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.

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.

You have landed at our faculty and administrative user training documentation archive. 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.

There are around 100 settings options in Elentra that are controlled through the database, not the user interface. You can view the available database settings in the technical documentation.

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).

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

Additional content coming soon.

Elentra allows you to connect to other educational technologies through LTI (Learning Tools Interoperability). This allows you to connect to services like Quizlet, Turnitin, Google Classroom, etc.

Adding an LTI Provider

• 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 LTI providers for.

• Click 'LTI Providers' from the left sidebar.

• Click 'Add LTI Provider' to add a new entry.

• Provide the required information.

• Click 'Save'.

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 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'.

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

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

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'.

Administrative Staff Release Notes

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

Technical Release Notes

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 before importing users (especially faculty)

• If you want to create courses: create a curriculum map version, then configure curriculum layout and periods (note that this has moved from Admin>System Settings to Admin>Manage Curriculum)

• If you want to schedule learning events: configure learning event types and locations (you'll need courses via Admin>Manage Courses and for rotation scheduling you'll also need to build blocks in the relevant curriculum period but that is done in Admin>Manage Curriculum)

• If you want to input grades: configure assessment types (you'll need to configure curriculum layout and periods, and build courses as well but that will be completed elsewhere)

• If you want to report using the curriculum inventory: configure assessment and learning event types, and curriculum layout and periods (you'll also need courses, events, and gradebooks setup but those are managed elsewhere)

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

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 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.

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

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

How to manage the list of departments

• Log in as Medtech:Admin or Staff:Admin.

• Navigate to Admin>System Settings.

• Click on the name of the organisation you want to manage departments for.

• Click 'Departments' from the left sidebar.

• Click 'Add Department' to add a new entry.

• Complete the required information noting the following: Department Type: You can select a department type from a dropdown menu. The options include department, division, faculty, school, and unit. There is no user interface to change this list.

• Click 'Save'.

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

The list of departments will display alphabetically.

Linking departments and divisions

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

Custom Profile Fields

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

Creating a Custom Profile Field

• In an administrator role, navigate to Admin>System Settings, pick the appropriate organization if required, and click Department from the left sidebar.

• Click on the appropriate department.

• Click Department Profile Fields

• Click Add Field

• Provide the relevant information, noting the following:

  • Field Type allows you to customize how information can be collected. The options are:

    • Rich text

    • Plain text

    • One Line text

    • Checkbox

    • External URL (e.g. for people to provide a link to their research project page)

  • 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.

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.

  • 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

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 can access Locations through 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.

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

• 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.

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

At present our monthly webinars are not posted on this site, but can be found on our Elentra Collaborate Intranet Portal . 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 Intranet Portal, please contact Alice Rush-Rhodes on Slack or via email (arush@queensu.ca).

Past webinar topics include:

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

To learn more about the MedBiquitous Consortium please see .

Please see additional details .

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.

Please see additional details .

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.

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

How to manage curriculum blocks

• You must be logged in with an administrator role to create blocks.

• Navigate to Admin>Manage Curriculum.

• Click 'Curriculum Layout' from the left sidebar.

• Click on the appropriate curriculum layout.

• Beside the appropriate curriculum period, click 'Block Schedule'.

• Click 'New' in the bottom right.

• Provide a Schedule Title (e.g. 1 Week Blocks or Psychiatry Rotations) and description as desired. The title is the title of the set of blocks, not the individual blocks. The start and end dates for the schedule are set by the curriculum period within which you are creating the blocks (you will be able to alter the individual block dates after they have been created).

• Click 'Save'.

• Now you can create the actual blocks of time within this schedule. Block Type: By default you'll see one, two and four week blocks. (If you'd like to build blocks of different lengths you can get a developer to make a database change to facilitate this.) Block End Day: This is the day you want blocks to end. Start and End Date: Set by the curriculum period in which you are creating these blocks. First Block End Date: Optional. You can use this to force the first block to end on a specific date (useful if the curriculum period starts on an irregular day).

• Click the down arrow beside Save and select Autogenerate Blocks; a list of blocks will appear.

• Click on any row to edit the block name, or the start and end dates.

• You can also add a custom block by clicking 'Add' in the bottom right and providing the required information.

• When you have made the required adjustments to the block schedule, click 'Save' on the right above the list of blocks.

• You can add multiple sets of blocks to one curriculum period. For example, you might add a set of one, two and four week blocks to one curriculum period. This allows you to schedule learners across blocks of varying lengths during their clinical learning experience.

• Toggle between a list and calendar view of blocks using the list and calendar icons above the block end dates. (Note that as of ME 1.12 the calendar icon does not properly display blocks.)

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.

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

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

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

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

How to use Curriculum Explorer

• Select a curriculum tag set from the dropdown menu.

• Select a course, cohort, and or academic year to limit your results. This is optional.

• By default, the system will return results for courses to which curriculum tag is assigned and learning events and Gradebook assessments where the tag was applied. If you are only interested in one or two of those, click the category you don't want to disable it.

• Click 'Explore'.

• In the left pane, you'll see a list of curriculum tags and the number of times they are tagged in the system according to the parameters set above.

• Click on a specific curriculum tag to view its results or to drill down to additional tags if the set has a hierarchy.

