At present our monthly webinars are not posted on this site, but can be found on our Elentra Collaborate Intranet Portal https://collaborate.elentra.org/community/elentra-learn. If you are employed at a consortium member school and wish to access a past webinar and have not been added to the Elentra Collaborate site, please contact Alice Rush-Rhodes on Slack or via email (arush@queensu.ca).

Past webinar topics include:

Elentra Learn #39 (January 2021) - What's New in Elentra ME 1.20

Elentra Learn #38 (Nov. 18, 2020) - Workflows in Elentra ME 1.19

Bonus Content (Sept. 2020) - Team-Based Learning in Elentra ME 1.19

Elentra Learn #37 (Sept. 16, 2020) - What's New in Elentra ME 1.19

Elentra Learn #36 (August 12, 2020) - Curriculum Mapping in Elentra ME 1.18+)

Bonus Content (July 2020) - Absence Management Module in Elentra ME 1.18

Elentra Learn #35 (July 22, 2020) - Clinical Experience: Lotteries in Elentra ME 1.18

Elentra Learn #34 (June 3, 2020) - What's New in Elentra ME 1.18

Elentra Learn #33 (May 13, 2020) - Rolling Forward to a New Academic Year (ME 1.18)

Elentra Learn #32 (April 8, 2020) - Clinical Experience Rotation Schedule in Elentra ME 1.18

Elentra Learn #31 (March 11, 2020) - EJS (Technical Focus)

Elentra Learn #30 (February 5, 2020) - GraphQL (Technical Focus)

Elentra Learn #29 (January 15, 2020) - CBME Program Dashboard

Elentra Learn #28 (December 18, 2019) - What's New in Elentra ME 1.17

Elentra Learn #27 (November 20, 2019) - Elentra API (Technical Focus)

Elentra Learn #26 (October 23, 2019) - Elentra JS 2.0 (Technical Focus)

Elentra Learn #23 (July 17, 2019) - Introduction to Elentra CPD

Elentra Learn #22 (May 15, 2019) - What's New in Elentra ME 1.15.0

Elentra Learn #21 (April 10, 2019) - Elentra Collaborate Intranet Portal

Elentra Learn #20 (March 6, 2019) - AAMC Curriculum Inventory Report

Elentra Learn #19 (December 5, 2018) - What's New in ME 1.14

Elentra Learn #18 (November 13, 2018) - Scheduling Tools in Elentra

Elentra Learn #17 (September 5th, 2018) - How to Contribute to Elentra as a Developer

Elentra Learn #16 (August 8th, 2018) - What's New in Elentra 1.13

Elentra Learn #15 (July 11, 2018) - Distributions in Assessment and Evaluation in ME 1.12

Elentra Learn #14 (June 6, 2018) - Elentra Grab Bag: Things you might not know about ME 1.12

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

We recommend using Elentra on Chrome, Firefox, or Safari.

We recommend Microsoft Edge based on Chromium (released in January 2020).

Elentra no longer supports Internet Explorer.

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 its 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 (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.

Adding Assessment Response Categories

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.

• 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.

• 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

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:role of medtech:admin or staff:admin will be able to access Admin > System Settings. Here you'll be able to configure things like assessment types, event types, location management, grading scales, and departments. Generally this is content that will remain consistent across an entire organization and will not frequently change.

Note that these system settings are at the organization level in Elentra so you can have different system settings for different organizations running on the same installation of Elentre (e.g., undergraduate and graduate medical education).

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

• If you want to add users: configure departments (optional) and build cohorts before importing users

• If you want to create courses: build curriculum layout and periods in 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.

This page does not need to be configured. It is part of an old clerkship lottery functionality which has now been replaced.

You can configure a list of hot topics and assign those topics to learning events. If you do you can optionally indicate if a hot topic was 'major' or 'minor' when assigned to an event.

Before you do this please be aware that there is very limited reporting for hot topics applied to events, and hot topics can not be applied elsewhere in Elentra (e.g. to gradebook assessments, exam questions, etc.). We recommend that instead of using Hot Topics you create a curriculum tag set that includes the things you want to track in your learning events.

The Elentra Consortium relies on participant contributions in order to continue expanding the features we offer. Schools frequently develop features that they require but that might be useful to other consortium members 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.

If you use the AAMC Curriculum Inventory Report, you can associate Medbiquitous Instructional Methods with specific event types you have in your organization. This information is used to help populate the CIR. If you don't do this, unmapped event types will be excluded from the report.

How to map existing Medbiquitous Instructional Methods to your organization's assessment characteristics

• Click on any existing Medbiquitous Instructional Method

• Check off the relevant Learning Event Types

• Click Save

• You will see a green success message and be redirected to the list of Medbiquitous Instructional

  Methods

How to add additional Medbiqitous Instructional Methods

• Click Add Instructional Method

• Provide a Method title (required)

• Optionally provide a description

• Provide an Instructional Code (required)

• Check off the relevant Learning Event Types

• Click Save

• You will see a green success message and be redirected to the list of Medbiquitous Instructional

  Methods

The Bookmarks section of System Settings allows an administrative user to create a list of URLs that users will not be able to bookmark in their personal My Bookmarks list.

Not all development on this feature is complete.

Adding a Blacklisted URL

• Log in as a medtech:admin or staff:admin user.

• Navigate to Admin > System Settings.

• Click on the name of the organization you want to manage blacklisted bookmarks for.

• Click 'Bookmarks' from the left sidebar.

• Click 'Blacklist URL' to add a new entry.

• Provide a title (this will display on the list of blacklisted URLs) and the URL.

• Click 'Save'.

• You will get a success message and be returned to the list of blacklisted URLs. Your new entry should display.

To edit an existing blacklisted URL, click on the cog icon in the far right column.

Deactivating a Blacklisted URL

• Log in as a medtech:admin or staff:admin user.

• Navigate to Admin > System Settings.

• Click on the name of the organization you want to manage blacklisted bookmarks for.

• Click 'Bookmarks' from the left sidebar.

• Either click on the cog icon in the far right column to edit a single bookmark or tick the checkbox beside the URL name, then click 'Deactivate Blacklisted URL'.

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 Between Curriculum Tag Sets (Org. Wide)

Elentra allows you to map relationships between curriculum tags so you can show connections across your curriculum framework. You might map different levels of your own curriculum to each other (e.g. map program objectives to course objectives) or you might map your school curriculum and national standards (e.g., map your program outcomes to the AAMC Physician Competency Reference Set). This mapping is completed through Admin > Manage Curriculum and creates organization wide mappings.

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 Content

Once curriculum tags are built in your organization, you can assign them in modules across Elentra. You can assign curriculum tags to:

• Courses

• Units

• Events

• Gradebook assessments (in a course)

• Exam items

• Assessment items included on forms

• Learning Objects (i.e., online modules created in another tool)

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.

Contextually Linking Curriculum Tags

Another curriculum mapping option exists in Elentra and that is the ability to contextually map one tag to another. This allows you to assign a tag to something like a course or event, and then link that tag to another tag in that specific context.

For example, for a learning event about fever in a child, you might assign a tag about taking a patient history. Then you could contextually link it to other tags (e.g. pediatrics, fever, etc.). This design can allow schools to keep a relatively concise list of overall learning objectives, then contextually link them to show how they will by applied in a specific context.

Reporting options for contextually linked tags are currently limited, however we intend to gradually expand the reporting options over time.

Database Setting Options

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. You can also add a phone number for the contact person at the site. 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

• Phone Number: (123) 456 - 7890

Using the locations feature is useful 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

Only medtech:admin users have access to Locations in System Settings.

• 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' and you will see your new site displayed on the existing list of sites.

