Organizations will need to map their CBE curriculum before beginning to use additional CBE tools. Typically central administrative staff will create the required curriculum framework(s). Following that, curriculum can be uploaded at the organization or course level, depending on the needs of an organization.

Due to some legacy code, organizations will have to run some auto-setup tools and populate certain tag sets before they can build their own frameworks.

In the context of Royal College programs, after your CBME migrations are complete, any new program onboarding to CBE will have to map Entrustable Professional Activities, Key and Enabling Competencies, Milestones, Contextual Variable Responses and Procedure Attributes (if using procedure form template).

Overview of CBE Curriculum Set Up

The CBE tools allow an organization to build a curriculum framework to define the structure of their curriculum (e.g., exit competencies, phase objectives, course objectives), and leverage that framework to build objectives trees that house the specific curriculum.

Curriculum Framework

A Curriculum Framework defines a list of tag sets and sets relationships between those tag sets. Elentra will look for that information when an objective tree is built. Objective trees consist of the curriculum tags that users will work with in Elentra.

Objective Trees

Objective Trees are built based on the structure defined in a Curriculum Framework. They define the hierarchical relationships between all of the curricular objectives (tags) included.

A Curriculum Framework may be used to generate multiple Objective Trees and Objective Trees are versioned each time there is a change to them.

There are three types of objective trees:

• Organisation Trees - Use an Organization Tree when multiple courses share identical curriculum. You will be able to apply an organisation tree to courses when you set them up. You create an Organization Tree from the Admin > Manage Curriculum > Curriculum Framework Builder. Then it can be leveraged from Admin > Manage Courses > CBME > Configure CBME.

  • Building an organisation tree is most appropriate when a single curriculum is applied across multiple courses.

• Course Trees - A Course Tree is required for every course, however there are several ways you can create a Course Tree. You can upload curriculum tags per course (appropriate when courses/programs have unique curriculum) or copy an existing Organisation Tree to multiple courses (appropriate when multiple courses share the same curriculum).

• User Trees - Elentra creates unique user trees for learners enrolled in courses that have course trees. Updating a user tree is what allows learners to have different versions of organisation trees applied to them as the curriculum changes. In a typical setup, administrators don’t have to modify user trees that often and there is no initial work to build a user tree. A user tree is automatically created for a user when they are enrolled in a course.

After a curriculum framework, organisation trees and course trees are built, you can use the existing competency-based assessment tools like form templates, assessment plans, learner dashboards and program dashboards.

If you are a Canadian Postgraduate organization, many of the prerequisites for using CBE are already in place. If the CBE module is new to your organization, there will be some developer tasks required before you begin to explore CBE.

Required Developer Tasks for CBE

• Enable CBE for the relevant organization (database setting: cbme_enabled)

• Disable CBE for all courses that don’t need it (make entries per course for cbme_enabled on the course_settings table)

• Add form types to the organization

  • Almost all organizations will require the rubric form be active to use CBE

  • You can optionally add other form types (e.g. Supervisor Form Template, Smart Tag Form)

• Configure workflows for the organization (at a minimum you will likely need rubric forms available to the EPA or Other Assessment workflow)

• Create Assessment & Evaluation rating scales as needed (this can be done by a medtech:admin user)

  • If a rating scale will be used for global entrustment or milestone ratings, additional developer work can allow users to have automated question prompts based on the scale selected

• The following are required only if you plan to version your curriculum and automatically apply new versions to learners when they transition to a new stage within your curriculum framework:

  • Configure learner levels as required by your organization (e.g., PGY 1, PGY 2). Store these in the global_lu_learner_levels table.

  • Enable the enhanced enrolment tab to allow administrative staff to enter learner level and CBE status information (database setting: learner_levels_enabled)

    • NOTE: Some schools choose to just store this information in the database and not have administrative staff input it (they are presumably getting the data from another system).

Optional Developer Tasks for CBE

• Set learners up to land on their My Event Calendar tab on the dashboard instead of their CBE Progress Learner Dashboard. There is no database setting for this; a developer just has to make code changes to support it if that is an organization's preference.

• Enable learner self-assessment options for curriculum tags displayed on the learner dashboard (database setting: cbe_dashboard_allow_learner_self_assessment and/or learner_access_to_status_history)

• Enable visual summary dashboards (database setting: cbme_enable_visual_summary)

  • Provides access to additional reporting on EPA assessments

This step is optional based on your curriculum structure and needs. An Organization Tree makes the most sense to use when multiple courses share identical curriculum. You will be able to apply an organisation tree to multiple courses when you set them up and build their course trees.

Create an Organization Tree

1. Click on the framework title in the Curriculum Builder table where you want to create, or edit an organization tree.

2. Click the Organization Tree tab.

3. On the Create New Organization Tree page, input the Title name.

4. Click the Save and Proceed to Uploader button.

5. At this point you'll be prompted to upload the required files to populate your tree.

6. For each tag set select Default Upload or Upload referencing single parent code.

7. Click Choose a file or drag and drop to add a .csv file.

   Once the .csv file is selected, the upload area will display the file name.

8. Click the Save and upload tag set name button. A confirmation highlighted in green will display when the file is uploaded successfully.

9. Scroll down to click the Next Step button.

10. Continue until all tag sets are populated.

Delete an Organization Tree

1. On the Organization Tree tab, click the trash icon associated with the tree you want to delete.

2. On the Delete an Organization Tree page, click the Delete this tree button.

3. You will receive a notification that the tree was deleted, and the page will return to the Organization Trees table.

After the provided software migrations run with the upgrade to ME 1.24 or higher, some additional configuration is required for your users to move forward using Elentra as they currently do. Please check all tag set settings for the tags included in your Royal College Framework (Milestones). This is important to ensure that the learner dashboard, program dashboard and assessment plan builder behave as expected.

A Curriculum Framework defines tag sets and the relationships between those tag sets.

To use the CBE dashboards, you must create a curriculum framework and define the tag set options you'd like to use for each tag set included in the framework. The tag set options will determine things like whether a tag set appears on the assessment trigger interface or whether a tag set is shown on a learner dashboard.

Once a Curriculum Framework is create, you can optionally create an organizational tree or multiple course trees.

Creating an organisational tree is optional and is required only when you have multiple courses that will rely on the same curriculum. Otherwise, once you have built the required framework(s), you can work within a course page to build course trees.

Add a Curriculum Framework

1. Log in as a MedTech or Admin user.

2. Open the Admin drop-down on the top menu and click Manage Curriculum.

3. Click Curriculum Framework Builder in the left-side menu.

4. Click the Add Framework button.

5. In the Adding New Framework box, input the Title of the framework and click the Add Framework button.

6. The new framework will appear in the Curriculum Frameworks table.

7. Rename a framework as needed by clicking the edit icon on the right side of the Curriculum Frameworks table.

Once a Curriculum Framework exists, you need to define the tag sets to include in that framework. You can create new tag sets or add existing tag sets. If you add existing tag sets, you'll still need to upload objectives for those tag sets when you build an objective tree, however you'll be able to manually map tags uploaded through an objective tree to other tags stored in Elentra.

Create a Tag Set

1. From Admin > Manage Curriculum > Curriculum Frameworks, click on the framework to which you want to add tag sets.

2. On the Tag Sets page, click the Create Tag Set button.

3. On the Adding Tag Set page, under the Details section, input the Code, Name, Shortname. These fields are required.

4. Scroll down to select which course(s) the tag set will be associated with.

5. Scroll down to select from the options under Framework Specific Options, if applicable. See Curriculum Framework Tag Set Options for more details.

6. Scroll down to select from the options under Form Options, if applicable. See Curriculum Framework Tag Set Options for more details.

7. Scroll down to select from the options under Advanced Options, if applicable. See Curriculum Framework Tag Set Options for more details.

8. Click the Save button to add the tag set.

Add an Existing Tag Set

Note that even if you add an existing tag set to a curriculum framework, Elentra will still require you to upload objectives to build an objective tree.

1. Click on the framework title in the Curriculum Builder table that you want to add tag sets.

2. On the Tag Sets page, click the Use Existing Tag Set button.

3. On the Use an Existing Objective Set box, use the Existing Objective Set drop-down to select a tag set.

4. Click the Import button.

5. On the Edit Tag Set page, under the Details section, ensure the correct Code, Name, and Shortname appear.

6. Scroll down to ensure the proper course(s) are associated with the tag set.

7. Scroll down to ensure the necessary tag set options are selected, if applicable:

   • Framework Specific Options

   • Form Options

   • Advanced Options

8. Click the Save button to add the tag set.

Manage Tag Set Relationships

This step is necessary to define the relationships between tags. These relationships will help store information properly when you import curriculum tags to create the map of your curriculum.

1. Click on the framework title in the Curriculum Builder table that you want to manage the tag set relationships for.

2. Click on the Relationships tab.

3. Click on the Manage Relationships buttons for the tag set you want to add a relationship.

4. In the Adding Relationships to [insert tag set title] box, use the Relationship Type and Tag Set drop-downs to add the proper relationship.

5. Repeat the above steps for all necessary tag sets. This will create the framework for your CBE Course (program).

Remove a Tag Set

1. On the Curriculum Builder page, select the tag set on the Tag Set table.

2. Click the Remove Tag Set button.

3. On the Remove Objective Sets box, review the instructions:

4. Click the Remove button to delete.

Although Elentra allows individual programs using a Royal College framework to upload specific Key and Enabling Competencies, organizations are still required to upload a standard list of Key and Enabling Competencies at the organization level.

If you see a warning like the one below, it means your organization still needs to upload standard key and enabling competencies through Manage Curriculum.

Information for Consortium Schools Not Using Royal College Programs

Dummy Data for Consortium Schools Exploring CBE

For Consortium schools who are exploring CBE in Elentra, although you are never going to use the Key and Enabling Competency tag sets, Elentra still requires you to populate these tag sets with some data.

Download these files to have available for the curriculum tag upload.

Upload Key and Enabling Competency Tags

• Navigate to Admin > Manage Curriculum.

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

• Click on a curriculum tag set name (e.g. CanMEDS Key Competencies) and then click 'Import from CSV' in the top right.

• Drag and drop or select the appropriate file from your computer and click 'Upload'.

• You will get a success message and the curriculum tags you've added will appear on the screen.

Now that you have fulfilled the requirements of the auto-setup tool, you can begin to create your own curriculum framework as needed.

Information for Royal College Programs

Templates to Import Standard Key and Enabling Competencies

Most organizations will have already completed this step while they were using CBME. If you are testing things or building a new organization for some reason, these files can be used to populate the standard key and enabling competencies. When you build objective trees for individual programs you'll need to prepare KC and EC templates to upload for that program.

Upload Standard Key and Enabling Competency Tags

• Navigate to Admin > Manage Curriculum.

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

• Click on a curriculum tag set name (e.g. CanMEDS Key Competencies) and then click 'Import from CSV' in the top right.

• Drag and drop or select the appropriate file from your computer and click 'Upload'.

• You will get a success message and the curriculum tags you've added will appear on the screen.

Now that you have fulfilled the requirements of the auto-setup tool, you can begin to create your own curriculum framework as needed.

To use Elentra's CBE tools, nine required curriculum tag sets must be in place. An auto-setup tool will create the tag sets.

Navigate to Admin > Manage Course > Course (new or existing), and click the CBME tab.

If the required curriculum tag sets aren't yet configured, Elentra will prompt users to auto-setup the required curriculum tag sets and will populate the CanMEDS Roles, Royal College Stages, and Contextual Variables tags. You just do this once for an organization.

Users without permission to use the auto-setup feature will be directed to contact a system administrator with the message below.

After building the required tag sets, Elentra will prompt you to populate a standard list of key and enabling competencies. This is also a relic of CBME supporting Royal College programs but schools exploring CBE can upload dummy data to fulfil this requirement. An organization only has to do this once. Go to the next page to learn how to upload information for the standard key and enabling competency tag sets.

Curriculum Tag Sets Built Through Auto-Setup Tool

A Course Tree is required for every course, however there are several ways you can create a Course Tree. You can upload curriculum tags per course (appropriate when courses/programs have unique curriculum) or copy an existing Organisation Tree to multiple courses (appropriate when multiple courses share the same curriculum).

Creating a Unique Course Tree

Upload objectives within a course under Admin > Manage Courses.

Step 1

Within a course, select the CBME tab and then the Configure CBME tab to begin Step 1: Configuration. Select Use a curriculum framework as a base and click Next Step.

Step 2

Select a framework in the drop-down and click Next Step.

Step 3

Ensure the objective .csv files are formatted as indicated in the highlighted instructions.

Step 4

For each curriculum tag set,

• Select Default upload or Upload referencing a single parent code

• Select the appropriate file

• Click 'Save and upload (tag set name)'

• Choose a file or drag and drop to add a .csv file.

• A confirmation highlighted in green will display when the file is uploaded successfully.

• Repeat for each curriculum tag set as needed.

Notes:

• If you forget to select the correct Upload radio button (ex. Upload referencing a single parent code), you must reset the upload by going back to Step 1: Configuration in the CBME tab of the course.

Step 5

You can review the new proposed tree structure with the uploaded objectives added. Click the Publish button to save.

Note: if there are errors in the upload, then the objective uploads have not been published. The publish button also does not appear when there is an error. You will need to reset the objective upload. See Notes section in Step 4 of this documentation.

Step 6

A behind the scenes task will run to publish your objective tree and make it visible to you. At most schools, this happens once a day. After sufficient time has passed, you can refresh the Configure CBME tab screen to review and search within the new tree mappings.

Pre-requisite: A developer has already migrated CBME data to CBE.

After migrations have run and you log back into your upgraded Elentra ME 1.24 or higher environment, you can expect to see some automatically generated Curriculum Frameworks.

Since most schools have mapped to Milestones, we'll focus on that framework for demonstrative purposes.

The Royal College Framework (Milestones) framework should look like this:

Where tag set relationships are defined as follows:

You should not need to change anything about this setup.

Please check all tag set settings for the tags included in your Royal College Framework (Milestones). This is important to ensure that the learner dashboard, program dashboard and assessment plan builder behave as expected. (See recommended tag set settings in Step 8 on the next page.)

In the context of Royal College programs, each program will upload its own curriculum via Admin > Manage Courses/Programs > CBME > Configure CBME.

