct for each user. Group: Group defines the user type in the system. Pick from Alumni, Faculty, Medtech, Resident, Staff, and Student. You can only use additional groups if you have added them to the database. Role: Different group types have different role availability as shown in the table below. Many group and role configurations carry different permissions. For more detail about user permissions please see the Permissions help section. Similar to groups, you can only use additional roles if you have added them to the database.

Group

Role

Alumni

Year of Graduation

Faculty

Admin

Faculty

Director

Faculty

Lecturer

Medtech

Admin

Medtech

Staff

Resident

Lecturer

Resident

Staff

Admin

Staff

Pcoordinator

Staff

Translator

Student

Year

Organisation: This should be a numeric id and reflect which organisation a user should be added to if there are multiple organisations on an installation (e.g., undergraduate medicine and postgraduate medicine). When logged in as a Medtech>Admin you can find the organisation id by navigating to Admin>System Settings and clicking on the organisation. When the page for that organisation opens the url will include the org id at the end. You can also ask a developer what the organisation ids for your installation are. Gender: Gender is a required field in your upload but you can leave the cells blank if you don't want to define users' genders. If you do want to provide gender enter M or F. A blank cell will display as Gender:Unknown in the user interface.

Optional fields: Institution Number: The user's university id (e.g., staff or student number). Entry Year: The year the learner entered/will enter a program. Grad Year: The anticipated graduation year. (Make sure your database includes the years you intend to enter.) Note that users will automatically be added to an existing cohort if one exists for the graduation year. Notes: Information provided here will display in the General Comments section of the Personal Information section. Account Status: You can enter active or disabled in this column, you'll be able to change this setting in UI after the user is created. Access Start: Unix timestamp (e.g. 1512086400) or date-time format (2017-12-01 12:35) are accepted. Access Finish: Unix timestamp (e.g. 1512086400) or date-time format (2017-12-01 12:35) are accepted. Department: To enter a department affiliation for a user you must have department's Elentra id code. This is information you can request from a developer or you can find it by looking at a url. To discover the department id for yourself, you must be able to access Admin>System Settings. When you do, click on the name of the organisation you are working with and then click Departments in the left sidebar. Click on a department name and when the page for that department displays the url will include the department id at the end. Password: Passwords can be set using an import but we recommend only importing existing passwords if you exported them from elsewhere. Salt: This is a way to make a password more secure. It is recommended that you use this field only if you've exported a list of users and already have the salt information (and the password). Prefix: Accepted prefixes are Dr., Mr., Mrs., Ms., Prof., Assoc. Prof., and Asst. Prof. Alt Email: This is a second or alternative email the user can provide. Telephone, Fax, City, Address, Postal Code, Country, Province: Provide contact information as desired.
Every column header included in your file must be completed. If there is a column header with no information present delete that column before you upload the file.
If you are importing a significant number of users we recommend limiting your file size to 1000 users or less.
It is recommended that you use different files for different groups (e.g. faculty and learners) as they may not required the same fields and partially complete columns will result in errors. If you have blank cells please fill them with NULL.
After completing the spreadsheet, you can browse to find the file or drag and drop it in place. You will be prompted to match the information included in your CSV against the mapped fields available. Fields that display highlighted with green are required.
At this stage, you can scroll through the imported users to check their data. In the top right, click on the small arrows beside the Row counter. You'll see a summary of the information being uploaded for each user.
Decide whether to send user notification emails to new users (uncheck if you don't want emails sent), and click on Import Users.
You will see a green success message or be prompted to correct something in the CSV file.

Uploading revised records for users

You are able to upload revised user records to the system. When you do the system will compare the records and in some circumstances ask you to confirm which record you want to use.

The system will respond the following way when you update records: If the user has the same group but a new role compared to their previous record - system will update the role and everything else (start and end date, and account status). You will be asked to confirm whether you want to update the user record. If the user has a different group from their previous record that group will be added to the user's account and all other information will be updated. If the user has the same group and same role as their previous record the system will automatically update everything included in the csv.

When the system finds two records for the same user it will display the two records. Currently, these lines look identical but we are working on adding a popover card to display the conflicting information so users can more easily decide which record to import.

Note that you can choose to update no records, update all records, or individually select which records you'd like to update.

When you look at a list of users note that records displaying in red indicate users with disabled accounts.

How to add individual users

Navigate to Admin>Manage Users.
Click 'Add New User'.
Provide the required information and set Permissions for the user. Note that you must click Add Permission after you've selected the appropriate group and role for the user.
Linking a user to a department may mean that certain reports include the user (e.g., faculty reports, work force reporting). A user can be linked to multiple departments/divisions.
Leave email notification active or turn it off and click Add User. You will see a green success message or be prompted to correct something on the page.

How to create guest accounts for users to access individual communities

To give someone access to a specific community and its documents, navigate to the desired community. You must be a community administrator to add a guest member.
From the Admin Center of the specific community, click 'Manage Members'.
Click the Add Guest Members tab.
Complete the required information and click 'Add Guest'.
You'll receive a green success message and the guest user will receive an email with further instructions. The user will only have access to the specific community.

How to deactivate users

Navigate to Admin>Manage Users.
Search for the appropriate user and click on his/her name.
From the User Management box on the left, click 'Edit Profile'.
Under Account Options set an Access Finish date and time. To immediately end a user's access, change the account status to Disabled and put in the current date and time.
Click 'Save'.

Manage Cohorts

The Manage Cohort tool allows you to create groups of users such as cohorts and class lists. You can add specific learners to cohorts and set them as the audience for courses and events. Cohorts can also be used as a filter setting on the Events tab. Only users with admin. roles in Elentra can manage cohorts.

In some cases cohorts can be automatically populated based on information provided about a user when using a csv import to create users. The graduation year provided in the csv will be used to slot the learner into the appropriate cohort. Note that the appropriate cohort must exist before you import users for this feature to work.

How to add a new cohort

When creating a cohort you can import a csv of users and their affiliated cohorts, or select users to add to the cohort through the user interface.

To import cohorts:

Navigate to Admin>Manage Cohort.
Click 'Import/Export' and 'Import Cohorts from CSV file'.
Download the sample template as needed.
Complete the template and click 'Chose File' to add the template.
Using this tool will create any new cohorts included in the csv and add users appropriately.
Note that this tool cannot be used to create users; any user included in the cohort import must already exist in Elentra.

To manually create and add users to a cohort:

Navigate to Admin>Manage Cohort.
Click 'Add New Cohort'.
Complete the required information, noting the following: Cohort Name: Make this clear as it will show up in various contexts throughout Elentra. Examples include Class of 2021, Class of 2022. etc. Cohorts will sometimes be available as filter options in Elentra. Cohort Type: Define the type of cohort you are creating.
- Cohort: This is generally a full list of learners moving through a program together for a duration of time. They may take multiple courses together.
- Course list: A course list is a type of cohort. It is generally a list of learners in one specific course for a set duration of time.
If you select Course List, note that you'll be prompted to select a specific course.
In the Add Learners section, click on the arrow to access a list menu of user groups. Click through the options to access the users you want to add to the cohort. Note the Select All option at the top of the list in case it is useful.
To remove a name from the list, click the small x beside the name to be removed.
Click 'Proceed'.

Once a cohort exists it can be added as the audience of an enrolment in a course or event, or used as a filter setting on the Events tab.

How to edit an existing cohort

Navigate to Admin>Manage Cohort.
Search for and click on the name of the cohort you want to edit.
To edit the cohort name, click the pencil icon to the right of the name. Change the text and click 'Rename'.
To delete users from the cohort click the red minus button to the right of the user name. You will be prompted to deactivate or delete the user.
You can switch the group type from the dropdown menu. If you are turning something into a course list you'll be required to add the relevant course. If you switch group type you must save your change using the small Save button to the right of Group Type.
You can add additional learners using the same process explained above.
When you have completed your edits to the cohort, click 'Proceed'.

How to delete a cohort

Navigate to Admin>Manage Cohort.
Click the checkbox beside the cohort you wish to delete.
Click the red Delete Selected button.
You will be prompted to deactivate or delete the cohort.
Confirm your choice.

User Permissions

Most use of features in Elentra is based on a users group and role permission. A user can be assigned multiple group and role permissions within an organization and can hold the same permission across multiple organizations.

Below are group and role settings and their general system permissions. Please remember that your installation of Elentra may have customized aspects of the software and changed the access of specific group and roles.

Group

Role

System Permissions

Alumni

Year of Graduation

Have basic read-only access.

Faculty

Admin

Faculty Admin can pretty much do anything in the system within their designated organisation.

Faculty

Director

Course Directors can edit the content of any course pages / website or learning event that they are designated as a "Course Director" for on the Admin > Manage Courses page.

Faculty

Basic read-only access as faculty members.

Faculty

Lecturer

Teaching faculty can edit the content of any learning event that they are scheduled to teach.

Medtech

Admin

System administrators can pretty much do anything in the system regardless of any organizational restrictions.

Medtech

Staff

Have basic read-only access.

Resident

Lecturer

This can be used in UG installations where residents act as lecturers.

Resident

This can be used in UG installations where residents play some role. Do not use this group and role for PG installations of Elentra using CBME; in that case the residents should be student:year.

Staff

Admin

Organization administrators can pretty much do anything in the system within their designated organisation.

Staff

Pcoordinator

Can add, edit, or delete learning events and manage any content within any of the courses they are designated as a "Program Coordinator" for on the Admin > Manage Courses page

Staff

Staff members have basic read-only access.

Staff

Translator

TBD

Student

Year

Students have basic read permissions to most public modules. They can also edit and in some cases remove information that they add themselves (e.g. discussion forum comments). It is important to note that students cannot be granted access to any administrative module within Elentra. There is a hard-coded exit in case all other security restrictions fail and they access /admin/*

Staff>Admin group and role is organisation specific whereas Medtech>Admin can access all organisations within an installation.

If you are creating users for an organisation with Competency-Based Medical Education enabled, you should assign the learners group: student, role: year for the learners to appear on the necessary screens.

A more detailed matrix of user ability across modules can be found here.

For information on Masked Permissions please see the Users>Profile Preferences help section and User Tools>Masking ID.

Clinical Faculty Checkbox

When you add group:role permissions to faculty users you will notice a Clinical Faculty checkbox in each organization they are a part of. When you add a user through the user interface this will automatically be checked off. Note that as of Elentra ME1.12 you cannot set a user as a clinical faculty member in one organisation but not another.

This is mostly a tool to store information and is rarely used elsewhere in Elentra. One place it is used is when reporting on annual reporting. When generating reports on annual reports you can filter by clinical and non-clinical faculty (see below).

User Disclaimers

A user disclaimer can set up to appear on the start page or your Elentra installation or when users try to access specific courses or communities. This tool is only available to users with admin roles.

How to set a user disclaimer

Navigate to Admin>System Settings.
Click on the organisation you want to set a user disclaimer for.
Click 'User Disclaimers' from the left sidebar.
Click 'Add User Disclaimer'.
Complete the required information noting the following: Effective Date: Set when the disclaimer will show up to users. Trigger: Decide when this disclaimer should be applied. If you select course or courses, you'll have to select the specific course(s). If you select community, you'll have to select a specific community. Additionally, you must be an administrator of a specific community to add a disclaimer to it. When someone declines: Decide what should happen if someone declines the disclaimer. Click the checkbox to receive email notification of any declines. There is currently no user interface add additional emails in the case of a declined disclaimer. Audience: Click the down arrow beside Browse All Users and continue to click through to add your audience. Note that it is intentional that you can only drill down to the role level or user and not individuals. To delete any group from the list, click the small x beside the group.
Click 'Save'.
Edit an existing disclaimer by clicking on the disclaimer title which will open an edit page.
Delete an existing disclaimer by clicking the trashcan icon in the last column.

How to report on user disclaimers

After a user disclaimer is active you can view who has accepted or declined the disclaimer.

Navigate to Admin>System Settings.
Click on the organisation you want to view a user disclaimer for.
Click 'User Disclaimers' from the left sidebar.
Find the name of the user disclaimer you wish to view and click the eye icon in the last column.
A list of users who have approved the disclaimer will be displayed. Click on 'Declined' to view users who have declined the disclaimer.

How users experience disclaimers

When users with an active disclaimer try to access the system or a course/community (depending on how you configure the disclaimer) they will be asked to accept or decline the disclaimer. They also have an option to print a copy of the disclaimer for their own records.

User Metadata

Elentra provides administrators with the option to keep track of any information about users, for example immunization records, police checks, mask and gown size, etc. At present, there is no interface for users to adjust these records about themselves.

How to create a meta data field

Navigate to Admin>System Settings.
Click the name of the organisation you want to create meta data for.
Click 'User Meta Data' from the left sidebar.
Click 'Add Meta Data'.
Complete the required fields, noting the following: Parent: You can created a nested hierarchy of meta data fields (e.g. immunizations: tetanus, measles, influenza, etc.). To do this, you must first create the parent meta data category, then when you create the nested fields, select the parent from the dropdown menu. Restricted to Public: Select Public Viewable if you want users to be able to see their own meta data. Select Restricted to hide the meta data fields from users and allow only administrators to see the information (these items will appear with [Admin view only] on the list of meta data fields). Group: Select the group(s) to apply this meta data to. To delete a group from an existing list, click the minus button beside the group name.
Click Save

How to complete a meta data field

Navigate to Admin>Manage Users.
Click 'Manage User Meta Data' from the left sidebar.
Set the required fields to reflect the information you want to input.
Click 'Show Table'.
Click 'Export/Load'.
Click 'Export CSV' to download a file with the list of users and other relevant column headings.
Complete the file, noting the following:
- Type: Type reflects the meta data you are entering. You do not need to fill this in on the file unless you are uploading multiple meta data categories using one file.
- Value: Make this the main data (e.g. shoe size: value=10).
- Notes: This can be used to record any additional information (e.g. Received record from health unit on Jan. 16, 2015).
- Effective date and Expiry date: These should be listed in yyyy-mm-dd format.
The fields for this import are optional so unused columns should be deleted before importing the file.
Click 'Import CSV' to upload the file.
You will be prompted to map the CSV columns you've included with the meta data fields available in the system. Click and drag any unmapped fields to the appropriate place as needed.
Choose whether to replace existing data with information in the spreadsheet, and whether or not to delete existing records if information is empty in the spreadsheet (click each check box as needed).
Click 'Import'.
Alternatively, you can add individual records one by one by clicking on 'Add record' for an individual from the meta data category main screen.

How to see user meta data

To view user meta data for a group:

Navigate to Admin>Manage Users.
Click 'Manage User Meta Data' from the left sidebar.
Set the required fields to reflect the information you want to view.
Click 'Show Table'.
You'll see a list of all users and their existing records.
This information can be exported as a csv.

To view all meta data for an individual:

Navigate to Admin>Manage Users.
Search for the required user and click on his/her name.
Select 'Edit Meta Data' from the sidebar User Management section.
You'll see a list of meta data records for the user.

How users can see their own meta data

Users can view their user profiles by clicking on their names at the top of the Elentra screen.
If meta data is required/logged for the user s/he will see an Extended Profile tab.
By clicking on this tab users will see any meta data collected for them AND which is set to Public Viewable.
At present, there is no interface for users to adjust these records about themselves.

User Incidents

The User Incident tools allows an organisation to keep a record of an incident involving a user.

How to record a user incident

Navigate to Admin>Manage Users.
Search for the relevant user and click on his/her name.
In the User Management box on the left sidebar, click 'Incidents'.
Click 'Add New Incident'. Note that the system will automatically record and display the name of the user who creates an incident.
Provide the required information noting the following: Severity: Incident Severity cannot currently be configured through the user interface. If you wish to change the available incident severity levels you will need help from a developer. Status: An open incident can be edited for more information to be added including any follow-up. If an incident is closed its appearance will be greyed out when viewing a list of incidents. Dates: Both the incident date and the date of any follow-up can be recorded. Details: Information provided here is not currently visible to the user although it will be accessible to users with permission to view learner incident reports. The system will not automatically record and display the names of users who add to the initial report.
Click 'Save Incident'.
Incidents will display on the user profile page but are only accessible by users with admin roles. By default users do not currently have the ability to access their own recorded incidents.

How to report on open and closed incidents

Navigate to Admin>System Reports.
Scroll down to Learner Incident Reports.
Click on the appropriate report, fill in the necessary information, and click 'Create Report'.
Click on the name of a user or title on an incident to see the details.

User Profile Preferences

Users can view information about themselves (some they can edit, some they can't) through their My Elentra ME Profile.

How to access a user profile

Any user type should see their own name at the top of the page.

Click on the name to open the user profile.
Personal Information tab: Here users can update their email, phone and address. Faculty users can set office hours.
Extended Profile tab: This will appear only if there is user metadata in place and set to visible for the user.
Account Information tab: Here users can view their username and change their password. If CBME is enabled for your organisation this is also where users can set their PIN for assessment and evaluation forms.
When making any changes users must click 'Save Profile' when complete.

How to edit privacy settings

Click the username badge to open the user profile.
Click 'Privacy Preferences' in the Profile card in the left sidebar.
Set the preferred privacy setting and click 'Update Privacy'.

How to edit notification settings

Click the username badge to open the user profile.
Click 'Notification Preferences' in the Profile card in the left sidebar.
Active Notifications tab: Users can search for and delete any active notifications from here. Active Notifications usually includes any comment and discussion threads a user signed up for from a learning event.
Community Notifications tab: Users can enable or disable community notifications here. This will overrule the community setting (e.g., if the community admin. creates an announcement and sets it to notify community members).

How to provide admin assistants access to faculty accounts

This tool is only available to faculty users. It is not just the storage of admin. information; it allows an admin. to act in the system under the identity of the faculty member and as such should be used carefully.

Click the username badge to open the user profile.
Click 'My Admin Assistants' in the Profile card in the left sidebar.
Type in the name of another user, and click on it.
Set access start and finish dates and times to limit when the admin. will be able to be masked as the faculty member. By default it will set access to for one week.
Click 'Add Assistant'.
To remove an admin. assistant click the checkbox beside their name and click 'Remove Assistant'.

In this example a faculty member has granted three admin assistants access for different lengths of time.

If faculty link their account with admin. assistants, the admin assistants will see a Permission Masks card on their sidebar and can select to use another id at any time during the active linkage.

Profile Photos

Elentra allows there to be two profile photos stored for each user: an official photo and a user uploaded photo. The official photo must be uploaded by an administrative user. If a user's account has both an official photo and a user uploaded photo, the official photo will be used first.

User photos appear through out Elentra. Some examples include in People Search and when triggering or completing Assessment and Evaluation forms.

Photos can be imported through the user interface in a user's profile but there is also a photo import tool that a developer can use to bulk import multiple official photos.

Please note that if a user does not want his/her photo displayed in Elentra s/he can change his/her privacy settings in the user profile. If users select Minimum Profile their photos will be hidden from other users.