• Please note that 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 the gear icon to the right of 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 in the top right. 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: Required. This will display on learning events scheduled in courses.

  • Building Code: Required. This will display on bookings made in Clinical Experiences > Rotation Schedule.

  • Address Line 1: Required

  • Address Line 2

  • Building Radius (meters): This is used in the attendance geo-location feature. It helps dictate how close to a building's latitude and longitude coordinates a learner's device must be when they confirm their attendance at an event.

  • Building Latitude: This is used in the attendance geo-location feature.

  • Building Longitude: This is used in the attendance geo-location feature.

  • City, Country, and Province/Staes: These will default to the same information as the site but you can change it as needed.

  • Postcode: Required

  • Phone Number

• Click 'Save' and you will see the new building added to the list of existing buildings.

• Please note, 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 the gear icon to the right of 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 Room'.

• Provide the required information noting the following: Floor: This is an optional field to record the floor a room is on. Room Number (Required): Store the room number here. It will show on learning events assuming no room name exists. Room Name: This field is optional. If it is filled in it will show, instead of the room number, on learning events. Room Description: This is an optional field to collect information. Users will not see this information. Room Phone Number: This is an optional field to collect information. Users will not see this information. Room Resources: This allows you to provide information about the resources in a room. The default list includes projector, television, computer, and capture. Capture is used when you are using Elentra's lecture capture tool.

• If you select 'Capture', you'll be prompted to enter the following information. The examples included assume you are using NCast.

  • Device Name: This corresponds to the code in your NCast recorder manual that is specified for that model. For example, on an M4 recorder this value should be “M4”, whereas on a Hydra model, this code should be “PR720”.

  • Device Address: This is the IP or hostname of the NCast device on your network.

  • Channel: This is the number of the Channel to be used from NCast device’s configuration. Most devices have a limited range available, usually 1 - 100.

  • Stream Prefix: This is the named string of characters that all videos from this Room will be tagged with. For example, “surgery” or “pediatrics”.

  Room Max Occupancy: This is an optional field to collect information. Users will not see this information.

• Click 'Save' and your new room will appear on the Rooms list.

• Please note that 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 the gear icon to the right of the room name.

• To delete existing rooms, click the checkbox beside the room name. This will cause a delete button to appear in the top right. Click 'Delete Selected' and confirm your choice.

Room Schedule Feeds

To the right of any room you will see a calendar icon. This gives you access to a Room Schedule Feed you can copy and add to another calendar. If you also use Capture as a room resource, you will additionally see a Recording Schedule Feed. This provides a link to an .ICS calendar schedule file to be copied. You will need the URL to this .ICS file when configuring your NCast server, which will point to the schedule so that it knows when to start and stop recording.

Please see additional details .

To learn more about the MedBiquitous Consortium please see here.

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, portfolio artifacts, learning objects, 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 Curriculum Tag Set page, click 'Import from CSV' and a popup window will offer you a sample CSV template file to download. The template file will include some column headings required for this tag set, but a full list of possible CSV headings include: objective_code objective_name objective_description objective_order objective_loggable non_examinable objective_status_id admin_notes

• Complete the file with the appropriate curriculum tags (remember to remove the sample line of text).

• Import the file 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.

If you want to add curriculum tags to an existing list of tags, you can import a new file with the additional tags. The new tags will get added to the list. Any change to an existing tag (code, name, description) will result in a new tag being created. As such, if you need to fix a typo in a tag, do so through the user interface, not a new csv upload.

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'.

Where tag title, code and description display in the Elentra user interface

When building a tag set you can define whether tag title, code, or description are required for each tag added to the set. If you're curious about where this information will display to users, here are some general guidelines for various reports and tools in Elentra:

• Curriculum Search: code and title

• Learning Events Tab: shows title (currently the filter list is restricted to the 2 objective sets you’ve designated as Curriculum Objectives and Presentations)

• Curriculum Matrix: title and description

• Curriculum Explorer: title (and description once you click on an objective)

• Curriculum Tag Mapping Report: title and description

• Curriculum Tag Minutes and Mapping Report: title

• Course Website (learner view): title and description

• Course Page (no course website built) (learner view): title

• Event Page (learner view): code, title, and description

The Curriculum Review Report is being revised for ME 1.15 on to allow for user control over how the curriculum tags display (the report will reflect the Short Display Method you can configure when you edit a tag set).

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.

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.

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 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. You may see preclinical/clinical or Undergraduate/Postgraduate depending on which version of Elentra you are using.

• 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.

Media Sources Management allows you to configure media sources to use the Lecture Capture feature in Elentra; specifically, if your installation has been integrated with another lecture capture tool, such as Mediasite or Panopto. Basically, Media Sources are the recorders associated with the rooms in which teaching events occur.

Use Elentra to automate the process of scheduling learning event recordings and posting those recordings to the associated events.

By integrating a lecture capture tool, such as Mediasite or Panopto, with Elentra, your learning event schedule in Elentra becomes the source of truth for the scheduling of recordings based on the event type and the room in which the events take place. Elentra 'speaks' with the lecture capture tool's scheduler and tells it when the next event has been scheduled to be recorded. The lecture capture tool records the event, then pushes the recording back to Elentra which, in turn, automatically posts the recording to the associated learning event as a resource for learners.

The first step to configuring this integration through the User Interface is to configure your Media Sources.

Permission to Admin > System Settings > Media Sources Management You must have one of the following permission levels to access this feature.

• Medtech > Admin

• Staff > Admin

Configure Media Sources

• Navigate to Admin > System Settings > (select an organisation) > select Media Sources from the left-hand sidebar.

• Click Add Media Source.

• Select the appropriate Media Source type.

• Fill in the values required by the form that appears.

• Technical staff can provide you with the following values:

  • Api Uri

  • Api Search Uri

  • Api Key

  • Authorization Header

  • Player Id

  • Schedule Template Id

  • Recording Time Offset

• Media Source ID: will be populated by Elentra once the Media Source is Saved.

• Media Source Name: enter the name of the media source.

• Source Description: enter a description of the media source.

• The following values are the relevant data points that make the Media Sources point to recorders, these are the values that change per recorder:

  • Recorder ID: The Recorder ID connects the Media Source to the recorder in the room.

    • Click on the Recorder for that room in Mediasite or Panopto and copy the section of the URL after the equals sign (=) and paste it into the Recorder ID field.

  • Folder ID: The Folder ID controls permissions. If a folder is Public, then the recordings will also be public. If they are NOT public, then users will be prompted to log in to Mediasite or Panopto and, therefore, must have Mediasite or Panopto credentials.

    • Click on the Folder for that room in Mediasite or Panopto and copy the section of the URL after the equals sign (=) and paste it into the Folder ID field.

• Click Save to save your work.

Steps for Configuring Lecture Capture

To use the Lecture Capture tools, you must provide the appropriate information in various parts of the platform.

• Configure Media Sources via Admin > System Settings > Media Sources (outlined above).

• Ensure that you have defined your sites, buildings, and rooms via Admin > System Settings > Location Management; particularly those rooms that have recorders you wish to use to capture learning events.

• For the Rooms that have recorders, ensure that you define the Resources available in each room (e.g., Capture), identify the associated recorder as the Device for each room, and define the Media Source.

• Configure Courses to automatically record sessions via Admin > Manage Courses, then scroll down to the Lecture Capture section.

• Ensure faculty have consented to recording their sessions; unless your institution has configured your installation to assume consent for Lecture Capture.

• Manage Events to indicate that the recording should be posted to the event as a resource automatically.

• Use the Media Sources Management tab located in System Settings for an organisation to view all events that satisfy your lecture capture conditions and their setting and choose to synchronize the recordings immediately and enable the capture and/or auto-resource association with the corresponding event or disable the capture and/or auto-resource association with the corresponding event.

