Import Contextual Variable Responses

Do not delete any contextual variables from the original list within Manage Curriculum or the CBME auto-setup feature will prompt you to re-add them the next time you use CBME.

Contextual Variable Responses are used to describe the context in which a learner completes something. Examples of contextual variables include diagnosis, clinical presentation, clinical setting, case complexity, patient demographics, etc. For each variable, programs must define a list of response options. For example, under clinical presentation, a program might include cough, dyspnea, hemoptysis, etc.

Elentra will autosetup a list of contextual variables in the Manage Curriculum interface. Institutions can also add contextual variables (e.g., assessor's role) to this list before uploading contextual variable responses (e.g., nurse, physician, senior resident) via each program's CBME tab. Elentra provides access to the same Contextual Variables for all programs. Programs customize the list of contextual variable responses, but they will all see the same list of contextual variables. For this reason we strongly recommend that you work with your programs to standardize the list of contextual variables you will load into Elentra. If you do not, you risk eventually have hundreds of contextual variables that all program administrative staff have to sort through, whether they apply to their program or not.

Elentra will auto-create the following Contextual Variables for a CBME enabled organization. Do not delete any of these or your users will be prompted to run the auto-setup tool again.

Adding Additional Contextual Variables to an Organization

Institutions can add additional contextual variables to make available to their programs through Admin > Manage Curriculum. You'll need to be a medtech:admin or staff:admin user to do this. If you add a contextual variable to the organization wide tag set, programs will be able to upload their own contextual variable responses for the tag.

  • Navigate to Admin > Manage Curriculum.

  • Click on 'Curriculum Tags' from the Manage Curriculum Card on the left sidebar.

  • Click on the Contextual Variables tag set.

  • Click 'Add Tag' or 'Import from CSV' to add additional tags (more detail regarding managing curriculum tags is available here).

  • Any new tags you add to the Contextual Variable tag set (e.g. observer role, consult type, domain) will be visible to and useable by all programs within your organization.

  • When you add new tags to the tag set, you'll be required to provide a code and title. It is recommended that you make the code and title the same, but separate the words in the code with underscores. For example: Title: Observer Role Code: observer_role

  • Please note that there is by default a 24 character limit for curriculum tag codes and a 240 character limit for curriculum tag titles. If you enter more characters than the limit, the system will automatically cut off your entry at the maximum characters.

  • After you have added Contextual Variables to the existing tag set, programs will be able to add the new response codes (and responses) to the contextual variable response template and successfully import them.

Importing Contextual Variable Responses per Program

Once you have built out the list of all contextual variables you want included in the system you can import specific contextual variable responses for each program.

First complete the Contextual Variable Response template. (See here for more information on downloading templates if needed.)

Template Columns to Complete

Note that responses will display in the order they are in in the csv file you upload. You can reorder the responses later but you may save time by inputting them in the order you want users to see them.

  • Response Code: This column is pre-populated by fields including assessor’s role, basis of assessment, case complexity, case type, etc. You can add to this list if you have built additional contextual variables through Manage Curriculum (see above). Make sure to use the exact response code from the newly created contextual variable tag in the response_code column.

  • Response: In this column, you can add the response variables required (e.g. Case complexity response variables: low, medium, high). To add more than one response variable per response code, simply insert another line and fill in both the response code and response columns.

  • If there are items in the response code column that you don’t use, you must delete them before you upload the file.

  • Description (optional): This field is not seen by users at this point and simply serves as metadata.

  • Save as a CSV file.

Uploading A Completed Contextual Variable Response Template

  • Navigate to Admin > Manage Courses.

  • From the cog menu beside the course name, select 'CBME.'

  • From the tab menu below the Competency-Based Medical Education header, click CV Responses.

  • Click Upload CV Responses.

  • Drag and drop or search your computer for the appropriate file.

  • Click 'Save and upload Contextual Variable Responses'.

  • When the upload is complete you'll be able to click on any contextual variable and view the responses you've added.

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