Photo Import Tool

If you want to bulk import user photos you will need help from a developer. The work a non-technical staff member can do is to prepare a folder of the required photos. Each photo should be named using Lastname_Firstname.jpg and/or StudentNumber.jpg. You don't have to worry too much about the size of the photos since Elentra will automatically resize them as needed.

Profile Photo Upload by User

If users want to upload their own profile photos they can do so through their profile. On the main Personal Information page, users can hover over the empty photo spot and click Upload Photo to add a photo.

Note that they can toggle between the official and uploaded photos to view the two photos they might have on file.

A user can't delete his or her photo. They can upload a new photo to overwrite their existing uploaded photo.

Student Management

There are a variety of tools available to help manage student records while they are active in your organisation.

User Profile: Store basic information like name and contact information
User Meta Data: Store additional information like vaccination records, background checks, etc.
Incident reports, disciplinary action and formal remediation can also be recorded through Elentra
Medical Student Performance Records: Pull in existing data from Elentra and allow learners to submit additional documentation to forward to residency matching bodies
Observerships: Allow learners to request observerships and have them be approved (or not) by curriculum coordinators
Leaves of Absence: Track leaves of absence
Attendance Tracking: Track learner attendance at the event level

Some of these topics have their own help sections while others are addressed below.

Disciplinary Actions

When an organisation wishes to record disciplinary action taken in response to a student's behavior, they can do so using the Discipline feature of the student's user profile.

Note that the Manage Incident feature might also be useful in this context and more information about Manage Incidents can be found in the User Management help section. Note that whereas Incidents is available to use with any user, Discipline is available only on student user profiles.

How to add a disciplinary action to a learner's profile

Navigate to Admin>Manage Users.
Search for the appropriate user and click on his/her name.
From the Student Management box on the left sidebar, click 'Disciplinary Actions'.
Click 'Add Disciplinary Actions' to create a new disciplinary action.
Provide the relevant details and click 'Add Action'. Unlike Incidents, the creator of a disciplinary action will not automatically be recorded and displayed.
Currently, learners can't view their own disciplinary actions.
To delete an existing action click the red minus icon beside the relevant action.

By default learners can not see their own discipline records through Elentra and such records are only accessible by users with admin roles.Next Previous

Formal Remediation

When an organisation wishes to record formal remediation taken in response to a student's performance or behavior, they can do so using the Formal Remediation feature of the user profile.

How to add formal remediation to a learner's profile

Navigate to Admin>Manage Users.
Search for the appropriate user and click on his/her name.
From the Student Management box on the left sidebar, click 'Formal Remediation'.
Click 'Add Formal Remediation' to create a new remediation action.
Provide the relevant details and click 'Add Remediation'. Unlike Incidents, the creator of a formal remediation entry will not automatically be recorded and displayed.
Currently, learners can't view their own formal remediation records in Elentra.
Delete an existing remediation by clicking the red minus icon beside the relevant remediation action.

By default learners can not see their own remediation records through Elentra and such records are only accessible by users with admin roles.

Leaves of Absence

Elentra can be used to track learner leaves of absence. These need to be logged by a curriculum coordinator and can be done through a user's profile page.

Navigate to Admin>Manage Users.
Search for the appropriate user (the person taking leave) and click on his/her name.
From the Student Management box on the left sidebar, click 'Leaves of Absence'.
Click 'Add Leave of Absence' to create a new absence.
Provide the relevant details and click 'Add Absence'.
Delete an existing absence by clicking the red minus icon beside the relevant absence.

MSPR

The MSPR is a collection of information about a student including activities completed during medical education, comments about student performance in clinical settings, amount of time spent in different departments or specialities, etc. In Canada, this information is provided by undergraduate medical education offices to the Canadian Resident Matching Service (CaRMS).

Additional information about how to manage and use the MSPR in general can be found in the MSPR help section.

Observerships

When a learner submits an observership, a program coordinator can approve their observership request.

How to enter an observership as a learner

From any page in Elentra, click on your name badge in the top right corner to open your user profile.
From the Profile window on the sidebar, click 'My Observerships'.
Complete the required information.

How to approve observerships as a program coordinator

Navigate to Admin>Manage Users.
Search for the appropriate user and click on his/her name.
From the Student Management box on the left sidebar, click 'Observerships'.
Pending observerships will be displayed for you to approve.

How to report on completed observerships

Navigate to Admin>System Reports.
Scroll to MSPR Reporting and click on 'Observership Report'.
Set the date range and additional filter fields if desired, and then click 'Create Report'.

Communities

A community can be set up by any user to provide a space to share documents, have online discussion, etc. It can be set up as protected and only accessed by authenticated users and further can be configured to require registration or not, etc. There are three types of communities which can be used for different purposes. The three types are: community, course website, and learning module. More detail is in the Community>Types help section. All communities can be configured to include features like announcements, discussion boards, document sharing, quizzes, events, polling, etc.

Notably, communities is one of the few modules of Elentra that is not organisation specific. That means you can see communities created within one organisation across all organisations and you can add users from any organisation to any community. When users are logged in they can access any of their communities without toggling between their organisations.

Often an organisation's staff maintains course website communities, committee communities, and learning modules. Individual users can create communities for their study groups, professional learning communities, sports teams, etc.

Community Types and Uses

There are three types of communities: generic communities, learning module communities and course website communities.

Generic Communities

A community (most generic) would be most appropriate for a school committee, student work group, or social group. By default it just has a home page but users can add announcements, discussions, document sharing, etc. Through these functions you can post announcements (and send email notification of announcements to registered community members), host discussions, use poll and quiz functions, etc. Examples: Curriculum Committee, Surgery PBL Group 2, Undergraduate Cooking Club.

Learning Module Communities

Learning module communities are most appropriate to use if you want to create an educational module for users (e.g. a module on infection control in the hospital). The pages you can select from include introduction, objectives, foundational knowledge, testing understanding, etc. Users will be able to navigate through the pages as you've set them up. You can embed video, images, etc.

Course Website Communities

You can use a course website community to turn the basic information about a course completed through the course set up page, into a course website. A course website uses a template to create pages like background, course calendar, units, prerequisites, course aims, etc. The Learning Objectives and MCC Presentation pages are configured to auto-populate with the curriculum tags assigned to the course through the course setup.

Creating a Community

Any user can create a community and communities are not organisation specific. For that reason, a community built in one organisation will be visible to users in other organisation.

Click 'Communities' in the main tab menu.
Click 'Create a Community'.
Step 1: Choose a category for your community by clicking on the appropriate title (e.g., Administration, Courses, Careers in Health Care). The list of community categories cannot be changed through the user interface but can be adjusted by a developer if desired by your organisation. Categories may be later reviewed to see how users are using communities but there are no filter settings or reports that rely on these categories.
Step 2: Provide the required details, noting the following:

Community Details

Name: Pick a descriptive but concise name.
Keywords: These will not be visible to users but will be applied when someone searches for an existing community.
Description: This will be displayed to any user who searches for or tries to access the community.
Shortname: This will be part of the community url. It must be lower-case, less than 20 characters, and include only letters, numbers, underscore or period. After this is set there is no user interface to change the url so pick carefully!
Type: Select the appropriate type from the dropdown menu. More detail about community types is available in the Communities>Types help section.
If you are creating a course website, indicate which course should be connected to the community. Note that you can connect multiple courses to one course website and they will share their student-facing website. More information about this is in the Courses>Websites help section.
Template: A selection of templates are available but only those applicable to the community type you select will display. Click on the magnifying glass icon in the corner of each template to see a sample of its appearance. The templates are titled with their suggested uses.

Community Pages

Different types of communities have different pages available. In generic communities the only page included by default is Home. Tick off the additional pages required. In course websites, a series of default pages are required. You will be able to add additional pages but there is not ability to delete or hide the included pages (unless you get a developer to change this in your installations database). In learning modules, you must check off any pages you wish to include.

Community Permissions

Here you can control how users access and use the community. Details about each option are included inline on the screen.
Many organisations set the permissions for their courses as Protected Community and Open Community but of course it is up to each organisation to decide this.
Click 'Create'.
You will be redirected to the community and as the creator of the community can manage all pages. You'll notice an Edit button on each page. Click on it to add or edit content on any page. Additional information about managing a community is in the Communities>Manage help section.

Additional information about creating a course website can be accessed in the Courses>Website help section.

Community Pages

Anyone who is the administrator of a community can use various tools to manage community content and pages. If you create a community you will automatically be a community administrator. Different pages are templated to serve different functions and different community types come with specific page types. In most communities you can delete pages or hide them from view if they are unneeded (one exception is course websites which require you to use the templated pages). You can add pages of most types to any community and control which users have access to the page and how they interact with it (e.g. can upload or download files, can comment on files, etc.)

What types of pages exist

Within each community, a variety of pages are available. Below are listed the pages and their basic functions.

Default Content: Allows you to add any information to the page using the rich text editor (includes ability to embed media and post images).
Announcements: Allows you to post announcements to the community. You can also choose to send notifications to community members when announcements are made. Announcements can also be set to be made visible on the home page (set this from the home or background page itself).
Discussions: Allows community members to initiate and participate in discussions. Once a discussion space has been created by a community administrator (this includes a category and a forum), users will be able to create topics within the forum. The system is set up to allow threaded discussions and users can also subscribe to an RSS feed of a discussion using Live Bookmarks, My Yahoo! or another RSS application. Note that a discussion page added to a course website will have slightly more options than a discussion page in a generic community; for example, in the course website when you add a forum to a discussion page you can restrict access to the forum to specific course groups.
Document Sharing: Allows community members to upload, share, and download files. Folders and subfolders can be created to help organise files. Permissions can be set at the file and document level to control who can upload new versions of a document, who can access it, etc.
Events: Post events for the community and choose whether or not to notify members of said event. Allows user to provide a title, date and time, and description for an event.
Galleries: Galleries allows you to create folders in which to store images. Permissions can be set to allow users to upload, view, and comment on images. Images will display using thumbnails.
Polling: This page allows you to create polls and make them available to members of the community.
Quizzes: This page allows you to post quizzes created through Manage Quizzes.
BasicLTI Consumer: LTI stands for Learning Tools Interoperability and is a way for one system to send a user to another system fairly seamlessly. This page type allows you to connect to an LTI provider your school has an existing arrangement with (e.g. Khan Academy, turnitin, Quizlet, etc.). You'll need to provide specific information from the LTI provider in the applicable fields. In some cases LTIs are free so you might not need a key and secret.

Please note that for all of the listed page types and their functions, the audience will be members of the specific community. If you want to create a notice to display on the main Elentra dashboard in the Message Center you should use Admin>Manage Notices. If you want to create a poll targeting all students, faculty or staff you should use Admin>Manage Polls. If you want to create scheduled learning events to be associated with a course, specific audience, faculty, etc. and to display in faculty and learner calendars you must use Admin>Manage Events. When you use page types and their features in a community space they are for members of that community only.

Course Website

Most of the pages included in a course website template are default content type and allow you to add information. The exceptions to this are the Background, Course Calendar, Learning Objectives and MCC Presentations pages; these have some information that will auto-populate based on information provided during the course setup.

Background: This page will display the name and contact of a course director and curriculum coordinator (if applicable). It will also display any content added to the Course Description of Director's Message fields on the Manage Courses>Course Setup page. If you enable display community history for this community, that history will display on the background page. As of Feb. 2018, additional text added via the background page text box will not show up. If you enable announcements or events for this community, they will also not display on the background page (even if you check that they should).
Course Calendar: This page will display a list of all events within a course.
Prerequisites: This page is blank unless content is added.
Course Aims: This page is blank unless content is added.
Learning Objectives: This page will be populated with the curriculum tags assigned to the course through the Course Setup tab.
MCC Presentations: This page will be populated with the clinical learning objectives assigned to the course through the Course Setup tab.
Teaching Strategies: This page is blank unless content is added.
Assessment Strategies: This page is blank unless content is added.
Resources: This page can have text added to it. It will not automatically display the resources added to the course via Manage Courses (we are exploring changing this).
Expectations of Students: This page is blank unless content is added.
Expectations of Faculty: This page is blank unless content is added.

Learning Module

Community Title: This is the title page of the learning module. It could include information like the affiliated course, intended audience, or instructions for using the module.
Introduction: This page introduces the learning module.
Objectives: This page is blank unless content is added.
Foundational Knowledge: This page is blank unless content is added.
Formative Assessment: This page is blank unless content is added.
Test your understanding: This page is blank unless content is added.
Summary: This page is blank unless content is added.
Credits: This page is blank unless content is added.
Print Version: This page provides users with the ability to export the learning module in a print-friendly version.

How to add content to community pages

When logged in and on a community page, you have two options to manage the content on community pages.
In many community templates as a community administrator you'll see an Edit button on most pages. By clicking on the button you'll be taken to a screen where you can edit the content and save your work. As a community administrator you'll also see an Admin Center card in the left or right sidebar. Click on 'Manage Pages' to access a list of all pages in the community.
Click on the name of the page you wish to edit.
Adjust the page attributes (e.g. parent page, menu and page title, etc.) and add any content you wish to.
Click 'Save'.

How to add new pages to a community

Log into Elentra and navigate to the community you want to edit.
If you are an administrator of a community, you'll see an Admin Center card in the left or right sidebar. Click on 'Manage Pages' to access a list of all pages in the community.
Click 'Add New Page'.
Set the page details and add content if needed. Remember that different pages serve different functions. For an overview of page types see above.
Click 'Save'.
Add the required content to the page.

How to control access to individual pages

Access a page either by clicking on the Edit button or by navigating to Manage Pages and clicking on the page name.
In the Page Permissions section, check off the tick boxes to decide who can view the page. Scroll down and click 'Save'.
Note that in some community types (e.g., course website), the required pages can not be hidden from the menu.

How to hide pages from view

Access a page either by clicking on the Edit button or by navigating to Manage Pages and clicking on the page name.
In the Page Option section, set the page visibility to 'Hide this page from menu'. This will prevent users from seeing the page, however the page still exists. If a user knows or guesses the url s/he will be able to access the page. Scroll down and click 'Save'.

How to nest pages

Access a page either by clicking on the Edit button or by clicking Manage Pages in the Admin Center and clicking on the page name.
In the top section of the page settings, find the 'Page Parent' section. Select a parent page from the dropdown options. Scroll down and click 'Save'.
This will create pages that are children, or nested, below other pages.
The first and second levels of menu titles will show up on the menu. Additional levels will show up on tabbed or list menus once the parent page is clicked on. This will appear differently depending on the template you've selected. See samples of different nesting page displays below. The Committee, Learning Module and Virtual Patient templates will allow for a mouseover display of second level menu titles and then will display third level titles in a list on the left side. The default and course website templates will display the first and second levels down the left side and third level titles as tabs across the top of the page.

Announcements

How community administrators can post announcements

As a community administrator, navigate to a community and click the Announcements page.
Click 'Add Announcement'.
Provide a title and announcement body.
If you wish to send out notifications to the community members that the announcement has been posted check off the appropriate box.
Set the Time Release Options for the announcement. This controls when that announcement will start and stop being visible to users.
Click 'Save.'
To edit or delete existing announcements, navigate to the community announcement page and click 'edit' or 'delete' beside the announcement you want to modify.

How community members can view announcements

Depending on how a community is set up, announcements might be displayed on the community home page. However, if they are not, community members can still access announcements from the Announcements page.

Navigate to a community and click the Announcements page.
The announcements will be displayed.

Community members can subscribe to an RSS feed of the community announcements by clicking on the small RSS icon.

Discussions

How community administrators can start discussions

As a community administrator, navigate to a community and click 'Discussions'.
Click 'Add Discussion Forum'.
Provide a title, description and category. The forum category will be the most easily viewable label for users, think of it as a folder or label for the discussion forum. You can eventually create multiple discussion forums within one category. The description will be visible to users once they have clicked the category name.
Set permissions for the discussion forum. You can customize which community member types can view the forum, write new posts, and reply to posts.
Set the Time Release Options for the discussion forum. This controls when the discussion forum will be accessible to users.
Click 'Save.'
To edit or delete an existing discussion forum, navigate to the discussions page, click on the category name, and then click 'edit' or 'delete' beside the discussion forum you want to modify. If you delete a discussion and it was the only discussion forum in a category, the category will also be removed.
Note that community members who participate in discussion forums have the option to post anonymously, however, community administrators will be able to see the identity of all users who post to a discussion, whether anonymous or not. If you have faculty in community administrator roles responding to discussion posts it may be worth letting them know that students may be posting anonymously.
Using Discussions in a Course Website/Community: Note that if you use Course Groups you will have the option to customize a discussion board to have a specific course group as its audience.

How community members can participate in a discussion thread

Navigate to a community and click 'Discussions'.
Click on a discussion category name.
Click on a discussion forum title.

Creating a new post

Click 'New Post'.
Add a post title and body.
Users can choose to make their comment anonymous by checking the box beside 'Hide my name'. Note that the user's identity will still be visible to community administrators.
File Attachments: Users can select a file from their computer to upload with their comment.
Set the Time Release Options to set when the comment will be visible to community members.
Click 'Save.'
The author of a comment and community administrators can edit or delete existing comments by clicking 'edit' or 'delete' beside a comment.

Responding to a comment

Navigate to a community and click 'Discussions'.
Click on a discussion category name.
Click on a discussion forum title.
Click on a topic title.
Click 'Reply to Post'.
Add text, decide whether to make the post anonymous, attach a file if required, set time release, and click 'Reply'.
The author of a comment and community administrators can edit or delete existing comments by clicking 'edit' or 'delete' beside a comment.

Subscribing to Discussions

Users can use subscribe to discussion forums using an RSS feed or email notifications.

Document Sharing

As a community administrator, navigate to a community and click 'Document Sharing'.
Click 'Add Shared Folder'.
Provide folder details noting that you can create sub-folders as needed. The folder description will be visible to community members.
Set permissions for the folder. You can customize which community member types can browse the folder, upload files, and comment.
By default folders are visible to students. If you'd like to hide the folder from students, click the appropriate radio button.
Set the Time Release Options for the folder. This controls when the folder will be accessible to users.
Click 'Save.'
To edit or delete an existing folder, navigate to the document sharing page, click on cog to the right of the folder title and then make a selection from the dropdown menu.
Note that within document sharing you can reorder folders, move files within folders, and expand all folders to view all files. Click on the appropriate button for each task from the document sharing page.

Remember, a community member's ability to upload files in a folder is controlled by permission settings when the folder is set up.

Navigate to a community and click 'Document Sharing'.
Click 'Expand All Folders' to quickly view all existing files if desired.
Click the cog beside a folder name and select 'Add File' from the dropdown menu.
Browse your computer or drag and drop a file into place.
Provide file details and set the access method and file visibility.
Batch File Permissions allows you to customize who can view and upload new versions of files.
Batch Time Release Options controls when this file will be accessible to other community members.
Complete the Acceptable Use Agreement by checking the box and click 'Upload File(s)'.
To delete or modify an existing file, click on the cog to the left of the file title and select the appropriate action.

Community members can share urls and HTML through a document sharing space; their ability to do so is controlled by permission setting when a folder in document sharing is set up.