Monitor & Manage Lecture Capture

Use the Lecture Capture tab of the Media Sources Management page to monitor, synchronize, and adjust the recordings that satisfy the lecture capture conditions set on each course for which lecture capture has been enabled.

• The table will display all events that meet the lecture capture conditions set on courses for which lecture capture has been enabled, their details, and whether or not the event has synced with the media source, whether capture is enabled for the event, and whether the recording will be added as a resource to the event automatically.

• Clicking on the title of the event will open that event in a new tab.

• Synchronize Now: click Synchronize Now to initiate synchronization with the various media sources associated with your events and update all outstanding synchronization records.

• Enable Capture: select an event(s) by placing a checkmark in the checkbox to the left of the Event ID(s). Click Enable Capture to enable lecture recording for the selected event(s).

  • If an event has already occurred, changing this setting will have no effect.

  • If an event has yet to occur, the recording schedule will be synchronized automatically in a few minutes.

• Enable Auto-Resource: select an event(s) by placing a checkmark in the checkbox to the left of the Event ID(s). Click Enable Auto-Resource to add a resource to the selected events with a read-only link to the recording. When the recording takes place, the resources are automatically populated with the appropriate recordings.

• Disable Capture: select an event(s) by placing a checkmark in the checkbox to the left of the Event ID(s). Click Disable Capture to prevent the selected events from being recorded (for the relevant media sources).

  • If an event has already been recorded, the corresponding resource (if it was generated) will be hidden.

  • Recordings are not deleted and can be made visible again by re-enabling Lecture Capture.

• Disable Auto-Resource: select an event(s) by placing a checkmark in the checkbox to the left of the Event ID(s). Click Disable Auto-Resource to remove the automatically generated resource for the selected events. They can be re-added any time by clicking on Enable Auto-Resource.

Schedule Recording Details

The Schedule Recording Details will display all pertinent details for all scheduled recordings.

• Toggling the available context for each complete record will show you all of the details relevant to that specific recording, including the embed URL, Share Settings, and Folder details (i.e., where the recording has been stored by the media source).

Transaction Log

The transaction log will show all transactions with media sources and what the response was (e.g., if there was an error or if the recording was successful.

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

The results returned in the Gradebook Assessments section does not return results for individual exam items, nor for Assessment and Evaluation forms. Learners accessing Curriculum Explorer will not have the option to explore Gradebook Assessments.

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, mapping and or academic year to limit your results. Each field is optional.

  • In the Mapping Section you can specify the kind of linked curriculum tags you are looking for.

    • Direct Mappings includes tags that have been assigned to specific resources (e.g. course, event, gradebook assessment)

    • Indirect Mappings includes tags have been mapped to other tags either at the organizational level in Admin > Manage Curriculum OR contextually, and that other tag is assigned to a specific resource

• By default, the system will return results for courses, learning events and Gradebook assessments (when the user has permission to view).

  • If you want to omit a category, deselect it.

  • Results on the Events tab will be grouped under the relevant course.

• Click 'Explore'.

• In the left pane, you'll see a list of curriculum tags and the number of times they are tagged based on the filters set.

  • The badge shows the number of resources (e.g., events, courses and assessments) assigned to that tag and any of its descendants if it's part of a hierarchical tag set.

  • Each level also includes the resources from the previous, higher level. So if Tag A is assigned to Course 1, when you navigate to A’s child (A.1) Course 1 will still be displayed there.

• 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.

  • Each tab will only show up if there are results returned for it.

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.

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 grey 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 its description (if applicable).

• Click 'Download' to download the results of the Matrix in a CSV file.

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.

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

For information on Masked Permissions please see here.

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.

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.

In the event that a learner must take a leave of absence or is required to repeat a course or year, you may have to adjust the cohort to which they belong by either temporarily deactivating them or deleting them from one cohort and adding them to another.

Short-term (Temporary) Leaves of Absence

If a learner takes a leave of absence after which they will return to the same cohort, opt to deactivate them in their current cohort. This will:

• leave them listed as a member of the cohort, but highlighted in pink, so that you know that they have been deactivated

• highlight the associated cohort in your list of cohorts (Admin > Manage Cohorts) in yellow, so that you know that the cohort contains at least one deactivated user

• allow the learner to access the courses and learning events in the system through the Courses and Learning Events tab; however, they will no longer be a member of the cohort, so will no longer be an audience member on events. In order to view learning events in the system, the learner must ensure that the events are no longer filtered by themselves as a member of the audience.

• continue to display the learner in a Course Gradebook

• remove the learner from the My Learners list (and therefore reporting on logbook completion)

Long-Term Leaves of Absence

To remove them from their cohort (as they will not be returning), so that they do not appear in your Gradebook listing, event audience, or course groups:

To revoke a learner's access to Elentra, deactivate the learner's profile:

1. Navigate to Admin > Manage Users.

2. Search for the appropriate user and click on his/her name.

3. In the User Management menu in the left-hand sidebar, click Edit Profile.

4. Under Account Options set an Access Finish date and time.

5. To immediately end a user's access, change the account status to Disabled and put in the current date and time.

6. Click Save.

Recording Leaves of Absence in Elentra

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.

Repeating a Year or Joining Another Cohort

When a learner repeats a year or needs to attend an event alongside another cohort, you can do one of two things:

1. Enroll the learner as an individual in all courses that the learner is required to participate in, and leave them as a member of their previous cohort.

   1. This will allow you the flexibility to apply specific assessments in the Gradebook to this learner only, and not the rest of their new cohort, if needed.

2. Add the learner to the other cohort, in addition to their previous cohort.

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.

Most users require an account to access Elentra. There are some exceptions to this: 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.

To create user accounts you must associate a group and role with every user. Different combinations of group and role have different permissions in Elentra.

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.

Manually importing or creating users is restricted to those with administrator roles in Elentra (i.e. staff:admin, medtech:admin users).

How to bulk import users from a csv

• 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.

  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. By default Elentra includes Female (F), Male (M), Non-Binary (NB) and Undefined (U).

  • Note that the genders stored in your installation can easily be modified by a developer in the database in the elentra_auth.users_lu_genders table.

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.

Optional fields: Institution Number: The user's university id (e.g., staff or student number). As of ME 1.20 this can include letters and numbers. 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 this field is strongly recommended for undergraduate organisations since 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 may 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.

• Creating user accounts using a csv import will also generate an email confirmation to the user who completed the import. The email will include a list of all users successfully created.

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.

• After you've added a permission you may see the option to define a curriculum track if curriculum tracks exist for the relevant organization. Use the dropdown selector to set a user's curriculum track if necessary.

• 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 disable and deactivate users

Under the Account Options section of a user profile you will see the ability to edit Account Status, Access Start and Access Finish.

Account Status

Updating a user's account status to Disabled will prevent the user from logging in.

Account Start and Finish

If you want to temporarily remove access to Elentra, you can edit a user's Access Finish date and time.

• 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 (you could use this to set a finish access time in the future).

• Click 'Save'.

• A user whose access is finished will display with a red highlight on the list of users.

How to delete users

• Navigate to Admin > Manage Users.

• Search for the appropriate user.

• Click the checkbox beside the user's name.

• Scroll down and click 'Delete Selected'

• Confirm your choice by clicking 'Delete Selected'

• You will get a success message.

• Users who have been deleted will display on the list of users with a green plus icon beside their name. This allows you to reactivate their account if needed (please note you will need to reassign them to a group and role, department, etc.)

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).

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.

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 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.

When a learner submits an observership, administrative staff 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.

• Click 'My Observerships'.

• Complete the required information.

How to approve observerships as an administrator

Users need to have staff:admin user permissions to access observerships.