• In the right pane, switch between views of courses, events, and assessments tagged with the objective. These tabs will only show up if you left them enabled and there were results returned.

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

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

How to manage a list of hot topics

• Navigate to Admin>System Settings.

• Select the organisation for which you want to manage hot topics.

• Click Hot Topics from the left sidebar.

• Click 'Add Hot Topic'.

• Provide a name and description and click 'Save'.

• To delete hot topics, click the checkbox beside the category you wish to delete and then scroll down and click 'Delete Selected'.

How to tag hot topics within a learning event

• Navigate to a learning event you want to tag with a hot topic.

• From Administrator View, click on the Content tab.

• In the Event Objectives section scroll down to the Event Topics section. Click 'Event Topics' to make the list of topics visible.

• Tick off the Major or Minor field as needed.

• To deselect a topic, click the remove x.

• Click 'Save'.

• When a hot topic is tagged to a learning event, this information (including major or minor designation) is visible to learners on the learning event page.

How to report on hot topics across the curriculum

• Navigate to Admin>System Reports.

• The Course Summary Report includes a column to show Hot Topics tagged to specific learning events.

• From the Learning Event tab you can apply multiple filters to tailor the list of learning events you are viewing. One of the filters you can apply is Hot Topics. This allows you to generate a list of all events tagged with a specific hot topic.

Curriculum 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.

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.

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.

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

How to set a user disclaimer

• Navigate to Admin>System Settings.

• Click on the organisation you want to set a user disclaimer for.

• Click 'User Disclaimers' from the left sidebar.

• Click 'Add User Disclaimer'.

• Complete the required information noting the following: Effective Date: Set when the disclaimer will show up to users. Trigger: Decide when this disclaimer should be applied. If you select course or courses, you'll have to select the specific course(s). If you select community, you'll have to select a specific community. Additionally, you must be an administrator of a specific community to add a disclaimer to it. When someone declines: Decide what should happen if someone declines the disclaimer. Click the checkbox to receive email notification of any declines. There is currently no user interface add additional emails in the case of a declined disclaimer. Audience: Click the down arrow beside Browse All Users and continue to click through to add your audience. Note that it is intentional that you can only drill down to the role level or user and not individuals. To delete any group from the list, click the small x beside the group.

• Click 'Save'.

• Edit an existing disclaimer by clicking on the disclaimer title which will open an edit page.

• Delete an existing disclaimer by clicking the trashcan icon in the last column.

How to report on user disclaimers

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

• Navigate to Admin>System Settings.

• Click on the organisation you want to view a user disclaimer for.

• Click 'User Disclaimers' from the left sidebar.

• Find the name of the user disclaimer you wish to view and click the eye icon in the last column.

• A list of users who have approved the disclaimer will be displayed. Click on 'Declined' to view users who have declined the disclaimer.

How users experience disclaimers

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

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.

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.

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.

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.

Curriculum Tracks can be used to create specializations or concentrations within programs or to show a course’s language of instruction. If curriculum tracks are created you can:

• assign a track to a course

• assign a track to a student user

• assign a track to an Assessment and Evaluation items, forms and distributions

How to create a curriculum track

• Navigate to Admin > Manage Curriculum.

• Select 'Curriculum Tracks' from the left sidebar.

• Click 'Add Curriculum Track'.

• Fill in the required information noting the following: Track Public URL: If the track has a public URL you'd like to make available, provide it here.

• Set a display order. Curriculum Tracks will not automatically display alphabetically.

• Click 'Save'.

How to manage existing curriculum tracks

• After a track is created you can add an image for the track. Click on the track name to access the Edit Curriculum Track page and then upload an image via the small gray square on the right side. As of ME 1.12, these images will not be displayed anywhere in Elentra.

• To quickly change the display order of tracks on the main Curriculum Tracks page drag and drop them into new positions and click 'Save Ordering'.

• To delete unneeded tracks click the checkbox beside the track name and click 'Delete Selected'.

How to add a track to a course

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

How to assign users to a curriculum track

Note that you'll only be able to assign students users to a curriculum track if you have tracks built for the relevant organization.

• Navigate to Admin>Manage Users.

• Search for the appropriate user and click on his or her name to access their user profile page.

• Scroll down to the permissions section. If an existing permission exists in an organization that has curriculum tracks, you'll be able to select the appropriate track from a dropdown menu.

• If you are creating a new permission you'll have to add it first and then select the relevant curriculum track from the dropdown menu.

• Click 'Save' at the bottom of the page when you are done.

How to add a track to Assessment and Evaluation

Whether you are working with items, forms or distributions, you will see an option to assign a curriculum track if needed.

This stores a list of Medbiquitous resources.

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

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.

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

How to use Curriculum Search

• Type your search term(s) into the search space.

  • By default Elentra requires a minimum four character word to search. This is to prevent returning thousands of results for searches of three or fewer letters.

• If you want your search results to include files attached to Learning Events, click 'Advanced Options' and click the checkbox just below the search bar.

• Click 'Search' and your results will display on the screen.

  • Elentra searches event titles, event descriptions, and curriculum tag names for the word you entered.

  • Your search term will be highlighted if it is in the description of a relevant learning event.

• You can toggle between three different views of your search results:

  • List view: This view shows you a list of all returned events. Export your results as desired.