Navigate to a community and click 'Document Sharing'.
Click 'Expand All Folders' to quickly view all existing files if desired.

For urls

Click the cog beside a folder name and select 'Add Link' from the dropdown menu.
Provide link details and if applicable open the Advanced Settings menu. Access Method: Define where the URL should open. Iframe Javascript Resizing: Select whether the resize the iframe. Session Variables: More information coming soon. Hide link from students: Define whether or not to allow students to see the link.
Batch Link Permissions allows you to customize who can view and upload new versions of links. If you select Course Groups you'll be able to further set how browsing non-members can interact with the link (assuming your course community is open beyond enrolled learners).
Batch Time Release Options controls when this link will be accessible to other community members.
Click 'Save'.
To delete or modify an existing link, click on the cog to the left of the link title and select the appropriate action.

For HTML

Click the cog beside a folder name and select 'Add HTML' from the dropdown menu.
Provide document title, description, and content.
Set the access method.
Decide whether or not to hide the document from view.
Set viewing permissions to customize who can view the document.
Set the Time Release Options to control when this document will be accessible to other community members.
Click 'Save'.
To delete or modify an existing HTML document, click on the cog to the left of the document title and select the appropriate action.

How community members can comment on shared documents

Navigate to a community and click 'Document Sharing'.
In Document Sharing, click 'Expand All Folders' to quickly view all existing files if desired. Click on a file name.
If you don't expand all files, click on the appropriate folder and then file name.
Click 'View Latest' to view the document (it will open or download depending on how its creator set it up).
Click 'Add File Comment'.
Provide a comment title and enter text into the comment body.
Click 'Save.'
The author of a comment and community administrators can edit or delete existing comments by clicking 'edit' or 'delete' beside a comment.

Events

How community administrators can post events

Please note that these events do not get added to a learner's calendar the way events scheduled via Manage Events do. To schedule events that apply to all learners in a cohort and should appear in an organisation's schedule please use Admin>Manage Events.

As a community administrator, navigate to a community and click 'Events'.
Click 'Add Event'.
Provide event title, location and start and finish times.
Provide details or a description of the event.
If you wish to send out notifications to the community members that the event has been posted check off the appropriate box.
Set the Time Release Options for the event. This controls when the event will be accessible to users.
Click 'Save'.
To edit or delete an existing event, navigate to the event page, and then click 'edit' or 'delete' beside the event you want to modify.

How community members can view events

Depending on how a community is set up, events might be displayed on the community home page. However, if they are not, community members can still access these items from the applicable page.

Navigate to a community and click 'Events'.
The events will be displayed.
Note that on the events page users can switch between viewing the day, week, month, or year's worth of events.

Galleries

As a community administrator, navigate to a community and click 'Galleries'.
Click 'Add Photo Gallery'.
Provide gallery details including title and description. The gallery description will be visible to community members.
Set permissions for the gallery. You can customize which community member types can view the gallery, upload photos, and comment.
Set the Time Release Options for the gallery. This controls when the gallery will be accessible to users.
Click 'Save.'
To edit or delete an existing gallery, navigate to the gallery page, and then click 'edit' or 'delete' underneath the gallery you want to modify.

How community members can post images in a gallery

Navigate to a community and click 'Galleries'.
Click on a gallery name (remember a gallery must be built by a community administrator).
Click 'Upload Photo'.
Select a photo and provide a title and optional description. If a title is not provided, the filename (e.g., IMG_342.JPG) will appear in the title space when the image is displayed.
To be notified when users comment on the photo, click the checkbox beside 'Receive notifications...'.
Set the Time Release Options to control when this document will be accessible to other community members.
To accept the Acceptable Use Agreement click the appropriate checkbox (required).
Click 'Upload'.
To more easily upload multiple images at once, click 'Add Another Photo' which will increase the spots where you can upload images.

How community members can comment on images in a gallery

Navigate to a community and click 'Galleries'.
Click on a gallery name (remember a gallery must be built by a community administrator).
Click on an image.
Click 'Add Photo Comment'.
Type a comment (a title is not required, although will display in bold if provided).
Click 'Save'.
Comments appear in the order they were made with the oldest comment at the top of the list.
Users can edit or delete their own comments.
To quickly view more images in the gallery, use the Previous Photo and Next Photo buttons.

Polling

How community administrators can set up a poll

These polls function differently than polls set up via Manage Polls. These polls will only show up to users when they are in a community and navigate to the polling page (community administrators can send a notification to let community members know a poll is available).

As a community administrator, navigate to a community and click 'Polling'.
Click 'Add Poll'.
Provide polling details including title and description.
Decide whether or not to allow multiple votes by clicking the appropriate radio button. If you allow users to have multiple votes you should type in how many each gets (leave at zero for unlimited votes).
Set up the polling question in the Question Details section. Question: This is what you are asking. If you'd like to create a poll with multiple questions you'll need to create your first question, save the poll, and then you can add additional questions. Multiple Responses: Check this off to allow respondents to choose more than one response. If you pick this, type in the range of response numbers each participant can give (e.g., between 2 and 4 responses allowed). Responses: Add answer options here. Click on the blue plus button to add your response option. After your first response is added to the list, type in another and click the blue plus button again. Edit a response by clicking on it. Delete a response by clicking the red trash can icon. Reorder responses by clicking on a response and dragging it to the place you want it to be.
Set permissions for the poll to customize which community member types can view the poll, vote, view results (on an ongoing basis-usually most appropriate for the person controlling the poll), and post-vote results (meaning who can view the results only once they have already voted-usually most appropriate for the audience of a poll).
You can restrict voting to specific community members by clicking on 'Select specific members to vote'. If you choose this option, click on 'Select Group & Role' to refine the list of options. Begin to type in a name and click on it when you see the appropriate user.
If you wish to send out notifications to the community members that the poll has been posted check off the appropriate box.
Set the Time Release Options for the event. This controls when the poll will be accessible to users.
Click 'Proceed'.
You can now add additional questions if desired. To do so, click 'Add New Question'. Questions can be edited or deleted by clicking on the blue pencil icon or red trash can icon.
When you have added additional questions or made other changes, click 'Save'.
To edit or delete an existing poll, navigate to the polling page, and then click 'edit' or 'delete' beside the event you want to modify. You may also see a 'vote' option if the poll is set up to allow administrators to vote.
After at least one vote has been cast, administrators will also see a 'history' option beside a poll name. Click 'history' to see the current poll results.

How community members can participate in a poll

Navigate to a community and click 'Polling'.
Locate the appropriate poll and click 'vote'.
Whether the community member can view the poll results depends on how the poll is set up.

Quizzes

The Quizzes page of a community allows you to post links to quizzes created through the Elentra quiz module.

When an administrator adds a quiz s/he will be walked through several questions to configure the quiz as desired. Choices you can make include:

title and description (both will display to users)
optional or required
shuffle question order or not
time limit (in minutes)
number of attempts
immediate or delayed quiz results, or hiding the quiz results
time release options

Administrators can click the pencil icon beside a posted quiz to edit its settings.

Administrators can click the bar graph icon to view quiz results.

When community members view a quiz page they'll see all available quizzes. Completed quizzes will have a green check mark beside them and score and feedback accessible (if the quiz was set to release feedback).

External URL

An External URL page type allows you to add a url to a community. The menu title will be a live link that redirects a user to a new site when they click on it.

BasicLTI Consumer

The BasicLTI Consumer page type can be used with third party LTI tools like Quizlet, Turnitin, Google Classroom, etc.

Managing Communities

Anyone who is the administrator of a community can use various tools to manage the community and its membership as well as view community statistics. If you create a community you will automatically be a community administrator. Note that being a community administrator is completely separate from the user permissions set via the user profile. Any user type can be made a community administrator.

Medtech:Admin. and Staff:Admin. users in the system can access all communities via Admin>Manage Communities and change community settings and membership from there. Simply click on the cog beside the appropriate community title and select 'Manage Community Members' or 'Manage Community.' If an admin user is also the administrator of a community, they'll be able to access a Manage Pages option from this cog as well.

General users will have to access a community from the Communities tab in order to edit its settings or members (assuming they are a community administrator).

How to add members

If you are an administrator of a community, you'll see an Admin Center card in the left or right sidebar. Click on 'Manage Members' to access a list of all members in the community.
Click 'Add Members' from the subtab menu.
Click 'Browse All Members' to access a user group and then select the group you'd like to look in.
Type in a name to search for a user or scroll through the list. Click the checkbox beside the name(s) of users you'd like to add.
After you have checked off all applicable names, click 'Add Members'.
To view the members you've added, click the Members tab.

How to promote members to be community administrators

If you are an administrator of a community, you'll see an Admin Center card in the left or right sidebar. Click on 'Manage Members' to access a list of all members in the community.
Click 'Members' from the subtab menu.
Click the checkbox beside the names of users you'd like to make administrators.
In the Select Member Action dropdown menu, select '3. Promote to administrator'.
Click 'Proceed'.
To view the members you've promoted to administrators, click the 'Administrators' tab.

How to demote, remove or ban members

If you are an administrator of a community, you'll see an Admin Center card in the left or right sidebar.
Click on either the Members tab or the Administrators tab to see a list of different users.
Click the checkbox beside the names of users whose status you'd like to change.
In the Select Member Action dropdown menu, select the appropriate action.
Click 'Proceed'.

Removing a member will allow that person to rejoin the community at a later date. Deactivating or banning a user means the user will receive a message alerting them to this fact if they try to access the community and they will not have the option to rejoin.

How to edit the details or permissions of a community

If you are an administrator of a community, you'll see an Admin Center card in the left or right sidebar. Click on 'Details' or 'Permissions' as needed.
Edit the details or permissions of the community as needed and click 'Save Changes'.
Confirm your changes.

How to change a community's template

If you are an administrator of a community, you'll see an Admin Center card in the left or right sidebar. Click on 'Details'.
Switch the template you'd like to apply to the community and click 'Save Changes'.
Confirm your changes by clicking 'Save Changes' again.

How to view community statistics

If you are an administrator of a community, you'll see an Admin Center card in the left or right sidebar. Click on 'Manage Community'.
Click on the Statistics tab where you can view data usage, activity points and a tally of members by member type.
The quota usage listed under statistics is a soft limit and once exceeded will not prevent you from posting content. If you'd like to enforce a quota at your institution you'll need a developer's help.

How to deactivate a community

If you are an administrator of a community, you'll see an Admin Center card in the left or right sidebar. Click on 'Manage Community'.
Click the Deactivate tab.
Click the checkbox to indicate you understand what deactivation means.
Click 'Deactivate Now'.

Subscribing to Community Notifications

Users can manage the communication they receive from communities they are members of. There are two ways users can do this. They can subscribe to individual pages through the community itself, or they can use their user profile Notification Settings tool to manage multiple community notifications at once.

From within a community users can navigate to most page types and subscribe to an RSS feed or opt in to email notifications for that page.

Galleries - opt in at the gallery folder level Documents - opt in at the folder and subfolder level Discussions - opt in to a discussion forum Polling - opt in for all polls Announcements - opt in for all announcements Events - In the case of an Events page, the user can also subscribe to calendar updates or download a static calendar of all currently posted events.

For tips on using the RSS feed, please see the RSS Feed help section.

How to edit notification settings

Click the username badge beside the logout button to open the user profile.
Click 'Notification Preferences' in the Profile card in the left sidebar.
Active Notifications tab: Users can search for and delete any active notifications from here. Users most often see listings for discussion and comments they have subscribed to for individual events.
Community Notifications tab: Users can enable or disable community notifications here. This will overrule the community setting (e.g., if the community admin. creates an announcement and sets it to notify community members).

Next Previous

Public/Guest Accounts

You can invite members of the public to be community members. To do so you must be a community administrator.

Navigate to the Admin Centre of a community and click on Manage Members.
Click on the Add Guest Members tab and provide the required information.
Click 'Save'.
This will create a guest account for the user.

If you take this approach and invite members of the public to join a community please note that some of the public community members have limited access to certain functions.

Public users can't make their own discussion posts.
Public users can't vote in polls.
Public can't upload files or comment on files.

Courses

Courses/programs are used to house and organise course objectives, associated faculty and administrative staff, student enrolment, assessments, course groups, etc. Scheduled learning events are associated with courses. After a course has been set up it can be linked to a course community which creates a course website.

Unlike many content management systems, Elentra does not require you to create a separate instance of a course each academic year. When a course is built you define an enrolment period for it and set an audience for that enrolment period. By adding multiple enrolments and audiences to a course you make it accessible to various learners but the central course content stored on the course setup tab or on course website pages is not unique to those audiences by default. (The course contents do get automatically archived but multiple iterations of the course are not visible through the UI.) The individual learning events created, which are mapped to a course, are available only to specific audiences for the events.

This help section addresses course creation and the setup, enrolment, groups, and reports tabs. It also includes information on setting up a course website. Information about the CBME and Gradebook tabs can be found elsewhere (note that CBME help resources are provided in Elentra through the CBME tab).

Creating Courses

Creating a course is the first step to populating it with objectives, creating groups, setting up a gradebook, etc. If your organisation has units enabled, your setup process will be slightly different.

How to create a new course

Navigate to Admin>Manage Courses.

Click 'Add a New Course'.

Complete each of the required steps noting the following:

Course Setup:

Curriculum Layout: This defines where in the curriculum layout this course will live. Your choice of curriculum layout will dictate the curriculum periods available later in the course setup when you set the enrolment for the course. (If no curriculum layouts are set up, proceed to Admin>Manage Settings>Select Organisation>Curriculum Layout.)
Course Name: This will display to users on the list of courses and in all associated learning event pages.
Course Code: This will display as part of the course identification visible to users on individual learning event pages and will also be used in the list of event from the Learning Events tab. The course code is also used in the breadcrumbs when you are managing courses and their different pages so codes should be logical.
Course Colour: The selected colour will be used to identify learning events that are a part of this course on the learner calendar. (You can further customize the colour of specific events when you create them.)
Course Type: This presently creates metadata. It doesn’t impact the course template or anything else.
Curriculum Tracks - Curriculum Track options will only display if you have curriculum tracks built within an organisation. These can be configured through Manage Curriculum. Assigning a course to a curriculum track allows you to identify those courses that share characteristics (e.g. help prepare learner for a specific program, provide a minor, etc.)
Reminder Notifications: This is specific to faculty teaching events in the course and allows you to choose whether or not to enable email notifications for this course. The default settings for email notifications are 30, 7 and 3 days in advance of an event. Through the database/settings table a developer can customize when and how often email reminders about teaching responsibilities are sent out. Note that timing of emails will apply to all courses in your organisation (you currently can't have one course where faculty get emails 10 and 5 days from the event, and another course where faculty get emails 15 and 7 days from the event). For the complete text included in the email by default please see the bottom of the page.
Course Permissions: An open course will allow all logged in users to access it. If you attach the course to a community or course website you'll be able to set permissions for the course website as well.
Audience Sync: Choose whether or not to automatically sync your audience with the LDAP server.

Course Enrolment:

When selecting an enrolment period, the available options will depend on the Curriculum Period defined in the Course Setup section. You can add multiple curriculum periods, cohorts or individuals to a course enrolment.
After selecting an enrolment period from the dropdown options, click 'Add Audience'.
Choose to add a cohort, class list, or individual. Note that a cohort does not need to be assigned to a specific course in order to be added as an audience. However, a class list must be linked to a course via Manage Cohorts before it will be available to be added as an audience. (This requires you to save the course without an audience, go to Manage Cohorts and build a class list, and then return to the course setup tab to set the enrolment.)
Click 'Proceed'.

You will see a green success message indicating that the course has been created. You'll be redirected to the full course setup tab to provide additional details about the course.

How to delete a course

Navigate to Admin>Manage Courses.
Search for the course you want to delete as needed.
Click the checkbox beside the course information for the course you want to delete.
Click 'Delete Courses'.
Confirm your choice.
You will get a green success message on the screen.

Reminder Notifications: Email text to course faculty

Dear %TO_FIRSTNAME% %TO_LASTNAME%,

%CC_FACULTY_TEXT%This is an automated notice to remind you that you are scheduled to teach in the following learning event.

Event Title: %EVENT_TITLE% Phase: %EVENT_PHASE% Event Date / Time: %EVENT_DATE% Event Duration: %EVENT_DURATION% Event Location: %EVENT_LOCATION% Associated Faculty: %ASSOCIATED_FACULTY_TEXT% To update your event click this link: %EVENT_LINK% Important things to do before your learning event: 1) Review Learning Objectives Please review your objectives to ensure that they accurately describe the learning objectives of your event. 2) Update Learning Event Resources The following resources are attached to this event for the learners to download. Please upload your new lecture notes or other resources and remove any outdated content. %RESOURCES_TEXT%

IMPORTANT: If you are going to have your assistant add your electronic resources to the site on your behalf and they have not been CC'd on this e-mail already, please forward this e-mail to them so they are able to easily find your learning event by clicking the following link: %EVENT_LINK% 3) Update the Event Type Each learning event has an event type associated with it to help identify the type of teaching that is taking place during this time (lecture, small group, case study, etc). Please ensure that the event type listed accurately represents the type of learning of this session. Need help editing your learning event? Contact your Curricular Coordinator for help with uploading files and editing event details.

Save a tree: Please consider the environment before printing this e-mail.

Course Setup

Course Setup: The first section of this page is complete with the information provided when creating the course. If you need to edit any of that information you can do so here.

Course Contacts:

Assigning someone as a course/program director or curricular/program coordinator will allow that person to edit the course content, including all associated learning events. Their contact information will also be displayed on the course background page if you create a course community/website for the course.
Assigning someone as associated faculty will allow that person to be assigned as a grader to exams. Their contact information will also be displayed on the course background page if you create a course community/website for the course.
Assigning someone as a teaching assistant can result in that person's information being displayed on the relevant course page (if the appropriate setting is turned on) but will not give the user any additional permissions.

The list of course contact options can be modified by a developer in the language file of the Elentra installation if, for example, you want Course Director to say Program Director.

Course Keywords: This is an optional feature that can or cannot be used in Elentra; by default it is not enabled. Keywords allows you to assign Medical Subject Headings (MeSH) to courses and later to specific learning events. The Course Keyword feature is separate from curriculum tag sets and as such has limited reporting abilities when compared to a tag set. (The MeSH keywords are reported on in the Curriculum Inventory Reporting tool if you use it.) If your organisation has a list of keywords to be tracked across the curriculum it is recommended you make those words a curriculum tag set.

To effectively use the MeSH keywords feature a developer will need to import a connection to the the MeSH database to your installation of Elentra. To hide the keywords feature entirely, a developer will need to delete some tables from your installation.

Course Objectives: If you are using the Unit/Weeks feature of Elentra, assigning curriculum tags functions slightly differently; please see below in the Course Tags section. If you don't see any option to add Course Objectives or Curriculum Objectives it may be because there are no tag sets built for your organisation. Go to Admin>Manage Curriculum to build tag sets.