Preparing Templates for RC Curriculum Imports

csv files prepared for RC program curriculum imports should include the following column headings:

• Parent(s)

• Code

• Name

• Description

• Detailed Description

While all tag sets should include code and name information, the full parent path is only required on the milestone template. The other curriculum tag sets can by uploaded with no parents at all.

Importing RC Program Curriculum

1. Navigate to the Configure CBME tab. Select Use a curriculum framework as a base and click Next Step.

2. Select a framework in the drop-down and click Next Step.

3. Complete the required upload for each tag set.

• Reminder: While all tag sets should include code and name information, when using the default upload method, the full parent path is only required on the milestone template. The other curriculum tag sets can by uploaded with no parents at all.

• Select an upload method.

  • For the Stages upload, ensure the Default upload option is selected.

  • For the Entrustable Professional Activities upload, ensure the Default option is selected.

  • For the Roles upload, ensure the Default upload option is selected.

  • For the Key Competency upload, ensure the Default upload option is selected.

  • For the Enabling Competency upload, ensure the Default upload option is selected.

  • For the Milestones upload, ensure the Default upload option is selected.

• Drag and drop a file into the appropriate space. You will see the file name when the file is there.

• Click Save and upload and you'll see a green success message.

Notes:

• If you forget to select the correct Upload radio button (e.g., Upload referencing a single parent code), you must reset the upload by going back to Step 1: Configuration in the CBME tab of the course or in the Organization Trees section of the Curriculum Framework Builder.

1. You can review the new proposed tree structure with the uploaded objectives added. Click the Publish button to save.

Note: If there are errors in the upload, the green Publish button will not display and you will be unable to publish. You will need to reset the objective upload. See Notes section in step 3 of this documentation.

1. After you publish your course tree, a behind the scenes task must run for the curriculum to publish. At many schools this happens once a night. After time has passed, you can refresh the Configure CBME tab screen to view the imported curriculum.

Sample Data For Curriculum Tag Uploads

Please reach out to the Consortium Core Team on Slack if you are a Consortium school and are looking for some sample data to test CBE with.

Depending on your curriculum framework and organization's needs, you may upload your tag sets within the organizational tree (and then leverage that tree in multiple courses), or you may upload your tag sets through individual courses.

Prerequisite:

The titles of the column headings in the uploaded spreadsheets must be the following:

Two Upload Options:

Default Upload

• The “Parent(s)” field must be specific as to where the objective is to be located in the Curriculum Framework structure:

  • Example: for objective PTYPE1, Parent(s) field may be: “DOCC1-EPA1-POE1, DOCC1-EPA1-POE2” - This will attach objective PTYPE1 to Curriculum Tag PEO1 under EPA1, which is under DOCC1, as well as PEO2, under EPA1, which is under DOCC1.

• Parent(s) field can be empty until used in another upload. For example, objectives at the highest level would be uploaded with the “Parent(s)” field empty.

Sample .csv format:

Sample .csv format:

Upload Referencing a Single Parent Code

• Upload objectives referencing their immediate parent.

  • Example: when uploading objective PTYPE1, the Parent(s) field may only specify “POE1, POE2”. This attaches PTYPE1 to wherever Curriculum Tags POE1 and POE2 appear, no matter their parents or where they appear in the hierarchy.

Sample .csv format:

Sample .csv format:

Uploading Objectives Example

Demo Session

The Core Team recorded a demo session with a complete walk-through of the creation and versioning of Objective Trees:

Overview

Given Curriculum Framework with structure:

DOCC - Domains of Clinical Care

EPA - Entrustable Professional Activity

POE - Phase of Encounter

PTYPE - Procedure Type

P - Procedure

SD/FMR - Skill Dimensions & FM CanMEDs Role

PT - Priority Topic

P&P - Progress & Promotion

When selecting to create a new Objective Tree Version and choosing to Upload, a page will be displayed to allow the user to upload objectives for each of the above Curriculum Tag Sets in the hierarchy, in order of hierarchy:

1. Domains of Clinical Care

2. Progress & Promotion

3. Entrustable Professional Activity

4. Phase of Encounter

5. Skill Dimensions & FM CanMEDs Role

6. Priority Topic

7. Procedure Type

8. Procedure

Note: For each of the above, the user can upload a CSV of objectives and select either Default upload or Upload referencing a single parent code.

Level 1 - Root Level

For Curriculum Tag Sets with no parent in the Curriculum Framework structure, the selected method does not matter, since no Parent is specified for the Objectives.

For example, the following can be used to set objectives for Curriculum Tag Domains of Clinical Care, no matter the upload method since no Parent is specified.

Root Level Objectives

Level 2

In addition, for Curriculum Tag Sets that appear in the second level (below the top) in the Curriculum Framework, the upload method will also not matter since only a single Parent is specified:

Root Level Objectives

In the above example, objective EPA2 has two parents, DOCC2 and DOCC3.

For Curriculum Tag Sets that appear in lower levels than the top in the Curriculum Framework, the selected upload method will matter.

Level 3

Default Upload Method Example

The following is an example of how POE objectives can be uploaded using the Default Method, under EPAs:

The above will set objective POE1 under DOC1-EPA1 in the hierarchy for example. Also note the difference between POE4 and POE5.

POE4 is assigned to EPA2, but only EPA2 under DOCC2 in the hierarchy, where POE5 is assigned to EPA2 under DOCC3:

Single Parent Code Upload Example

The following is an example of how POE objectives can be uploaded using the Single Parent Code method, under EPAs:

In the above, EPA2, no matter where it is in the hierarchy, is assigned the set objectives POE2, POE3, POE4 and PEO5. Therefore, both DOCC2-EPA2, and DOCC3-EPA2 are assigned those objectives.

Subsequent levels would be assigned objectives in a similar way.

This template organizes the information about EPAs and allows the information to be uploaded to Elentra.

Completing the EPA Template

Each program should complete an EPA template with the following information:

• Parent(s): This can be left blank because you will provide the full parent path in the Milestones Template. If you prefer to complete this column, you can indicate the parent of the EPA which is the Stage (i.e., D, F, C, P)

• Code: Indicate the EPA code (e.g., C1, C2, C3). Note that there is no space between the letter and number in the EPA Code.

  • EPA codes should be recorded in uppercase letters and include the learner stage of training and the EPA number. Use the learner stage letters outlined below to ensure that the EPAs correctly map to other curriculum tags. D: Transition to Discipline F: Foundations of Discipline C: Core Discipline P: Transition to Practice

• Name: Provide the competency text

• Description: Provide additional detail about the EPA as required.

• Detailed Description: Not every program will use the ‘Detailed Description’ column.

• Save your file as a CSV.

The tools to support competency-based education in Elentra were significantly updated in ME 1.24. Whereas users were previously restricted to a rigid curriculum structure to fit the requirements of Canadian post-graduate medical programs, the new Curriculum Framework Builder allow organizations to build a curriculum structure that suits their needs. Once this curriculum structure is populated with curriculum objectives, organizations can take advantage of the learner and program dashboards that were built to accompany CBME.

You can watch recordings about CBE at (login required).

With CBE enabled, an organization will be able to:

• create one or more curriculum frameworks and populate organization and course trees (i.e., map a curriculum that includes objectives at multiple levels on multiple paths)

• use supervisor, procedure, smart tag and field note form templates to create assessment forms users can initiate on demand (requires some developer assistance to configure workflows),

• create rubric and periodic performance assessment (PPA) forms that are linked to the curriculum (can be used on-demand or sent via distributions),

• monitor learner progress on a configurable learner dashboard (i.e., determine which curriculum tag sets display on dashboards),

• create assessment plans to set assessment requirements for individual curriculum tags,

• monitor learner progress towards assessment plans through a program dashboard, and

• monitor learner performance and EPA task completion rates through optional visual summary dashboards.

In addition to these core tasks, users of CBE tools may opt to:

• map CBE curriculum tags to specific rotations (requires that a program is using the Clinical Experience Rotation Schedule)

• assign faculty members as competence committee members and academic advisors to provide them access to view specific learners,

• and log meeting information for each learner.

Changes to General Elentra Experience with CBE Enabled

• Be aware that if you enable CBE in an organization, learners will land on their CBE dashboard when they log into Elentra. They still have access to the My Event Calendar but will have to click to view the calendar.

  • If your organization prefers that learners still land on their My Event Calendar tab when logging in, you'll need a developer to make that change for you.

• Faculty and staff users with access to My Learners will also experience a difference because by default they will see a Program Dashboard view when accessing My Learners. If a CBE course does not have a CBE assessment plan set up, most of the Program Dashboard will be empty, however faculty and staff can still access a learner's assessments and logbook from their name card.

Database Setting Options

This template organizes the information about Stages and allows the information to be uploaded to Elentra.

Completing the Stages Template

Every program can use the same Stages template when they upload their program curriculum.

• Parent(s): This column can be left blank.

• Code: Provide the code (i.e., D, F, C, P).

• Name: Provide the full stage name text

  • D: Transition to Discipline F: Foundations of Discipline C: Core Discipline P: Transition to Practice

• Description: Not required.

• Detailed Description: Not required.

• Save your file as a CSV.

When working with tag set in the context of the Curriculum Framework Builder, an administrator must configure the settings for each tag set. These settings tell Elentra which tag sets to show on the learner and program dashboard, which tag sets should be accessible as filters and in the Assessment Plan, etc.

Framework Specific Options

Show on Dashboard

Select this to have a tag set display on the learner dashboard.

When this option is selected, a dashboard scale can also be selected. The dashboard scale will display and allow progress reviewers with permission to set a status for the objective (when clicking the status circle). If a user doesn't have permission to set the status for an objective, they will only be able to see the status.

In this example, the tag set "Direct Observations" was set to show in dashboard.

Display Under Parent on Dashboard

This tag set option will display the objectives under their parents as categories on the dashboard.

"EPAs" are displayed under their parent, "Stages", on the Learner Dashboard

Allow tag set to be used as a filter on the dashboard

This option will add the tag set as a filter on the learner dashboard.

Allow tag set to be triggered

This option should be selected if the tags will be used when triggering on-demand assessments.

Allow tag set to be mapped to clinical experiences

This option allows the tag set to be mapped to clinical experiences (i.e., rotations).

Allow tag set to be used with Assessment Plans

This option should be selected if the tag set is to be used in the assessment plan builder.

Allow tag set to be displayed on the Program Dashboard

This option will allow the tag set to be displayed on the program dashboard.

Group Program Dashboard progress by this tag

This option will group children of this tag set on the program dashboard.

Allow tag set to be used as a filter on the Program Dashboard

This option will use the tag set as a filter on the program dashboard.

Allow editing of objective text

This option does not currently impact the user interface in any way.

The intention is to allow users to edit curriculum tags at the Course level to accommodate unique course/program needs. This has not yet been implemented.

Form options

Allow tag set to be shown on a smart tag form

This option will add this tag set as a smart tag item on the smart tag form templates. Smart tag items will display the mapping of the triggered branch after the form has been generated.

Allow tag set to be added to form templates

This option will allow this tag set to be used on CBE form templates (Supervisor Form, Procedure Form, Field Note Form).

Make available when any parent tag set is added to a supervisor form template

This option will add this tag set as a mapped objective on Supervisor form templates. You would primarily use this option when you have children of a parent and you want to add the parent tag to a Supervisor form and have the child tags automatically pulled into the form for use.

Advanced Options

This objective set is a primary competency

This is meant to show an EPA; where we expect to show EPA related information, this option allows the objective set to be used in its place.

This is also important to select as the child of a primary objective (example: Parent - Stages, Child - EPAs).

You will want to select this to ensure all children and grandchildren of this tag set/objective set will be displayed in the objective tree mapping for your CBE course.

Allow tag set to be used as a filter in the triggering interface

This option sets the tag set as a filter when initiating tasks on-demand.

If the objective is a primary competency, this filter will display the set of objectives the learner is currently in-progress (e.g., Display EPAs by the current stage). When this option is selected, name the filter.

This objective set is a container of its related children

This option may be used if your curriculum uses stages. For example, your learners must complete a foundations stage before they move into a core stage.

Apply ordering at this objective set's hierarchical depth

This option determines that ordered objectives must start at the depth of this tag set. This is relevant when multiple types appear on the same depth. The tree in the example below is the Framework and not actual branches of objectives. If the order for B is set as a value of 2, and the order for C is set to 1 and D is left unset, then, the relevant interfaces (currently, only Smart Tag Triggering) would render as such: C, B, D

Use Case

When two objectives live on the same level, both are triggerable and you would like to identify which order they should be displayed in. Relevant to smart tag form triggering.

This objective set utilizes objective ordinality

Objective code list (order of objectives in this set)

• Clicking this option allows you to enter the order of the objective codes on each tag in this tag set, in the order that the learner will complete it. In the case of the Stages tag set, enter D,F,C,P. This indicates that the learner would complete the D, F, C, P objective codes in this tag set, in this order.

• This applies to curriculum versioning.

The following steps are for manual setup and not migrated data.

1. Go to Admin > Manage Curriculum.

2. Click Curriculum Framework Builder in the left sidebar.

3. Click Add Framework on the right.

4. Provide a title and click Add Framework.

5. The framework will be created and you can scroll to the bottom of the list of frameworks to find it.

6. Click on the framework name to open it and configure its tag sets.

7. Because the CBME auto-setup tool has run, all tag sets required for a RC program should already exist. Click Use Existing Tag Set, then select the appropriate existing objective set and click Import. Build your curriculum framework as follows:

1. Next, from the Tag Sets tab and click on each tag set to configure its tag set options.

• For Royal College Stages:

  • Set as applicable to All Courses

  • Framework Specific Options

    • Allow tag set to be used as a filter on the dashboard

    • Group Program Dashboard progress by this tag

    • Allow tag set to be used as a filter on Program Dashboard

  • Form Options

    • None

  • Advanced Options

    • This objective set is a container of its children

    • This objective set uses objective ordinality (set as D,F,C,P)
• For Entrustable Professional Activities:

  • Set as applicable to All Courses

  • Framework Specific Options

    • Check all EXCEPT 'Group Program Dashboard progress by this tag'

  • Form Options

    • Check 'Allow tag set to be added to form templates'

  • Advanced Options

    • Check 'This objective set is a primary competency'

    • Check 'Allow tagset to be used as a filter in the triggering interface'

      • Set Label as "Current Stage EPAs"

• For Roles:

  • Set as applicable to All Courses

  • Make no additional selections

• For Key Competencies:

  • Set as applicable to All Courses

• For Enabling Competencies:

  • Set as applicable to All Courses

• For Milestones:

  • Set as applicable to All Courses

  • Framework Specific Options

    • Check 'Allow tag set to be used as a filter on the dashboard'

  • Form Options

    • Check 'Make available when any parent tag set is added to a supervisor form template'

  • Advanced Options

    • None

1. After all required tag sets are configured, click the Relationships tab. Click on each tag set to define its relationship. Set the relationships between tag sets as follows:
2. Create a course in Manage Courses.