  • Timeline view: This view displays the returned events by cohort on a timeline. Scroll through the results or quickly jump from year to year using the links on the right above the timeline. Mouseover an event for its course affiliation and length. View a total count of results returned per cohort in the left sidebar.

  • Table view: This view shows you course name, learning event, date, duration, description, unit (if enabled), event types, and teachers. Export your results as desired.

How to use advanced options

Advanced options let you further refine your curriculum search results.

• Click 'Advanced Options'.

• Select parameters to apply to your search including cohort, academic year, curriculum tag sets, filter fields, course and weeks (weeks will only appear if units/weeks in enabled in your installation).

• To add a Tag Set click on the name of the desired tag set and click 'Add' just below the list of tag sets. You can hide this list as desired by clicking 'Hide List'. Adding a Tag Set to your search means only events with something from that tag set will be included in the results.

• To use the Search Filter Fields and Search Filter Operator options, imagine creating a sentence to limit your results. For example, "If Event Description is ----" return results. You can create multiple filters to apply to a search and the returned results will only include events that meet the filter parameters.

• The Search Filter Operator options include: is, is not, contains, does not contain, starts with, does not start with, ends with, and does not end with.

• After you've set your filters, click 'Search'.

• To clear just some existing filters click the small x on each filter card. To remove all filters, click 'Reset'.

• Make sure to click 'Reset' to clear all filters before beginning a new search.

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

Exporting events: Include or exclude child events

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

• When you export events from Curriculum Search you can choose whether to include or exclude child events.

• Searching for key content in your curriculum, and exporting the results can be really useful for external reporting (e.g. research projects, interest group surveys, coroner's office, etc.). Similarly, these exports can help in gap analysis and planning an intentional curriculum.

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. 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.

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

• Optional fields: Institution Number: The user's university id (e.g., staff or student number). Entry Year: The year the learner entered/will enter a program. Grad Year: The anticipated graduation year. (Make sure your database includes the years you intend to enter.) Note that 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 deactivate users

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 either Disable their account, or set an Access Finish date and time (you could use this to set a finish access time in the future).

• Click 'Save'.

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

To delete a user:

• 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.)

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.

Visible only on a learner's Profile under the Account Options section, the Student Admin tool is to allow you to give a learner access to Exam question folders (as indicated in the Developer Notes).

The idea behind the Student Admin option is to allow experienced learners to create practice items for other learners. Then, this subset of the exam question bank would be used for formative exams where the learners can generate an exam comprised of random items from the bank, possibly based on curriculum tags applied to the items. (Please note that the ability for a learner to generate an exam is not yet included in Elentra.)

Students can also grade exam questions if they have been made a student admin, and assigned as a grader on an exam.

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).

The Manage Cohort tool allows you to store groups of users in cohorts and course lists. You can add specific learners to cohorts/course lists and set them as the audience for courses and events. Only users with admin. roles in Elentra can manage cohorts.

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

How to add a new cohort

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

To import cohorts:

• Navigate to Admin>Manage Cohort.

• Click 'Import/Export' and 'Import Cohorts from CSV file'.

• Download the sample template as needed.

• Complete the template and click 'Chose File' to add the template.

• Using this tool will create any new cohorts included in the csv and add users appropriately.

• Note that this tool cannot be used to create users; any user included in the cohort import must already exist in Elentra.

To manually create and add users to a cohort:

• Navigate to Admin>Manage Cohort.

• Click 'Add New Cohort'.

• Complete the required information, noting the following: Cohort Name: Make this clear as it will show up in various contexts throughout Elentra. Examples include Class of 2021, Class of 2022. etc. Cohorts will sometimes be available as filter options in Elentra. Cohort Type: Define the type of cohort you are creating.

  • Cohort: This is generally a full list of learners moving through a program together for a duration of time. They may take multiple courses together.

  • Course list: A course list is a type of cohort. It is generally a list of learners in one specific course for a set duration of time.

• If you select Course List, note that you'll be prompted to select a specific course.

• In the Add Learners section, click on the arrow to access a list menu of user groups. Click through the options to access the users you want to add to the cohort. Note the Select All option at the top of the list in case it is useful.

• To remove a name from the list, click the small x beside the name to be removed.

• Click 'Proceed'.

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

How to manage users in a cohort

Once users are added to a cohort you can deactivate or delete them.

Deactivating a user in a cohort will mean that the user still appears on the cohort list, but will have a red highlight. You can reactivate a deactivated member of a cohort.

Deactivated members of a cohort will:

• be removed from course enrolments (assuming the enrolment was set by cohort)

• be removed from the audience of events in the course (assuming the audience was set by course enrolment)

  • Note that if event audiences were set to course groups, you will need to remove the user from their group to remove them from the event audience.

• remain visible in the course gradebook

• be removed from the course logbook reports

• be removed from the My Learners list accessible to faculty or admins through the Assessment & Evaluation badge (as such those users will not be able to view an individual leaner's Assessments, Learner Explorer, etc.)

• display as "off-service" in Clinical Experiences > Rotation Schedule (assuming the learner was booked into at least one slot for the course)

Deleting a user from a cohort will remove them entirely and you will no longer see their name on the cohort list.

Deleted members of a cohort will behave like deactivated members of a cohort with the exception that they will be removed from a course gradebook.