Map curriculum tag sets or individual curriculum tags to a course by clicking 'Show Curriculum Tag Sets' and clicking through to the appropriate tag set or tag and checking it off. Assigned curriculum tags will be accessible to tag at the event level and in gradebook assessments. They will also display on the course page and be visible to learners.

For your primary tag set displaying under 'Curriculum Objectives' you may see the option to designate a tag as primary, secondary or tertiary. If you use this feature the objectives will be displayed under primary, secondary and tertiary headings on the course page visible to learners.

The curriculum tag set designated as Curriculum Objectives will be immediately visible on the right side. All other curriculum tag sets will appear under "Other Objectives".

Note that if you want students to be able to log specific objectives they should be assigned to the course.

Course Tags: Only for use if your installation of Elentra has weeks/unit and context-based linkages enabled. If you don't have these features enabled you won't see this section of the page.

Select the appropriate Curriculum Period from the dropdown menu.
Select the appropriate Curriculum Map Version from the dropdown menu. (Configure a curriculum map via Admin>Manage Curriculum if necessary. More information can be found in the Curriculum>Map Versions help section.)
Select curriculum tags from the dropdown menu. Whatever is added as a Course Tag will display on the course page.
If you choose to, you can click on a curriculum tag added as a course tag and map it to another curriculum tag. This is context-based linking. The linkages you create will be reflected in the map of the curriculum tag if you have enabled the tag set to be mappable to the appropriate tag set; however, the link will not be automatically recorded in the history of the tag.
The course tags and any context-based linkages you create will be displayed on the course page.

Course Reports:

Indicate which reports should be available to be generated from this course by selecting them from the available options. In stock Elentra you will see Report Card and My Teachers as available report types. There is no user interface to control which reports are available to which organisations within an installation of Elentra, but the database can be configured to allow specific reports to be accessible to specific organisations.

Report Card does not fully function right now but it is intended to allow users to select a learner, and view a table showing curriculum tags as rows, and learning events, simulations, and logbook across the top. In each grid matrix you see a completion rate (e.g. 1/3, 2/5) in terms of attendance and completion. For the learning events the denominator is the number of events where attendance was required and that curriculum tag was applied. The numerator is how many times the learner was present at those events (this tool assumes you are using attendance tracking in Elentra).
My Teachers will provide a report displaying the names and email addresses of all teachers active in the course. You can select the teachers you want and generate an email list to quickly communicate with people.

Course Enrolment: This will appear near the bottom of the screen but was already completed during the initial course build. If you need to edit the enrolment you can do so from here.

Course Syllabus: If this feature is enabled users will be able to generate a PDF summarizing the course information provided in the course website tabs. There is a default undergrad template that comes with stock Elentra. Syllabi will be accessible from the Courses tab where all courses are listed. Syllabi will only display while a course is running (i.e., as in during the course's defined curriculum period). Please note that there may be up to a 24-hour delay between enabling a syllabus for a course and it being visible to users because of a required behind-the-scenes action that runs every 24 hours.

After completing the required fields in Course Setup, click 'Save'.

Course Content

On the Course Content tab you can provide a course description, director's message, and different types of resources.

Course Setup

You can add an external link if you have an external course page or resource you’d like users to access when trying to view this course. If you will be connecting this course to an Elentra built course website (using the Communities module), leave this blank for now. If you use another LMS provider to house course information and you'd like to link to it, add the appropriate url here.
Note that if you have linked a course to a course community and wish to unlink it you must do so from the Administration page for that community. You cannot unlink a course from a course website from the Course Content tab.
If you wish to redirect all course clicks to the external website click the checkbox underneath 'External Website URL'.
Add a course description and director’s message if desired. Both of these will be visible to users. If you go on to create a course website and link this course to it, the course description and director's message will automatically display on the course website background page.
After you've input content, click 'Save'.

Course Objectives (without units and context-based linking turned on)

Any objectives assigned to the course will be displayed here in a list. For the curriculum objectives assigned, you can configure your Elentra setup to allow individual courses to edit the wording of specific objectives. To do so, click 'edit' beside the objectives code and a window will open allowing you to edit the objective text.

Course Resources

Use this only if you are NOT going to be creating a course community/website for this course. You might now see this option if you are using ME 1.12.

Files and links attached here will be made available to all users accessing the course. The links and files will be displayed to users when they click on a course title.
LTI Provider: Use this if your organisation is partnering with another educational content provider to deliver content or other tools to learners (e.g. Khan, turnitin, etc.). If you plan to create a course website via the Communities module to use with this course you'll able to add an LTI provider page to that website.

Course Enrolment

This page displays the list of learners enrolled in the course and is based on the information provided in the course setup page.

You can search for users, download the course enrolment, and toggle between a list and a grid view of learners. Additionally, you can switch periods to view different enrolments for the course.

From the enrolment page, you can click on learner names to see their profiles, but you can’t manage enrollment on this page. That information is controlled by adding the appropriate audience in the course enrolment section of the course setup page.

Course Website

When you add a new course, you are adding information to the database about that course and users will be able to see a simple course page. However, to make a more robust online course community for learners and faculty you should also create a course website for a course. This is done using the Communities feature of Elentra. Using a community template for a course offers a more robust view of a course and its contents and allows for additional features like discussion boards, polls, file sharing, etc. Often we refer to the community for a course as its course website.

Here is how a course without a website will appear to users: image coming soon!

Here is how a course with a website will appear to users: image coming soon!

Note that the course website relies on a templated set of pages (e.g., background, calendar, prerequisites, etc.). The template shown and described below comes with stock Elentra but if your organization requires a different template, or you want different templates for different courses, e.g., clinical and nonclinical, that is customization work that can be done.

How to create a course website using the communities module

Note that you must create a course via Manage Courses before you can create a course community.
From the main menu, click on the Communities tab.
Click 'Create a Community' and then click on 'Courses, etc.' in the Official Communities section.
Fill in the required information and under Community Type, select ‘Course Website’ from the dropdown menu.
When you select this community type a default list of pages will appear. You can not deselect any pages. When the course website is created these will be visible. (If you'd like to have a course website template that allows users to deselect or later hide templated pages you'll need help from a developer.)
Under Community Courses, select the appropriate course to link this community to. You can connect multiple courses to one website and they will share a student-facing web presence. If you do this, some pages will display information from both courses (e.g. Learning Objectives, MCCs) whereas some pages will only show information from one course (e.g. the course description and course director's message populate from the first course).
Set the appropriate access permission and registration options and click 'Create'.
Note that any faculty listed in the course contacts section of a course will automatically be made administrators of the course website community.
If you get an error saying you must specify a Community Type but don't have the option to do so on the screen, this is a known problem. You are likely working in a second organisation (e.g., you're working in postgraduate medicine and the first organisation in your installation was undergraduate medicine). When a second organisation is created through the user interface, community types are not automatically copied into the new organisation. A developer can copy the community types for you and you'll be able to use communities properly.

How to populate additional sections of the course website

Once a course community or website is created, users who are designated as Community Administrators can manage the pages just like any other community. When viewing a course website, switch to Administrator view if necessary, and then look for the Admin Center box on the sidebar. Click Manage Pages to adjust content, reorder pages, or add a new page. For quick editing access, click the Edit Page button from any community page at any point.

The following pages are included in the course website community template:

Background: Add any background information as needed. Turn on additional information to populate the page with announcements, upcoming events, and community history (e.g., new members joining). Click Save when done. (Feb. 12, 2018: Note that the display of announcements and events is currently not working and only community history will show up.)
Course Calendar: You can add customized text to the top of this page; by default it displays learning events scheduled in the course via Manage Events (change the date range from day, month, week, year etc. to change your view). If you add free text, click 'Save' when done. Note that this is different from the learner's customized calendar accessible from the dashboard. From the course website, you'll see all events scheduled for this course in a list format.
Prerequisites: You can add customized text to this page. Click 'Save' when done.
Course Aims: You can add customized text to this page. Click 'Save' when done.
Learning Objectives: You can add customized text to the top of this page; by default it displays the learning objectives/curriculum tag sets assigned to the course through the Content tab under Manage Courses. If you add text, click 'Save' when done.
MCC Presentations: You can add customized text to the top of this page; by default it displays the Clinical Learning Objectives assigned to the course through the Content tab under Manage Courses. If you add text, click 'Save' when done.
Teaching Strategies: You can add customized text to this page. Click 'Save' when done.
Assessment Strategies: You can add customized text to this page. Click 'Save' when done.
Resources: You can add customized text to the top of this page. If you add text, click 'Save' when done. Note that course communities are associated with all enrolment periods tied to the course and are not currently cohort specific. If you attach resources to a community, all learners across multiple cohorts will be able to view them. If you added resources to a course when you created it via Manage Courses, those resources will not automatically populate this page (updated February 12 - we are considering changing this in ME 1.12).
Expectations of Students: You can add customized text to this page. Click 'Save' when done.
Expectations of Faculty: You can add customized text to this page. Click 'Save' when done.

How to manage community, community members, and community reports

When you build a course website and associate it with a course, individuals listed on the course contacts page (e.g., course director, curriculum coordinator, associated faculty) will automatically be made administrators of the course website. As admins. they will be able to edit page content, add additional pages, etc. Managing additional members is similar to other communities so please see the Communities help section for more detail.

Managing a course website in terms of permission settings, statistics and details is also like other communities so please see the Communities help section for more detail.

Community Reports is a tool unique to course websites that allows you to review which community members have viewed pages, taken specific actions, etc.

From the Admin Center, click 'Community Reports'.
Click on 'Select Filter' and select the appropriate filter (member, module type, page, action).
Click the checkbox beside the appropriate member/module/page/action and click 'Apply'. You can select filters from different filter types to further refine your results.
To delete a filter, click the small x beside it.

Course Groups

Once there are learners enrolled in a course/program, you can create groups of learners within a course. Course groups are useful for assigning small groups of learners to specific learning events (e.g., repeating clinical skills sessions where small groups of learners all do the same thing), and can also be used to link tutors to assigned learners. Linking tutors and groups of learners allows faculty to review specific students’ logged encounters, or act as academic advisors (especially relevant if you are using the competency-based medical education module of Elentra). Tutors linked to groups will also be able to access any community shared resources restricted to that group.

How to create groups through the user interface

Navigate to Admin>Manage Courses.
Search for the course you want to work with and either click on the course name and then the Groups tab, or click the cog to the right of the course name and select Groups from the dropdown menu.
Check that you are working in the correct Curriculum Period, adjusting it as needed with the dropdown menu.
Click 'Add New Groups'.
Create a group name prefix (e.g. Family Medicine Group) noting that this will be applied to all groups created with an automated suffix added (e.g. 1, 2, 3, 4).
Group Type: Choose to create a specific number of empty groups (input the desired number) or have the system automatically populate groups.
If you choose to have the system auto-populate groups, define the group parameters, noting the following: Learners: Include all learners or select specific learners from the enrolment list for the relevant Curriculum Period. Groups: Either set a number of groups or set a group size requirement. Populate Groups: Select to base groups on gender (balanced or homogenous) or not.
Click 'Add'.
You will see a green success message on the screen and will then be shown the newly created groups.

How to upload a CSV file to create and populate groups

Navigate to Admin>Manage Courses.
Search for the course you want to work with and either click on the course name and then the Groups tab, or click the cog to the right of the course name and select Groups from the dropdown menu.
Check that you are working in the correct Curriculum Period, adjusting it as needed with the dropdown menu.
Click the Import/Export button and select Import. You’ll be prompted to download a sample CSV file to use to import groups and group members.
Follow the column headings to create your CSV file. Group Name: Provide the appropriate group name. Tutors: List the tutor(s) for the group. Use the format 'Last name, First name; Last name, First name'. For example: Smith, John; Doe, Jane Tutors Numbers: List tutor number(s). Separate entries with a semi-colon if necessary. Learner Name: Use this format: 'Last name, First name'. For example: Smith, John Only enter information for one learner per line. Learner Number: Enter the learner's institutional number (e.g., student number).
Save your file as a csv when completed.
Search for or drag and drop your completed file into the import window.
Click Import CSV.
You will get a green success message. Close the import window and you should see your newly created groups on the screen.

How to create the same groups across multiple courses

Note that groups are specific to a course enrolment and at present apply only to one course. If you want to use the same groups across courses, you can download groups from one course and import them to another course, OR you can create additional cohorts at the organisational level and apply those cohorts to multiple courses through a course enrolment and audience. Unless a group will be together repeatedly for the duration of their medical education, we recommend using the first approach.

Navigate to Admin>Manage Courses.
Search for the course that has the groups you want to recreate and either click on the course name and then the Groups tab, or click the cog to the right of the course name and select Groups from the dropdown menu.
Check that you are working in the correct Curriculum Period, adjusting it as needed with the dropdown menu.
Click the Import/Export button and select 'Export to CSV file'. A file will download to your computer.
Depending on how you are setting up your groups, you may want to change the group names in the CSV file (e.g., Anatomy Group 1 becomes Microsystems Group 1). You can also change tutor information if necessary. Complete any required changes and save your file with a recognizable name.
Navigate to the course where you want to create new groups and follow the instructions above in "How to upload a CSV file to create and populate groups".

How to delete existing groups

Navigate to Admin>Manage Courses.
Search for the course you want to work with and either click on the course name and then the Groups tab, or click the cog to the right of the course name and select Groups from the dropdown menu.
Check that you are working in the correct Curriculum Period, adjusting it as needed with the dropdown menu.
Tick off the box beside the group name you want to delete (note that you can select all), and click Delete Groups.
Confirm your choice by clicking Delete again.

How to add tutors to existing groups

Navigate to Admin>Manage Courses.
Search for the course you want to work with and either click on the course name and then the Groups tab, or click the cog to the right of the course name and select Groups from the dropdown menu.
Check that you are working in the correct Curriculum Period, adjusting it as needed with the dropdown menu.
Click on a group name.
Under the Group Details, Tutors field, begin to type the name of the desired tutor. Click on the name to add it and it will be displayed in a list below the tutor search box.
To delete an existing tutor, click on the X to the right of the tutor name.

How to manage members in existing groups

Navigate to Admin>Manage Courses.
Search for the course you want to work with and either click on the course name and then the Groups tab, or click the cog to the right of the course name and select Groups from the dropdown menu.
Check that you are working in the correct Curriculum Period, adjusting it as needed with the dropdown menu.
Click on a group name.
To delete existing members, click the tick box beside the user name and click Delete Members.
To add new members to the group, scroll to the bottom of the page, and follow the onscreen instructions. Note that a learner must be enrolled in the course in order to be added to a group (you can adjust course enrolment via the Setup tab of a course management page).

How to view all groups and members in a course at once

You can export a csv of groups within a course. When you do this you'll have the option to export a csv or a printable csv. The printable csv provides group names, tutor names and learner names but leaves out users' institutional numbers.
There is currently no tool to view all the groups one learner is assigned to across an organisation.

Viewing a user's group membership

Please note that there is currently no user interface to see a list of all groups a user is part of. (Users can see all the communities they are a part of from the Communities tab and My Communities card.)

Scheduling Events

Elentra uses the word event to describe any scheduled time in an organisation's calendar. Events can be learning oriented and include lectures, labs, clinical experiences, independent reading time, etc. or can represent other activities including lunch, paperwork collection, clubs, committee meetings, etc. The types of events included in a calendar are up to the organisation. Scheduling events is accomplished through the Manage Events tab and is available to users with administrative role types (e.g., staff>admin). Faculty members assigned as course or program directors can view and edit events within their own course(s), however, they cannot schedule events through the user interface.

Some notable features of scheduling events with Elentra include:

the ability to export and import CSV files to create schedules,
the ability to copy existing events into a new schedule, including mapped curriculum tag sets, descriptions and instructions, and affiliated resources,
the ability to easily create recurring events,
the ability to create parent child links between repeated events (e.g., 10 small groups all doing the same thing) to create accurate reports about event types and durations across a course, and
the ability to group events in a unit within a course.

For information about scheduling clinical learning experiences (including creating rotations, and blocks) please see the Clinical Learning help section.

Once scheduled events exist they can contain detailed information including affiliated faculty, learners, curriculum tag sets, locations, resources, instructions, etc. Further information about managing the content of events and features like attendance tracking, history, and statistics is available in the Events help section.

Elentra allows you to report on scheduled events in a variety of ways. Highlights include:

a report listing learning event types and durations across courses (e.g., 12% lecture, 25% small group activity, 5% self-assessment),
a report listing which curriculum tags are used across events within a course, and
reports on faculty hours across courses (at the individual and departmental level).

Creating and Managing a Schedule

To create a schedule of events that can be populated with instructors, learners, resources, etc. you must be logged in with administrator or pcoordinator permissions. While you can create an entirely new schedule using a CSV or manually (one event at a time), if you have an existing course, the fastest option to make a schedule is to copy an existing schedule.

You can also create individual events that appear immediately in the schedule. To do so, navigate to Admin>Manage Events and click 'Add New Event'. At that point, follow the instructions in the Manually Add New Event section below. Using this method, the event will immediately be live in the system upon saving.

How to create a new schedule of events

Navigate to Admin>Manage Events.
Click 'Manage My Drafts'.
Click 'Create New Draft'.
Provide a logical draft name and an optional description, then click 'Create Draft'.

At this point you can import a CSV file or manually add new events.

Import CSV File

You will need to have a file prepared with your schedule information. This could include date, start time, faculty, audience, location, duration (in minutes) attendance required, etc. For a detailed list of event information please see below.
Depending on the events you're scheduling it may be useful to download an existing schedule from elsewhere in Elentra, modify it, and upload it as your new schedule.
Click on Import CSV File.
Drag and drop or browse your computer to find the required file and then click Import.
Use the drag and drop tools to match the information in your CSV with the relevant fields in Elentra. Suggested matches will display in red. Click 'Import'.

Manually Add New Event

Click Add New Event.
Complete the required information, noting the following: Event Colour: The colour selected will be displayed on the calendar. Recurring Event: More detail is available in the Recurring Events help section. Time Release Options: This controls when the event will be visible to users in the system.
Click Save.

Draft Schedule Permissions If you would like to give additional users access to a draft schedule, you'll need to add them as authors to the draft. Return to Admin>Manage Events, and click 'Manage My Drafts'. Click on the appropriate draft and then click the greyed out Draft Information heading. Add users to Draft Authors by beginning to type a name and clicking on the appropriate name in the displayed options. In stock Elentra you will be able to add staff:admin users to draft schedules but there is a setting for this that can be configured to allow you to add faculty and other staff as draft authors. You'll need a developer to help you change these settings if you'd like to.

Next, you need to publish or approve your draft; this will cause the events you created to be imported to the system and make them accessible for adding content.

Click Publish Drafts or, if you are returning to a draft you previously worked on navigate to your drafts, tick off the box beside the schedule you want to publish and click Publish Drafts.
Confirm your choice.

Your schedule will now show as approved on your drafts list and within about an hour, the scheduled events will be live in your system. If the events do not appear it's possible the behind the scenes actions required to do this are not turned on so speak to a developer to investigate further.