3. Follow the tab flow under the Configure CBME tab in the course under Manage Courses to upload curriculum tags.

Uploading Templates

All templates you upload to the system must be in .csv format.

If you are working in Excel or another spreadsheet manager use the “Save as” function to select and save your file as a .csv

To upload your files, either search for or drag and drop the file into place. You'll often see a green checkmark when your file is successfully uploaded.

If you receive an error message make sure that you have:

• Deleted any unused lines. This is especially relevant in templates with pre-populated columns including the contextual variables template, and enabling competencies mapping template.

• Completed all required columns. If a column is empty for a specific line the file may fail to upload.

Viewing Curriculum Maps

If you've imported all CBME data for a program but you are not able to see EPA maps in the EPA Encyclopedia or in the Configure CBME tab, double check that you've uploaded your files without spaces between the EPA Code letter and number, nor between the CanMEDS Role and Key Competency number. Having spaces in the incorrect places will prevent the system from retrieving the required information to produce maps.

Mistakes When Mapping Relationships

While you can correct minor typos and add additional mapping info. through the user interface you can not delete, nor undo mapping between tag sets.

The option to reset all CBME data for a program was removed in a previous Elentra version.

The process to build new assessment tools after curriculum versioning is relatively straight-forward. Administrators need to build new assessment tools for new EPAs or EPAs that have changed. Assessment tools will be carried over for all EPAs that were marked as "not changing."

Building Form Templates for New EPA Versions

1. Navigate to Admin > Assessment and Evaluation.

2. Click ‘Form Templates’ on the tab menu.

3. Click the green ‘Add Form Template’ button in the top right and a pop-up window will appear.

4. Type in a form name and select the form type from the dropdown menu. Select the appropriate form template and course (e.g., ‘Supervisor Form’, Pediatrics).

   1. Now that you have two (or more) curriculum versions in the system, the Form Template Builder will default to loading the most recent version.

   2. If you want to build new forms for learners using a previous version, change the EPA Version to what you want, click 'Save', and Elentra will load the appropriate EPAs.

5. Complete the sections of the form builder. This is the same as any previous form building but see details below as needed.

1. Publish Form Template

   1. Click 'Publish' to make your template available for use. The forms will be available within the hour.

On each form template you create you’ll notice a greyed out area at the bottom including Next Steps, Concerns, and a place for feedback. This is default form content that cannot be changed.

Once a form template has been published, you can rearrange the template components for each form; however, you cannot makes changes to the scales or contextual variables. To make these changes, copy the form template and create a new version.

Building Rubrics and PPA Forms for New EPA Versions

1. Click Admin > Assessment & Evaluation.

2. Click on Forms from the subtab menu

3. Click Add Form.

4. Provide a form name and select PPA Form or Rubric/Flex Form from the Form Type dropdown menu; then click Add Form.

   1. Now that you have two (or more) curriculum versions in the system, the Form Editor will default to loading the most recent version. Under "EPA Version", simply select the appropriate version. Click Save.

   2. If you want to build new forms for learners using Version 1, simply change the EPA Version to Version 1 and it will load the appropriate EPAs.

5. In order to use the "Programs" filter in the form bank, you need to add Program-level permissions to each form so it is recommended you do so.

   1. Click "Individual", change to "Program"

   2. Begin typing in your program name in the "Permissions" box.

   3. Click on your program to add it.

6. Complete the sections of the form builder. This is the same as any previous form building but see details below as needed.

1. Publish Form Template

   1. Click 'Publish' to make your template available for use. The forms will be available within the hour.

The default Feedback and Concerns sections will be added when the form is published.

Rubrics are assessment tools that describe levels of performance in terms of increasing complexity with behaviourally anchored scales. In effect, performance standards are embedded in the assessment form to support assessors in interpreting their observations of learner performance.

If you create a rubric form and at least one item on the form is linked to an EPA the form will be triggerable by faculty and learners once published. Results of a completed rubric form are included on a learner's CBME dashboard information.

Before you start

Within a given form, you can only tag curricular objectives (e.g., EPAs or milestones) from the same curriculum version. To ensure that you do not accidentally add an EPA from a different version, we recommend you create the form first and then "Create & Attach" new items to the form.

Creating a Rubric Form

• You need to be a staff:admin, staff:prcoordinator, or faculty:director to access Admin > Assessment & Evaluation to create a form.

• Click Admin > Assessment & Evaluation.

• Click on Forms from the subtab menu.

• Click Add Form.

• Provide a form name and select Rubric Form from the Form Type dropdown menu; then click Add Form.

Form Information

• Form Title: Form titles are visible to end-users (learners, assessors, etc.) when being initiated on-demand. Use something easily distinguishable from other forms.

• Form Description: The form description can be used to store information for administrative purposes, but it is not seen by users completing the form.

• Form Type: You cannot change this once you have created a form.

• On-Demand Workflow: On-demand workflows enable users to initiate a form on-demand using different workflow options (EPA, Other Assessment Form, Faculty Evaluation and Rotation Evaluation).

  • EPA: Use for forms tagged to EPAs that you want users to be able to initiate. Contributes to CBME dashboards.

  • Other Assessment Form: Use for forms that you want users to be able to initiate and complete on demand without tagging to EPAs; or, for tagged forms that you don't want to appear in the EPA list. Only forms with EPAs tagged will contribute to CBME dashboards.

• Course: Program coordinators and faculty directors may not have access to multiple courses, while staff:admin users are likely to. If you have access to multiple courses, make sure you've selected the correct course to affiliate the form with.

• EPA Version: Select the CBME Version that this form will be used for. After setting the version, you will only be able to tag EPAs from that version to this form.

  • By default, the Form Editor will load the most recent CBME version. Under "EPA Version", simply select the appropriate version. Click Save. If you want to build new forms for learners using Version 1, simply change the EPA Version to Version 1 and it will load the appropriate EPAs.

• Permissions: It is highly recommended that you assign course/program-level permissions to all of your forms, as some filters rely on this setting. Additionally, using a form in a workflow requires that it be permissioned to a course.

  • Authorship permissions give other users access to edit the form. You can add individual authors or give permission to all administrators in a selected program or organization.

  • To add individual, program, or organization permissions, click the dropdown selector to select a category, and then begin to type in the appropriate name, clicking on it to add to the list.

  • You can add multiple individuals, programs, and organizations to the permissions list as needed.

Contextual Variables

Select the relevant contextual variables for this form by clicking on the checkbox. Adjust which contextual variable responses should be included by clicking on the gray badge. This allows you to deselect unneeded contextual variable responses which can make the form faster to complete for assessors.

Entrustment Rating

• If you want to include an Entrustment Rating on the form, click the checkbox. Select an entrustment rating scaled from the dropdown menu. Note that the responses will be configured based on the scale you select. It is also possible that the Item Text will be autopopulated based on the scale you select.

• For the optional Entrustment Rating, set requirements for comments noting that if you select Prompted comments you should also check off which responses are prompted in the Prompt column. If you use this option and any person completing the form selects one of the checked responses, s/he will be required to enter a comment. Additionally, if the form is part of a distribution you'll be able to define how prompted responses should be addressed (e.g. send email to program coordinator whenever anyone chooses one of those response options).

Default Items

• The default Feedback and Concerns items will be added when the form is published.

Form Items

• Add form items by clicking 'Add Items', or click the down arrow for more options.

• 'Add Free Text' will allow you to add an instruction box.

  • If you add free text, remember to click Save in the top right of the free text entry area. Any free text entered will display to people using the form.

• 'Add Curriculum Tag Set' should not be used.

• To create and add a new item, click the appropriate button.

• Select the Item Type and add any item responses, if applicable.

• Tag Curriculum Tags to your newly created item.

  • In the example below, because you are using a form that is mapped to "Version 2", the curriculum tag sets will be locked to "Version 2". This will ensure that you do not accidentally tag an EPA from a different version.

• After you have added items to your form you may download a PDF, and preview or copy the form as needed.

• Save your form to return to it later, or if the form is complete, click Publish. You will see a blue message confirming that a form is published. Unlike form templates which require a behind the scenes task to be published, a rubric form will be available immediately.

FAQ

Users can't access the form when initiating an assessment on demand. Why is this happening?

Check that your form is permissioned to a course and has a workflow (e.g. Other Assessment) defined.

My PPA or Rubric Form is not displaying a publish button. Why is this happening?

In order for a PPA or Rubric form to be published, you must have at least one item that is mapped to part of your program's "EPA tree". You will only see the "publish" button appear after you have tagged an item to either an EPA(s) or a milestone(s) within an EPA. After saving the item, you will now see a "Publish" button appear.

Is it a requirement to publish PPA and Rubric forms?

You only need to publish PPAs and Rubric forms if you wish to leverage the EPA/Milestones tagging functionality in the various CBME dashboards and reporting. You are still able to use PPAs and Rubric forms without tagging EPAs or milestones if you only need to distribute them, or select them using the "Other Assessment" trigger workflow. If you want any of the standard CBME items, such as the Entrustment Item, Contextual Variables, or the CBME Concerns rubric, you must tag and publish the form. Keep in mind that the assessment plan builder only supports forms that have the standard entrustment item on it - meaning, only published PPAs/Rubrics forms.

This template organizes the information about Key Competencies and allows the information to be uploaded to Elentra.

Completing the Program-Specific Key Competencies Template

• Parent(s): This column is optional because you will provide the full parent path in the Milestones template.

  • If you do chose to populate this columns, indicate the parent(s) of the enabling competency by providing the stage, EPA, and role (e.g., C-C1-PR).

• Code: Indicate the key competency code (e.g., ME1, CL2, HA3)

• Name: Provide the key competency text

• Description: Not required but complete with CanMEDS information as you wish.

• Detailed Description: Not required.

• Save your file as a CSV.

This template organizes the information about Roles and allows the information to be uploaded to Elentra.

Completing the Roles Template

Every program can use the same Roles template when they upload their program curriculum.

• Parent(s): This can be left blank because you will provide the full parent path in the Milestones Template.

• Code: Provide the code for the role

  • ME, CL, CM, LD, HA, SC, PR

• Name: Provide the full role text

  • ME: Medical Expert

    CM: Communicator CL: Collaborator LD: Leader HA: Health Advocate SC: Scholar PR: Professional

• Description: Not required but complete with CanMEDS information as you wish.

• Detailed Description: Not required.

• Save your file as a CSV.

Within a given contextual variable, you are able to create groups of responses. This is leveraged in the assessment plan builder to allow you to specify exactly what requirements learners must meet.

You must be in an administrative role to manage contextual variables.

• Click Admin > Manage Courses

• Beside the appropriate program name, click the small gear icon, then click "CBME"

• Click on the "CV Responses" tab

• Click on any contextual variable category to expand the card. To add a new group within that contextual variable, click on the green "Manage Groups" button.

• To add a new group, click "Add Group". To edit an existing group, click on the group title.

• Add a title for the contextual variable group and an optional description. Check off all responses that you wish to add to the group and then click "Save Group".

• After saving, you can now use the Group contextual variable types within the assessment plan builder.

When importing data to create EPA maps, programs are required to upload a contextual variable template to provide contextual variable response options (e.g. case complexity: low, medium, high). In addition to this information, programs will need to add specific details about any procedures included in their contextual variable response options. This additional information, called procedure attributes, plays an important part in building procedure assessment forms. Think of the procedure attributes as assessment criteria (e.g. obtained informed consent, appropriately directed assistants, etc.) for each procedure .

Required Information for Procedure Attributes CSV File

For each procedure in your program, you must define headings, rubrics and list items that may be used to assess a learner completing the procedure. Headings appear at the top of a form, rubric becomes the subtitle of a rubric, and list items are the things that will actually be assessed on the rubric.

All this information must be stored and uploaded in a CSV spreadsheet that uses two columns: Type and Title.

Within ‘Type’ there are three things you can include: H to represent heading (e.g. Participate in Surgical Procedures, NG Insertion) R to represent rubric (e.g. Procedure, Pre-Procedure) L to represent list items (e.g. Apply knowledge of anatomy)

The three procedure criteria form a hierarchy. A heading can have multiple rubrics, and a rubric can have multiple list items. Arrange the criteria in your spreadsheet to reflect their nesting hierarchies.

In the 'Title' column enter the information to be uploaded.

When complete, save the file in a CSV format.

Sample Procedure Form On this sample form, the following information was uploaded as procedure attributes: H: Participate in Surgical Procedures R: Procedure L: (ME1.3.2) Apply knowledge... (ME3.4.2) Perform procedural tasks... Use common surgical instruments...

Uploading Procedure Attributes

• Navigate to Admin > Manage Courses.

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

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

• From the list of contextual variables, click on ‘Procedure’.

• Before uploading procedure attributes, make sure you are working with the correct CBME curriculum version and change the version as needed.

• Beside each procedure you will see a small black up arrow under the Criteria column.

• Click on the arrow to upload a .csv file of information for each procedure.

• You must indicate an EPA to associate the procedure attributes with (note that you can select all as needed).

• Either choose your file name from a list or drag and drop a file into place.

• Click ‘Save and upload criteria’.

• You will get a success message that your file has been successfully uploaded. Click 'Close'.

• After procedure attributes have been uploaded for at least one EPA you will see a green checkmark in the Criteria column.

• Click the green disk in the Save column to save your work. You will get a green success message at the bottom of the screen.

• Repeat this process for each procedure and each relevant EPA. Remember, a program can use the same procedure attributes for multiple procedures and EPAs if appropriate.