To review multiple observership requests go to Admin > Manage Observerships.

To review an individual's observership request:

• 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'.

Administrative Staff Release Notes

For assistance with logging into Elentra Collaborate, please either reset your password or contact collaborate@elentra.org.

Technical Release Notes

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 doorbell@entrada.org.

Communication Channels

• Elentra Consortium Slack Team

• Elentra Mailing Lists (to subscribe please email arush@queensu.ca with your name, job title and institution)

  • Community List - used to distribute the agenda for the bi-weekly community call, make release announcements, promote the Elentra Engage conference, and raise general issues

  • Elentra Learn List - used to distribute invitations to webinars, and other training activities including monthly informal chats

  • Developer List - used to distribute technical information and high priority security announcements; used to promote monthly developer chats

• (optional) Weekly School Check-In Web Conference

• Bi-Weekly Elentra Consortium Community Call

• Elentra Learn Training Webinars

• Annual Elentra Engage Conference

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.

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.

New as of Elentra ME 1.16, you can copy an existing course website for a new academic year and make it available to the new learners in a course.

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 contact Alice Rush-Rhodes on Slack or via email (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:

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

Announcement page types can be used to house announcements for the specific community. Announcements can have a time release applied and can also optionally have email notifications sent to community members.

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.

Allowing community members to post announcements

As a community administrator you can set the Announcement page permissions to allow community members or browsing non-members to post announcements.

• Click on the Announcements page within a community.

• Click 'Edit Page'.

• Scroll down to the Page Permissions section and make your choices.

If you allow members to post announcements, you can additionally configure whether or not you'd like community administrators to have to moderate member-created announcements.

• Members will have the same options as administrators when creating announcements (e.g. to notify members of the community and to time release the announcement).

• If the announcement is to be moderated, members will be notified of that.

• If you are a community administrator, you will be alerted to announcements requiring review on the Announcements page.

• Click to view the announcements and release, edit, or delete them as appropriate.

• If you release an announcement, it will appear on the Announcements page for community members to view.

In Elentra, organisation refers to an entity using and managing its own curriculum map version, 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.

If you have learners who need or want to audit a course your options depend on the privacy settings of the course.

If the course is open (i.e., anyone logged in to Elentra can view it), you can:

• Leave the learner's profile as active.

• Instruct them to navigate to their Learning Event tab and remove any filters that are set by default.

• Instruct them to filter by the course they plan to audit. This will show them all the learning events for the course.

• If they have been assigned to a particular group, ask them to attend the sessions designated for that group.

If the course is private and only visible to logged in users enrolled in the course, enrol the learner as an individual in the course. To exclude the learner from the course gradebook, ensure that the assessments in the Gradebook are only associated with the cohort/course list, and not all learners enrolled in the course.

Assessment Flag Severity is a feature that allows an organization to optionally set levels of severity on prompted responses in Assessment and Evaluation items. Instead of treating prompted responses as either used or not, you can create a more nuanced approach to acting on a prompted response item (i.e., if it’s flagged at a certain level, do something).

The default behaviour of a flagged item response on an assessment form is to simply set the “flag” property of the response to 1. On submission of the assessment, flagged responses are checked, and if a particular distribution indicates that specific users (or groups) be notified of a flagged response, an email goes out to them.

The Flag Severity functionality adds another layer on top of this (in addition to also being independent of a distribution). Instead of simply setting the flag property to 1, it sets it to the primary key of the record in the flag severity table.

In the Competency Based Medical Education feature, there’s a flag called “CBME Concerns Notify Directors and Coordinators”; if enabled via an Elentra setting, program coordinators and directors (of the relevant programs) are notified when items that are flagged with this particular severity are submitted. From the forms interface, if there are any organisation specific flag severities defined, the item editing interface presents the editor with an option to select one of the predefined flags (instead of presenting them with a simple checkbox). Form templates (i.e., CBME on demand assessments) use this flag severity functionality to notify program directors and coordinators when someone submits an assessment where the “Concerns” rubric has one of the responses set to “Yes” (meaning there are professionalism concerns, for example).

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.

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 useful 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 Course Website help section.

Users can subscribe to their Elentra calendars to receive ongoing updates to event dates and times. There are two places users can subscribe to calendars: their dashboard or within a community events page (access to events created within that community only).

Calendar subscriptions that include learning events will provide the following information:

• event title,

• location, if provided (including urls if the location is a url),

• attendance requirement (optional/required),

• recording (available/unavailable),

• duration (X minutes, and breakdown e.g. X minutes lecture, X minutes lab), and

• description.

Note that custom event colours stored in Elentra (whether managed through a database setting, course, event type, or specific event) do not come through to 3rd party calendars.

Learners: Dashboard Calendar

• Learners generally land on their dashboard and see the calendar upon logging in to Elentra.

  • If CBME is enabled in your organisation, learners will see their CBME dashboard when they log in. They can scroll down the page or click 'My Event Calendar' from the dashboard tab menu to quickly see their calendar.

• Below the calendar, click 'Subscribe to Calendar or Download Calendar'.

• Click to select All Calendars or Individual Course Calendar. For the second option, indicate the appropriate course using the dropdown menu.

• Click 'Subscribe' to get a version of the calendar that automatically update to reflect changes made to the schedule in Elentra. After clicking Subscribe you can click to copy the subscription URL and add it to your calendar tool or click 'Subscribe to Calendar'. Your computer will likely prompt you to choose an application to open the link.

• If learners have added a community events calendar to their dashboard calendar, community events will be included in the calendar subscription.

• Click 'Download' to get a version of the calendar that you can edit but that will not automatically update based on changes made within Elentra. (You will be able to re-download the schedule at any time.)

• Click 'Download Calendar'. Your computer will prompt you to choose an application to open the download or you can save the file. If you save the file you can later add it to your preferred calendar tool.

• Events in the calendar will display any required preparation supplied in the event and will include a link to the learning event.

Faculty: Dashboard Calendar

Faculty can subscribe to a calendar that includes their teaching and learning events (i.e., where they are the event teacher or are in the event audience).

• From the dashboard, look for the "Subscribe to Calendar" button.

• Stay on the All Calendars tab.

• Click 'Copy Subscription Link' or Subscribe to Calendar.

• If you click Subscribe to Calendar you may be prompted to open the file with an application (i.e., your calendar tool).

• Note that when subscribing to a calendar from the dashboard, the subscription will only include the events the faculty member is a teacher or leaner in. The subscription will not include events from a course calendar that the faculty may have optionally added to their calendar view.

Faculty can subscribe to individual course calendars using the "Subscribe to Calendar" button below the calendar.

• Click "Subscribe to Calendar"

• Click "Individual Course Calendar" from the tab menu

• Select a course from the dropdown selector

• Choose to subscribe (will automatically update events) or Download (will provide a file for the events as currently scheduled)

• At the bottom of the window, copy the subscription URL, click Subscribe to Calendar or Download as appropriate.

Community Event Calendars

On a community events page, you can get a static version of the calendar or subscribe to an automatically updating version.

To subscribe to an automatically updating version of the calendar of events, right click on the calendar icon. Click 'Copy Link Location/Address' and paste the link into a subscription feed for your preferred calendar tool.

If you click on the calendar icon your computer may automatically download an ics file or may prompt you to choose an application to open the download or you can save the file. If you save the file you can later add it to your preferred calendar tool. This will provide a static version of the calendar including already created events. You can re-download it later to update your calendar.

How community administrators can set up a space to share images

• 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.

You have landed at our administrative user training documentation. 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.

If you do not find what you are 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 questions@elentra.org.

For additional documentation including technical documentation and the Elentra Mobile User Guide, please see here.

Locking a community is currently only available for course websites.