If you need to make immediately changes to a recently published draft schedule, you can reset it to open.
Click the checkbox beside the schedule you want to open.
Click 'Reopen Drafts'.
Confirm your choice. Your schedule will now show as open again on your drafts list and you can click on it to edit events.

Calendar Preview After you've drafted some events, use this tool to preview the calendar view of drafted events.

Note that you will be unable to create event content until the drafted events are published.

Schedule import column headings and information

Note that if you have exported a schedule there may be some columns that exported which you are not required to import. These columns can be deleted before uploading data.

Date: Enter the date. Multiple formats are accepted.
Original Event: If you are importing a completely new schedule this is unnecessary to complete, as an event id will be generated when the event is created. If you have exported a CSV of copied draft events, this column will be populated with the unique id numbers of the newly drafted events.
Parent Event: This column should indicate if the event is a parent event or not (e.g. it is an event of which there are multiple copies in the system for multiple small groups - each event is identical in terms of structure and content but has a unique audience and perhaps teacher/tutor). Enter 1 if the event is a parent and 0 if it is not.
Parent ID: This column is applicable only if the event is to be linked as a child to a parent event. If it is, enter the parent event id. If this is not a child event enter 0.
Course Code: Enter the course code for the course to which this event should belong.
Term: This refers to the curriculum layout the course is a part of. Curricular layouts are defined at the organisation level and can be found in Admin>Manage Curriculum>Curriculum Layout. Examples include terms, years, phases, etc. You can also view curriculum layouts from the Courses tab where the layouts will be the headings above groups of courses.
Start Time: This is what time the event should start. Enter in 24 hr. format.
Total Duration: This is the total duration for the event. Enter in the number of minutes.
Event Type Durations: If you have multiple event types scheduled in one event, this column can be used to indicate how much time is allotted to each event type. Enter the time in minutes and separate times with semicolons and a space. For example, 60; 60. Put the times in the same order as you list the event types in the next column. If there are not multiple event types scheduled during an event, this column will be identical to the Total Duration column.
Event Types: If you have multiple event types scheduled in one event, this column can be used to indicate what those events are. Event types must match the list of event types in your organisation (found in Admin>System Settings>Event Types). Examples include lecture, lab, small group learning, etc. Type in an event type and separate it from another with a semicolon and space. For example, lab; lecture; patient interview. Remember to keep the order the same as the event type duration column.
Event Title: Enter the event title.
Event Description: Enter the event description.
Location: Indicate the location of the event. (Eventually this will need to match the locations stored in your organisation.)
Location Room: This should indicate the room number is applicable (this should eventually match the buildings and rooms listed in Admin>Manage Locations).
Audience (Groups): If the course to which the event belongs is using the groups function and one or more groups is the audience for this event, provide the group name here. Group names can be found via Admin>Manage Courses>select course>Groups.
Audience (Cohorts): If a specific cohort is the audience for this event, enter the cohort here.
Audience (Students): If individual students need to be added to the audience, provide the names in this column.
Attendance Required: If attendance is required for this event and will be taken via the Elentra attendance feature enter a 1. If the Elentra attendance feature will not be used for this event, enter 0.
Teacher Names: Enter the names of any teachers to be linked to this event. Separate multiple teacher names with a semicolon.
Teacher Numbers: Enter the institutional id of any teachers to be linked to this event. Separate multiple numbers with a semicolon.
Objective Release Dates: If there are specific release dates for the objectives linked to this event, enter 1. If not, enter 0.
Event Tutors: Enter the name(s) of anyone to be linked to this event as a tutor. Separate multiple names with a semicolon.
Recurring Event: If this is a recurring event you have copied forward, enter the original event number of the first event in the recurring series. If you are creating a brand new schedule, enter 1 to indicate if this is a recurring event.
Free Text Objectives: This can be text and will populate the free text objectives box on the event content page (if such a box is enabled).

Copying an Existing Schedule of Events

Elentra allows you to copy an existing schedule of events and roll it forward to be added as a new schedule in the same or a different course. This can save significant amounts of time as you can also copy forward event resources, curriculum tags, etc.

If you copy forward recurring events that do or do not have the parent-child id feature enabled these links will also be maintained in the copied events.

How to copy a schedule of events

Navigate to Admin>Manage Events.
Click 'Manage My Drafts'.
Click 'Create New Draft'.
Provide a logical draft name and an optional description.
Click on the greyed-out words Copy Forward Existing Learning Events.
Complete the required information noting the following: Copying Learning Resources: Decide which resources should be included in the new draft events. Courses Included: Select the course where the scheduled events are and the course to which your new scheduled events will belong. In most cases, this will be same course. Note that you can add multiple destination courses if required (to delete an unwanted destination course click 'Remove' beside the course name). Copy Start and Finish: These dates define the start and end dates of the existing events in your source course and should match when the course happened (usually people select the most recent version of the course). New Start Date: Select the date on which you'd like the copied events to start. Elentra will respect the spacing and timing of all events to be copied.

After you've made your selections, click 'Create Draft'.
If there are no changes you wish to make to the schedule, you can publish the draft now.
Click the checkbox beside draft you wish to publish and click 'Publish Draft'.
You may be asked to review the draft. Note that if you have included resources to copy forward, you can decide on this screen whether to set all resources to draft mode when the newly scheduled events are published. After you've made your choice click 'Confirm'.

Within about an hour the scheduled events will be live in your system. If you wish to change information about the events, see further instructions below.

How to edit events before publishing a schedule

After you've copied the events, use the export and import tools to make adjustments to the scheduled events including their times, teachers, audience, etc. You can export a CSV of the existing schedule, make adjustments, and upload the CSV. When you export the events you'll be prompted to select which fields to include in the export; consider the fields you may need to edit or review to help you decide what to include in the exported file. (A list of these fields and what they include can be found on the Create Events help page.)
After you've exported a file you can edit it in your preferred spreadsheet tool. Tips for adjusting the schedule include using the find and replace function if there are consistent changes across the schedule (e.g. all audience group 2020-1 will become 2021-1, or one tutor is replacing another across multiple events). When you upload your revised CSV, the system will register the changes in the CSV and apply them to the draft schedule.
If you choose to import a csv, click 'Import CSV'. You will be prompted to match the column headings from your CSV with the available import fields. The system will try to match this for you as much as possible but you may need to manually move some. To do so, drag and drop the appropriate field name with the column heading from your file.
When the events are as you wish them, click 'Publish Draft' and within about an hour the scheduled events will be live in your system.

Recurring Events

One feature of Elentra is the ability to schedule recurring events. The advantage of a recurring event is that you can simultaneously edit a variety of event characteristics including title, location, event type, associated faculty, event description, required preparation, objectives, etc. across multiple events. What you edit and for which events is entirely customizable.

You can create recurring events in different configurations including a custom series or events that repeat daily, weekly, or monthly.

If you eventually copy a schedule forward, recurring event status, as well as parent-child links if enabled, will be maintained.

For all of the above event types, navigate to Admin>Manage Events and click 'Add New Event' to begin.
Select a Course, add a title, and provide a first event date. Next, follow the instructions for each specific recurring event type.

How to create a custom series of events

Select Custom Series from the Recurring Events dropdown menu.
Enter the number of events you want to have in this series (remember one will exist as the original so type in a number one less than the total you want) and click 'Set Frequency'.
Note that the first event you create will be imported into the system, so even though the list of events starts with Event 1 that will actually be the second event in the series.
Adjust the title, date, and time for each event.
To make these events children of a parent (and therefore have them reported only once in learning event type reports, etc.), tick off the small box beside "Events created in the series are considered child events."
To completely rebuild your list of events, click 'Rebuild Recurring Events List'.
Set additional event characteristics like location, event type, and faculty.
Click 'Save'.

How to create events that repeat daily

Select Repeat Daily from the Recurring Events dropdown menu.
Set how often you want the event to recur and set an end date. The system includes and counts weekends so bear that in mind if you use this scheduling tool.
Click 'Set Frequency'.
Note that the first event you create will be imported into the system, so even though the list of events starts with Event 1 that will actually be the second event in the series.
Adjust the title, date, and time for each event.
To make these events children of a parent (and therefore have them reported only once in learning event type reports, etc.), tick off the small box beside "Events created in the series are considered child events."
To completely rebuild your list of events, click 'Rebuild Recurring Events List'.
Set additional event characteristics like location, event type, and faculty.
Click 'Save'.

How to create events that repeat weekly

Select Repeat Weekly from the Recurring Events dropdown menu.
Set the day of the week on which you want the event to repeat and provide an end date for the event series.
Click 'Set Frequency'.
Note that the first event you create will be imported into the system, so even though the list of events starts with Event 1 that will actually be the second event in the series.
Adjust the title, date, and time for each event.
To make these events children of a parent (and therefore have them reported only once in learning event type reports, etc.), tick off the small box beside "Events created in the series are considered child events."
To completely rebuild your list of events, click 'Rebuild Recurring Events List'.
Set additional event characteristics like location, event type, and faculty.
Click 'Save'.

How to create events that repeat monthly

Select Repeat Monthly from the Recurring Events dropdown menu.
Set when and how often you want the event to recur and set an end date.
Click 'Set Frequency'.
Note that the first event you create will be imported into the system, so even though the list of events starts with Event 1 that will actually be the second event in the series.
Adjust the title, date, and time for each event.
To make these events children of a parent (and therefore have them reported only once in learning event type reports, etc.), tick off the small box beside "Events created in the series are considered child events."
To completely rebuild your list of events, click 'Rebuild Recurring Events List'.
Set additional event characteristics like location, event type, and faculty.
Click 'Save'.

Parent Child Feature

Elentra includes the ability to link multiple repeating events in a parent-child relationship. This is most often used when small groups of learners will complete the same activities in repeating learning events. For example, there may be 10 events scheduled for 10 small groups but each event is essentially identical in terms of content, curriculum tags applied, etc. If you use the parent-child feature some reports will look only to the parent event to collect data and therefore help to report accurately from the perspective of a single learner.

Note that the parent child relationship is only available for events that are part of the same course.

If you eventually copy a schedule forward, recurring event status, as well as parent-child links if enabled, will be maintained.

How to create parent child relationships between events

There are several ways to create parent child relationships between events, you can either do so when creating recurring events through Admin>Manage Events, include the information on a spreadsheet you are importing to a draft schedule, or link existing events through the event setup page.

For more details about using the parent child relationship with recurring events please see the Recurring Events help section.

For more details about using the parent child relationship when importing a schedule using a csv please see the Creating a Schedule help section.

If you have already created multiple events and want to link them using the parent child feature you must know the event titles or id numbers of the events intended to be children. A consideration in terms of workflow when linking events through the event setup page is that without the 'recurring' feature being used you can't easily bulk change anything in the linked child events. Manually linking events like this is a feature from before the recurring event tool existed.

Navigate to Admin>Mange Events.
Find the intended parent event by applying filters or looking in a specific time frame.
Click on the event title. (Alternatively, you could use curriculum search to find the event but then make sure you switch to Administrator View to edit the event.)
On the event Setup page scroll to Child Events just above the Time Release Options header.
Type in the intended child event id or title, click on the desired event, and click 'Add'.
Added child events will be displayed in a list. On the setup page for a child event it will list the parent event.
Click 'Save' at the bottom of the page.

Impacts of using the parent child relationship

Not every feature of Elentra reflects the connections made between events using the parent child relationship.

Curriculum Search does respect the parent child relationship and only return results for the parent. (In fact, curriculum search won't look at child events so even if a child event has distinct content from the parent, that won't be reflected in the search results.)

Curriculum Explorer does not respect the parent child relationship and returns all events regardless of relationship.

The Learning Event by Type Report does respect the parent child relationship.

Event Pages

All events scheduled into Elentra can have information about them recorded. This can include date and time, location, audience, faculty, attendance, objectives, resources, etc.

Curriculum coordinators and program coordinators can access and edit the content of learning events for their affiliated contents. Faculty assigned to a course as its director can also access and edit the content of learning events in their course. Faculty>Faculty can only edit the content of learning events for which they are listed as teachers.

Event Setup Tab

The event setup page includes the basic information about an event. Much of this will be completed when creating the event, either manually or through Manage Drafts.

How to complete or edit an event setup page

Complete the required information noting the following: Event Colour: If you select a colour here it will display on the learner calendar and override the course colour selected. Course Unit: This option will only be visible if you have weeks and units enabled for your organisation. If no units display make sure that you have created units within the course through Admin>Manage Course on the Units page for the relevant course. Additional instructions are available in the Units help section. Event Location Building: If you need to add locations use Admin>System Settings and the Location tool. Event Types: Define the event type noting that you can include multiple event types within one event. Adjust their durations as needed. Associated Faculty: Add teachers to this event by beginning to type a name, clicking on it and clicking 'Add'. Note that you can define an associated user as a teacher, tutor, teacher's assistant or auditor. Audience Options: If you make attendance required the event will show as required in a learner's schedule, and you'll be able to record attendance during the event itself. There are some options available when taking attendance and for more information please see the Attendance page of this help section. Associated Learners: If you opt to create a custom event audience you'll be prompted to select an audience type. You can assign a cohort, course group, or individual(s) as the audience. One thing to consider here is whether you will role this event into a new schedule in the future. If yes, the easiest option is to leave associated learners as all those enrolled since then every time you role the event forward you don't need to adjust the audience.

If you add multiple cohorts or groups to an event you'll be able to specify how much time each group will exposed to for the event. For example, if you assigned a medicine cohort and a pharmacy cohort to a sixty-minute event you could indicate that the meds students will be there for the full hour, while the pharmacy students will be present for thirty minutes. To use this tool, add your audiences and then click on the grey clock icon beside the cohort/group name. This will open an Event Audience Time Override window where you can click and drag the slider (from either side) to set the appropriate time for the audience you're working with. Click the 'Warn me' checkbox if you want to be alerted to overlapping times. Click 'Close' to save your changes. When times have been adjusted for specific audiences the small clock icon will display green.

Child Events: You can manually enter an event name or id number here to link multiple events using the parent child feature. This restricts Curriculum Search and some curriculum reports to reflect only the parent event. For more information, please see the Parent Child information in the Scheduling help section.

Time Release Options: Leave this empty to allow users in the event audience to access the event at any point. If you complete these fields you can control when learners will be able to view and access this event, and when it will stop being available (if desired). Note that there is another tool that allows you to apply time release options to specific resources when adding them to learning events.

By default when you save this page you will directed to the event content page. If you'd like to go somewhere else, use the dropdown menu to select your destination after saving. Then click 'Save'.

Event Content Tab

The content tab of an event page is where you can provide learners with details about the contents of the event.

The first several fields on the page (date, time, duration, etc.) are controlled on the event setup page and only displayed on the event content page.

Complete the remaining required information noting the following: Event Types: You can edit the event types of the content page (this allows faculty to adjust the event types in their events if you allow them to). Note that you cannot adjust the event duration on this page; if you change the event types their total time must equal the original duration. (In default Elentra faculty can adjust the learning event types in their own teaching events. This can be disabled if you only want administrative staff to have that ability.) Medbiq Resources: If you are using the Curriculum Inventory Reporting Tool or your organisation is tracking Medbiquitous information you can select a Medbiquitous resource from the dropdown menu. (The list of Medbiquitous Instructional Methods can be configured in Admin>System Settings.) This information will not be visible to learners on the event page but will be reported in the Curriculum Inventory Reporting Tool. Event Description: Provide details about the event here. This information will be visible to learners on the event page and will also appear in Curriculum Search results and some reports (Curriculum Review Report, Course Summary Report). Note that this a rich text editor and you can embed media, change the font, etc. Required Preparation: Provide details about what learners should do to prepare for this event. This information will be visible to learners on the event page and when they preview events from the dashboard calendar. Event Keywords: This is an optional feature that can be turned on or off in your installation. Once on, it can be used to map Medical Subject Headings (MeSH) keywords to a learning event. Keywords will be displayed to the learner on the event page. If you have an organisation specific list of keywords it is suggested that you build it as a curriculum tag set. The keywords feature is specific to MeSH terms. Keywords are not reflected in Curriculum Search results. Free-Text Objectives: This is an optional field that can be turned on or off in your installation. If on, it allows faculty to type in objectives relevant to the event. These objectives will be displayed on the learner view of the event page and can also be viewed across an entire course using the Curriculum Review Report. Mapped Objectives: Here you can check off which of the curriculum tags assigned to the course apply to the specific learning event. Click the checkbox beside a curriculum tag to apply it to the event. If you wish to tag additional curriculum tags, including any not assigned to the course, click on 'Map Additional Objectives'. Click through the hierarchy of tags as needed until you can select the one(s) appropriate for the item. As you add curriculum tags, what you click on to select will be listed under the Event Specific Objectives section.

Note that if your organisation has week/units enabled the objectives area of the event content page will display a bit differently. For more information please see the Units help section.

Event Resources: To add resources to an event you have two options: a quick add tool and the regular add a resource tool. The quick add tool is useful for files, whereas the the regular tool allows you to add different types of resources.

Use the quick add tool by dragging and dropping resources into the greyed out upload area or clicking 'Browse' and selecting the files to upload. Before the files are added you can decide how users will view the resource, provide a title for the file(s), and decide whether to add timed release dates (click yes to enable and then provide the appropriate dates). You can include a copyright statement in the quick add resource box as well (there is no user interface to configure this, a developer will need to). Note that if you post multiple files through the quick add tool they will all have the same settings applied to them. If you use the quick add tool to add files to a recurring event, the resource will be added to all events in the series.

Using the Add a Resource button will allow you to upload different resource types including:

Exams - This will direct you to the Exams page where you can select and exam and create a post for it.
Feedback Form - This allows you to attach a form created through the Assessment and Evaluation module to the event.
Lecture Notes
Lecture Slides
Link
Online Learning Module - This allows you to attach a learning module from another vendor to the learning event using a url. You can also set whether a proxy is required to be enabled (use this if learners have to authenticate to access the learning module).
Other files
Podcast
Quiz - This allows you to attach a quiz created through the Quiz Module to the learning event. You'll be able to set additional parameters to the posted quiz like whether questions should be shuffled, the number of minutes allowed, the number of attempts allowed, and how learners will view their results (if at all).

Each resource behaves a bit differently when added but generally you can set the following parameters:

Whether the resource is optional or required
When the resource should be accessed (before, during, or after class, or no timeframe)
Whether to add timed release dates to the resource Note that the system looks at whether a resource is to accessed before, during or after class and if you select to time release resources it will require a time that matches the before, during or after parameters.
Whether to set the resource as published or draft (a draft resource will not be accessible to the event audience)
How to view the resource
The title and description of the resource

Posting an event resource includes a copyright statement users accept by default if they proceed to post the resource.

After posting a resource to an event you'll see it displayed on the event page. Small badges identify characteristics of the resource. View a preview of the resource by clicking on the download arrow.

Edit an existing resource by clicking on the resource title to reopen it.
Delete a resource by clicking on the trashcan icon.

