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'.
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.
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.
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.
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.
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.
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.
Navigate to Admin>Assessment and Evaluation.
Click 'Distributions' above the Assessment and Evaluation heading.
Click 'Add New Distribution'.
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'
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.
Please see here for more information about how to complete a delegation task.
When completing a distribution you will notice a "Feedback Options" section in Step 4 if the assessor is set to faculty members (it will not appear when the assessor/evaluator is set to learners). If you check this off it will add an item to the form for this distribution asking the assessor whether or not they met with the trainee to discuss their performance (see sample text below).
You might choose to use this option and add the item if you want to collect data on how often preceptors are meeting with learners.
A date range distribution allows you to send a form to the appropriate assessors/evaluators in a specific date range.
Navigate to Admin>Assessment and Evaluation.
Click 'Distributions' above the Assessment and Evaluation heading.
Click 'Add New Distribution'.
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'
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.
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'
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'
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'.
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.
Navigate to Admin>Assessment and Evaluation.
Click 'Distributions' above the Assessment and Evaluation heading.
Click 'Add New Distribution'.
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'
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.
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'
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'
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'.
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.
Navigate to Admin>Assessment and Evaluation.
Click 'Distributions' above the Assessment and Evaluation heading.
Click 'Add New Distribution'.
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'
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.
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'
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'
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'.