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'.

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.

Elentra offers the ability to integrate with LTI tools such as Quizlet, Turnitin, Google Classroom, etc. There are three areas where a LTI Consumer can be used: Course Pages created when a Course is added, Course Websites in Communities and Learning Events.

Configuring grading scales allows you to apply a grading scale to course gradebooks, weighted collections, and assessments. When managing assessments you can optionally allow learners to view their results using a marking scheme (e.g. percent, numeric) and/or a grading scale (e.g. Honors, Pass, Fail). Both marking scheme and grading scale all also displayed to users when entering grades in Admin > Manage Course > Gradebook.

Currently all grading scales do require a corresponding percentage to be stored in the database and no two letter grades can share the same percentage value.

How to add a grading scale to an organization

Only users with access to Admin > System Settings (e.g., medtech:admin or staff:admin users) can edit Grading Scales.

• Navigate to Admin > System Settings.

• Click the name of the organization for which you want to manage a grading scale.

• Click 'Grading Scales' on the left sidebar.

• A default grading scale is provided. If your school only has one grading scale it may be fastest to modify the existing default scale to suit your organization'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:

  • Title: Provide a title for the grading scale. If the grading scale applies only to one cohort of learners or is in effect for a specific period of time that might be useful to include it the title. Users working in course gradebooks will see the grading scale title when they are specifying a grading scale to use in a collection or assessment.

  • Ranges: This is where you enter the grading scale information.

    • The system requires that there be a 0 start percentage to be valid so make sure to include one.

    • The information you provide in the Letter Grade column is what will display to learners if you choose to display their results in the Gradebook using a grading scale.

    • GPA is not required and currently doesn't integrate with Elentra unless you have a customization.

    • Notes is optional and is not seen outside the Grading Scale page.

    • Click 'Add Range' to add additional rows.

    • The rows will reorder as you add them so that they display in order. You can click the arrow in the Start % column header to show the percentages ascending or descending.

    • Note that you do not enter a number to denote the top of the range.

    • To delete a range click the red X icon in the far right column of the appropriate range.

• A Description for the grading scale can be provided. This is optional and is not seen outside the Grading Scale page.

• When you've added all the required information, click 'Save'.

• You will get a green success message and be redirected to the list of existing grading scales.

• 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'.

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).

Administrators of a community can access Community Reports from the community Admin Center.

Once on the Community Reports page you can apply a filter option to view activity within the community.

There are over 100 database settings options in Elentra to allow you to meet the needs of your organization. These setting options are controlled through the database, not the user interface, and therefore must be enable/disabled by a developer. You can view the complete list of in the Technical Documentation. Additionally, each feature landing page (e.g., Gradebook) in this documentation includes the database settings relevant to that feature.

For ME 1.21, the following database settings were introduced:

• media_source_sync_attempt_retries

• gradebook_assignment_show_form_options

• eventsteaching_minutes_enabled

• events_teaching_minutes_self_edit_enabled

• housing_distributions_enabled

• gradebook_adjusted_grades_enabled

• clerkship_housing_department_id

• calendar_separate_short_events_enabled

• disclaimer_preamble_creation

• exams_student_submit_after_date_enabled

• lti_custom_parameter_prefix_token

• lti_anonymous_username

• lti_anonymous_user_id

• lti_replacement_token_course_name

• lti_replacement_token_course_code

• lti_replacement_token_course

• lti_replacement_token_community

• lti_replacement_token_user

• lti_replacement_token_username

• lti_replacement_token_event

• custom_course_contacts_enabled

• events_resource_access_code_default

• personnel_api_program_coordinator_show_admins

• peer_assessment_target_release_enabled

• gradebook_include_ungraded_assessments

• cbme_enable_visual_summary

Elentra allows you to connect to other educational technologies through LTI (Learning Tools Interoperability). This allows you to connect to services like Quizlet, Google Classroom, Panopto, etc. in Course and Community pages and when adding resources to events with the resource type LTI Provider.

Permission to Admin > System Settings > LTI Providers You must have one of the following permission levels to access this feature:

• Medtech > Admin

• Staff > Admin

Add an LTI Provider

• Navigate to Admin > System Settings.

• Click on the name of the organization you want to manage LTI Providers for.

• Click LTI Providers from the left-hand sidebar.

• Click Add LTI Provider to add a new entry.

• Provide the required information.

• Additional Parameters include:

  • Course Name = %CNAME%

  • Course Code = %CCODE%

  • Course ID = %CID%

  • Community ID = %CMID%

  • User ID = %UID%

  • User Name = %UNAME%

  • Event ID = %EID%

• Click Save.

Adding a Panopto LTI Provider

In Panopto:

• Create a folder called "Elentra Folder Storage" or something similar in which the empty resource-specific folders will be created.

• Add Elentra as an Identity Provider to your Panopto installation. Learn more about Panopto's LTI Provider setup here: https://support.panopto.com/s/article/basic-lti-0.

In Elentra:

• Navigate to Admin > System Settings > [select the appropriate organisation] > LTI Providers.

• Click Add New Provider.

• LTI Provider Title: enter an appropriate title; e.g., Panopto LTI.

• Launch URL: https://.hosted.panopto.com/Panopto/BasicLTI/BasicLTILanding.aspx

• LTI Key: enter Elentra.

• LTI Shared Secret: paste the Shared Secret provided by your Elentra Identify Provider in Panopto.

• Available To: If you have more than one organisation in your installation of Elentra, select the organisations that this provider should be available to from the dropdown menu.

• Launch Presentation Width: enter 1000. This can be adjusted as desired.

• Launch Presentation Height: enter 800. This can be adjusted as desired.

• Launch CSS URL: leave blank.

• LTI Additional Parameters: custom_parent_folder_id=[enter the folder id of your Elentra Folder Storage folder by clicking on the folder in Panopto, then copying the section of the URL after folderID=]

  • Optionally, if you want to name the empty folder when it is created after the course, you can add a semicolon after the folder ID and then: context_title=%CCODE%-%CNAME%

• LTI Category: none.

• LTI Provider Type: none.

If you use the AAMC Curriculum Inventory Report, you can associate Medbiquitous Assessment Methods with specific assessment characteristics you have in your organization. This information is used to help populate the CIR. If you don't do this, unmapped assessments will be reported as "Exam - Institutionally Developed, Written/Computer-based".

How to map existing Medbiquitous Assessment Methods to your organization's assessment characteristics

• Click on any existing Medbiquitous Assessment Method

• Check off the relevant Assessment Types (aka Characteristics)

• Click Save

• You will see a green success message and be redirected to the list of Medbiquitous Assessment Methods

How to add additional Medbiqitous Assessment Methods

• Click Add Assessment Method

• Provide a Method title (required)

• Optionally provide a description

• Check off the relevant Assessment Types (aka Characteristics)

• Click Save

• You will see a green success message and be redirected to the list of Medbiquitous Assessment Methods

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 (see Creating Courses page for details).

Lecture Capture

This option will only display if lecture capture is enabled for your organization. This section of this page may also be complete with the information provided when creating the course (see Creating Courses page for details). If you need to edit any of that information you can do so here.

Course Contacts

• Course Director

  • User must be a faculty:director to be added here (this can be changed via a database setting to allow any faculty to be added, you will need developer help to make this change)

  • Assigning someone as a course/program director will allow them to:

    • edit the course content, view course enrolment, view and edit course gradebook

    • edit content tab of all learning events in the course

  • User contact information will be displayed on the course page

• Curriculum Coordinator

  • By default a user must be have staff:admin group:role permissions to be added here

    • This can be changed via a database setting to allow any faculty or staff user to be added as a Curriculum Coordinator. If you want to make this change you will need help from a developer. (setting: personnel_api_curriculum_coor_show_all_faculty and personnel_api_curriculum_coor_show_all_staff)

  • staff:admin users already have access to all courses, events, etc. so adding someone here is more for the purpose of displaying information

  • User contact info. will be displayed on course page

• Associated Faculty

  • Any faculty user can be added here

  • Users will be added to a list visible on a course page without a course community created; if you have a course website using the default template, Associated Faculty will not display on the Background page.