When resources are posted to a learning event, a tally of resources will be displayed in the learner calendar when learners mouse over an event. This gives learners a quick view of what is included in an event.

Event Attendance Tab

On the Attendance tab of an event page you can record attendance for an event. You have two options to do so: manually by checking off each present learner or Kiosk mode.

How to manually enter attendance

Click the checkbox beside the name of each learner in attendance. Click the checkbox again to change the attendance status.
Changes are saved constantly so there is no Save button on the page.
Search for a learner by typing in his/her id number.

Kiosk mode

Kiosk mode allows learners to swipe their school ids to complete the attendance record for the event. To use kiosk mode your organisation must set up another tool and link it to Elentra to record attendance.

Once attendance kiosk mode has been configured it is easy to use.

Navigate to the relevant learning event page.
Click on the Attendance tab.
Click 'Kiosk Mode'.
When the green check mark comes up, learners can begin to swipe their cards.

You can download a CSV of learner attendance (blank or after completion) using the Download CSV button at the bottom of the page.

Event History Tab

The history tab of an event page allows you to view changes made to that event. It records the date, time, user name and the nature of the change made. For example, March 2, 2017 10:15am Philip Smith updated clinical presentations.

Event Statistics Tab

The Statistics tab of a learning event page displays a list of users who have accessed the page. Additionally it shows how many times a user has viewed a page and when the most recent view was. The page also shows the total number of unique users to access the event and the total number of event views.

Reporting on Events

Monitoring Resource Views

If you have posted resources to an event you are able to see which users have accessed the resource.

Navigate to the appropriate learning event.
Switch in to Administrative view if you aren't already in it.
On the card for any posted resource click 'View'. You'll see a list of the audience members for the event, the number of resource views and the most recent view of the resource.

You can also rely on the Statistics tab to see which users have used viewed the event.

Overview of Event Data

To get an overview of all events within a course, and some of their content and curriculum tags you can rely on two different reports: the Curriculum Review Report and the Course Summary Report. For more information about these reports please see the System Reports>Curriculum help section.

Recurring Events Tab

Note that this tab will only display if the event you are editing is part of a recurring event series.

Calendar

What users see

On the learner dashboard, learners have a calendar view of upcoming events that include them in the audience.

Learners can toggle between day, week, and month view.
Learners can download or subscribe to a calendar.
From the calendar, learners can click on an event title to see more events details or navigate to the event page.
Faculty do not currently have a graphic calendar view. When they log in they will see a list of all events with which they are associated under the heading My Teaching Events.
Faculty can select to view different time periods using the Events taking place dropdown menu.
Staff and other users not associated with any learning events will just see the other components of the dashboard. Admin. users will see a calendar that displays the schedule of the most recently created cohort.

Where events come from

The calendar is automatically populated with all scheduled events.
To have something display on the calendar, add it as a learning event via Admin>Manage Events.
Note that the Events tool within communities does not populate the calendar. It just creates an event listing accessible to community members.

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Units

The weeks feature allows an organisation to add curriculum layout placeholders that divide each curriculum period (Year 1, 2, etc.) into weeks, e.g., Week 1, Week 2, Week N. To facilitate this, certain settings have to be in place in the software. If you are not seeing weeks or unit options and you think you should be, please ask a developer at your institution to check the software settings.

Using the weeks feature means that you can also apply weeks as a filter in a variety of places in Elentra. You can use weeks to refine your search results in Curriculum Search, on the Events page, and in the Curriculum Tag Minutes and Mapping Report.

Using the weeks feature requires a couple of steps. First you have to build the global weeks for an organisation; next, units can be added to courses and linked with the weeks structure. Finally, events can be linked to a unit. Doing this populates a learner view of Weeks that displays all units across courses and lets learners access, download, and print all objectives/curriculum tags and resources for a unit.

Creating Units

To facilitate the weeks feature, certain settings must be in place. If you are not seeing weeks or unit options and you think you should be, please ask a developer at your institution to check the software settings.

How to create a list of global weeks for an organisation

Remember that weeks are global across an organisation. As such it is recommended you keep the naming fairly generic (e.g., Week 1, Week 2, Week 3, etc.).

Navigate to Admin>Manage Weeks.
Click 'Add Week'.
Provide a week title, select a curriculum period (called category), and provide a week order (leave at default 0 to just add the week at the end of any existing weeks). Week order will dictate the order in which existing weeks will appear in the learner view.
Click 'Save'.
Edit any existing weeks by clicking on them.
Delete any unwanted weeks by clicking the checkbox beside the week and clicking 'Delete Selected'.

How to add units to a course

Weeks must be set up at the organisational level before you can add weeks to a course. See above for more information.

Navigate to Admin>Manage Courses.
Search for the course you want to work with.
From the cog to the right of the course name, select 'Units'.
Ensure you are in the correct curriculum period and switch it using the dropdown menu if needed.
Click 'Add New Units'.
Provide the required information noting the following: Unit Code: This will display to learners in the weeks overview and be in the title of the unit page. If you use this, it is recommended that you maintain parallels between week and unit names. Unit Title: This will display to learners in the weeks overview and be in the title of the unit page. Unit Description: This will be visible to learners when they click on a unit to view it. Week: Select a week to apply this unit to. Week Chair: Begin to type a name, click on the desired name and then click 'Add'. This will be visible to learners. Unit Order: This defines the order in which the unit will display to learners. It is recommended that you keep this at 0 and let the week order dictate the display order.

How to apply curriculum tags to units

Add any desired curriculum tags to the unit by clicking on 'Select Curriculum Tags' and drilling down to the appropriate tag.
These unit tags will be displayed in two places on the learner week view: the Weeks Objectives and the Unit Tags list. If you later contextually link sessional objectives to your Unit Tags from an event page, those linkages will be available to view under the Unit Tags list on the Weeks summary view.
If your organisation has enabled context-based curriculum tag linking (that is, you can link curriculum tags to each other at the unit and event level), you can click on any curriculum tag added to the unit to add additional curriculum tags under it. More information about context-based curriculum tagging is available in the Curriculum>Context Based Linkages help section. Note that you can use the weeks function without using context-based curriculum tagging.
Click 'Save'.
Note that in a course, you can only link one unit to a week and have it display properly to learners.

How to link leaning events with a week

After units have been added to courses and linked with weeks, you can link events to each unit through an event Setup page. This will create the connections to have learning events show up on the Weeks summary view.

If you are manually adding a new event through Manage Events you will add a Course Unit on the Adding Event screen.

If you have an existing event and you want to link it to a unit navigate to the event Setup page and add the Course Unit. You can find a specific learning event via Admin>Manage Events or using the Curriculum Search feature (if you know the event title).Next Previous

Learner View of Units

The learner weeks view is accessible from the Weeks tab on the main tab menu. It provides an overview of the weeks and units across multiple courses. By clicking on a unit learners can access a summary of the week including resources, objectives, learning events, and unit tags. Learners have the option to bulk download resources included in the unit and can print a list of all objectives.

“Week Objectives” shows curriculum tags applied to the unit. If learning events have been tagged with a curriculum tag and that curriculum tag has been contextually linked with one of the week objectives assigned to the unit, the curriculum tag and learning event will display under the list of week objectives.

“Unit Tags” shows tags assigned to the unit and any tags contextually-linked to the unit tags (view the latter by clicking on the unit tag to expand a list below it). (This information will only be visible if context-based linkages are enabled in your installation.)

Clinical Experience

Elentra supports a variety of features to support clinical learning experiences. An improved My Learners view and Rotation Schedule were introduced with Elentra ME 1.12.

Additional features are planned for ME 1.13 in spring 2018. These include a lottery module and improved logbook.

Please stay tuned for documentation to help you use these new and revised features.

Accessing My Learners in Clinical Experience

How to access My Learners in Clinical Experience

Navigate to Admin>Clinical Experiences.
You will land on the My Learners tab but in case you don't, click the 'My Learners' tab under the Clinical Experiences heading.
Each learner card displays the learner name, email, photo and institutional id.
Search for a learner as needed, and if you can't find someone, ensure that you are in the correct curriculum period using the dropdown menu on the right.
After finding the correct learner, you'll be able to access pages relevant to this learner. Options you might see include Assessments, Logbook, Lottery, CBME, and Leave Tracking.
Note that you can download enrolment from the My Learners tab.

Logbook Module

Please note that older versions of Elentra include a logbook module setup through Manage Clerkship.

A revised logbook module, separate from clerkship, will be introduced in Elentra ME 1.13.

The logbook module allows learners to record clinical learning experiences (e.g., tasks like dictation, procedures like catheter insertion, or involvement in cases with specific presentations). Curriculum tags with the "Clinical logbook" option selected will be available through the logbook.

Lottery

Significant work on a lottery module has been underway during winter 2018. The goal is to include the lottery module with Elentra ME 1.13 in spring 2018.

Rotation Scheduling

This page is available to curriculum coordinators, program coordinators and faculty directors. Pcoor and faculty director users will only see schedules, rotations, etc. for the courses they are associated with on a course's setup page. Before attempting to create rotations or schedule learners make sure that the relevant curriculum period has blocks built (this is a task that someone with an administrator role must complete via Admin>Manage Curriculum; find details in the Curriculum>Rotation Blocks help section). It will also be useful to have sites defined (sites are the different locations relevant to your programs, like cities or hospitals). Sites have to be configured through System Settings by someone in an administrator role (for details see the System Setup>Location help section).

Building and populating rotations is a multi-step process. It is useful to be familiar with the various steps in the process before you begin. The steps require users to: 1. Build a schedule which acts as a holding place for rotations. An example of a schedule might be a program and year (e.g., Internal Medicine, 2018-2019). 2. Build rotations within a schedule. Rotations include the various clinical experiences learners might have within your program (e.g., Rheumatology, Cardio Consults, Hematology, Infectious Disease, etc.). Within a rotation you will be able to define sites. (Sites are locations, for example different hospitals or cities.) 3. Build blocks within a rotation. These will be based on the block structures available to your program and curriculum period based on the System Settings configured by a user with administrator permissions. You can define sites for a block. 4. Add and manage slots within a block. Within a slot you can define minimum and maximum number of participants per site, and define availability for on service and off service learners.

After schedules, rotations, and slots are defined you can book learners into slots.

Once a schedule is created it can be copied and modified for future use.

How to access rotation scheduling

Navigate to Admin>Clinical Experiences.
Click the 'Rotation Schedule' tab under the Clinical Experiences heading.
By default you will see all published schedules you have permission to access.
The 'Available Off Service Rotations' list is populated by off service rotations created by other programs and made accessible to your program.

How to create a draft schedule

Navigate to Admin>Clinical Experiences.
Click the 'Rotation Schedule' tab under the Clinical Experiences heading.
Click 'New Draft'.
Provide a title, select a course from the dropdown menu, select a curriculum period from the dropdown menu and click 'Save'.
Next you can add on service and off service rotations to the draft. See below for instructions on adding a rotation.
After a draft is complete, return to the list of My Drafts.
Click the checkbox beside a draft which will cause a publish button to display.
Click 'Publish' and then confirm your action by clicking 'Publish' again in the confirmation window.

How to edit an existing schedule

Click on the name of the schedule.
Click on the pencil icon beside the schedule name.
Edit the title or add authors as required. Authors will have permission to view and edit a schedule.
Click 'Save'.

How to add rotations to a schedule

Navigate to Admin>Clinical Experiences.
Click the 'Rotation Schedule' tab under the Clinical Experiences heading.
Click on the name of a schedule or click 'Manage My Drafts' to access draft schedules.
After clicking a schedule name, you will see a list of existing rotations.
Click 'Add Rotation'.
Provide a title, code and description. The code becomes the shortname of the rotation and is displayed on the rotation scheduler and on learners' schedules.
In the Sites field, select appropriate sites from the dropdown menu. You can associate multiple sites with a rotation which will makes those same sites available when you build blocks. (The list of available sites is based on locations added through Admin>System Settings and must be configured by someone with an administrator role.)
Choose the block schedules you wish to include. Associating block schedules with a rotation will make those periods of time available to book learners into later. Click the down arrow beside a block title to view the individual blocks and their dates. (Blocks need to have been built in the relevant curriculum period via Admin>Manage Curriculum by someone with an administrator role.)
Click 'Save'.
Note that you can also import a rotation structure, copy an existing rotation, and export a rotation.

How to manage existing rotations

Click on a rotation to edit its title, description, code/short name, site, date, etc.
Note that you can use the 'Shift Blocks' button to move blocks forward or back by several days. This will shift the start and finish date of all blocks.
Click 'Save'.

How to import a rotation structure

Create a draft (see above). Click on the draft title if you aren't already in the draft.
Click the down arrow beside Add Rotation and select 'Import Rotation Schedule' from the dropdown options.
Import a CSV that includes the short name and full name for all rotations. Note the link at the bottom of the window to download a sample CSV file.
Drag and drop or browse your computer to select a file.
Select a Template from those available (the available templates are defined by the blocks built in the relevant curriculum period). You can select more than one template in which case you'll build rotations for all items listed in the CSV and all blocks selected.
Click 'Import Rotations'.
The created rotations will display in a list.

How to copy an existing rotation

Create a draft (see above). Click on the draft title if you aren't already in the draft.
Click the down arrow beside Add Rotation and select 'Copy Existing Rotations' from the dropdown options.
Select an existing schedule from the dropdown menu (note that your options will be limited to the courses you have access to).
Click 'Copy'.
The copied rotations will display in a list.
Note that when you copy an existing rotation, CBME objectives associated with the rotation are not currently copied. At present you will need to define the likelihood and priority settings for the EPAs associated with each rotation when you copy a rotation schedule. (This applies only to users with the CBME module enabled in their installation of Elentra.)

How to export a rotation

Navigate to any rotation schedule.
Click the down arrow beside Add Rotation and select 'Export Report' from the dropdown options.
Select a block type from the dropdown options. (You can only select one block type at a time.)
Click 'Export'.
A CSV file will download to your computer. The file will include enrolled learners (name and student number), and all blocks in the rotation. Each cell will display the shortname of where the learner is assigned during each block.

How to manage slots within blocks

Navigate to a rotation schedule and click on a rotation.
A list of blocks will display.
Click on a block name to open the block.
From here you can edit the block details and add slots to the block.
Click 'Add Slot'.
Select a slot type from the list. The options are on service learner or off service learner. On service slots will be open to learners enrolled in your program. Off service slots can be made available to learners from other programs and if so, will display on the rotation lists of those programs. Currently, there is no user interface to change these two slot type options.
Select a site for the slot. The list of available sites is based on the sites assigned to the rotation.
The 'Enforce occupancy limits' is used to provide information to a lottery system if your organisation uses a lottery. Ignore it if you don't use a lottery.
Set the minimum and maximum number of learners for this slot.
Click 'Save'.
You can add multiple slots to a block to provide an infinite number of opportunities for learners.

Viewing the Learners tab

Click on the name of a schedule. Note that staff>pcoor users will only have access to their affiliated programs.
Click 'Learners' from the tab menu below the schedule title.
A list of enrolled learners will display in the first column. Their names, photos, id numbers and learner level (CBME learners only) will be included. The other columns represent the blocks available for learners to be scheduled into.
Note the quick tools like jumping to the current block, changing the view from block to month to quarter, and the zoom function. (The reset button will return your zoom to 100%.)
When using quarter view note that they system will still book a block in its specific dates even if the view is less clear.
Greyed out areas on a learner's schedule indicate that the learner is scheduled into another program's rotation schedule (e.g., for a learner that is enrolled in two programs). The rotation code will be displayed (includes course and rotation shortname) but a pcoor can't edit a booking outside their own program (they can book the learner into another slot in the same block).
Off service rotations you've booked a learner into will display in full color and show the rotation shortname.

How to assign learners to rotations by booking learners into slots

Click on the name of a schedule. Note that staff>pcoor users will only have access to their affiliated programs.
Click 'Learners' from the tab menu below the schedule title.
To book a student in to a slot from an empty block, mouse over the block and your cursor will become a plus sign. Click.
The system will identify all available rotations and slots with start dates in the block you selected. When you complete a booking the resulting card will fill the exact dates of the slot within the associated blocks.
Select a rotation from the drop down menu. Note that any off service rotations available to the learner will be displayed at the bottom of the list.
Select a block from the dropdown menu.
Select a slot (on service or off service).
You may customize the dates for a rotation if needed. Click the appropriate checkbox and adjust the start and end dates.
Click 'Save'.
You can add a learner to multiple slots within a block.
Hover on a filled block and click the small plus icon in the top right corner of the slot. This will allow you to book a learner into another slot.
Select a rotation, block, and slot and click 'Save'.

How to edit an assigned slot

Click anywhere on a filled booking to edit it.
Adjust the information and click 'Save' or click 'Delete' to remove the learner from the slot entirely.

How learners see their rotation schedule

Different learners will have different views of their schedules.
CBME learners can access their Rotation Schedule from their dashboard by clicking on the 'My Rotation Schedule' tab.

Electives

Learners in a phase of their education focussed on clinical learning may have the opportunity to request elective opportunities. Elentra can help with the management of electives by giving students access to an elective form to complete and submit, and providing an easy-to-use elective approval process for staff.

How to request an elective as a learner

Click the Clerkship tab and select 'Schedules' from the dropdown menu (note that in ME 1.11 and below only learners in the third year of their program will have access to the Clerkship tab).
Click 'Add Elective'
Provide the required information and click 'Submit'.

A note to administrators, there is currently no user interface to configure the list of disciplines, host schools and number of weeks. The Elective Period the learner can select comes from their rotation schedule.

How to view and approve electives as a program administrator

Navigate to Admin>Manage Clerkship.
From the 'Elective Pending' tab, click on a learner name.
Review the elective details and scroll to the bottom of the page to set the Elective Status (pending, approved, or rejected).
Click 'Save'.
Note that at the top of the page you can chose to remove the elective entirely. This means the elective won't show up on the learner profile as pending, approved or rejected; it will disappear from view.

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Leave Tracking

Leave tacking allows you to record absences for learners.

Navigate to Admin>Clinical Experiences.
You will land on the My Learners tab.
Each learner card displays the learner name, email, photo and institutional id.
Search for a learner as needed, and if you can't find someone, ensure that you are in the correct curriculum period using the dropdown menu on the right.
From the learner card, click 'Leave tracking'.
Click 'Record New Leave'.
Provide the required information noting the following: Leave Type: The list of leave types is configured in the database and there is no user interface to change the leave types.
Click 'Save'.
The leave will appear on a list and will be sorted by type and total days in a second list.

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Assessment and Evaluation

There are multiple tools available to facilitate assessment and evaluation through Elentra.

To create items and forms to assess learner performance on tasks (e.g., clinical skills), use the Assessment and Evaluation Module.
To create items and forms to have learners evaluate courses, faculty, themselves, and other activities, use the Assessment and Evaluation Module.
To create assessment items to use in small, low-stakes assessments use the Quiz Module.
To create assessment items to use for tests and exams use the Exam Module.
To store learner grades and facilitate faculty grading of assignments use the Gradebook feature in each course.