Managing Existing Procedure Attributes

• You can view the procedure attributes already uploaded to a procedure by clicking on the green check mark in the criteria column.

• You will see which EPAs have had procedure attributes added and can expand an EPA to see specific details by clicking on the chevron to the right of the EPA.

Reordering Contextual Variable Responses

• Navigate to Admin > Manage Courses/Programs.

• Search for the appropriate course as needed.

• From the cog menu on the right, select 'CBME'.

• Click on 'CV Responses' from the tab menu below the Competency-Based Medical Education heading.

• Click on a contextual variable to show its existing responses.

• Click on the double arrow in the Order column to drag and drop a response to a new location.

• You'll get a green success message that your change has been saved.

Reordering Contextual Variables List

If users want to reorder the overall list of contextual variables they can do so from Admin > Manage Curriculum. To change a tag's display order you need to edit the tag by clicking on the pencil icon beside a tag name. Then you need to adjust the display order for each individual tag.

After a program has uploaded an initial set of contextual variable responses, they can be managed through the CBME tab.

• Navigate to Admin > Manage Courses/Programs.

• Search for the appropriate course as needed and from the cog menu on the right, select 'CBME'.

• Click on 'CV Responses' from the tab menu below the Competency-Based Medical Education heading.

• To modify the contextual variable responses, click the title of the contextual variable or click 'Show' to the right of the one you want to edit.

• To edit an existing response, make the required change and click the green disk icon in the Save column.

• To delete an existing response, click the red minus button beside the response.

• To add a new contextual variable response, click 'Add Response' at the bottom of the category window. This will open a blank response space at the end of the list. Fill in the required content and save.

Troubleshooting

If you get a yellow bar across the screen when you try to modify contextual variables it means none have been uploaded for the program you are working in. Return to the Import CBME tab and complete Step 4.

This template organizes the information about Enabling Competencies and allows the information to be uploaded to Elentra.

Completing the Program-Specific Enabling Competencies Template

• Parent(s): This column is optional because you will provide the full parent path in the Milestones template.

  • If you do chose to populate this columns, indicate the parent(s) of the enabling competency by providing the stage, EPA, role, and key competency (e.g., C-C1-ME-ME1)

• Code: Indicate the enabling competency code (e.g., ME1.1, CL2.3, HA3.4)

• Name: Provide the enabling competency text.

• Description: Not required but complete with CanMEDS information as you wish.

• Detailed Description: Not required.

• Save your file as a CSV.

This template organizes the information about Enabling Competencies and allows the information to be uploaded to Elentra.

Completing the Milestones Template

• Parent(s): In the parent column you must indicate the full parent path for all milestones. This should include stage, EPA, role, key competency and enabling competency (e.g., C-C1-ME-ME1-ME1.1)

• Code: Codes should be recorded in uppercase letters. The format for the milestone code is: Leaner Stage letter, followed by a space, CanMEDS Role letters, Key Competency number, followed by a period, Enabling Competency number, followed by a period, Milestone number.

  • Note that there should be no space between the CanMEDS Role letter and the Key Competency number.

  • Creating and confirming your Milestones codes takes patience. You'll likely notice that in some Royal College (RC) documents there is only a two digit milestone code. For the purposes of mapping your curriculum in Elentra, you must have three digit milestone codes. We recommend you add the third digit in the order the milestones appear in the RC documents you're using. Make sure you check for duplication as you go so that unique milestones have their own codes but different codes aren't applied to repeating milestones (within one stage). Using the data organization tools to reorder the milestone code columns and title columns can help you identify unneeded duplication.

  • You may also notice that the RC allows programs to use milestones coded from one stage in another stage (so you may see an F milestone in a C stage EPA). How programs and organizations handle this is ultimately up to them but we recommend that you align the milestone code with the stage that it is actually being assessed in/mapped to. For example, if it’s a “D” milestone being mapped to an F EPA, rename it as an “F” milestone. This is because you likely have a different expectation of performance on the milestone in a different stage, even if it’s the same task.

• Name: Provide the text of the milestone as provided by the Royal College.

• Description: Not required but complete with CanMEDS information as you wish.

• Detailed Description: Not required.

• Save your file as a CSV.

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

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

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

Add Additional Contextual Variables to an Organization

Institutions can add additional contextual variables to make available to their programs through Admin > Manage Curriculum. Group and role permissions of medtech:admin or staff:admin are required to do this. If you add a contextual variable to the organization wide tag set, courses will be able to upload their own contextual variable responses for the tag.

• Navigate to Admin > Manage Curriculum.

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

• Click on the Contextual Variables tag set.

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

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

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

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

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

Import Contextual Variable Responses per Course

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

First, build a spreadsheet that includes the CV response category and individual CV responses. You can use this file as a starting place:

The contextual variable response spreadsheet should have the following information:

• Response Code: This column should include all contextual variables applicable to the course/program (e.g., assessor’s role, basis of assessment, case complexity, case type). Make sure to use the exact response code all contextual variable tags in the response_code column.

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

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

• Save as a CSV file.

Upload A Completed Contextual Variable Response Spreadsheet

• Navigate to Admin > Manage Courses.

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

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

• Click 'Upload CV Responses'.

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

• Click 'Save and upload Contextual Variable Responses'.

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

Periodically an organization or course's CBE curriculum may be updated. Elentra can store multiple versions of a CBE curriculum and associate different learners with different versions as needed.

When a new curriculum version is introduced, administrators have the option of versioning an organization tree or a course tree.

For organizations using CBE outside the context of a Royal College curriculum framework, if a new curriculum version is added, you'll need to use the option to assign the new version to any existing user whose user-tree you want to update to point to the new curriculum version.

The remainder of this information is for programs using a Royal College (Milestones) curriculum framework.

For Royal College Programs, new curriculum versions will be applied to each CBME-enabled learner at the stage level. This means that if a learner is currently in Foundations, they will retain the previous curriculum version in Transition to Discipline and Foundations of Discipline, but will be given the new curriculum version in Core and Transition to Practice. Please ensure that all of your learners are in the correct stage (on their CBE Dashboards) prior to publishing a new curriculum version. Remember: a green checkmark on the stage indicates that the learner has completed that stage. A learner is currently in the stage that comes after the last green stage checkmark.

After an administrator has published a new version, they will need to build tools for all of the new or changing EPAs before learners can be assessed on them.

Main Steps in Creating a New CBE Curriculum Version

1. Prepare required CSV files

2. Add new curriculum version

3. Create any new Contextual Variable responses as needed and update Procedure criteria (per EPA) if applicable

   1. Contextual variable responses are not specific to curriculum versions, with the exception of procedure criteria uploaded per specific EPA. When a new curriculum version is added you’ll see a version picker display on the CV responses tab, but edits made to CV responses in any version will be reflected across all versions.

4. Build new assessment tools for changed or added curriculum tags

5. Build an assessment plan for the new curriculum version

6. Update mappings, and priority and likelihood ratings on rotations if applicable

   1. If a course uses the Clinical Experience Rotation Scheduler and has mapped curriculum tags to specific rotations and assigned priority and likelihood ratings, these will be copied forward for all unchanging curriculum tags. If a new curriculum tag has been added in a version, you’ll need to map it and provide a priority and likelihood rating if required.

7. Reset any user-trees as needed

Expectations After Versioning

For Royal College programs, learners will be assigned the new curriculum version for any upcoming stages they still need to complete.

Learner Dashboard

• Completed and current stages for a learner will retain their previous curriculum version(s).

• Future stages for a learner will be updated to the new curriculum version.

• The version applied to each stage and viewed to the right of the stage name (small grey badge) should be updated to reflect the new curriculum version for future stages

• Any assessment tasks completed on a learner in a future stage for EPAs that have been updated in the new curriculum version should move to "Archived Assessments"

• The "What's Left" modal showing the Assessment Plan requirements per EPA will only update for a learner after a new assessment plan is published.

Program Dashboard

• Each learner's list of EPAs will reflect their curriculum version (so, one user may show D1, D2, and D3 and another user may show D1, D2, D3 and D4 if they are on version 2 for stage D and D4 was added in version 2).

Visual Summary Dashboards

• More information coming soon.

EPA Encyclopedia

• Updates in Elentra ME 1.26 mean that learners should see their unique user-trees when viewing the EPA Encyclopedia (i.e., they'll see different curriculum versions applied to different stages).

Completing Assessments

• When initiating an assessment, only the EPAs and associated forms relevant to a specific learner will be displayed. Faculty or admin will not have to choose between multiple versions of on-demand forms for a given learner.

What do I need to do to prepare?

Please ensure that you have documented any changes that will need to be made, in addition to creating (or modifying) new CSV templates for upload. From the user interface, you will be able to indicate:

• Whether an EPA is changing, not changing, or being retired

• Within each EPA that has been marked as changing, indicate if any KC, EC, or Milestones will be changing, not changing, or retired

• If you are adding milestones to an EPA, mark it as changing so that the uploader will add the new milestones

• Entirely new EPAs will be detected by the uploader without you needing to indicate anything. For example, if you currently have D1, D2, and D3, but will be adding a D4 and D5, the system will detect these in your spreadsheet and add them to the new curriculum.

• Please ensure that all of your learners are in the correct stage (on their CBE Dashboards) prior to publishing a new curriculum version. Remember: a green checkmark on the stage indicates that the learner has completed that stage. A learner is currently in the stage that comes after the last green stage checkmark.

Which CSV files do I need to have ready?

Assuming that new EPAs are being introduced or EPAs are changing, you'll need the following:

1. Stages Template (if adding new EPAs)

2. EPA Template

3. Milestone Template

4. Any new program-specific Key and Enabling Competencies if application

Create a New Curriculum Version

Navigate to the CBE Sub-Module

1. Log in to Elentra.

2. Click "Admin" at top right

3. Click "Manage Programs"

4. Select your program.

5. Click "CBME"

6. Click "Configure CBME".

Add New Version

1. Click "Actions"

2. Click "Add New Version"

Step 1: Configuration

1. Indicate which versioning method to use.

   For existing Royal College Programs, select "Use an existing tree version as a base."

2. Click "Next Step"

Step 2: Select Course Tree Version

1. Choose a tree version from the dropdown selector.

2. After you make a choice, you'll be presented with a preview of the existing tree.

3. Click "Next Step"

Note: Each program can only have one version "in progress" at a time. You can continue editing that new version, or reset the progress.

Step 3: Select Tree Status

1. Set the status of curriculum tags as needed. Note the option to apply a parent objective's status to its children.

   1. If you are adding milestones to an EPA, mark the EPA as changing so that the uploader will add the new milestones

   2. Entirely new EPAs will be detected by the uploader without you needing to indicate anything. For example, if you currently have D1, D2, and D3, but will be adding a D4 and D5, the system will detect these in your spreadsheet and add them to the new curriculum.

2. Click "Next Step"

Not Changing

The objective will remain unchanged. This exact version of the objective will be carried-forward into the new curriculum version. Note that selecting this option will stop any objectives with the same code from being uploaded.

Changing

The objective will be changing. This will allow you to upload new objective text. For a child objective (e.g. milestones), if you select “Changing” for that objective under one EPA, the system will update all other instances of that objective to “Changing”. This will ensure that you only have one version of that objective.

If there are any children in a Changing parent objective that you want removed, you MUST mark them as Retired. (For Royal College programs, this is with respect to the Milestone code - if "C PR4.3.2" will no longer be in an EPA, mark it as retired.)

Retired

The selected objective and all of its children will not be included in the next version. Any status changes for any of this objective's children will be ignored.

If you include an objective with the retired code in the spreadsheet, it will not get uploaded.

For Royal College programs, you are unlikely to use this status for EPAs unless there is an EPA at the end of your numbering that is being removed. For example, you have D1, D2, D3, D4 currently. You are retiring D4 from the next version and no new D4 will be uploaded.

For child objectives, a “Retired” status will remove that objective from only its parent in the new version. This means that there will be no new version of that child for that parent. Elentra will not retire the child from other parents unless you explicitly tell it to.

Step 4: Upload Objectives

1. Upload files for any tag sets with changing or retired status or where new tags will be added.

   1. You typically do not need to re-upload files for tag sets that aren't changing (e.g., stages, roles, key and enabling competencies).

2. If your files are missing information, Elentra will present you with a warning and ask you to re-upload your information.

3. If your file upload is successful, you will see a preview of your new course tree.

4. Click "Next Step"

Step 5: Confirmation

1. You will be presented with a preview of the course tree.

2. After reviewing all information is complete, click "Publish"

Build and Publish Assessment Tools for the New Version

After you publish a new curriculum version, you will need to build assessment tools for all of the new or changing objectives before learners can be assessed on them. Even after the published curriculum version is live, learners will not be able to be assessed on any new/changed objectives until the new assessment tools have been built.

For Royal College programs, remember that in most cases this will have minimal impact, since the learners only get the new version for the stages beyond the one they are currently in.

Please do not delete forms or form templates from previous versions unless you are certain that there are no longer any learners using that version.

After sufficient information has been added to the system, a user can generate a map showing the connections between EPAs, roles, key competencies, enabling competencies, and milestones.

EPA Encyclopedia

Some schools opt to include a link to the EPA Encyclopedia from Helpful Links. Otherwise users can access the EPA Encyclopedia when initiating an assessment.

There are several filter options when viewing the EPA Encyclopedia.

1. Search for a specific learner. After you select a learner the page will refresh to show that learner's program(s).

2. Switch between multiple programs as needed.

3. Search for a specific EPA by typing in an EPA code or key word. Elentra will search the EPA title, detailed description and entrustment for a match.

4. Switch between CBME Curriculum versions as needed.

After clicking on an EPA, click on Detailed Description, Entrustment or Program Map to view details about the EPA.

Viewing Maps from the CBE page

This option is only available to users with Admin > Manage Courses access (e.g. program directors, curriculum coordinators, program coordinators).

• Navigate to Admin > Manage course/program and select a course.

• Click CBME and the Map Curriculum tab.

• Scroll down to click on an EPA or type the beginning of the EPA code and title into the dialogue box and click on the relevant EPA when it appears below.

• Hover the mouse over a point on the map to view the complete text for the mapped item.

Please see information .