  • Users must be added to this list if you want to add them as a grader on an exam posted to this course

  • Users added here will be easily accessible in the Assessment and Evaluation module so you can quickly include them in a distribution

• Program Coordinator

  • By default a user must be a staff:pcoordinator to be added here

    • This can be changed via a database setting to allow staff:admin users to be added as Program Coordinators. If you want to make this change you will need help from a developer. (setting: personnel_api_program_coordinator_show_admins)

  • Associating a pcoordinator with a course gives that user admin access to that specific course and will allow them to:

    • add, edit, and delete learning events for that course

    • view and edit the course gradebook (and other course tabs)

    • access and edit information for this course in the Clinical Experiences module (e.g., rotations, logbook reporting, leaves of absence, etc.)

    • access a list of My Learners in Assessment and Evaluation and Clinical Experience

    • view the Admin > Assessment and Evaluation content for this course (e.g. items, forms, distributions, prompted responses)

    • view the CBME program dashboard (if CBME enabled)

  • Program Coordinator information can optionally display on a course page or course website Background page. This is controlled through a database setting and must adjusted by a developer (community_course_outline_hide_pcoordinators).

• Teaching Assistant

  • User contact information will be displayed on the relevant course page

  • Does not give user any additional permissions

• Evaluation Rep

  • Adding a user here is for admin. display purposes only, evaluation reps will not display on the course page or website

• Student Rep

  • Adding a user here is for admin. display purposes only, student reps will not display on the course page or website

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.

Custom Course Contact Role

As of Elentra ME 1.21, you can optionally define a custom role for each course contact. For example, if you want to show someone as a Learning Specialist and you don't have that as a course contact option in your language file, you can make the change in the user interface.

• Click the cog icon beside an existing course contact.

• Provide a title.

  • The provided title will display on the course community overview page instead of the user's system defined course contact role.

In addition to defining a custom course contact role, this feature also lets you decide whether or not to include that user on the course community on the templated background page.

• By default course contacts will show. To hide them, simply uncheck the box.

  • The user's access to the course or course website/community will not be impacted.

• Click Save.

• If a user's course contact role has been customized, the cog beside their name will display green.

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 an internal 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 you will need help from a developer.

In order to use MeSH Keywords within Entrada: 1. Connect to your entrada database using a tool like Sequel Pro or Workbench. 2. Import the entrada-1x-me/www-root/setup/install/sql/entrada.tables.mesh.sql file.

Curriculum Mapping

In this section, you can assign curriculum tags to a course. This information will be reflected in the Curriculum Matrix and Curriculum Explorer. Assigning curriculum tags to a course will also make them quickly available when mapping tags to a learning event or gradebook assessment. Additionally, curriculum tags assigned to a course will dynamically display on a course website using the stock website template.

If you don't see any option to add Curriculum Objectives it may be because there are no curriculum tag sets built for your organisation. Go to Admin>Manage Curriculum to build curriculum tag sets.

How to assign curriculum tags to a course

• Click the green arrow to expand the curriculum tag drawer.

• Search for a tag or click through a hierarchical tag set to find the tag you need.

• Hover over the blue info. icon to view a tag description if one exists.

• Click the green plus icon to assign a tag to a course. (Note that hovering over the plus sign at the bottom of the list provides an Add All option.)

• Assigned tags will display on the right grouped under their tag set name.

Contextually linking assigned curriculum tags

If you choose to, you can contextually link an assigned curriculum tag it to another curriculum tag. We call this context-based linking. You are essentially saying that in the context of this course, this tag maps to this tag. For example, for a specific course, "Take a history" may map to "pediatric patient" or "geriatric patient." Other examples of curriculum tags people contextually link to are integrated threads, CanMEDS roles (if not included in their objectives already), etc. Context-based linkages are not used by all organizations and are not required.

• Context-based linkages DO NOT depend on the allowable mapping configurations set by for each tag set. You will be able to access any curriculum tag set when contextually linking.

• Context-based linkages are not stored in Admin > Manage Curriculum and will not display there.

How to contextually link assigned curriculum tags to other tags

• Click the link icon on an assigned curriculum tag.

• The curriculum tag selector will open a drawer on the left specific to this contextually linked tag.

• Search for the tag to select and click the green add button.

• The contextually linked tag will display under the assigned curriculum tag.

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.

• Attendance Report

  • Clicking on the Attendance will allow you to select the filters you want to apply before generating the report. Filters include event type, cohort/class list OR specific students.

  • The report is generated as a csv file.

• 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'.

• Navigate to Admin > Manage Courses, Curriculum Tags tab for the appropriate course.

• Use the Curriculum Period selector to go to the curriculum period to which you want to copy assigned tags.

• On the Associated Curriculum Tags list click on the copy icon on the left below any existing tags.

• In the Copy From selector, pick the curriculum period you want to copy curriculum tags from.

• Once a curriculum period is selected, the relevant curriculum tags will display.

• Click the green Confirm button.

• Note that any contextually-linked tags will also be copied.

• Note that if a curriculum period already has curriculum tags assigned and then you also copy tags from another curriculum period, any new tags will be added to the list, and any contextual linkages will overwrite the existing tag mappings.

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 New Course'.

• Complete each of the required steps noting the following:

Course Setup:

• Curriculum Layout: This defines the curriculum layout for this course and will dictate the available curriculum periods used later when setting enrolment for the course. (If no curriculum layouts are set up, proceed to Admin>Manage Settings>Select Organisation>Curriculum Layout or see here.)

• Course Name: This will display to users on Courses tab 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 events 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: If you select a colour, it 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 Credit: If you track credits per course you can enter that information here. This information is displayed on the Student Report Card (one of the System Reports available to administrators).

• Clinical Experience: Use this section to indicate if a course includes clinical experiences.

  • If you plan to use the logbook for a course you must say that it includes clinical experiences.

  • The clinical experience flag will also determine if a course displays when working in the Admin > Clinical Experience

• Course Type: Indicate if the course is optional or core curriculum.

  This option doesn’t impact the course template, however if you plan to use user-initiated, on-demand forms, you should set the course to the core curriculum option. As of ME 1.17, users will not be able to initiate on-demand forms associated with optional courses.

• 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: These optional e-mail notifications are specific to faculty teaching events in the 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.

Lecture Capture:

You will only see lecture capture options on a course setup page if lecture capture is enabled for your organization.

• You can enable lecture capture support at a course by course level.

• Lecture Capture Support: Turn on or off as needed. On will allow consenting faculty to be recorded in eligible rooms.

• Default Recording State: This dictates whether or not all events will automatically be recorded (on) or not (off).

• Allow Faculty Override: This dictates whether or not faculty can change the default setting on their events (on) or not (off) via the event content page.

• Event Types Capture Permitted: This allows you to specify which event types you want to automatically record (e.g. lectures). You can select more than one event type per course. To delete a selected event, click on the small x to the right of the event type.

Course Enrolment:

• Complete this section when you have the appropriate learners active in your organisation and added as cohorts or class lists as appropriate.

• 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, course 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 course list must be linked to a course via Manage Cohorts before it will be available to be added as an audience. (See more information here.)

• 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.

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 per organization. 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 the event type

• the Learning Event Types by Course Report uses event type 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 organizations, click the name of the organization 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:

  • Event Type Name: This is what will display to administrative users setting up events and to the audience of an event.