Elentra also includes a portfolio, which some organisations may choose to use for student assessment purposes. For more detail about the portfolio please see the Portfolio help section.

Assessment and Evaluation Module

The Assessment and Evaluation Module in Elentra is predominantly used to assess learner performance in a clinical environment, and provide multiple user groups with the ability to evaluate faculty, courses/programs, and other activities within the context of your organisation. Since the Assessment and Evaluation Module essentially allows you to create forms for people to complete you could even use it to do a pre-course survey, or as a way to collect information from a group about their work plans in a collaborative activity.

To use the Assessment and Evaluation Module users must create items (e.g., questions, prompts, etc.), create a form (a collection of items), and then create a distribution. A distribution defines who will complete a form, when the form will be completed, and who or what the form is about. Through the Assessment and Evaluation Module users also have a quick way to view their assigned tasks and administrators can monitor the completion of tasks.

Reporting exists to export the results of various assessments and evaluations.

Forms created through the A and E module can also be attached to gradebook items to facilitate inline grading (note that only specific item types are supported on forms attached to gradebook entries).

The Competency-Based Medical Education module also includes a variety of form templates for use. There is no user interface to configure form templates at this point.

For instructions specific to Competency-Based Medical Education, please see the inline help resources available in your Elentra installation on each program's CBME tab.

A&E System Settings

To effectively use the various assessment tools in Elentra some initial setup is required.

For the Assessment and Evaluation module specifically, a staff:admin or medtech:admin will need to configure assessment response categories in System Settings. For information about configuring assessment response categories (required to build scales), please see the System Setup help section. A medtech:admin will have to configure scales through Admin>Assessment and Evaluation (see next section).

Note that assessment characteristics, which is also part of system settings, is used in the gradebook module to define assessment types like written exam, test, quiz, project, etc. You do not need to build a list of assessment characteristics to use the Assessment and Evaluation module.

A&E Rating Scales

When you create assessment and evaluation items you will have the option of applying rating scales to certain item types. You can build rating scales through the Assessment and Evaluation module.

Only medtech:admin users will be able to complete these steps.

Navigate to Admin>Assessment and Evaluation.
Click 'Scales' from the A&E tabs list. Any existing rating scales will be displayed.
Click the green 'Add Rating Scale' button.
Complete the required information, noting the following: Title: Title is required and is what users will see when they build items and add scales so make it clear. Description: This is optional and is not often seen though the platform. Rating Scale Type: This defines the type of rating scale you are creating. Later, if you add rating scales to items, or add standard scales to form templates, you will first have to select a scale type. There is no user interface to configure rating scale types. Sample scale types include generic, global rating scale, milestone scale, etc. In a default Elentra installation you'll likely just see a default scale type. (In installations with CBME enabled you'll see global rating and milestone/enabling competency scales.)
Add or remove response categories by clicking the plus and minus icons.
For each response category, select a descriptor (these are configured through the assessment response categories). Note that you can search for descriptors by beginning to type the descriptor in the search box.
To edit an existing rating scale click on the scale title, make changes as needed, and click 'Save'.
To delete a rating scale click the checkbox beside the rating scale and click 'Delete Rating Scale'.

Once scales are created, they will become visible options when creating items and using some form templates.

A&E Creating and Managing Items

The assessment and evaluation module provides a way for learners to be assessed, especially in clinical learning environments, and a way for all users to assess courses/programs, faculty, learning events, etc. Any forms used for assessment and evaluation require form items (e.g., questions, prompts, etc.).

When a user creates items, s/he automatically has permission to access and use that item. However, additional permissions can be added to items after they have been created. This is important to note because if you want another user to have access to edit an item or to add it to a form you should give that user permission to access the item.

If you are creating items for a form to be attached to a gradebook post for the purpose of online grading using a dropbox and Assessment and Evaluation form please note that not all item types are currently supported because there is no structure to weight them on the form posted to the gradebook. When creating items for a form to use with a gradebook dropbox it is recommended that you only use multiple choice, dropdown selector, rubric and scale items. If your form requires narrative comments do not use the free text comment item type as the grader will not be able to save their comments; instead, allow or require comments on your scale or rubric items and encourage graders to provide feedback within the rubric or scale item.

How to create single items for use on assessment and evaluation forms

Note that you can copy existing items which may save time. To copy an existing item, click on the item and click 'Copy Item' which is beside the Save button.
Navigate to Admin>Assessment & Evaluation.
Click 'Items'.
Click 'Add New Item'.
Complete the required information, noting that different item types will require different information. Common item details are below: Item Type: This list shows the item types supported by Elentra. Item codes will display when you use a list view of items and A complete list of item types is provided below. Item Text: This is what will show up on a form this item is added to. When you view items in the detail view you'll also see the item text. Item Code: This is an optional field. Item codes do display when you view items in a list and they are searchable. Some organizations apply their own coding system to their items, but another use case might be if you are importing items from another tool or vendor and they have a coding system you want to match. Rating Scale: Rating scales can be configured through the Scales tab within Assessment & Evaluation. First select a scale type and then select the specific scale. Selecting a rating scale will prepopulate the response categories for this item. In some item types you will also be required to add response text (e.g. multiple choice items) and that text will show up on the actual form. In other question types you may rely on just the response categories. Mandatory: Click this checkbox if this item should be mandatory on any forms it is added to. Allow comments: Click this checkbox to enable comments to be added when a user responds to this item. If enabled, you have several options to control commenting.
Comments are optional will allow optional commenting for any response given on this item.
Require comments for any response will require a comment for any response given on this item. Require comments for a prompted response means that for any response where you check off the box in the Prompt column, a user will be required to comment if they select that response.

Allow for a default value: If you check this box you will be able to select a default response that will prepopulate a response when this item is used on any form. Set a default response by clicking on the appropriate response line in the Default column.

Depending on the question type, add or remove answer response options using the plus and minus icons.
Depending on the question type, reorder the answer response options by clicking on the crossed arrows and dragging the answer response option into the desired order.
Add curriculum tags to this item as needed.
If you have access to multiple courses/programs, first use the course/program selector to choose the appropriate course/program which will limited the available curriculum tags to those assigned to the course/program. Click the down arrow beside the course selector and search for the course by beginning to type the course name. Click the circle beside the course name.
Click through the hierarchy of tags as needed until you can select the one(s) appropriate for the item.
As you add curriculum tags, what you select will be listed under the Associated Curriculum Tags section.
Scroll back up and click 'Save'.

Item types

Horizontal Multiple Choice (single response): Answer options will display horizontally on the form and the user can select one answer. Response text required; response category optional. Response descriptors provide another data point so you can potentially report on them in the future. They are metadata in MC questions whereas in a rubric they are displayed. Horizontal MC will let you assign the same response descriptors to multiple responses.
Vertical Multiple Choice (single response): Answer options will display in a vertical list on the form and the user can select one answer. Response text required; response category optional.
Drop Down (single response): answer options will display in a dropdown menu. Response text required; response category optional.
Horizontal Multiple Choice (multiple responses): Answer options will display horizontally on the form and the user can select two or more answers. Response text required; response category optional.
Vertical Multiple Choice (multiple responses): Answer options will display in a vertical list on the form and the user can select two or more answers. Response text required; response category optional.
Drop Down (multiple responses): Answer options will display in a dropdown list that remains open and allows users to select multiple responses using the control or command and enter/return keys.
Free Text Comments: Use this item type to ask an open ended question requiring a written response. (In ME 1.11 and lower you can not map a free text comment to a curriculum tag set.)
Date Selector: Use this item type to ask a question to which the response is a specific date (e.g. What was the date of this encounter?)
Numeric Field: Use this item type to ask a question to which the response is a numeric value (e.g. How tall are you?)
Rubric Attribute (single response): Use this to create an item that relies on response categories as answer options. If you enter text in the response text area it will not show up to the user unless you create a grouped item. If you create a grouped item remember you need to use the same scale across all items to be grouped together. If you want a rubric item to display response text, create a grouped item with just one item included.
Scale Item (single response): Use this to create an item that relies on response categories as answer options. If you enter text in the response text area it will not show up to the user unless you create a grouped item. If you create a grouped item remember you need to use the same scale across all items to be grouped together.

How to create grouped items

Creating a grouped item allows you to group items and guarantee that they appear together on forms. If you use the rubric attribute or scale item item types, creating a grouped item will create a rubric with common response categories (e.g. developing, achieved) and specific response text for each field (e.g. performed a physical exam with 1-2 prompts from supervisor, independently performed a physical exam).

Navigate to Admin>Assessment & Evaluation.
Click on the Items tab.
Click on the Grouped Items sub-tab.
Click 'Add A New Grouped Item'.
Provide a grouped item name and select a rating scale type and then a rating scale. All items in the group will have the same response categories assigned to them, as configured through the rating scale. You will be able to change the rating scale later if required. (Rating scales can be set up through the Scales tab in Admin>Assessment and Evaluation.)
Click 'Add Grouped Item'.
Complete the required information, noting the following: Title: This will display when you view a list of grouped items. Permissions: Adding a group, course, or individual here will give those users access the the grouped item.
To add items to a grouped item you can either create and attach a new item or add existing items (click the appropriate button).
If attaching existing items, use the search bar and filters to find items. You will only be shown items that match the rating scale parameters you've selected. Click the checkbox beside a question (in list view) or beside the pencil icon (in detail view) and click 'Attach Selected'. Because an existing item may already be in use on another form, in some cases you will not be able to modify the response descriptors for that item.
If creating and attaching items, follow the instructions above for creating items. The rating scale for your new items will be set to match the rating scale of the grouped item. After creating one item, you can repeat the steps to create and attach as many items as needed.
Click 'Save'.
To edit an item click on the pencil icon. Bear in mind that an existing item may already be in use on another form.
To delete an item from a grouped item, click on the trashcan icon.
To reorder the items in the grouped item, click on the crossed arrows and drag the item into the appropriate location.
When you have added all required items to the grouped item, click 'Save'.
Click 'Grouped Items' at the top of the screen to return to the list of grouped items.

How to add permissions to existing items

Navigate to Admin>Assessment and Evaluation.
Click 'Items'.
From list view, click on any item to open it. From grid view, click the pencil icon to edit an item.
Give permission to an individual, organisation or course by first selecting the appropriate title from the dropdown menu, and then beginning to type in the search bar. Click on the desired name from the list that appears below the search bar. Giving permission to an entire organisation will allow anyone affiliated with the organisation through their user profile, AND with access to the Assessment and Evaluation module to use the item. If you give permission to an entire course, anyone listed on as a course contact on the setup page AND with access to the Assessment and Evaluation module will have access to the item.
After you've added all permissions, you can return to the list of all items by clicking 'Items'.

Tips for viewing existing items

Toggle between list view and detail view using the icons beside the search bar.
In detail view, see the details of an existing item by clicking on the eye icon.
In detail view, edit an existing question by clicking on the pencil.
To delete items, check off the tick box beside a question (list view) or beside the pencil icon (detail view) and click 'Delete Items'.
From an Edit Item page you can click on a link to view the forms that use an item or the grouped item an item is included in.
When viewing items in list view, the third column shows the number of answer options the item has. Clicking on it takes you to the item, and by clicking again you can see all the forms that use this item.

How to search for existing items

From the Items tab type into the search box to begin to find questions.
You can apply a variety of filters to refine your search for existing items.
To select a filter, click on the down arrow beside the search box. Select the filter type you want to use, click on it, and then begin to type what you want to find or continue clicking to drill down and find the required filter field. Filter options will pop up based on your search terms or what you’ve clicked through and you can check off the filters you want to apply. Apply multiple filters to further refine your search.
If you're working with a filter with multiple hierarchies, use the breadcrumbs in the left corner of the filter list to go back and add additional filters.
When you’ve added sufficient filters, scroll down and click Apply Filters to see your results.
To remove individual filters from your search, click on the down arrow beside the search field, click a filter type and click on the small x beside each filter you want to remove. Scroll down and click ‘Apply Filters’ to apply your revised selections.
To remove all filters from your search, click on the down arrow beside the search field, click a filter type, scroll down, and click on ‘Clear All’ at the bottom of the filter search window.

A&E Creating and Managing Forms

A form is a collection of items used to assess or evaluate a learner, faculty member, course, service, event, or anything else in your organisation.

Some form templates are available in the CBME module but there is not a user interface to build additional form templates at this point. This section is about creating forms without templates.

If you are creating a form to be attached to a gradebook post for the purpose of online grading using a dropbox and Assessment and Evaluation form please note that not all item types are currently supported because there is no structure to weight them on the form posted to the gradebook. When creating a form to use with a gradebook dropbox it is recommended that you only use multiple choice, dropdown selector, rubric and scale items. If your form requires narrative comments do not use the free text comment item type as the grader will not be able to save their comments; instead, allow or require comments on your scale or rubric items and encourage graders to provide feedback within the rubric or scale item.

How to create forms (without a template)

Navigate to Admin>Assessment & Evaluation.
Click 'Forms'.
Click 'Add Form'.
Provide a form name and select a type (if applicable).
Click 'Add Form'.
Provide a form description if desired and set form permissions to give access to other users. Anyone given permission to the form will be able to edit it until it is used in a distribution.
Click 'Add Item(s)' to add existing items.
Search for existing items and tick off the check boxes, then click 'Attach Selected' to apply your choices.
You can also add grouped items, free text (e.g., for instructions), or a curriculum tag set to your form. To add any of these, click on the down arrow beside Add Items. If you choose to add Free Text or a Curriculum Tag Set, please note that you must save your choices within the item box using the small 'Save Required' button.
Adding a Curriculum Tag Set is a very specific tool that supports field notes for use in family medicine. Most users should ignore this option.
To create new items while creating your form, click Add Items and then click Create & Attach a New Item. When you complete your new item and save it, you will be returned to the form you in the process of building.
Preview your form by clicking on the eye icon/Preview Form button.
Download a copy of the form using the Download PDF button.
Save the form when you have added all the relevant items.

How to manage forms (delete items, rearrange items, etc.)

To delete items on a form, tick off the box on each item card and then click the red Delete button.
To rearrange items on a form, click the crossed arrow icon on the item card and drag and drop the item where you want it to be.
To edit an item, click on the pencil icon. Note that an item already in use on a form that has been distributed not be able to be edited. Instead you must copy and attach a new version of the item to edit and use it.
To quickly view the details of an item, click on the eye icon on the question card.

How to copy an existing form

Navigate to Admin>Assessment & Evaluation.
Click 'Forms'.
Use the search bar to look for the form you want to copy. Click the down arrow beside the search bar to apply filters to refine your search results.
Click on the name of the form you want to copy.
Click 'Copy Form' and provide a new name for the copied form.
Click 'Copy Form'.
Edit the form as needed and click 'Save'.

How to delete existing forms

Navigate to Admin>Assessment & Evaluation.
Click 'Forms'.
Use the search bar to look for the form you want to delete. Click the down arrow beside the search bar to apply filters to refine your search results.
Tick off the box beside the form name (you can select multiple forms to delete at once), and then click the red Delete Form button.

A&E Form Templates

A form is a collection of items used to assess or evaluate a learner, faculty member, course, service, event, or anything else in your organisation. Form templates are organisation-specific and allow you to rely on templated items to make forms consistent. In the case of the Competency-Based Medical Education module used in graduate and postgraduate medical education, form templates also allow you to set parameters regarding EPAs, contextual variables and rating scales to automatically build and publish a set of triggerable assessment forms for clinical learning.

If you are using CBME please refer to the inline help in your Elentra installation to learn more about using form templates.

There is not currently a user interface to build form templates.

A&E Distributions

A distribution defines who will complete a form, who/what the form is about, and when the form will be completed. Usually, program coordinators manage distributions of forms to cohorts of learners, faculty, event participants, etc. Generally, the following language is used in the A&E module:

Assessor/Evaluator: The person completing a form/task Target: The person, course, experience or other that the form/task is about Distribution method: How the form/task is assigned to people (e.g. based on a date range, rotation schedule, event schedule, etc.)

The available distribution methods and some of their use cases are listed below:

Rotation Schedule: Use a rotation schedule distribution to send forms based on a rotation schedule. This could include assessments of learners participating in a rotation, evaluation by learners of a specific rotation site or experience, etc.

Delegation: Use a delegation to schedule a distribution to be sent to an intermediate person who will later forward the tasks to the appropriate assessor/evaluator. For example, if you want to set up distributions in September, but it is unknown who learners will work with in January because a clinic schedule hasn't been set yet, you could send the distribution to a delegator to forward once the clinic schedule is known.

Learning Event Schedule: Use a learning event schedule distribution when you want to have participants evaluate an event, when you want participants to evaluate the faculty teaching particular types of events, or when you want faculty to assess the learners participating in certain types of events.

Date Range: Use a date range to create the most generic type. You could use this for faculty or course evaluations, or for assessment of learners at any point.

A distribution wizard walks users through creating any distribution. Note that a distribution is only saved once all five steps of the wizard are complete. You can navigate forward and backward in a distribution using the Previous Step and Next Step buttons. You can cancel a distribution at any time by clicking 'Cancel'.

How to create a distribution

Navigate to Admin>Assessment & Evaluation.
Click 'Distributions'.
Click 'Add New Distribution'.
This will open a five-step wizard that walks you through creating a distribution. On the following pages you can read about the specifics of each distribution method.

How to copy a distribution

Navigate to Admin>Assessment & Evaluation.
Click 'Distributions'.
Use the search tool to look for the distribution you want to copy. Click the down arrow beside the search bar to apply filters to refine your search results.
Click on the cog icon to the right of the distribution you want to copy. Select 'Copy Distribution'.
Edit the information in each step of the distribution wizard as needed and save your work.

How to delete a distribution

Navigate to Admin>Assessment & Evaluation.
Click 'Distributions'.
Use the search bar to look for the distribution you want to delete. Click the down arrow beside the search bar to apply filters to refine your search results.
Click the checkbox beside the name of the distributions you want to delete.
Click the red Delete Distributions button.

How to manage distributions (monitor completion of tasks, remind people to complete tasks, etc.)

Navigate to Admin>Assessment & Evaluation.
Click 'Distributions'.
Use the search bar to look for the distribution you want to manage. Click the down arrow beside the search bar to apply filters to refine your search results. You will only see distributions to which you have access.
Click on the cog icon to the right of the distribution you want to copy. Select 'View Distribution Report'.
Review progress. Click on any category (Pending, In Progress, Completed) to view more details about specific targets and assessors.
Pending tasks have not yet been started. In Progess tasks have been started but not complete. Completed tasks are done and have been submitted.
To delete tasks tick off the box below the garbage icon on each task card and then click the red Delete Task(s) button.
To send reminders to those with incomplete forms, tick off the box below the bell icon on each task card and then click the blue Manage Distribution button and select Send Reminders from the dropdown list. To select all tasks for reminders click on the bell icon.
Review your choices and, if correct, click Confirm Reminders. You will get a green success message.
To add a task to a distribution, click the blue Manage Distribution button and select 'Add a Task' from the dropdown list. Complete the required information and click 'Confirm Task'.