To delete/deactivate a user:

• Click the red minus sign to the right of the user's name.

• Click 'Deactivate' or 'Delete'.

• Cohorts/Course lists that include deactivated members will be highlighted yellow on the Manage Cohorts list.

How to edit an existing cohort

• Navigate to Admin>Manage Cohort.

• Search for and click on the name of the cohort you want to edit.

• To edit the cohort name, click the pencil icon to the right of the name. Change the text and click 'Rename'.

• To delete users from the cohort click the red minus button to the right of the user name. You will be prompted to deactivate or delete the user.

• You can switch the group type from the dropdown menu. If you are turning something into a course list you'll be required to add the relevant course. If you switch group type you must save your change using the small Save button to the right of Group Type.

• You can add additional learners using the same process explained above.

• When you have completed your edits to the cohort, click 'Proceed'.

How to delete a cohort

• Navigate to Admin>Manage Cohort.

• Click the checkbox beside the cohort you wish to delete.

• Click the red Delete Selected button.

• You will be prompted to deactivate or delete the cohort.

• Confirm your choice.

Cohort vs. Course List

A course list is a type of cohort but there are a few places in Elentra where options exist only for cohorts:

• Community Registration: If you create a community and you want set registration options by Group, the available options will include cohorts but not course lists.

• Clinical Experiences: In Admin > Clinical Experiences the top level filter options are Cohort or Course. Course List is not included, however you can filter by course and cperiod which will likely match a course list fairly closely. (The learners listed will be based on the actual enrolment in the course and cperiod.)

• Events Tab: You can filter by cohort or by course, by not by course list.

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.

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.

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.

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

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

• In some organizations, attendance is tracked by learning event (not by day). In this case, attendance can be recorded on the Attendance tab of a learning event page.

• Any student whose absence is approved will have a comment in the Notes section of the Attendance tab indicating such. They should still be marked absence by de-selecting the tick box. This will be recorded on their dashboard as an “Approved” absence.

• If a student reaches the maximum number set by the staff:admin during set-up, a notification will be sent to the staff:admin’s dashboard. Follow-up can then occur.

Learners and approvers of absence reasons will receive notifications in the following circumstances:

• an absence request has been submitted and the user is set as the approver

  • Note that if there are multiple approvers, the first approver must approve the request before a notification will be sent to the second approver. If the first approver rejects the request, no notification will be sent to the second approver.

• there has been a request for additional information on an absence request

• a learner has reached or exceeded the maximum absences allowed for a pool

Elentra includes two reporting options for absence requests and attendance.

Request Report (Reports on absence requests)

This report includes how many requests have been made, who is away when, and when absent learners will be returning so administrative action can be taken. The report is downloadable in csv format and filters exist for absence reason, name of student, and dates of interest.

To access either report you must be logged in as a medtech:admin or staff:admin user.

• Navigate to Admin > Manage Absences.

• Click 'Request Report' from the left sidebar.

• Enter the relevant date range.

• Chose Reasons you want to report under the Absence/Moonlighting selector.

• Chose Learners under the Name selector.

• Click 'Search'.

Attendance Report (Reports on attendance at learning events)

This report summarizes attendance as recorded by learning event attendance tracking. This can also be downloaded as a csv file and will have information about whether the absence was approved or not. It can also be filtered by course and by date.

To access either report you must be logged in as a medtech:admin or staff:admin user.

• Navigate to Admin > Manage Absences.

• Click 'Attendance Report' from the left sidebar.

• Enter the relevant date range.

• Chose Learners under the Name selector.

• Click 'Search'.

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.

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

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

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

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

How to enter an observership as a learner

• From any page in Elentra, click on your name badge in the top right corner to open your user profile.

• Click 'My Observerships'.

• Complete the required information.

How to approve observerships as a program coordinator

• Navigate to Admin>Manage Users.

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

• From the Student Management box on the left sidebar, click 'Observerships'.

• Pending observerships will be displayed for you to approve.

How to report on completed observerships

• Navigate to Admin>System Reports.

• Scroll to MSPR Reporting and click on 'Observership Report'.

• Set the date range and additional filter fields if desired, and then click 'Create Report'.

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

• Click 'Communities' in the main tab menu.

• Click 'Create a Community'.

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

• Step 2: Provide the required details, noting the following:

Community Details

• Name: Pick a descriptive but concise name.

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

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

• Shortname: This will be part of the community url. It must be lower-case, less than 20 characters, and include only letters, numbers, underscore or period. After this is set there is no user interface to change the url so pick carefully!

• Type: Select the appropriate type from the dropdown menu. More detail about community types is available in the Communities>Types help section.

• If you are creating a course website, indicate which course should be connected to the community. Note that you can connect multiple courses to one course website and they will share their student-facing website. More information about this is in the Courses>Websites help section.

• Template: A selection of templates are available but only those applicable to the community type you select will display. Click on the magnifying glass icon in the corner of each template to see a sample of its appearance. The templates are titled with their suggested uses.

Community Pages

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

Community Permissions

• Here you can control how users access and use the community. Details about each option are included inline on the screen.

• Many organisations set the permissions for their courses as Protected Community and Open Community but of course it is up to each organisation to decide this.

• Click 'Create'.