  • Event Type Colour: Check this box is you want to set a default color for events of this type. This color will be used on the dashboard calendar.

    • Since there are multiple places where you can set color for events (e.g., on individual events, at the course level, and via the database), Elentra will apply event color using the following: use individual event color, course color, default color (if set via database setting), event type color.

  • Event Type Description: This field is optional, however it is visible to administrative 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).

  • Workload Multipliers: This required field will default to one. The options allow you to define a workload for the event type (e.g. lecture = 1.5, TBL = 2) per user group (faculty and learner). There are no existing reports in Elentra that include this information, but it can be collected to allow organizations to calculate faculty workforce hours, estimate learner workload, etc. outside of Elentra.

  • MedBiquitous Mappings: Allows you to map event types to specific MedBiquitous instrcutional methods, assessment methods, and resources. This information is used in the AAMC Curriculum Inventory Report.

    • MedBiquitous Instructional Method: You can map a single MedBiquitous instructional method to an event type. Any event type that is not mapped to a MedBiquitous instructional method will be omitted from the AACM CIR. Mappings do not show on learning events.

      • Note that currently once you select a MedBiquitous instructional method for an event type you can't deselect it. If you selected an instructional method by accident you can scroll down and click Cancel.

      • You can edit the list of MedBiquitous instructional methods in Admin > System Settings.

    • MedBiquitous Assessment Methods: You can map multiple assessment methods to a learning event type. When you do this, those assessment methods will automatically be added to any events created using that event type and you can optionally delete assessment methods that are not needed for a specific event from the Event's Content tab.

      • You can edit the list of MedBiquitous assessment methods in Admin > System Settings.

    • MedBiquitous Resources: You can map multiple resources to a learning event type. When you do this, those resources will automatically be added to any events created using that event type and you can optionally delete resources that are not needed for a specific event from the Event's Content tab.

      • You can edit the list of MedBiquitous resources in Admin > System Settings

• 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 an 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

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).

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)

  • Indicate using the checkbox if this custom field will be required

• 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 tab options, they will see a Department Specific Information tab and can provide the required information there. In the example below, there is a one line text item.

This stores a list of Medbiquitous resources.

When creating learning events and you can optionally map a Medbiquitous resource to an event.

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 enrolment on this page. That information is controlled by adding the appropriate audience in the course enrolment section of the course setup page.

Please note that you will only see the CBME tab for a Course if CBME is enabled for the organization the course is a part of. Please see for more detail on CBME.

Please note you will only see the Logbook tab for a Course if the course is defined as including clinical experiences on the Course Setup tab. Please see for more information about configuring a logbook for a course.

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 help you tailor gradebook assessments to a specific audience (e.g., Groups 3 and 6 did this assessment, Groups 1 and 5 did this assessment). Course Groups 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

You can choose to either create your groups, then import a CSV to populate them, or create your groups and populate them simultaneously through the upload.

If you do not create the groups before importing, the system will create them for you. If you already have groups created, enter the title of the group into the Group Name column and the system will associate the learners with the group automatically.

• 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, and adjust 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 (either based on groups that already exist or the groups you want Elentra to create). 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 you create in a course apply only to that course by default. If you want to use the same groups (populated with the same learners) across multiple courses, you can copy groups from one course to another, download groups from one course and import them to another course, OR you can create additional cohorts at the organisation level and apply those cohorts to multiple courses through a course enrolment and audience.

How to copy course groups

• Navigate to Admin>Manage Courses.

• Search for the course that has the groups you want to copy 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 off the groups you want to copy.

• Click 'Copy Groups'.

• In the pop up window, select a Course and curriculum period.

• Click 'Copy'.

• You will get a green success message saying you have successfully copied 2 groups.

To view your newly created groups, navigate to the course you copied the groups to and click on the Groups tab. You should see the copied groups (they will have the same learners in them as the original groups).

How to download groups from one course and import to another course

• 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).

• If you have copied course groups across multiple courses, please note that you will need to edit the group membership in each course.

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.)

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

• 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, Quizlet, 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.

Here you can assign curriculum tags to a course. Tags assigned to a course can be displayed on course pages and websites as well as in the Curriculum Matrix and Curriculum Explorer. Assigning curriculum tags to a course will also make them quickly available when mapping tags to a learning event or gradebook assessment.

Once you have assigned curriculum tags to a course you can optionally contextually link them to other curriculum tags. For example, you might assign "Take a history" to a course. You could contextually link "Take a history" to "Pediatrics" for a pediatrics course, and "Geriatrics" for a geriatrics course. Please note that while you can view these contextual linkages on a course page, there is no current reporting to give you an overall view of these contextual linkages and contextual linkages do not display in the Curriculum Matrix or Curriculum Explorer.

If you don't see any option to add Curriculum Objectives it may be because there are no curriculum tag sets built for your organisation. Go to Admin > Manage Curriculum to build curriculum tag sets.

How to assign curriculum tags to a course

• Use the Curriculum Period selector to select the appropriate curriculum period.

  • Note that if you leave the selector on "Mapped to all Curriculum Periods" it means you won't have the ability to easily change the assigned tags for different cohorts of learners.

• Click the green arrow to expand the curriculum tag drawer.

• Search for a tag or click through a hierarchical tag set to find the tag you need.

• Hover over the blue info. icon to view a tag description if one exists.

• Click the green plus icon to assign a tag to a course. (Note that hovering over the plus sign at the bottom of the list provides an Add All option.)

• Assigned tags will display on the right grouped under their tag set name.

Contextually linking assigned curriculum tags

If you choose to, you can contextually link an assigned curriculum tag it to another curriculum tag. We call this context-based linking. You are essentially saying that in the context of this course, this tag maps to this tag. For example, for a specific course, "Take a history" may map to "pediatric patient" or "geriatric patient." Other examples of curriculum tags people contextually link to are integrated threads, CanMEDS roles (if not included in their objectives already), etc. Context-based linkages are not used by all organizations and are not required.

• Context-based linkages DO NOT depend on the allowable mapping configurations set by for each tag set. You will be able to access any curriculum tag set when contextually linking.

• Context-based linkages are not stored in Admin > Manage Curriculum and will not display there.

How to contextually link assigned curriculum tags to other tags

• Click the link icon on an assigned curriculum tag.

• The curriculum tag selector will open a drawer on the left specific to this contextually linked tag.

• Search for the tag to select and click the green add button.

• The contextually linked tag will display under the assigned curriculum tag.

• To remove a contextually linked tag, click the 'x' beside the tag name.

• To remove all contextually linked tags click the eraser icon and confirm your choice.

• Close the contextual link mapping drawer to return to assigning tags to the course.

Viewing Contextually Linked Tags on A Course Website

In the example below Course Objectives 1, 2, and 3 were assigned to a Course. CO 1 and 2 were contextually linked to Program Objectives. When users view a course page or course website, they'll optionally be able to expand each contextually linked objective to see its connections. (Note, this page does not display linkages made in Admin > Manage Curriculum.)

Whenever you add a course to Elentra, you add basic course information to the database and users will be able to see a simple course page for each course. You can optionally create a more robust online course community for learners and faculty by creating a course website using Elentra's Communities Module. The course website will replace the basic course page accessed from the Courses tab and functions like an online syllabus.

Here is how a course without a website will appear to users:

Here is how a course with a website will appear to users:

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.

Database Setting Options

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 (please see for more information).

• 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, noting the following:

• Community Name: Pick a descriptive but concise name. This will display on the list of communities and will be used if a user searches for a community.

• Community Keywords: These will not be visible to users but will be applied when someone searches for an existing community.

• Community Description: This will be displayed to any user who searches for or tries to access the community.