Elentra allows you to map EPAs to specific rotations and indicate for each rotation whether an EPA is a priority and how likely a learner is to encounter the EPA. For this information to be useful for learners, you must be using the Elentra Rotation Scheduler.

From the CBME dashboard, EPAs can display their priority and the likelihood of being encountered within a learner's rotation. Additionally, EPAs relevant to the learner's current rotation are outlined.

When learners and faculty trigger assessments they will also have the option to apply pre-set filters (e.g. priority EPA, current stage EPAs). All of these tools can help learners quickly identify EPAs to focus on in their clinical work.

Adding Priority and Likelihood Levels

• Navigate to Admin > Clinical Experience.

• Click on the Rotation Schedule tab.

• Create a draft schedule or open a published schedule. Note that if you are creating a new rotation schedule, you will also need to add rotations to the schedule.

• Once rotations exist within a schedule a small Objectives badge will appear beside the rotation name.

• Click on the CBME Objectives badge to open a list of EPAs tagged to the rotation.

• Click the plus sign beside any EPA you'd like to label with priority or likelihood.

• Indicate the likelihood by clicking on the appropriate button in the Likelihood.

• Set an EPA as a priority by clicking the exclamation mark in the priority column.

• Repeat as necessary.

• Return to the rotations list using the Back to Rotations button in the top right. \

On-demand workflows enable learners to initiate forms on-demand using different workflow options. Administrators are able to select the on-demand workflow options when building a form.

Please see additional details.

To use the learner dashboard and various form templates, an organization must have rating scales built. Elentra includes several default rating scales but organizations can also add their own.

There are four types of rating scales: default, dashboard, Global Assessment and MS/EC which stands for Milestone Scale /Enabling Competency. There is no user interface to modify the scale types and both Global Assessment and MS/EC are used on form templates including supervisor and procedure form templates.

There is a user interface to manage rating scales but only users with Medtech>Admin group and role permissions can modify scales. Note that scales are applied to an entire organization and can be accessed by multiple courses/programs.

Managing rating scales is part of the Assessment and Evaluation module; please see additional help resources .

Note that as of ME 1.14, when a new rating scale is added by an organization there is some developer work that must be completed to make the rating scale available on form templates. If you are a developer, please see the resource below.

Auto-populated Item Text in Global Rating Scale Selector

Elentra is designed to automatically populate the item text when you select a global rating scale. Using different scales will result in different questions populating the form. See examples below.

A supervisor form is used to give a learner feedback on a specific EPA and can be triggered by a learner or supervisor. Once an EPA is selected, the form displays the relevant milestones to be assessed. A supervisor can indicate a learner’s progress for each milestone that was observed and can provide a global entrustment rating. Comments can be made optional, prompted or mandatory in each section of the form.

When you create a supervisor form template and publish it, the system automatically looks at the EPAs, milestones, and contextual variables selected and generates the appropriate number of forms. If you kept 3 EPAs on the supervisor form template, the system will generate 3 unique forms (one per EPA) that are available to be triggered by a user.

Accessing Form Templates

• You need to be logged in as a Program Coordinator, Program Director or staff:admin role to access Admin > Assessment & Evaluation.

• Navigate to Admin > Assessment & Evaluation.

• Click ‘Form Templates’ on the tab menu.

• Click the green ‘Add Form Template’ button in the top right and a pop-up window will appear.

• Type in a form name and select the appropriate form type from the dropdown menu. Select ‘Supervisor Form’.

  • If you have permission to access multiple programs, use the dropdown menu to select the appropriate program for this form. This option will only show up if you have access to multiple programs.

• Click 'Add Form'.

Form Template Information

Add additional form template information as required:

• Template Title: Edit the form template title/name if needed.

• Description: The form description can be used to store information for administrative purposes, but it is not seen by users completing the form.

• Form Type: The form type was set when you created the form and cannot be changed here.

• Course/Program: Program coordinators and faculty directors may not have access to multiple courses, while staff:admin users are likely to. If you have access to multiple courses, make sure you've selected the correct course to affiliate the form with.

• EPA Version: If you have two (or more) curriculum versions in the system, the Form Template Builder will default to loading the most recent version. In the "EPA Version" tab, simply select the appropriate version.

  • If you want to build new forms for learners using Version 1, change the EPA Version to Version 1, click Save, and it will load the appropriate EPAs.

• Permissions: Anyone added under permissions will have access to edit and copy the form. You may wish to include a program in the permissions field so that you can filter by this form type later on.

  • To add individual, program, or organisation permissions, click the dropdown selector to select a category, and then begin to type in the appropriate name, clicking on it to add to the list.

  • You can add multiple individuals, programs, and organisations to the permissions list as needed.

• Include Instructions: Check this to open a rich text editor where you can provide instructions about the form to users. The instructions will display at the top of forms built from this template. The same instructions will apply to all forms published from this form template.

EPA Selection

Select which EPAs can be assessed using forms generated from this template.

• All EPAs assigned to a course are included on the template by default.

• To remove EPAs, click the 'x' to the left of the EPA code. You can add back any required EPAs by clicking on the dropdown menu and checking off the tick box for a desired EPA.

• Click the grey badge beside an EPA to display a list of all the milestones mapped to that EPA (all are selected by default). Remove milestones as needed and then click 'Save and Close’.

  • Deleting unnecessary milestones is one way to reduce the length of the form and reduce the time required to complete it.

• Modify the milestones for each EPA as needed. Elentra does not enforce a maximum number of selected milestones per EPA.

Click 'Save'.

Contextual Variables

• If you want all EPAs to have the same available contextual variables, leave all EPAs checked off.

• If you’d rather specify which contextual variables apply to which EPAs simply uncheck an EPA and it will appear below with its own customizable list of contextual variables.

  • Select which contextual variables you want to include with which EPAs by checking and unchecking the tick boxes.

• You may only select between 1 and 6 contextual variables per EPA per supervisor form.

By default, all of the options within a contextual variable are included on any forms made from the template.

• Click the grey button beside a contextual variable to view the available contextual variable responses.

• To remove specific responses from this template, deselect them. For convenience, you can also use ‘Check All’ and ‘Uncheck All’.

• To allow users to select multiple CV responses when completing a form, check the multi-select box. If selected, the item created on the form will be a drop down multiple responses type, instead of single response type.

• When you have made the required changes, click the blue ‘Save and Close’ button.

If you modify which contextual variable response options will be available on a template, the number in the grey badge will show how many responses have been included out of the total possible responses.

Click 'Save'.

Enabling Competency/Milestone Scale Selector

• Use the first dropdown menu to select the scale you want to use to assess enabling competencies or milestones. (Scales can be configured by a medtech:admin user via Admin > Assessment and Evaluation.)

• Indicate whether comments are disabled, optional, mandatory, or prompted.

  • Disabled - Comments are disabled at the milestone level.

  • Optional - An optional comment box will appear for each milestone. Comments are not required for a form to be submitted.

  • Mandatory - A mandatory comment box will appear for each milestone. Comments are required for all milestones before a form can be submitted.

  • Prompted - A mandatory comment box will appear only for the prompted responses indicated. This is a popular option for responses at the lower end of a scale.

The default response feature allows you to prepopulate a form with the selected response.This can reduce time required to complete the form.

The Responses fields will be automatically populated depending on the scale selected in the first dropdown menu.

Click 'Save'.

Global Rating Scale Selector

• From the first dropdown menu, select a Global Rating Scale.

• Enter Item Text if needed.

From the second dropdown menu, indicate whether comments are disabled, optional, mandatory, or prompted.

The Responses fields will be auto-populated depending on the scale selected in the first dropdown menu.

Click 'Save'.

Default Content

On each form template you create you’ll notice a greyed out area at the bottom including Next Steps, Concerns, and a place for feedback. This is default form content that cannot be changed except by a developer. These items will be added to all forms published from this template.

Publish

Click 'Publish' to make forms generated by this template available for use. Remember that the number of forms that will be created from a template depends on the number of EPAs assigned to the template.

Once a form template has been published, you can rearrange the template components for each form; however, you cannot makes changes to the scales or contextual variables. To make these changes, copy the form template and create a new version.

Please note that a behind the scenes task needs to run before your forms will be published. At some schools this may take up to an hour so expect a slight delay between when you publish a form and when it is available to be triggered by users.

Building assessment forms for learners and faculty to access is an important step in using the CBE tools.

Two options for building forms exist:

• Building forms with a template (e.g. supervisor, procedure, smart tag and field note forms)

• Building forms without a template (e.g. periodic performance assessment (PPA) or rubric form)

Using a form template allows Elentra to quickly generate forms pulling in the relevant EPAs, milestones, contextual variables and rating scales defined by administrative staff. After form templates are published, they can be triggered by faculty and learners at any point. Form templates have defined items included and administrators can not add additional items to a form template. Examples of form templates are the supervisor form, procedure form, and field note form.

You can also build forms without a form template which gives you increased flexibility to add items of your own design. The rubric and PPA form have some required elements but you can also add additional items to these forms. As long as one item added to a rubric or PPA form is linked to an EPA the form will be triggerable by faculty and learners.

If a form is not something that a faculty or learner will trigger themselves, program administrators can create forms and send them out to be completed via distributions. A distribution defines who or what is being assessed/evaluated, who is competing the form, and when it is to be completed. Building items and forms to use with distributions is not a requirement if you only want to use on-demand forms. For additional information on building and distributing forms, please see the Assessment and Evaluation help resources .

Information to Collect Before Form Building

Before beginning to create items and build forms, confirm the following with your stakeholders:

• whether to include form instructions (i.e., information displayed at the beginning of a form)

• what milestone rating scale to use

• what global entrustment rating scale to use and what the prompt for a global entrustment rating should read (note that you can have a developer configure this to be automatic if you wish)

• whether to default any response options on items

• whether to include prompted responses (note that as of Elentra ME 1.25 prompted response options on on-demand forms will NOT send notification to course staff or directors; only the default Concern Items appended to all CBE forms will send a notification)

• whether to require comments for any prompted responses

General Form Information

CBME includes specific form templates to reduce the amount of work administrative staff have to do to create the assessment forms courses/programs will use. Elentra also supports generic forms (including rubrics) which can also be leveraged by the CBME tools including the individual dashboard, program dashboard and assessment plan builder. Specific details for each form type are included in other lessons but here is some general information about creating forms.

• Form Permissions: These permissions dictate who has access to and can edit a form or form template while it is still a draft. To quickly make a form available to multiple users consider adding a program permission to the form (that will give anyone affiliated with that program (e.g. PA, PD) and with access to the administration of forms access to that form).

  • Note that a form must be permissioned to a course to be used in an on-demand workflow.

• Form Instructions: To include instructions on a form template, look in the Form Template Information section and click the box beside 'Include Instructions.' This will open a rich text editor where you can type. What you type here will be included on all forms generated from this template. You could include specifics about the use of a form, the number of assessments a learner must complete, or even the key features of an EPA. Remember that each form produced will have the same instructions so if you include key features make sure they only relate to the applicable EPAs for the template.

• Publish a Form: To make a form template generate forms to be available for learners or faculty to trigger you must publish the form template. Most installations of Elentra run a behind-the-scenes action to publish form templates every hour or so.

• Editing a Form: Once a form template is published you cannot change the content of the resulting forms (you can change permissions or rearranged item order on published forms). If there is an error on a form you will need to copy the form, correct the error, and publish your new form. You can delete old forms but note that any already completed assessments will remain on the learner dashboard.

An embargo can be applied to CBME forms that are permissioned to a course (e.g. Rubric Form). It does not currently apply to Form Templates.

If an embargo is applied to a form, tasks using that form will not be released to the target until specific release conditions as set by the form creator have been met. (Note that the distribution wizard provides a similar option for peer-assessment tasks within a specific distribution.)

There are three options available when setting an embargo.

Manual Release

• A Course Director or Program Director must release the assessment

• To set up manual release, just check the "Embargo" checkbox. The assessment responses will be hidden from the learner until a program coordinator or course director for the course the assessment belongs to goes to the task and releases it to the learner.

  • You can optionally choose to send email notifications for tasks completed using this form. Check of the appropriate box(es) to enable email notifications.

• When tasks with a manual release requirement are completed, Program Coordinators and Program Directors will be able to view the task and optionally release it to the target or the Competency Committee Member.

  • If tasks are released to learners, they will display under Tasks Completed on Me (information re: CBME dashboard pending).

  • If tasks are released to CC members, they will be visible when the CC member view the learner's Assessments tab (information re: CBME dashboard pending).

Permanent Embargo

• Tasks generated using this form will never be available to the target, only program coordinators and program directors will be able to view the completed tasks.

• To set up a permanent embargo, check off "Embargo", AND check off "Permanent Embargo?"

Embargo Based on the target completing other form(s)

• Tasks generated using this form will not be available to the target unless the target has completed at least one task using one or more other specific forms).

• To set up this option, click on "add completion requirement". That will make the responses become visible to the learner as soon as the other form (selected from the dropdown) is complete.

Additional Notes

• Tasks that are embargoed will display an embargoed label on the target card.

• Embargoed forms can be used in distributions or on-demand assessments.

• All tasks generated using an embargoed form will have these embargo release conditions applied, regardless of on-demand completion method (e.g. complete and confirm via PIN, email blank form, etc.)

• It is possible for an embargo to be applied even if a task related to the completed assessment would normally require action from the assessee.

• Since the embargo release function is carried out by course contacts, this feature is only available to forms which have a course relation.

To review feedback provided about the assessment tools themselves, go to Admin>Assessment and Evaluation, and click Reports from the second tab menu (look under the Assessment & Evaluation header). Under Assessments, click on Assessment Tools Feedback Report. CBME form feedback will show up there. You can filter by course and form to refine the list of feedback. If you are logged in as a PA you will only have access to forms associated with your program.

After creating forms using a form template, you can reorder form items on individual forms. This applies to published Supervisor Forms, Field Notes, and Procedure Forms.

1. Open the Form Template that you used to build the form of interest.

2. Click on the title of the form on which you wish to re-order items.

3. Click and drag on the “cross” icon to re-order the assessment items.

4. The changes will be saved automatically. This must be done for each individual form that you wish to re-order.

Smart Tag Forms

Smart tag forms are template-based forms which are built and published without curriculum tags attached to them.