• You will be redirected to the community and as the creator of the community can manage all pages. You'll notice an Edit button on each page. Click on it to add or edit content on any page. Additional information about managing a community is in the Communities>Manage help section.

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

How community administrators can build a space to share documents

• As a community administrator, navigate to a community and click 'Document Sharing'.

• Click 'Add Shared Folder'.

• Provide folder details noting that you can create sub-folders as needed. The folder description will be visible to community members.

• Set permissions for the folder. You can customize which community member types can browse the folder, upload files, and comment.

• By default folders are visible to students. If you'd like to hide the folder from students, click the appropriate radio button.

• Set the Time Release Options for the folder. This controls when the folder will be accessible to users.

• Click 'Save.'

• To edit or delete an existing folder, navigate to the document sharing page, click on cog to the right of the folder title and then make a selection from the dropdown menu.

• Note that within document sharing you can reorder folders, move files within folders, and expand all folders to view all files. Click on the appropriate button for each task from the document sharing page.

How community members can share documents (files)

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

• Navigate to a community and click 'Document Sharing'.

• Click 'Expand All Folders' to quickly view all existing files if desired.

• Click the cog beside a folder name and select 'Add File' from the dropdown menu.

• Browse your computer or drag and drop a file into place.

• Provide file details and set the access method and file visibility.

• Batch File Permissions allows you to customize who can view and upload new versions of files.

• Batch Time Release Options controls when this file will be accessible to other community members.

• Complete the Acceptable Use Agreement by checking the box and click 'Upload File(s)'.

• To delete or modify an existing file, click on the cog to the left of the file title and select the appropriate action.

How community members can share documents (urls and HTML)

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

• Navigate to a community and click 'Document Sharing'.

• Click 'Expand All Folders' to quickly view all existing files if desired.

For urls

• Click the cog beside a folder name and select 'Add Link' from the dropdown menu.

• Provide link details and if applicable open the Advanced Settings menu. Access Method: Define where the URL should open. Iframe Javascript Resizing: Select whether the resize the iframe. Session Variables: More information coming soon. Hide link from students: Define whether or not to allow students to see the link.

• Batch Link Permissions allows you to customize who can view and upload new versions of links. If you select Course Groups you'll be able to further set how browsing non-members can interact with the link (assuming your course community is open beyond enrolled learners).

• Batch Time Release Options controls when this link will be accessible to other community members.

• Click 'Save'.

• To delete or modify an existing link, click on the cog to the left of the link title and select the appropriate action.

For HTML

• Click the cog beside a folder name and select 'Add HTML' from the dropdown menu.

• Provide document title, description, and content.

• Set the access method.

• Decide whether or not to hide the document from view.

• Set viewing permissions to customize who can view the document.

• Set the Time Release Options to control when this document will be accessible to other community members.

• Click 'Save'.

• To delete or modify an existing HTML document, click on the cog to the left of the document title and select the appropriate action.

How community members can comment on shared documents

• Navigate to a community and click 'Document Sharing'.

• In Document Sharing, click 'Expand All Folders' to quickly view all existing files if desired. Click on a file name.

• If you don't expand all files, click on the appropriate folder and then file name.

• Click 'View Latest' to view the document (it will open or download depending on how its creator set it up).

• Click 'Add File Comment'.

• Provide a comment title and enter text into the comment body.

• Click 'Save.'

• The author of a comment and community administrators can edit or delete existing comments by clicking 'edit' or 'delete' beside a comment.

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.

How community administrators can set up a poll

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

• As a community administrator, navigate to a community and click 'Polling'.

• Click 'Add Poll'.

• Provide polling details including title and description.

• Decide whether or not to allow multiple votes by clicking the appropriate radio button. If you allow users to have multiple votes you should type in how many each gets (leave at zero for unlimited votes).

• Set up the polling question in the Question Details section. Question: This is what you are asking. If you'd like to create a poll with multiple questions you'll need to create your first question, save the poll, and then you can add additional questions. Multiple Responses: Check this off to allow respondents to choose more than one response. If you pick this, type in the range of response numbers each participant can give (e.g., between 2 and 4 responses allowed). Responses: Add answer options here. Click on the blue plus button to add your response option. After your first response is added to the list, type in another and click the blue plus button again. Edit a response by clicking on it. Delete a response by clicking the red trash can icon. Reorder responses by clicking on a response and dragging it to the place you want it to be.

• Set permissions for the poll to customize which community member types can view the poll, vote, view results (on an ongoing basis-usually most appropriate for the person controlling the poll), and post-vote results (meaning who can view the results only once they have already voted-usually most appropriate for the audience of a poll).

• You can restrict voting to specific community members by clicking on 'Select specific members to vote'. If you choose this option, click on 'Select Group & Role' to refine the list of options. Begin to type in a name and click on it when you see the appropriate user.

• If you wish to send out notifications to the community members that the poll has been posted check off the appropriate box.

• Set the Time Release Options for the event. This controls when the poll will be accessible to users.

• Click 'Proceed'.

• You can now add additional questions if desired. To do so, click 'Add New Question'. Questions can be edited or deleted by clicking on the blue pencil icon or red trash can icon.

• When you have added additional questions or made other changes, click 'Save'.

• To edit or delete an existing poll, navigate to the polling page, and then click 'edit' or 'delete' beside the event you want to modify. You may also see a 'vote' option if the poll is set up to allow administrators to vote.