Viewing progress results for learning event-based distributions: Program coordinators who set up such distributions should view progress from their My Assessments page.

How to manage tasks at the individual level

Many of the functions described above can also be completed at an individual task level when logged into the system as a program coordinator or faculty director.
Click the Assessment and Evaluation badge at the top right (beside the logout button).
Click the My Learners tab.
Click on the appropriate tab for a learner (e.g. CBME, Assessments, Logbook).
When looking at a user's Assessment & Evaluation dashboard, some users will be able to send reminders, remove tasks, and download PDFs of selected tasks from their assigned learners or faculty.

Rotation Based Distributions

Rotation Based Distributions allow you to set up a distribution based on a rotation schedule. This means you can easily send a form to all enrolled learners to be delivered when they are actively in the rotation. Note that you must have rotations built using the Clinical Experience Rotation Scheduler to use this distribution method.

Add New Distribution

Navigate to Admin>Assessment and Evaluation.
Click 'Distributions' above the Assessment and Evaluation heading.
Click 'Add New Distribution'.

Form

Distribution Title: Provide a title. This will display on the list of Distributions that curriculum coordinators and program coordinators can view.
Distribution Description: Description is optional.
Task Type: Hover over the question mark for more detail about how Elentra qualifies assessments versus evaluations. If a distribution is to assess learners, it's an assessment. If it is to evaluate courses, faculty, learning events, etc. it is an evaluation. Notice that the language on Step 4 will change if you switch your task type.
Assessment Mandatory: This will be checked off be default.
Select Form: The form you want to distribute must already exist; pick the appropriate form.
Select a Curriculum Period: The curriculum period you select will impact the list of available learners and associated faculty.
Select a Course: The course you select will impact the list of available learners and associated faculty.
Click 'Next Step'

Method

Distribution Method: Select 'Rotation Distribution' from the dropdown menu.
Rotation Schedule: Select the appropriate rotation schedule from the dropdown menu.
Release Date: This tells the system how far back on the calendar to go when creating tasks. Hover over the question mark for more detail.
Delivery Period: Choose between delivering tasks repeatedly, once per block, or once per rotation. For each option additional customization allows you to control the timing of the distribution (e.g. 1 day after the start of the block, or 3 days before the end of the rotation). Note that in this context a learner might participate in multiple blocks within one rotation.
Task Expiry: If you check this box, the tasks generated by the distribution will automatically expire (i.e. disappear from the assessors task list and no longer be available to complete). You can customize when the task will expire in terms of days and hours after the delivery.
Warning Notification: If you choose to use the Task Expiry option, you'll also be able to turn on a warning notification if desired. This can be set up to send an email a specific number of days and hours before the task expires.

Targets

The target is who or what the form is about.

Assessments delivered for: Use this area to specify the target of the form.
If you choose "The targets for this Distribution are learners," you'll see the following options:
- Learner Options:
  - All learners in this rotation: Additionally specify whether to include learners from your program, and/or outside your program
  - Additional Learners: Check this off and then use the drop down selector to add the required learners. (Hover over a learner name to see their profile information.)
  - Specific learners in this rotation: Use the drop down selector to add the required learners.(Hover over a learner name to see their profile information.)
- CBME Options: This option applies only to schools using Elentra for CBME. Ignore it and leave it set to non CBME learners if you are not using CBME. If you are a CBME school, this allows you to apply the distribution to all learners, non CBME learners, or only CBME learners as required.
Target Attempt Options: Specify how many times an assessor can assess each target, OR whether the assessor can select which targets to assess and complete a specific number (e.g. assessor will be sent a list of 20 targets, they have to complete at least 10 and no more than 15 assessments but can select which targets they assess).
- If you select the latter, you can define whether the assessor can assess the same target multiple times. Check off the box if they can.
Click 'Next Step'

Assessors

The assessors are the people who will complete the form.

There are three options:
- Assessors are learners
  - Learner Options: All Learners of Specific Learners
    All Learners: Select all learners in the rotation or specific learners in the rotation
    All learners: Select from My Program and/or Outside of my program, use the drop down selector to add additional learners
    Specific learners in the rotation: Use the drop down selector to add required learners
- Assessors are faculty members
  - Browse faculty and click on the required names to add them as assessors
  - Select Associated Faculty: This tool will pull the names of faculty listed on the course setup page as associated faculty
  - Feedback Options: This will add a default item to the distribution asking if the faculty member met with the trainee to discuss their assessment.
- Assessors are external to the installation of Elentra
  - This allows you to add external assessors to a distribution
  - Begin to type an email, if the user already exists you'll see them displayed in the dropdown menu. To create a new external assessor, scroll to the bottom of the list and click 'Add External Assessor'
  - Provide first and last name, and email address for the external assessor and click 'Add Assessor'
  - Feedback Options: This will add a default item to the distribution asking if the faculty member met with the trainee to discuss their assessment.
Click 'Next Step'

Results

You can immediately save your distribution at this point and it will generate the required tasks, but there is additional setup you can configure if desired.

Authorship: This allows you to add individual authors, or set the distribution to be accessible to everyone with A+E access in a course or organization. (This may be useful if you have multiple users who manage distributions or frequent staffing changes.)
Target Release: These options allow you to specify whether the targets of the distribution can see the results of completed forms.
- Task List Release:
  - "Targets can view tasks completed on them after meeting the following criteria" can be useful to promote completion of tasks and is often used in the context of peer assessments. Targets will only see tasks completed on them after they have completed the minimum percentage of their tasks set by you.
- Target Self-Reporting Release: This controls whether targets can run reports for this distribution (i.e. to generate an aggregated report of all responses). When users access their own A+E they will see a My Reports button. This will allow them to access any reports available to them.
Target Self-Reporting Options: This allows you to specify whether or not comments included in reports are anonymous or identifiable. (This will only be applied if you have set reports to be accessible to the targets.)
Reviewers: This allows you to set up a reviewer to view completed tasks before they are released to the target (e.g. a staff person might review peer feedback before it is shared with the learner).
- Check off the box to enable a reviewer.
- Click Browse Reviewers and select a name from the list. Note that this list will be generated based on the course contacts (e.g. director, curriculum coordinator) stored on the course setup page.
Prompted Response Notifications: This allows you to decide what action to take for any answers on the form that designated as prompted or flagged response options in items included on the form. (For example, if you have an item asking about student completion of a procedure and "I had to do it" was set as a prompted/flagged response.) You can optionally select to email the Assessment Reviewers, Program Coordinators, Program/Course Directors, or Distribution Authors.
Click 'Save Distribution'.

Delegation Distributions

You can create a distribution to send to a staff person who can later forward the task to the appropriate person. The use case for this might be setting up a distribution at the beginning of the year and not knowing exactly which preceptors will be working in a specific environment. You can send the distribution to a staff member who can forward the tasks once a clinic schedule is set.

Add New Distribution

Navigate to Admin>Assessment and Evaluation.
Click 'Distributions' above the Assessment and Evaluation heading.
Click 'Add New Distribution'.

Form

Distribution Title: Provide a title. This will display on the list of Distributions that curriculum coordinators and program coordinators can view.
Distribution Description: Description is optional.
Task Type: Hover over the question mark for more detail about how Elentra qualifies assessments versus evaluations. If a distribution is to assess learners, it's an assessment. If it is to evaluate courses, faculty, learning events, etc. it is an evaluation. Notice that the language on Step 4 will change if you switch your task type.
Assessment Mandatory: This will be checked off by default. Leaving it checked creates a record that the tasks are mandatory but it doesn't impact the user experience.
Select Form: The form you want to distribute must already exist; pick the appropriate form.
Select a Curriculum Period: The curriculum period you select will impact the list of available learners and associated faculty.
Select a Course: The course you select will impact the list of available learners and associated faculty.
Click 'Next Step'

Method

Distribution Method: Select 'Delegation' from the dropdown menu.
Delegator: Click Browse Delegators and select the appropriate name from the dropdown menu. You can only select one delegator.
Delegation Options:
- Delegation based on date range
- Delegation based on rotation schedule
From this point forward the distribution wizard will be configured based on whether you selected a date range or rotation-based distribution. Please refer the the help pages for those two methods to continue through the wizard.

Completing a Delegation

Learning Event Schedule Distribution

A distribution based on a learning event schedule allows you to schedule forms to be sent out where the targets of the distribution are the attendees of the event OR faculty who taught the event OR a specific event within the selected event type.

Add New Distribution

Navigate to Admin>Assessment and Evaluation.
Click 'Distributions' above the Assessment and Evaluation heading.
Click 'Add New Distribution'.

Form

Distribution Title: Provide a title. This will display on the list of Distributions that curriculum coordinators and program coordinators can view.
Distribution Description: Description is optional.
Task Type: Hover over the question mark for more detail about how Elentra qualifies assessments versus evaluations. If a distribution is to assess learners, it's an assessment. If it is to evaluate courses, faculty, learning events, etc. it is an evaluation. Notice that the language on Step 4 will change if you switch your task type. The task type will also dictate other fields available throughout the wizard.
Assessment Mandatory: This will be checked off be default.
Select Form: The form you want to distribute must already exist; pick the appropriate form.
Select a Curriculum Period: The curriculum period you select will impact the list of available learners and associated faculty.
Select a Course: The course you select will impact the list of available learners and associated faculty.
Click 'Next Step'

Method

Distribution Method: Select 'Learning Event Schedule' from the dropdown menu.
Select Event Type: Select the appropriate event type(s) from the dropdown menu. You can select multiple event types as needed.
Release Date: This tells the system how far back on the calendar to go when creating tasks. Hover over the question mark for more detail.
Task Expiry: If you check this box, the tasks generated by the distribution will automatically expire (i.e. disappear from the assessors task list and no longer be available to complete). You can customize when the task will expire in terms of days and hours after the delivery.
Warning Notification: If you choose to use the Task Expiry option, you'll also be able to turn on a warning notification if desired. This can be set up to send an email a specific number of days and hours before the task expires.

Targets

The target is who or what the form is about.

If you are creating an Evaluation:

Evaluations delivered for:
- Faculty who taught events with the selected event types (this will generate an evaluation for any faculty member who taught the event type specified in the Method section, e.g. lecture, lab, etc.)
- Events with the selected event types (this will generate an evaluation for any event of the event type specified in the Method section)
Target Attempt Options: Specify how many times an evaluator can evaluate each target, OR whether the evaluator can select which targets to assess and complete a specific number (e.g. evaluator will be sent a list of 20 targets, they have to complete at least 10 and no more than 15 evaluations but can select which targets they evaluate).
- If you select the latter, you can define whether the evaluator can evaluate the same target multiple times. Check off the box if they can.
- Click 'Next Step'

If you are creating an Assessment:

Assessments delivered for: Currently, the only option here is attendees who are enrolled in events with the specified event type.
Target Attempt Options: Specify how many times an assessor can assess each target, OR whether the assessor can select which targets to assess and complete a specific number (e.g. assessor will be sent a list of 20 targets, they have to complete at least 10 and no more than 15 assessments but can select which targets they assess).
- If you select the latter, you can define whether the assessor can assess the same target multiple times. Check off the box if they can.
Click 'Next Step'

Assessors/Evaluators

The assessors/evaluators are the people who will complete the form.

There are three options:
- Assessors/evaluators are attendees enrolled in the event
  - Attendee Options (note that you must be using Elentra's attendance module within events to use this feature)
    Send to all enrolled audience attendees that attended the event
    Sent to all enrolled attendees, even if they did not attend
- Assessors/evaluators are faculty members associated with the event
  - This will send the distribution to the faculty listed on the event (e.g. teacher, tutor, etc.)
- Assessors/evaluators are external to the installation of Elentra
  - This allows you to add external assessors/evaluators to a distribution
  - Begin to type an name or email, if the user already exists you'll see them displayed in the dropdown menu. To create a new external user, scroll to the bottom of the list and click 'Add External Assessor/Evaluator'
  - Provide first and last name, and email address for the external assessor and click 'Add Assessor/Evaluator'
Click 'Next Step'

Results

You can immediately save your distribution at this point and it will generate the required tasks, but there is additional setup you can configure if desired. (Not all options will display depending on the other parameters of the distribution.)

Authorship: This allows you to add individual authors, or set the distribution to be accessible to everyone with A+E access in a course or organization. (This may be useful if you have multiple users who manage distributions or frequent staffing changes.)
Target Release: These options allow you to specify whether the targets of the distribution can see the results of completed forms.
- Task List Release:
  - "Targets can view tasks completed on them after meeting the following criteria" can be useful to promote completion of tasks and is often used in the context of peer assessments. Targets will only see tasks completed on them after they have completed the minimum percentage of their tasks set by you.
- Target Self-Reporting Release: This controls whether targets can run reports for this distribution (i.e. to generate an aggregated report of all responses). When users access their own A+E they will see a My Reports button. This will allow them to access any reports available to them.
Target Self-Reporting Options: This allows you to specify whether or not comments included in reports are anonymous or identifiable. (This will only be applied if you have set reports to be accessible to the targets.)
Reviewers: This allows you to set up a reviewer to view completed tasks before they are released to the target (e.g. a staff person might review peer feedback before it is shared with the learner).
- Check off the box to enable a reviewer.
- Click Browse Reviewers and select a name from the list. Note that this list will be generated based on the course contacts (e.g. director, curriculum coordinator) stored on the course setup page.
Prompted Response Notifications: This allows you to decide what action to take for any answers on the form that designated as prompted or flagged response options in items included on the form. (For example, if you have an item asking about student completion of a procedure and "I had to do it" was set as a prompted/flagged response.) You can optionally select to email the Assessment Reviewers, Program Coordinators, Program/Course Directors, or Distribution Authors.
Click 'Save Distribution'.

Date Range Distribution

A date range distribution allows you to send a form to the appropriate assessors/evaluators in a specific date range.

Add New Distribution

Navigate to Admin>Assessment and Evaluation.
Click 'Distributions' above the Assessment and Evaluation heading.
Click 'Add New Distribution'.

Form

Distribution Title: Provide a title. This will display on the list of Distributions that curriculum coordinators and program coordinators can view.
Distribution Description: Description is optional.
Task Type: Hover over the question mark for more detail about how Elentra qualifies assessments versus evaluations. If a distribution is to assess learners, it's an assessment. If it is to evaluate courses, faculty, learning events, etc. it is an evaluation. Notice that the language on Step 4 will change if you switch your task type as will other steps of the wizard.
Assessment Mandatory: This will be checked off be default.
Select Form: The form you want to distribute must already exist; pick the appropriate form.
Select a Curriculum Period: The curriculum period you select will impact the list of available learners and associated faculty.
Select a Course: The course you select will impact the list of available learners and associated faculty.
Click 'Next Step'

Method

Distribution Method: Select 'Date Range Distribution' from the dropdown menu.
Start Date: This is the beginning of the period the form is meant to reflect.
End Date: This is the end of the period the form is meant to reflect.
Delivery Date: This is the date the task will be generated and delivered to the assessors/evaluators. (The delivery date will default to be the same as the start date.)
Task Expiry: Optional. Set the date on which the tasks generated by the distribution will automatically expire (i.e. disappear from the assessor's task list and no longer be available to complete). Tasks will expire at 12:00 AM on the day that you select, so it is best to select the day after your intended expiry date.
Warning Notification: If you choose to use the Task Expiry option, you'll also be able set an automatic warning notification if desired. This will send an email to assessors a specific number of days and hours before the task expires.

Targets

The target is who or what the form is about.

Assessments delivered for: Use this area to specify the targets of the form.
If you choose "Select learners," you'll see the following options:
- Select Targets:
  - Use the dropdown menu to select the appropriate learners
- CBME Options: This option applies only to schools using Elentra for CBME. Ignore it and leave it set to non CBME learners if you are not using CBME. If you are a CBME school, this allows you to apply the distribution to all learners, non CBME learners, or only CBME learners as required.
Target Attempt Options: Specify how many times an assessor can assess each target, OR whether the assessor can select which targets to assess and complete a specific number (e.g. assessor will be sent a list of 20 targets, they have to complete at least 10 and no more than 15 assessments but can select which targets they assess).
- If you select the latter, you can define whether the assessor can assess the same target multiple times. Check off the box if they can.
Click 'Next Step'

Assessors

The assessors are the people who will complete the form.

There are three options:
- Select faculty members
  - Browse faculty and click on the required names to add them as assessors
  - Select Associated Faculty will add the names of all faculty listed as course contacts on the course setup page
  - Exclude self-assessments: If checked, this will prevent the assessor from completing a self-assessment
  - Feedback Options: This will add a default item to the distribution asking if the faculty member met with the trainee to discuss their assessment.
- Select learners
  - Click Browse Assessors and click on the appropriate option to add learners as assessors
  - Exclude self-assessments: If checked, this will prevent the assessor from completing a self-assessment
- Select individuals external to the installation of Elentra
  - This allows you to add external assessors to a distribution
  - Begin to type an email, if the user already exists you'll see them displayed in the dropdown menu. To create a new external assessor, scroll to the bottom of the list and click 'Add External Assessor'
  - Provide first and last name, and email address for the external assessor and click 'Add Assessor'
  - Feedback Options: This will add a default item to the distribution asking if the faculty member met with the trainee to discuss their assessment.
Click 'Next Step'

Results

You can immediately save your distribution at this point and it will generate the required tasks, but there is additional setup you can configure if desired.

Authorship: This allows you to add individual authors, or set the distribution to be accessible to everyone with A+E access in a course or organization. (This may be useful if you have multiple users who manage distributions or frequent staffing changes.)
Target Release: These options allow you to specify whether the targets of the distribution can see the results of completed forms.
- Task List Release:
  - "Targets can view tasks completed on them after meeting the following criteria" can be useful to promote completion of tasks and is often used in the context of peer assessments. Targets will only see tasks completed on them after they have completed the minimum percentage of their tasks set by you.
- Target Self-Reporting Release: This controls whether targets can run reports for this distribution (i.e. to generate an aggregated report of all responses). When users access their own A+E they will see a My Reports button. This will allow them to access any reports available to them.
Target Self-Reporting Options: This allows you to specify whether or not comments included in reports are anonymous or identifiable. (This will only be applied if you have set reports to be accessible to the targets.)
Reviewers: This allows you to set up a reviewer to view completed tasks before they are released to the target (e.g. a staff person might review peer feedback before it is shared with the learner).
- Check off the box to enable a reviewer.
- Click Browse Reviewers and select a name from the list. Note that this list will be generated based on the course contacts (e.g. director, curriculum coordinator) stored on the course setup page.
Prompted Response Notifications: This allows you to decide what action to take for any answers on the form that designated as prompted or flagged response options in items included on the form. (For example, if you have an item asking about student completion of a procedure and "I had to do it" was set as a prompted/flagged response.) You can optionally select to email the Assessment Reviewers, Program Coordinators, Program/Course Directors, or Distribution Authors.
Click 'Save Distribution'.