Curriculum tags are attached based on the selections made when triggering assessments using a smart tag form.

Smart tag forms can be assigned ‘Associated Curriculum Tags’ which will automatically be attach when selecting curriculum tags.

There are multiple database settings that are optional when using Smart Tag Forms.

Add a Smart Tag Form Template

1. Open the Admin drop-down on the top menu and click Assessment & Evaluation.

2. Click the Form Templates tab.

3. Click the Add Form Template button.

4. Input the following:

   • Form Title (required)

   • Form Type: Smart Tag Form

   • Program (required): [select course name]

5. Click the Add Form button to create the form.

6. The creation of the form template will show you the Edit Form Template page.

7. Scroll down to Template Components.

8. In the Template Components, under the Associated Objectives to display on form drop-down, select the desired tag set objective.

Note: The tag set options of Allow tag set to be shown on a smart tag form and Allow tag set to be added to form templates must be selected in the Curriculum Framework Builder.

8. Click the Save and Next button to continue.

9. Select the desired Contextual Variables in the list of Contextual Variables.

10. Click the Save and Next button to continue.

11. Complete the remaining sections of the form as outlined in Add a Supervisor Form Template.

Ideally your users will be loaded into Elentra from a central, authoritative source like a student information system. Manually adding users through Admin>Manage Users is a possibility and more detailed instructions for using this tool are available here.

If you are manually setting up CBE users, please note the following:

• Resident learners should be assigned group: student, role: student.

• Program Administrators should be assigned group: staff, role: Pcoordinator. Further, they must be assigned to a specific program in order to access the relevant CBE and Assessment and Evaluation features. To give specific staff more ability to act within Elentra set them up as Staff>Admin. Note that Staff>Admin have access to almost all features of Elentra and can access System Settings.

• Faculty should be assigned group: faculty, role: faculty, lecturer, or director depending on their role.

  • Faculty directors will have access to all faculty evaluations within their program (except their own).

  • Someone with faculty director permissions will still have to be added to a specific program in order to access the relevant CBE and Assessment & Evaluation features.

  • Any faculty, regardless of their role, can be added to Competence Committees through a course/program setup page or as Academic Advisors through the program Groups tab.

Setting up Academic Advisor Groups will allow the Academic Advisors to access the CBME Dashboard and assessments of their affiliated learners. Academic Advisor Groups rely on the Elentra Course Groups feature and are not specific to CBME-enabled organizations.

Please see here for information on configuring Course Groups.

You need to be logged in as a program coordinator or program director to create or modify competence committees.

Navigate to Admin>Manage course and select a course.

Under the program title, click on Setup.

Scroll down to the Course Contacts section and find the 'Competency Committee Members' section.

Begin to type a name to retrieve a list of potential committee members.

Click on the name you want to add and repeat as necessary.

When a name has been added it will appear below the search box.

After you have added the required names, scroll down to the bottom of the page and click ‘Save’.

Note that all Competency Committee Members for a program will be able to access all resident profiles in that program and will have the ability to promote them.

Promoting Learners Through Stages

Members of Competency Committees can promote learners through stages from the learner CBME dashboard. For more information please see the Reviewing Learner Progress>Promoting Learners Through Stages lesson.

Can the Program Dashboard be disabled for a course?

Yes, with developer assistance you can disable the program dashboard for specific courses. Developers, the program dashboard can be disabled for a course by adding an entry cbme_progress_dashboard with a value of 0 in the course_settings table.

What form types are currently supported?

Currently, the assessment plan builder and CBME Program Dashboard supports Supervisor Forms, Field Notes, PPAs (with global entrustment item), Procedure Forms, and Rubric/Flex Forms (with global entrustment item). It does not currently support PPAs/Rubrics that do not have the global entrustment item added and nor does it support Smart Tag forms.

The dashboard says "No Assessment Plan" for some of my learners but not others. Why does this happen?

The CBME Program dashboard and the assessment plan builder take both form versions and EPA versions into consideration. This means that in order for the dashboard to generate correct assessment counts, you need to enter assessment plans for all active EPA versions, and in some cases, all form versions. Remember, your competence committee still has access to all learner data and can 'overrule' the system by marking an EPA as Approved in these (and other) cases. The dashboard should not be the sole source of information for competence committees.

Some of my learners are showing no progress, but I know that they have assessments completed on them. What can cause this?

The CBME Program Dashboard only counts assessments that have published assessment plans linked to them. In some cases, you may have assessments that were completed on older form versions that do not have a plan, or you have not yet built assessment plans for your new forms, so the dashboard does not count these assessments. Additionally, some form types are currently not supported such as PPAs and Rubrics that are not tagged to any EPAs. If a learner has gathered assessments on a previous EPA version and is now on a new version (e.g., assessed initially on F3-Version 1, but was given F3-Version 2 midstream) these archived assessments will not display on the program dashboard since it only displays the learner's current EPA versions. To view archived assessment data, navigate to the learner's CBME dashboard.

How often is the dashboard updated?

At most schools, the CBME Program Dashboard is updated on a once-nightly basis.

Are archived assessments visible on the program dashboard?

No, archived assessments will not display on the program dashboard since it only displays the learner's current EPA versions. To view archived assessment data, navigate to the learner's CBME dashboard.

Does the program dashboard include assessments completed by external assessors?

Yes, the program dashboard does include assessments completed by external assessors.

Residents can highlight assessments that they found helpful to their learning. From the “Assessments” tab of the CBME Dashboard, a learner can click on the “thumbs up” icon to indicate to an assessor that their feedback was helpful to the resident's learning. Learners can also include a comment on why they found it helpful. This feedback is important to help assessors identify the types of feedback that residents find beneficial for their learning.

Accessible by PDs and PAs from the CBME Dashboard Stages tab, the Milestone Report allows faculty and PAs to generate a milestone report for a specific learner. This report is a breakdown of completed assessments that have been tagged to milestones and EPAs. Assessments are tallied based on the milestone and EPA that they are tagged to and the tool generates one report per unique scale. The number of unique scales is determined by what tools were used to complete the included assessment tools. The reports are generated as CSVs and are zipped into a folder.

From a learner's CBME Dashboard Stages tab, click Milestone Report in the top right (beside Log Meeting).

1. Select a date range for the report. 2. Click “Get Tools" 3. Select the tools that you wish to view the aggregated milestone report for, or click “Select All Tools" 4. Click “Generate Report”. This will open a download modal for you to select where to save the zip file. 5. Unzip the file 6. If multiple rating scales were used to assess the milestones, there will be one CSV file for each rating scale 7. Open a CSV file 8. Each row represents a milestone, and each column represents the rating scale options. These rating scale options are grouped by EPA (e.g., for the Queen’s Three-Point Scale, you will see 4 columns for each EPA: Not Observed, Needs Attention, Developing, and Achieving). 9. Each cell displays the total number of times that milestone was assessed for that EPA, including how many times it was rated at that level on the rating scale (e.g., 3 of 6 completed assessments were rated as “Achieving”.

NOTE: Even though you may have selected only one of many Supervisor Tools (or other tools), if you used the same scale on all tools, the report will display all data for all tools that used that rating scale. We will be enhancing this in future iterations to only report on tool(s) selected.

A procedure form is an assessment tool that can be used to provide feedback on a learner’s completion of a specific procedural skill. Once a procedure is selected, specific criteria will be displayed. A procedure form can be initiated by a learner or faculty.

When you create a procedure template and publish it, the system looks at the number of EPAs and procedure contextual variable responses selected and generates the appropriate number of forms. If you keep 3 EPAs and indicate 10 procedures on the form template, the system will publish 30 forms that are available to be triggered by a user (one form per EPA per procedure).

To use the Procedure Form Template, a program must first:

• Define contextual variables responses for the Procedure variable

• Upload assessment criteria CSV files for each procedure. This provides the actual assessment criteria for each procedure.

  • You can upload different criteria (i.e., different assessment forms/items) for each procedure.

  • You can optionally use the same criteria for every EPA that will assess that procedure, or you can upload different criteria for every EPA that will assess that procedure.

Accessing Form Templates

• You need to be logged in as a Program Coordinator, Program Director or staff:admin role to access Admin > Assessment & Evaluation.

• Navigate to Admin > Assessment & Evaluation.

• Click ‘Form Templates’ on the tab menu.

• Click the green ‘Add Form Template’ button in the top right and a pop-up window will appear.

• Type in a form template name and select the form type (Procedure Form) from the dropdown menu.

  • If you have permission to access multiple programs, use the dropdown menu to select the appropriate program for this form. This option will only show up if you have access to multiple programs.

• Click 'Add Form'.

• You will be taken to the procedure form template build page.

Procedure Form Template Information

• Template Title: Enter the title of the form. This will be seen by users.

• Description: The form description can be used to store information for administrative purposes, but is not seen by users completing the form.

• Form Type: This was set in the previous step and cannot be edited here.

• Course/Program: Program coordinators and faculty directors may not have access to multiple courses, while staff:admin users are likely to. If you have access to multiple courses, make sure you've selected the correct course to affiliate the form with.

• EPA Version: If you have two (or more) curriculum versions in the system, the Form Template Builder will default to loading the most recent version. In the "EPA Version" tab, simply select the appropriate version. Click Save.

  • If you want to build new forms for learners using Version 1, change the EPA Version to Version 1, click Save, and it will load the appropriate EPAs.

• Permissions: Anyone added under permissions will have access to edit the form before it is in use and use the form if they are setting up a distribution. You may wish to include a program in the permissions field so that you can filter by this form type later on.

  • To add individual, program, or organisation permissions, click the dropdown selector to select a category, and then begin to type in the appropriate name, clicking on it to add to the list.

  • You can add multiple individuals, programs, and organisations to the permissions list as needed.

• Include Instructions: Check this to open a rich text editor where you can provide instructions about the form to users (instructions will display at the top of forms built from this template). The same instructions will apply to all forms published from this form template.

Template Components Section

EPA Selection

Select which EPAs can be assessed using forms generated from this template.

• All EPAs assigned to a course are included on the template by default.

• To remove EPAs, click on the small 'x' to the left of the EPA code. You can add back any required EPAs by clicking on the dropdown menu and checking off the tick box for a desired EPA.

• Click ' Save and Next'.

Note: You do not specify milestones for use on a Procedure Form.

Contextual Variables

By default, ‘Procedure’ will be selected as a contextual variable.This will require some additional information to be added to the system if the program you are working in hasn’t input procedure response options.

• If you want all EPAs to have the same available contextual variables leave all EPAs checked off.

• If you’d rather specify which contextual variables apply to which EPAs simply uncheck an EPA and it will appear below with its own customizable list of contextual variables.

• In addition to 'Procedure', you may select between 1 and 6 contextual variables per EPA.

By default, all of the response options within a contextual variable are included on any forms made from the template.

• Click the grey button beside a contextual variable to view the available contextual variable responses.

• To remove specific responses from this template, deselect them. For convenience, you can also use ‘Check All’ and ‘Uncheck All’.

• To allow users to select multiple CV responses when completing a form, check the multi-select box. If selected, the item created on the form will be a drop down multiple responses type, instead of single response type.

• When you have made the required changes, click the blue ‘Save and Close’ button.

If you modify which contextual variable response options will be available on a template, the number in the grey badge will show how many responses have been included out of the total possible responses.

Click 'Save'.

Enabling Competency/Milestone Scale Selector

Setting a Scale

• Use the first dropdown menu to select the scale you want to use to assess enabling competencies or milestones. (Scales can be configured by a medtech:admin user via Admin > Assessment and Evaluation.)

• Indicate whether comments are disabled, optional, mandatory, or prompted.

  • Disabled - Comments are disabled at the milestone level.

  • Optional - An optional comment box will appear for each milestone. Comments are not required for a form to be submitted.

  • Mandatory - A mandatory comment box will appear for each milestone. Comments are required for all milestones before a form can be submitted.

  • Prompted - A mandatory comment box will appear only for the prompted responses indicated. This is a popular option for responses at the lower end of a scale.

The default response feature allows you to prepopulate a form with the selected response.This can reduce time required to complete the form.

The Responses fields will be automatically populated depending on the scale selected in the first dropdown menu.

Click 'Save'.

Global Rating Scale Selector

• From the first dropdown menu, select a Global Rating Scale.

• Enter Item Text if needed.

• From the second dropdown menu, indicate whether comments are disabled, optional, mandatory, or prompted.

• The Responses fields will be auto-populated depending on the scale selected in the first dropdown menu.

• Click 'Save'.

Default Content

On each form template you create you’ll notice a greyed out area at the bottom including Next Steps, Concerns, and a place for feedback. This is default form content that cannot be changed except by a developer.

Publish

When the form is complete, a green bar will tell you the form can be published.

Click 'Publish' to make your template available for use.

Once a form template has been published, you can rearrange the template components for each form; however, you cannot makes changes to the scales or contextual variables. To make these changes, copy the form template and create a new version.

Please note that a behind the scenes task needs to run before your forms will be published. At some schools this may take up to an hour so expect a slight delay between when you publish a form and when it is available to be triggered by users.

A Note on Logging Procedures Without Assessing Them

In some programs residents may be required to log multiple procedures or encounters and only have a subset of those logged entries be assessed. Elentra does support a logbook outside the CBME module and some programs have opted to have residents use both tools to capture the full picture of residents' progress. For more detail on Elentra's logbook, please see here.

A Periodic Performance Assessment (PPA) Form is designed to capture longitudinal, holistic performance trends. At least one item on a PPA form must be linked to an EPA for the form to be initiated on demand by users.

Before you start

Within a given form, you can only tag curricular objectives (e.g., EPAs or milestones) from the same curriculum version. To ensure that you do not accidentally add an EPA from a different version, we recommend you create the form first and then "Create & Attach" new items to the form.

Creating a PPA Form

• You need to be a staff:admin, staff:prcoordinator, or faculty:director to access Admin > Assessment & Evaluation to create a form.

• Click Admin > Assessment & Evaluation.

• Click on Forms from the subtab menu.

• Click Add Form.

• Provide a form name and select PPA Form from the Form Type dropdown menu; then click Add Form.

Form Information

• Form Title: Form titles are visible to end-users (learners, assessors, etc.) when being initiated on-demand. Use something easily distinguishable from other forms.