• 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! For the purposes of uniformity you may wish to discuss naming conventions with anyone else who may be creating course websites within your organisation.

• Community Type: select ‘Course Website’ from the dropdown menu.

• Community Pages: When you select Course Website a list of default pages will appear (see detail regarding each page below) and when the course website is created these pages will be visible to users. (If you'd like to have a course website template that allows admin. users to deselect or later hide templated pages you'll need help from a developer to make a change in the database settings table.)

• 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).

• Course Curriculum Periods: Select the appropriate curriculum period for this course website. If only one curriculum period exists for a course, it will automatically be selected.

• Community Permissions: Use these options to control access to the course website.

• Click 'Create'.

• If you get an error saying you must specify a Community Type but don't have the option to do so on the screen, 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.

• Faculty directors, and curriculum and program coordinators listed in the course contacts section of a course will automatically be made administrators of the course website community.

Templated Pages

The following pages are included in the default 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

This page displays learning events scheduled in the course via Manage Events (change the date range from day, month, week, year etc. to change your view). This page was updated in Elentra ME 1.21 so that learners enrolled in a course will see only the events they are an audience member of instead of all events for a course.

You can add customized text to the top of this page. If you add free text, click 'Save' when done.

Note that users in the community who also have edit abilities in the associated learning events can click on an event, scroll down the page and click Director View/Staff View/Teacher View in the left sidebar and be taken to the event page to edit it if necessary.

Units

This page will show all existing units for the course and a user can click on a unit name to view the unit details page where the unit details, events, resources, and tags are displayed.

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 curriculum tag sets assigned to the course through the Curriculum Tags tab under Admin > Manage Courses. If you add text, click 'Save' when done.

• Viewing Contextually Linked Tags on A Course Website

  If you have assigned curriculum tags to a course and contextually linked them to other curriculum tag sets, users will optionally be able to expand each contextually linked objective to see its connections. (Note, this page does not display linkages made in Admin > Manage Curriculum.)

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.

If you added resources to a course when you created it via Manage Courses, those resources will not automatically populate this page.

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.

Gradebook

This optional page can be used to provide users with a read-only overview of the gradebook assessments for the course. (When gradebook assessments are created administrators can optionally flag them to be displayed on this page.)

The information displayed includes the following:

• assessment title and description (optional input),

• weight towards the course total,

• due date (if provided),

• grade release date (e.g. when learners can see grades in My Gradebook) (if provided), and

• drop box (this provide learners with a link to go to the dropbox assignment).

Manage Notices

This optional page will provide course contacts like course directors (who are faculty:director users), curriculum coordinators (who are staff:admin users) and program coordinators (who are staff:pcoordinator users) an easy way to send notices to the course audience directly from the course website.

When adding notices from a course website, the audience filter will be preset to the course.

Notices created will still display to learners in the Elentra ME Message Centre on their dashboard. (They will not display to learners on the course website.)

EPAs

More information coming soon. You will need developer help to add this page to your course website template.

Pulls in any curriculum tags assigned to the course and that belong to a tag set named "EPAs".

Sites

More information coming soon. You will need developer help to add this page to your course website template.

Pulls in all sites assigned to the course and used in either the course logbook or a rotation schedule.

Editing Course Setup Information from the Course Website

When reviewing a course website, an administrator may notice that some pre-populated information is incorrect. Pre-populated information (e.g., curriculum tags, director's message, etc.) is coming from the course setup information accessed via Admin > Manage Courses.

To quickly access the Admin Courses menu from a course website, look in the left sidebar and click the "Edit Course" link in the "This Community" box.

Adding content to pages

• 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.

How to manage community, community members, and community reports in a course website

When you build a course website and associate it with a course, some individuals listed on the course contacts page (e.g., course director, curriculum coordinator) will automatically be made administrators of the course website. As admins. they will be able to edit page content, add additional pages, etc.

The audience of a course (set from the Course Enrolment section on a Course Setup page) can automatically be made members of the affiliated course website. Course audience members will display under a separate tab when viewing community members so you can easily distinguish who has joined a course website another way. Even if you have auto-enrolment enabled, remember to make sure that the community permissions you configure for course websites will allow learners to join (i.e., use group registration and set the groups to faculty, staff, and the appropriate cohort of learners). Although learners are listed under the Course Audience tab, they usually still have to 'click to join' a course website and view all content.

Managing additional members as well as permission settings, statistics and details is like other communities so please see the Communities help section for more detail.

Community Reports

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

• From the Admin Centre, 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.

Before you can access any reports for a course on the Reports tab, you must have enabled the reports on the course's Setup tab.

Attendance Report

• Navigate to Admin > Manage Courses and select the Reports tab for the appropriate course.

• Click on Attendance.

• Set a date range for the report.

• Set optional filters for:

  • learning event types

  • cohort/class list

  • specific students (the students available will depend on which cohort/class list was selected)

• Click Download.

• The report is generated as a csv file and will include a list of learners, the included events (with dates), attendance status per learner per event, a student total and course total, and a student total attendance percentage.

Report Card

This report 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

Clicking on 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.

You can create multiple course websites for a single course in order to provide appropriate content to different cohorts of learners (e.g. Class of 2022, Class of 2023).

After a course website has been built for a course and you want to create a new version of the course website you can simply roll forward the existing website and make it available to the enrolled audience in a new curriculum period. Please note that different pages types will copy forward differently. For default page types, content will copy (for both the templated pages and additional pages added). For most other page types, the page titles will copy (e.g., Class Discussion Board), however the structure within each page will not be copied forward (e.g., Forums, Threads, Folders, etc.). This is expected behaviour as we anticipate that audiences based on new curriculum periods will have new announcements, discussion boards, etc.

To minimize the risk of error in copying a course website, this tool is only available via Admin > Manage Communities (i.e. a user can't copy forward a course website from the community's management interface). As such, this feature is available to staff:admin users.

• Navigate to Admin > Manage Communities. (Available to admin users only.)

• From the cog icon beside the community you wish to roll forward, select 'Rollover versions.'

• Alternatively, you can navigate to the community you wish to roll forward and click Manage Community, then Details, then Rollover versions. (Option for faculty users who are administrators of a course website community.)

• You will arrive at a Rollover screen.

  • The course website version you are rolling over will display under 'From Curriculum Period.'

  • If you check "Do not rollover from curriculum period above" you will simply create a versioned course website using the original community template used for the course.

  • Edit the name for the community as desired (e.g. MEDS 100 for Class of 2023). This will display to users. Including a cohort in the name is optional and may not be necessary for your users. Learners will automatically see the course website for the curriculum period they are enrolled in and not the websites for other curriculum periods. Faculty or staff who have access to multiple course website versions will have a curriculum period switcher in their sidebar.

  • Select the new Curriculum Period for which you want to create a course website. (Note, you must have the curriculum period you want to use assigned to a course enrolment to access it to roll forward to.)

• Click Rollover.

• You will see a green success message and be directed to the newly created course website. You should see the appropriate pages--either those from the original template or those from the course website you selected to roll forward.

Note that course website community members and administrators will be copied when you rollover a course website. However, the Course Audience will be dictated by course enrolment. Also, once you have multiple course websites, you must manage membership for each website individually (i.e., if you have websites A and A1 and add someone as a community administrator to website A, they won't automatically inherit community administrator rights to website A1).

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

Currently you must be a medtech:admin to manage restricted days. We are working to expand this to staff:admin users as well.

• 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).

• Provide a reason for the restriction. Users will see the provided reason if they try to create an event on the restricted day.

• Click Submit.

• The newly created restricted day should display on the list of restricted days.

Viewing Restricted Days When Scheduling Events

If you are creating an 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.