• After at least one vote has been cast, administrators will also see a 'history' option beside a poll name. Click 'history' to see the current poll results.

How community members can participate in a poll

• Navigate to a community and click 'Polling'.

• Locate the appropriate poll and click 'vote'.

• Whether the community member can view the poll results depends on how the poll is set up.

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.

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'.

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.

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

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

• 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. *Triple check with developer.

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

What types of pages exist

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

• Default Content: Allows you to add any information to the page using the rich text editor (includes ability to embed media and post images).

• Announcements: Allows you to post announcements to the community. You can also choose to send notifications to community members when announcements are made. Announcements can also be set to be made visible on the home page (set this from the home or background page itself).

• Discussions: Allows community members to initiate and participate in discussions. Once a discussion space has been created by a community administrator (this includes a category and a forum), users will be able to create topics within the forum. The system is set up to allow threaded discussions and users can also subscribe to an RSS feed of a discussion using Live Bookmarks, My Yahoo! or another RSS application.

  • Note that a discussion page added to a course website will have slightly more options than a discussion page in a generic community; for example, in the course website when you add a forum to a discussion page you can restrict access to the forum to specific course groups.

• Document Sharing: Allows community members to upload, share, and download files. Folders and subfolders can be created to help organise files. Permissions can be set at the file and document level to control who can upload new versions of a document, who can access it, etc.

• Events: Post events for the community and choose whether or not to notify members of said event. Allows user to provide a title, date and time, and description for an event.

• Galleries: Galleries allows you to create folders in which to store images. Permissions can be set to allow users to upload, view, and comment on images. Images will display using thumbnails.

• Polling: This page allows you to create polls and make them available to members of the community.

• Quizzes: This page allows you to post quizzes created through Manage Quizzes.

• BasicLTI Consumer: LTI stands for Learning Tools Interoperability and is a way for one system to send a user to another system fairly seamlessly. This page type allows you to connect to an LTI provider your school has an existing arrangement with (e.g. Khan Academy, turnitin, Quizlet, etc.). You'll need to provide specific information from the LTI provider in the applicable fields. In some cases LTIs are free so you might not need a key and secret.

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

Course Website

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

• Background: This page will display the name and contact of a course director and curriculum coordinator (if applicable). It will also display any content added to the Course Description of Director's Message fields on the Manage Courses>Course Setup page. If you enable display community history for this community, that history will display on the background page. As of Feb. 2018, additional text added via the background page text box will not show up. If you enable announcements or events for this community, they will also not display on the background page (even if you check that they should).

• Course Calendar: This page will display a list of all events within a course.

• Prerequisites: This page is blank unless content is added.

• Course Aims: This page is blank unless content is added.

• Learning Objectives: This page will be populated with the curriculum tags assigned to the course through the Course Setup tab.

• MCC Presentations: This page will be populated with the clinical learning objectives assigned to the course through the Course Setup tab.

• Teaching Strategies: This page is blank unless content is added.

• Assessment Strategies: This page is blank unless content is added.

• Resources: This page can have text added to it. It will not automatically display the resources added to the course via Manage Courses (we are exploring changing this).

• Expectations of Students: This page is blank unless content is added.

• Expectations of Faculty: This page is blank unless content is added.

Learning Module

• Community Title: This is the title page of the learning module. It could include information like the affiliated course, intended audience, or instructions for using the module.

• Introduction: This page introduces the learning module.

• Objectives: This page is blank unless content is added.

• Foundational Knowledge: This page is blank unless content is added.

• Formative Assessment: This page is blank unless content is added.

• Test your understanding: This page is blank unless content is added.

• Summary: This page is blank unless content is added.

• Credits: This page is blank unless content is added.

• Print Version: This page provides users with the ability to export the learning module in a print-friendly version.

How to add content to community pages

• When logged in and on a community page, you have two options to manage the content on community pages.

• In many community templates as a community administrator you'll see an Edit button on most pages. By clicking on the button you'll be taken to a screen where you can edit the content and save your work. As a community administrator you'll also see an Admin Center card in the left or right sidebar. Click on 'Manage Pages' to access a list of all pages in the community.

• Click on the name of the page you wish to edit.

• Adjust the page attributes (e.g. parent page, menu and page title, etc.) and add any content you wish to.

• Click 'Save'.

How to add new pages to a community

• Log into Elentra and navigate to the community you want to edit.

• If you are an administrator of a community, you'll see an Admin Center card in the left or right sidebar. Click on 'Manage Pages' to access a list of all pages in the community.

• Click 'Add New Page'.

• Set the page details and add content if needed. Remember that different pages serve different functions. For an overview of page types see above.

• Click 'Save'.

• Add the required content to the page.

How to control access to individual pages

• Access a page either by clicking on the Edit button or by navigating to Manage Pages and clicking on the page name.

• In the Page Permissions section, check off the tick boxes to decide who can view the page. Scroll down and click 'Save'.

• Note that in some community types (e.g., course website), the required pages can not be hidden from the menu.

How to hide pages from view

• Access a page either by clicking on the Edit button or by navigating to Manage Pages and clicking on the page name.