• Form Description: The form description can be used to store information for administrative purposes, but it is not seen by users completing the form.

• Form Type: You cannot change this once you have created a form.

• On-Demand Workflow: On-demand workflows enable users to initiate a form on-demand using different workflow options (EPA, Other Assessment Form, Faculty Evaluation and Rotation Evaluation).

  • EPA: Use for forms tagged to EPAs that you want users to be able to initiate. Contributes to CBME dashboards.

  • Other Assessment Form: Use for forms that you want users to be able to initiate and complete on demand without tagging to EPAs; or, for tagged forms that you don't want to appear in the EPA list. Only forms with EPAs tagged will contribute to CBME dashboards.

• Course: Program coordinators and faculty directors may not have access to multiple courses, while staff:admin users are likely to. If you have access to multiple courses, make sure you've selected the correct course to affiliate the form with.

• EPA Version: Select the CBME Version that this form will be used for. After setting the version, you will only be able to tag EPAs from that version to this form.

  • By default, the Form Editor will load the most recent CBME version. Under "EPA Version", simply select the appropriate version. Click Save. If you want to build new forms for learners using Version 1, simply change the EPA Version to Version 1 and it will load the appropriate EPAs.

• Permissions: Authorship permissions give other users access to edit the form. You can add individual authors or give permission to all administrators in a selected program or organization. It is highly recommended that you assign course/program-level permissions to all of your forms, as some filters rely on this setting.

  • To add individual, program, or organization permissions, click the dropdown selector to select a category, and then begin to type in the appropriate name, clicking on it to add to the list.

  • You can add multiple individuals, programs, and organizations to the permissions list as needed.

Contextual Variables

Select the relevant contextual variables for this form by clicking on the checkbox. Adjust which contextual variable responses should be included by clicking on the gray badge. This allows you to deselect unneeded contextual variable responses which can make the form faster to complete for assessors.

Entrustment Rating

• If you want to include an Entrustment Rating on the form, click the checkbox. Select an entrustment rating scaled from the dropdown menu. Note that the responses will be configured based on the scale you select. It is also possible that the Item Text will be auto-populated based on the scale you select.

• For the optional Entrustment Rating, set requirements for comments noting that if you select Prompted comments you should also check off which responses are prompted in the Prompt column. If you use this option and any person completing the form selects one of the checked responses, s/he will be required to enter a comment. Additionally, if the form is part of a distribution you'll be able to define how prompted responses should be addressed (e.g. send email to program coordinator whenever anyone chooses one of those response options).

Default Items

• The default Feedback and Concerns items will be added when the form is published.

Form Items

• Add form items by clicking 'Add Items', or click the down arrow for more options.

• 'Add Free Text' will allow you to add an instruction box.

  • If you add free text, remember to click Save in the top right of the free text entry area. Any free text entered will display to people using the form.

• 'Add Curriculum Tag Set' should not be used.

• To create and add a new item, click the appropriate button.

• Select the Item Type and add any item responses, if applicable.

• Tag Curriculum Tags to your newly created item.

  • In the example below, because you are using a form that is mapped to "Version 2", the curriculum tag sets will be locked to "Version 2". This will ensure that you do not accidentally tag an EPA from a different version.

• After you have added items to your form you may download a PDF, and preview or copy the form as needed.

• Save your form to return to it later, or if the form is complete, click Publish. You will see a blue message confirming that a form is published. Unlike form templates which require a behind the scenes task to be published, a rubric form will be available immediately.

FAQ

My PPA or Rubric Form is not displaying a publish button. Why is this happening?

In order for a PPA or Rubric form to be published, you must have at least one item that is mapped to part of your program's "EPA tree". You will only see the "publish" button appear after you have tagged an item to either an EPA(s) or a milestone(s) within an EPA. After saving the item, you will now see a "Publish" button appear.

Is it a requirement to publish PPA and Rubric forms?

You only need to publish PPAs and Rubric forms if you wish to leverage the EPA/Milestones tagging functionality in the various CBME dashboards and reporting. You are still able to use PPAs and Rubric forms without tagging EPAs or milestones if you only need to distribute them, or select them using the "Other Assessment" trigger workflow. If you want any of the standard CBME items, such as the Entrustment Item, Contextual Variables, or the CBME Concerns rubric, you must tag and publish the form. Keep in mind that the assessment plan builder only supports forms that have the standard entrustment item on it - meaning, only published PPAs/Rubrics forms.

Do I need to publish a PPA before being able to attach it to a distribution?

No, the distribution wizard does not require you to publish the form before being able to attach it to a distribution. As long as you do not want to tag EPAs or Milestones, or have the form be reported in the CBME Dashboards, then you do not need to publish it.

The assessment plan builder allows you to specify minimum requirements for assessment forms on a per-EPA basis. These plans are leveraged to generate resident progress reports in the CBME Program Dashboard.

Currently, the assessment plan builder supports Supervisor Forms, Field Notes, Procedure Forms, PPAs (with global entrustment item), and Rubric Forms (with global entrustment item). These forms must have an item mapped to an EPA for it to show up on the Assessment Plan. As of ME 1.18, you are now able to build plans for forms that were deleted or retired.

The assessment plan builder does not currently support PPA or Rubric forms that do no have a global entrustment item added.

Building an Assessment Plan

• You must be in an administrative role and have access to a specific program to use the Assessment Plan Builder.

• Navigate to Admin > Manage Programs/Courses.

• Beside the appropriate program/course name, click the gear icon and click "CBME".

• Click the Assessment Plans tab.

• Click "Add Assessment Plan".

When you click “Add Assessment Plan” you are creating a container for all EPA-specific assessment plans in your curriculum. Each assessment plan container is scoped to a single curriculum version (i.e., if you have multiple versions of your EPAs, you can create different assessment plans for different EPA versions).

• To add an assessment plan, select the “Version” and create a title for your assessment plan container. Adding a description is optional.

• Click “Save Plan.” You will now be redirected to the new assessment plan container. You can use one container for all of your EPAs within a version.

• The assessment plan container will load all EPAs for the selected curriculum version. You can use a free-text search to find a particular EPA, or scroll down to the EPA of interest.

• Each EPA has a circular icon that indicates the EPA plan status.

  • A green checkmark indicates that an assessment plan has been published for this EPA.

  • A grey circle indicates that no assessment plans have been started for this EPA.

  • An orange exclamation mark indicates that an assessment plan has been saved in draft mode for this EPA. Changes may need to be made before publishing.

• Click on the EPA you wish to add an assessment plan for.

• Add a title and an optional description. These are not visualized to other users at this time and are for admin purposes only.

• Click on "Assessment Tools" to load all tools that have been tagged to this EPA.

  • Date ranges are listed for tools that have been deleted or retired.

  • A single creation date is listed for active tools.

• Select the tool(s) you wish to include in this assessment plan. You can add one plan for each tool, or optionally combine the requirements across tools.

Combine Tools

The combine tools feature allows you to combine multiple tools/forms within the same assessment plan, as long as there are shared contextual variables and the entrustment question is the same. You can then set the plan requirements for the shared variables & scale, and the system will use assessments from all of the selected tools to feed into the dashboard. For example, if you require 4 assessments to be completed at "meets expectations" or above, and it can be either a Field Note or a Supervisor form, the combine tools feature is an easy way to do this.

To combine tools:

1. Click "Assessment Tools"

2. Select all of the tools that you wish to combine

3. At the top of each tool card, click the checkbox at the top right

4. Click "Combine Tools"

5. Enter the plan requirements, as outlined below

Assessment Plan Features

• Minimum number of assessments: Enter the minimum number of assessments required for this EPA using this tool. This number is linked to the global entrustment rating, which means that completed assessments must be equal or higher than the selected rating scale response in order to fulfill the plan. This is a mandatory field.

• Rating scale responses: Select the minimum level of entrustment or supervision that is required for this EPA. The number entered in the field before this is linked to this response. For example, this EPA required 3 assessments scored at "Almost" or above. This is a mandatory field.

• Minimum number of assessors: Enter the minimum number of assessors required to complete assessments on this EPA. This is a mandatory field.

• Contextual Variable Types: Choose how you wish to track your contextual variable responses for this form. You can select multiple contextual variable types as needed (e.g., ‘spread’ and ‘specific’ requirements) within the same assessment plan (either single form or 'combined' form plan). For example, for Form A, I want to use "Specific" and "Group - Spread". i.e., I need the resident to see "cystic fibrosis" (specific) and any 4 of the other diagnoses (Group - Spread).

  See below for detailed descriptions of each contextual variable type.

• Contextual Variables: Select which contextual variables you need to track for this form. Only the contextual variable categories that are on the selected form will be loaded in this dropdown. Depending on the contextual variable type you selected, you will have different options appear to track the responses.

• Combine Tools: See notes above.

Contextual Variable Types

The assessment plan builder leverages the grouping functionality within contextual variables. Within a given contextual variable, you are can create groups of responses. There are four different ways to track contextual variable responses with the assessment plan builder: spread, specific, group (spread), and group (specific).

Spread

The Spread function allows you to check off a selection of contextual variable responses and indicate how many unique responses are required from that list. In the above image, any 4 unique responses must be assessed at least once to meet the plan.

Specific

The Specific function allows you to check off a selection of contextual variable responses and indicate how many times each of the selected responses need to be assessed to meet the plan.

Group (Specific)

The Group: Specific function allows you to check off a selection of contextual variable responses within a contextual variable group and indicate how many times each of the selected responses need to be assessed to meet the plan. You can select responses from multiple groups within the same contextual variable.

Group (Spread)

The Group: Spread function allows you to select contextual variable groups and indicate how many discrete/unique responses from the group need to be assessed to meet the plan. You can add each response from the group individually as needed. The number of responses required must be equal to or less than the number of CV responses in the group. The learner needs to have a CV response present in their assessments just once to start meeting the requirement.

In the example above if you set the requirement to 4, the learner would be required to collect 4 unique contextual variable responses from the "Complex" group list displayed (for example: genetic syndrome, developmental delay, neurologic problem, AND hemotology/oncology problem).

You can add multiple groups from within the same contextual variable.

You can also use multiple contextual variable types (e.g., ‘spread’ and ‘specific’ requirements) within the same assessment plan (either single form or 'combined' form plan). For example, for Form A, I want to use "Specific" and "Group - Spread". i.e., I need the resident to see "cystic fibrosis" (specific) and any 4 of the other diagnoses (Group - Spread).

Optional Support for Dependencies within Assessment Plan CV responses

You can now specify dependencies between contextual variables so that requirements must be collected as a combination.

• Add a contextual variable to a plan.

• Add a second contextual variable.

• You will see both contextual variables display on each other's cards.

• Use the "Dependencies" checkbox to have one CV (the one where "Dependencies" is checked") require the other.

  • After you've checked off one CV to make it a dependency, the corresponding CV box will disappear from the other CV card.

The view on the CBME progress dashboard will reflect these assessment plan requirements grouped together if they are used as combination/dependencies.

Publish Plan

Once you have entered all of the contextual variable requirements, you can"Save Draft" to return to it later or "Publish Plan". Only a published plan will get reflected on the CBE program dashboard.

The curriculum tags connected to an individual learner are stored in a user tree. Especially in the context of programs using a Royal College structure, there can be circumstances where an administrator needs to reset a user tree. For example,

• if learner stages weren't correctly set before a curriculum was versioned,

• if learners were not set as CBME enabled on a course enrolment tab before a curriculum was versioned,

• if a competency committee decides to modify the version of curriculum a learner needs to complete for a specific stage.

For existing schools using CBE and a Royal College curriculum framework, the option to modify a User Tree through the user interface replaces the previous work developers had to do to manually adjust a learner's curriculum version if a mistake was made in promoting them or otherwise.

For schools using CBE who do not use a RC curriculum framework, if you version your curriculum, you will be required to manually reset the user trees for all learners to move them forward to the new curriculum version.

To effectively modify a user tree an administrator needs to know:

• which learner to use

• which curriculum version is applicable to the learner

  • in the context of Royal College programs, you need to know which curriculum version is applicable to which stage of training

To reset a user tree:

• Navigate to the CBME tab of a program.

• Click Configure CBME.

• From the Actions dropdown, select Modify User-Tree Versions.

• Select a learner (or multiple if applicable).

• The Tree ID will be pre-populated based on the course/program you are working in. This is presented for information only.

• Under Reset Mode, make a selection.

  • Override user tree(s) with a specific version

    • Use this option if your curriculum framework does not include stages of progress and you need to assign a complete new curriculum version to a user.

    • For most organizations using their own curriculum framework (not Royal College structure), learner are locked onto a full version of a curriculum and DO NOT automatically get pushed to a new version once one is published.

      • Click Next.

      • Select a curriculum version.

      • Click Set user tree version.

      • You will get a success message and see a list of users who were migrated.

      • Click Reset another tree or click on another tab to move to another task.

  • Build useable tree from versionable root

    • Use this option if you use a Royal College curriculum framework and need to assign different curriculum versions to different learner stages.

    • For each version and each stage, indicate if the version should be included or excluded in the user tree. For example, in a Royal College framework you could indicate that stages D and F should be on Version 1 and stages C and P should be on Version 2.

      • Click Next.

      • Click to include or exclude each version within each stage (for RC programs).

      • Click Submit branch modifiers.

      • You will get a success message and a view of the resulting user tree.

      • Click Reset another tree or click on another tab to move to another task.

These are instructions to have a developer set a learner stage.

Introduction

When publishing a new curriculum version within the CBME module, learners will automatically be updated to have the new curriculum version (i.e., EPAs marked as “replaced” or “changing”) for all of their upcoming stages of training. There may be a time where you would like certain learners to have stages from a specific version. This guide will instruct you on how to properly update a learner or series of learners to have stages from a specific version.

What you will need

In order to update the learner(s) objectives in a timely manner there are a few things to gather before you begin the process:

1. Assemble a list of proxy_ids for all of the learners that you wish to update. This process is done on a per course basis so make sure that all of the learner proxy_ids that you compile belong to the same course.

2. Make note of the stages that you wish to be updated. The script requires the stage letter in order to know which stages to update, so make a list of the stage letters. For example, if you are updating a learner to have an old version of Transition to Discipline (D) then you will need to note D as the stage you are updating.

