Rotation and Faculty Evaluation Options
If your organization uses a standard rotation or faculty evaluation form (i.e., the same form is used to evaluate all rotations in a course, or for all faculty teaching in a course), there are some options available to reduce the administrator work necessary to collection evaluation data.
Please note that Elentra can include a Standard Rotation Evaluation form type and a Standard Faculty Evaluation form type. These form types are not in Elentra by default and will need to be added by a developer to be used. Use of these specific form types is required if you want to either a) provide templated items on these forms to promote consistency across courses, or b) plan to use the automated rotation evaluation option (set when building a rotation). If neither of those situations apply to you, you can still use on-demand workflows to allow for rotation and faculty evaluation.
If you want to allow learners to initiate evaluations of rotations and faculty on an as needed basis you can use on-demand workflows.
Faculty Evaluation and Rotation Evaluation workflows can be applied to any type of form permissioned to a course to allow learners to initiate the form on-demand.
Not that you can not set up faculty evaluation or rotation evaluation workflows to allow faculty or staff to evaluate faculty or rotations
Note:
If a learner initiates a form using a Rotation Evaluation workflow, Elentra checks the learner's rotation schedule. The learner will be able to complete a rotation evaluation for any past or current rotation they are scheduled into. A learner will not be able to initiate an evaluation for a rotation they are scheduled into in the future.
If a learner initiates a form using a Faculty Evaluation workflow, they will be able to access a complete list of all faculty stored in Elentra.
2) Automatic Standard Rotation Evaluation Option
If your organization uses the Clinical Experience rotation scheduler and a Standard Rotation Evaluation form type to evaluate rotations within courses/programs, you could use the automatic standard rotation evaluation option. This feature is enabled when you build rotations, and removes the need to have distributions or use workflows for rotation evaluations. Instead, each course/program can create a standard rotation evaluation form (which can have preset standard items shared across courses), and the form will be auto-distributed to learners based on their rotation schedules. This option requires developer assistance. A developer must add the appropriate form type in the database and build the templated items if desired (there is no user interface to build the templated items).
Please note that the automatic rotation evaluation option is specifically to support rotation evaluations, and that course evaluations should still be sent via distributions.
Each program/course can only have one standard rotation evaluation form active at a time. If you create a second form of this type it will override the first form you made.
To use the automated standard rotation evaluation feature, when you build a rotation make sure to check off the "Automated standard rotation evaluation" button. Set the preferred delivery schedule for these automated tasks.
To report on forms completed this way, please use the "Automatic Rotation Evaluations (Aggregated)" Report.
Implementation Notes
If your organization wants to use a standard faculty or rotation evaluation form a developer will need to add those two form types to the database and associate them with the correct organisation (relevant table: cbl_assessments_form_type_organisation).
Additionally, a developer will need to create the standard rotation evaluation items. These items that will be included on every standard rotation evaluation form (courses/programs will be able to add additional items as needed).
Once the form types and standard items are added, administrative users can build standard rotation evaluation forms and publish them as needed.
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