• In the Page Option section, set the page visibility to 'Hide this page from menu'. This will prevent users from seeing the page, however the page still exists. If a user knows or guesses the url s/he will be able to access the page. Scroll down and click 'Save'.

How to nest pages

• Access a page either by clicking on the Edit button or by clicking Manage Pages in the Admin Center and clicking on the page name.

• In the top section of the page settings, find the 'Page Parent' section. Select a parent page from the dropdown options. Scroll down and click 'Save'.

• This will create pages that are children, or nested, below other pages.

• The first and second levels of menu titles will show up on the menu. Additional levels will show up on tabbed or list menus once the parent page is clicked on. This will appear differently depending on the template you've selected. See samples of different nesting page displays below. The Committee, Learning Module and Virtual Patient templates will allow for a mouseover display of second level menu titles and then will display third level titles in a list on the left side. The default and course website templates will display the first and second levels down the left side and third level titles as tabs across the top of the page.

Staff:admin users can configure how absences are tracked, a list of reasons for absences, and who is required to approve specific absence reasons (e.g., User A approves all absences due to illness).

Absence Management Dashboard

From the Absence Management Dashboard, you'll see the administrative options in the left sidebar.

• Navigate to Admin > Manage Absences.

• Absence menu options will display on the left.

  • Pending Requests: Displays any pending learner requests that require approval.

  • Archived Requests: Stores requests that have been approved or rejected. Staff:admin have the ability to make changes to archived requests.

  • Pools: This is where you can configure timeframes and groups for tracking absences. For example, if your attendance policy requires that absences be tracked by course you could make a pool for each course.

  • Archived Pools: Stores pools that are no longer in use but are stored for tracking purposes.

  • Request Report: Generates a report related to all requests made (note that this will not necessarily show all absences, that information can be found in another report).

  • Attendance Report: Generates a report that summarizes attendance as recorded by learning event attendance tracking. Includes whether an absence was approved or not. Available as a CSV.

  • Reasons: This is where you can store a list of reasons for absences and define who must approve different reasons.

  • Settings: Allows you to select how you will track absences (e.g. by learning events, by days missed) and which learners to include.

Settings

Here you can set whether you will track absences by learning event or not.

If left to 'No' absences will be tracked by day instead of by specific event.

Select 'Yes' if you want to allow learners to view specific learning events included in the date range of their requested absence and select the specific events they will miss. Selecting 'Yes' will also let you optionally allow administrators to report on absences by learning events missed instead of total days missed.

Reasons

Reasons will be available to all learners when they are logging an absence. They are stored for the entire organization so it may be valuable to work with multiple stakeholders to define the list of reasons your organization will use.

• Navigate to Admin > Manage Absences.

• Absence menu options will display on the left. Click 'Reasons'.

• Click 'New Reason'.

• Provide a required title and optionally provide a description. Learners will see this when they log an absence to help them make sure they select the correct reason for their absence.

• Set an approver for absences logged with this reason.

  • You can add approvers based on group:role permissions in Elentra (e.g. staff:admin) or you can add individuals (e.g. Beth Bluth).

    • If you set a group:role to be the approver, when a learner requests an absence they will be required to select a specific person from a list of users. This list will represent those user types who are course contacts for the courses the learner is enrolled in.

    • If you do choose to set group:role as approvers, the following user types can be setup to approve absence requests: staff:admin, staff:pcoor, staff:staff, faculty:director, faculty:faculty, and faculty:lecturer.

  • If you add multiple approvers the person listed earlier on the list will need to approve the absence before it gets sent to the second approver.

• Click 'Cancel' beside a name or group:role to remove them as reviewers.

• Click 'Save' to complete your reason. You will return to the list of reasons and your newly created reason should display.

Creating a Pool

This is where you can configure timeframes and groups for tracking absences. For example, if absences are tracked by course you could make pools for each course.

• Navigate to Admin > Manage Absences.

• Absence menu options will display on the left. Click 'Pools'.

• Provide a title, description, allowed absences and set the date range and cohort.

• If you have enabled tracking absences by event you will also have the ability to associated specific event types with each pool.

  • Setting up specific event types to be included in specific pools allows you to increase the granularity with which you monitor absences. Only absences for the indicated events will 'count' towards the pool total.

• Click 'Save'.

• When learners view their Absence dashboard they will see any pools created and affiliated with their cohort as well as their approved or rejected absences in each pool.

• Note that there isn't currently an administrative overview of all learners' total absences across all pools. (medtech:admin users could log in as a learner to get such a view.)

• Any individual that was listed on the absence request approval list will receive a notification on their dashboard indicating that they have an approval request pending. If there are 2+ approvers, the notification will be sent once the prior individual has approved (i.e. person B will not receive a notification until person A has approved).

• Under Admin > Manage Absences > Pending absences, an approver can look at the details of the request. Approvers are able to send messages to learners to ask for more information if required.

  • Sent messages display on the absence request card once it is refreshed.

• If an approver would like to approve the absence, they simply select “Approve” and a confirmation box appears. Once they approve a request, a notification will be sent to the learner or to the next approver.

Learners can report their absences through their profile options located in the top right.

Dashboard Overview

• A list of the requests the have made will be on this page. Icons will indicate whether or not requests are approved. Each request can be expanded (+sign icon) to allow learners to see more details about the request.