3. The final thing you will need is the cbme_objective_tree_version_id for the version that you wish to update to. So if the course you are updating is course_id 123 and you would like to update a learner to version 2 for a stage then you need to look up the cbme_objective_tree_version_id for course 123 version 2 in the cbme_objective_tree_versions table. You will also need the cbme_objective_tree_version_id for the version that the learner is already a part of. The script requires that you set the version for every stage available to the learner which is why we need the current versions.

4. Access to the database

5. SSH access to your production environment

Updating the learner stages

Updating the learner stages requires a developer tool to be run from developers/tools/cbme_migration. You must have SSH access to your production server in order to complete these steps. Please Note: It’s recommended that you go through the following steps in a test/staging/development environment first so that you can ensure that the script updated the learners properly.

Steps:

1. Open up your database client and open the cbme_objective_tree_aggregates table.

2. For every learner proxy_id that you compiled ahead of time we will be deleting their cbme_objective_tree_aggregate records for the course that we are updating. Select all of the rows where tree_viewer_value is the proxy_id that we are dealing with, the tree_viewer_type is “proxy_id” and the course_id matches the course that we are using. Once you have all of that data, we are going to DELETE it from the table. Repeat this until we have deleted the aggregates for every learner in the list.

3. Now that the aggregates are deleted, we can update the learners’ stages using the script. SSH into your server and navigate to the following directory: /var/www/vhosts/your installation name here/developers/tools/cbme_migration

4. Once in that directory we are going to be executing the reset-learner-tree-version.php script. Tip: if you run php reset-learner-tree-version.php --usage it will bring up the help dialogue to describe all of the options that are available. Once you have read through all of the available options you will notice that there are multiple modes that this script can be run in. For this scenario we will be using “specify” mode since we want to specify which version of stages the learners will be receiving. We must specify all stages in the --stages parameter so that the script updates them to the correct version.

As an example, if your data is this:

• organisation_id = 1

• course_id = 123

• proxy_ids = 1111,2222,3333,4444

• stages to update = C,P

• current version id = 10

• new version id = 20

The command will look like this:

We do not need to provide the --exclude parameter in this case

You will notice with the command above that we have listed all 4 stages in the --stages parameter even though we are only updating C and P. The reason for this is because the script requires that all stages be specified in order to update them to the correct version. In this case we are not changing D and F so we set them as the original version (10) in the script parameters. Each stage corresponds with a version in the --versions parameter, so in this case D will get version 10, F will get version 10, C will get version 20 and so on.

5. Once that script runs the last thing to do is to clear the cbme_objective_tree cache for the course that we are dealing with. The easiest way to do this is through the interface:\

• Login to your install as an administrator who has admin access to the course that we are updating

• Navigate to Admin > Manage Courses (Programs) > Select the course that you are using > CBME tab > Import CBME Data

• Click on the Actions button on the left side above the EPA search bar and select the Edit EPAs option.

• Whenever one of these EPAs are updated, the cache is cleared for the course. So all that is required is to just click save on the first EPA that is listed and the cache will be cleared. You do not need to change any of the text in the EPA that you just saved. Simply saving what is already there will sufficiently clear the cache.

Conclusion

Once you have cleared the cache for the course then the learners should see the updates on their dashboard. As mentioned before, it's recommended that you do this process in a test environment first so that you can verify the data is the way you would like it before updating production. If you do run into the scenario where you updated a learner to the wrong version then you can always repeat this process and update them to the correct version.

The easiest way to verify that the learners are in the correct version would be to login as some of the learners that were updated and compare their dashboards to the version they were set to. Usually there is a difference between one version to the next whether it be the EPA titles or the number of EPAs.

A field note form template is used to give a learners narrative feedback about their performance.

When you create a field note form template and publish it, the system automatically looks at the EPAs and contextual variables selected and generates the appropriate number of forms.

Accessing Form Templates

• Ensure you are logged in as a staff:admin user, or as a Program Coordinator or Program Director affiliated with a program.

• Navigate to Admin > Assessment & Evaluation.

• Click ‘Form Templates’ on the tab menu.

• Click the green ‘Add Form Template’ button in the top right and a pop-up window will appear.

• Type in a form template name and select the form type from the dropdown menu. Select ‘Field Note Form.’

• If you have permission to access multiple programs, use the dropdown menu to select the appropriate program for this form. This option will only show up if you have access to multiple programs.

• Click 'Add Form'.

• You will be taken to the field note form template build page.

Building a Field Note Form Template

Form Template Information Section

• Template Title: This is the title of the form and will be seen by users.

• Description: The form description can be used to store information for administrative purposes, but is not seen by users completing the form.

• Form Type: This was set in the previous step and cannot be edited here.

• Course/Program: Program coordinators and faculty directors may not have access to multiple courses, while staff:admin users are likely to. If you have access to multiple courses, make sure you've selected the correct course to affiliate the form with.

• EPA Version: If you have two (or more) curriculum versions in the system, the Form Template Builder will default to loading the most recent version. In the "EPA Version" tab, simply select the appropriate version. Click Save.

  • If you want to build new forms for learners using Version 1, change the EPA Version to Version 1, click Save, and it will load the appropriate EPAs.

• Permissions: Anyone added under permissions will have access to edit the form before it is in use and use the form if they are setting up a distribution. You may wish to include a program in the permissions field so that you can filter by this form type later on. To add individual, program, or organisation permissions, click the dropdown selector to select a category, and then begin to type in the appropriate name, clicking on it to add to the list. You can add multiple individuals, programs, and organisations to the permissions list as needed.

• Include Instructions: Add additional text at the beginning of the form by clicking the small tick box beside ‘Include Instructions.’ This will open a rich text editor where you can enter text, images, hyperlinks, etc. This information will display to users when they complete forms published from this blueprint.

EPA Selection

• Specify which EPAs can be assessed using forms generated from this template.

• All EPAs assigned to a course are included on the template by default.

• To remove EPAs, click on the small 'x' to the left of the EPA code.

• You can add back any required EPAs by clicking on the dropdown menu and checking off the tick box for a desired EPA.

• Click the grey badge beside an EPA to select or remove specific milestones for forms built from this template.

• Click 'Save'.

Contextual Variables

If you want all EPAs to have the same available contextual variables leave all EPAs checked off. If you’d rather specify which contextual variables apply to which EPAs simply uncheck an EPA and it will appear below with its own customizable list of contextual variables.

• Select which contextual variables you want to include with which EPAs by checking and unchecking the tick boxes.

• You can remove specific contextual variable responses by clicking on the grey button beside a contextual variable.

  • For convenience, you can also use ‘Check All’ and ‘Uncheck All’.

  • When you modify which contextual variable response options will be available on a template, the number in the grey badge will show how many responses have been included out of the total possible responses.

• To allow users to select multiple CV responses when completing a form, check the multi-select box. If selected, the item created on the form will be a drop down multiple responses type, instead of single response type.

• When you have made the required changes, click the blue ‘Save and Next’ button.

Free Text Feedback to Resident

All field note form templates include a Continue and Consider section in which faculty can record comments to provide feedback to learners. These sections cannot be edited in the Field Note Form Template.

Global Rating Scale Selector

• From the first dropdown menu, select a Global Rating Scale.

• Enter Item Text if needed.

• From the second dropdown menu, indicate whether comments are disabled, optional, mandatory, or prompted.

  • Disabled - Comments are disabled at the milestone level.

  • Optional - An optional comment box will appear for each milestone. Comments are not required for a form to be submitted.

  • Mandatory - A mandatory comment box will appear for each milestone. Comments are required for all milestones before a form can be submitted.

  • Prompted - A mandatory comment box will appear only for the prompted responses indicated. This is a popular option for responses at the lower end of a scale.

• The Responses fields will be auto-populated depending on the scale selected in the first dropdown menu.

• Click 'Save'.

Default Content

On each form template you create you’ll notice a greyed out area at the bottom including Next Steps, Concerns, and a place for feedback. This is default form content that cannot be changed except by a developer.

Publish

Click 'Publish' to make your template available for use.

Once a form template has been published, forms created from it will live on the resident dashboard and can no longer be edited. The number of forms that will be created from a template depends on the number of EPAs assigned to the template.

Learner and Faculty Triggered Assessment Forms Viewed from CBME Dashboard

Learners and their affiliated faculty and program administrators can track assessment form completion by navigating to the learner's CBME dashboard.

Click on the Assessment and Evaluation badge at the top of the page. Click the My Learners tab and click on CBME Dashboard below the relevant learner name.

From the learner's CBME dashboard click on Assessments. Scroll down past the Filter Options until you see a set of tabs including Completed, In Progress, Pending, and Deleted. Choose the appropriate tab to review assessment form completion.

Tracking Form Completion From the Learner's Assessments Page

Click on the Assessment and Evaluation badge at the top of the page. Click the My Learners tab and click on Assessments below the relevant learner name.

These pages provide information on tasks triggered by faculty and learner's as well as tasks assigned through distributions and provide access to some reporting. For more information see the Reviewing Progress>Assessments Page help section.

Tracking Form Completion From a Faculty's Assessments Page

PAs can view a faculty's tasks from the Assessment and Evaluation tab. It works almost the same as the learner's assessment page but is accessed from the Faculty tab.

Monitoring Progress of Tasks Created via Distributions

When a PA sets up assessment and evaluation tasks to be completed via distributions, progress can quickly be viewed via the Assessment and Evaluation module.

Users who have access to Admin > Manage Courses will be able to manage learner levels and CBE status through the Course Enrolment tab.

Learner Levels and CBE status can optionally be used when configuring distributions in the Assessment & Evaluation module.

Learner levels do not automatically adjust when a new curriculum period is added. For each new course enrolment, learner levels and CBE status should be defined (if being used).

Set Learner Level and CBE Status

• Navigate to Admin > Manage Courses.

• Select the appropriate course.

• Click the Enrolment tab.

• You will see a list of learners. Use the curriculum period switcher on the right if needed.

• For each learner, select a learner level from the drop down.

• After a learner level has been defined you can set CBE status to Yes or No.

General information about cohorts/course lists can be found here.

For (P)GME programs using CBME, residents should be stored in course lists in order to easily add them as the audience of a course. Course lists are managed through Admin>Manage Cohorts. We recommend that you create a course list for each academic year and populate the course list with all learners, CBME and non-CBME, who will participate in that program for the specified time.

If you are syncing your users with another source, your course lists may be automatically populated. It will depend on the script written by developers to connect Elentra to your other source of user information.

When you create courses, you can set the Course List as the audience for the course. It is important that learners be enrolled in a current curriculum period for them to be able to trigger forms and have forms triggered on and to them.

From the Dashboard, faculty click the green 'Start Assessment/Evaluation' button on the right side of the screen.

First, faculty select an On-Demand Workflow which will dictate which forms become available to select. These options will only display if an organisation has form work-flows configured. If None is the only available option, select None and continue.

After selecting an on-demand workflow, the choices a user has will depend on the workflow they are completing. In this example, we'll complete an EPA form.

Next faculty select a learner. They can begin to type a name to limit the list of options. When they mouse over a name, they can see the learner's name and photo (if uploaded).

Set a date of encounter.

If the learner is enrolled in two programs the faculty will have to specify a program.

Next faculty select an EPA.

For a reminder on what is included in a specific EPA the black question mark provides a quick link to the EPA Encyclopedia (see above).

Users can easily navigate the list of EPAs by applying preset filters including Current Stage EPAs, Current Rotation EPAs, and Priority EPAs. Click on a filter title to apply it. In the example above the Priority EPAs filter is being applied.

After an EPA is selected, the available assessment tools will be displayed. Learners can search the tools by beginning to type in the search bar. Note the small clock in the top right of each tool card. This is an estimate of how long the form will take to complete based on the experience of other users.

Faculty can click 'Preview This Form' to view the form and ensure it is the one they want or they can click 'Begin Assessment' on any tool to begin.

This feature allows residents to cognitively situate their assessors by adding an optional note to any assessment that will be emailed (complete and confirm via email; email blank form; self-assessment, then email blank form). It can be used to remind the assessor about specific case details, provide a focus for assessment, or anything else that the resident feels the assessor should know before completing the assessment. This note will stay attached to the assessment and will be visible from the CBME dashboard for reference.

This cue will stay attached to the assessment and will be visible from the CBME dashboard for reference.The cue is optional and if provided it will appear at the top of the assessment for the assessor. The cue can also be seen on the completed assessment for both the resident and the faculty member.

• For “Email blank form,” the cue modal will pop up from the Trigger Assessment page after “Send Assessment” has been clicked.

• For “Complete and Confirm via Email” and “Self-assessment, then email blank form”, the cue modal will pop up after clicking “Submit and notify attending by email” at the bottom of the form.

PAs can enter completed assessment forms on behalf of assessors. This allows faculty to complete a pen and paper version of a form and have the data entered into Elentra.

To enter a completed form on someone's behalf:

• Navigate to Admin>Assessment & Evaluation.

• Click on the green 'Record Assessment' button below the orange Assessment Tasks heading.

• Select a resident (you will need to know the curriculum period the learner is in) and assessor from the searchable dropdown menus.

• Select a CBME Version if necessary.

• Select a Date of Encounter (i.e., the day the form was completed).

• Select an EPA as you would to initiate a form. Filters and search are available.

• Search for the appropriate form. You can preview the form to make sure it is the one you want or click 'Begin Assessment' to start a form.

• You will be submitting the assessment on behalf of the selected assessor. There is a reminder of the selected assessor displayed at the top of the form in a yellow information bar.

• Complete the form and click Submit.

• You will get a green success message and be returned to the assessment entry screen to complete another form if needed. \

Program Administrators and Faculty Directors have the ability to get an overview of others' task completion status from Admin > Assessment and Evaluation.

• Navigate to Admin > Assessment and Evaluation.

• Filter by task delivery type as needed.

• View Outstanding, Upcoming, or Deleted tasks.

• Search any list for for specific forms, or owners. Note: The 'Owner' is the person who is responsible for completing the form.

• Hover over the Targets column to view the targets of the form.

• Check the appropriate boxes and then send reminders as needed.

• Check the appropriate boxes and then 'Delete Task(s)' as needed.

• Click on any form to complete it on behalf of another user.