• Students who reach the maximum number of unapproved absences set by the staff/admin when creating the pool, will receive a notification on their Elentra ME Message Center (main dashboard).

• Clicking on the Absence Dashboard table will show the student which learning events they were marked absent from. They can expand each event to get more details.

• Note that the numbers in the table will only appear once attendance is tracked for a learning event IF the staff/admin selected “Track by sessions”. If they select “track by days”, the numbers in this table will reflect approved vs. rejected requests. (This design is to satisfy the different attendance tracking requirements of different programs.)

Logging an Absence

• From the user icon in the top right, click Absences.

• On the Absence Dashboard click 'Report on Absence/Moonlighting'.

• Provide the date(s), reason for absence (the reason description will display), any comments, and any associated documentation.

• Note that leaners will see the approvers defined for the reason they have selected or they will be prompted to select an approver if needed.

• Depending on whether track by events or track by days has been configured, learning events will display to show the learner what they will be missing. They can check or uncheck specific events as needed.

• Click 'Submit'.

• The Absence Dashboard will update to show the request.

• Saved absence requests will show on the 'My Requests' card until they are addressed by an approver.

  • An icon indicates whether the request is pending, approved, or rejected.

• An approved request will have a green check mark icon beside it. Note the numbers in the overview table will not change until the events associated with the request have occurred and attendance has been tracked.

• If an edit is required (adding of documents, more explanation, etc.), the student may add this information to any pending request. Once a request is approved or rejected, the student will not be able to edit it.

• If any additional information is required regarding the request, students will receive a notification on their Elentra ME Message Center (on their main dashboard). Each request will have an associated reference number which will allow for easy tracking and communication.

How community administrators can start discussions

• As a community administrator, navigate to a community and click 'Discussions'.

• Click 'Add Discussion Forum'.

• Provide a title, description and category. The forum category will be the most easily viewable label for users, think of it as a folder or label for the discussion forum. You can eventually create multiple discussion forums within one category. The description will be visible to users once they have clicked the category name.

• Set permissions for the discussion forum. You can customize which community member types can view the forum, write new posts, and reply to posts.

• Set the Time Release Options for the discussion forum. This controls when the discussion forum will be accessible to users.

• Click 'Save.'

• To edit or delete an existing discussion forum, navigate to the discussions page, click on the category name, and then click 'edit' or 'delete' beside the discussion forum you want to modify. If you delete a discussion and it was the only discussion forum in a category, the category will also be removed.

• Note that community members who participate in discussion forums have the option to post anonymously, however, community administrators will be able to see the identity of all users who post to a discussion, whether anonymous or not. If you have faculty in community administrator roles responding to discussion posts it may be worth letting them know that students may be posting anonymously.

• Using Discussions in a Course Website/Community: Note that if you use Course Groups you will have the option to customize a discussion board to have a specific course group as its audience. Leave both the Member Permissions checked off and specify the small group audience(s) for the discussion.

How community members can participate in a discussion thread

• Navigate to a community and click 'Discussions'.

• Click on a discussion category name.

• Click on a discussion forum title.

Creating a new post

• Click 'New Post'.

• Add a post title and body.

• Users can choose to make their comment anonymous by checking the box beside 'Hide my name'. Note that the user's identity will still be visible to community administrators.

• File Attachments: Users can select a file from their computer to upload with their comment.

• Set the Time Release Options to set when the comment will be visible to community members.

• Click 'Save.'

• The author of a comment and community administrators can edit or delete existing comments by clicking 'edit' or 'delete' beside a comment.

Responding to a comment

• Navigate to a community and click 'Discussions'.

• Click on a discussion category name.

• Click on a discussion forum title.

• Click on a topic title.

• Click 'Reply to Post'.

• Add text, decide whether to make the post anonymous, attach a file if required, set time release, and click 'Reply'.

• The author of a comment and community administrators can edit or delete existing comments by clicking 'edit' or 'delete' beside a comment.

Subscribing to Discussions

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

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.

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

How to subscribe to community notifications within a community

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

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

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

How to edit notification settings

• Click the username badge beside the logout button to open the user profile.

• Click 'Notification Preferences' in the Profile card in the left sidebar.

• Active Notifications tab: Users can search for and delete any active notifications from here. Users most often see listings for discussion and comments they have subscribed to for individual events.

• Community Notifications tab: Users can enable or disable community notifications here. This will overrule the community setting (e.g., if the community admin. creates an announcement and sets it to notify community members).

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).

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

Unlike many content management systems, Elentra does not require you to create a separate instance of a course each academic year. When a course is built you define an enrolment period for it and set an audience for that enrolment period. By adding multiple enrolments and audiences to a course you make it accessible to various learners but the content stored on the course setup tab (i.e., curriculum layout, course name, course code, course contacts) is not unique to those audiences.

Users do have the ability to create unique course websites for different iterations of a course. This is achieved by creating course communities (aka websites) for the course and associating the course website with a specific curriculum period. (More information on course websites .)

Individual learning events, which are mapped to a course, are available to the specific audiences for the events.

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

Setting Up A Course - Overview

• Create a

• Assign to the course

• Create (student groups) if needed

• Configure the

• Configure the (if needed)

• Import the course's

• with their learning objectives

• Create a if you will be using course websites

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.

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.

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.)