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If you have learners who need or want to audit a course your options depend on the privacy settings of the course.
If the course is open (i.e., anyone logged in to Elentra can view it), you can:
Leave the learner's profile as active.
Instruct them to navigate to their Learning Event tab and remove any filters that are set by default.
Instruct them to filter by the course they plan to audit. This will show them all the learning events for the course.
If they have been assigned to a particular group, ask them to attend the sessions designated for that group.
If the course is private and only visible to logged in users enrolled in the course, enrol the learner as an individual in the course. To exclude the learner from the course gradebook, ensure that the assessments in the Gradebook are only associated with the cohort/course list, and not all learners enrolled in the course.
The MSPR is a collection of information about a student including activities completed during medical education, comments about student performance in clinical settings, amount of time spent in different departments or specialities, etc. In Canada, this information is provided by undergraduate medical education offices to the Canadian Resident Matching Service (CaRMS).
Additional information about how to manage and use the MSPR in general can be found in the MSPR help section.
In the event that a learner must take a leave of absence or is required to repeat a course or year, you may have to adjust the cohort to which they belong by either temporarily deactivating them or deleting them from one cohort and adding them to another.
If a learner takes a leave of absence after which they will return to the same cohort, opt to deactivate them in their current cohort. This will:
leave them listed as a member of the cohort, but highlighted in pink, so that you know that they have been deactivated
highlight the associated cohort in your list of cohorts (Admin > Manage Cohorts) in yellow, so that you know that the cohort contains at least one deactivated user
allow the learner to access the courses and learning events in the system through the Courses and Learning Events tab; however, they will no longer be a member of the cohort, so will no longer be an audience member on events. In order to view learning events in the system, the learner must ensure that the events are no longer filtered by themselves as a member of the audience.
continue to display the learner in a Course Gradebook
remove the learner from the My Learners list (and therefore reporting on logbook completion)
Remember to remove the learner from any course groups they have been added to; otherwise, they will continue to be associated with the group.
To remove them from their cohort (as they will not be returning), so that they do not appear in your Gradebook listing, event audience, or course groups:
To revoke a learner's access to Elentra, deactivate the learner's profile:
Navigate to Admin > Manage Users.
Search for the appropriate user and click on his/her name.
In the User Management menu in the left-hand sidebar, click Edit Profile.
Under Account Options set an Access Finish date and time.
To immediately end a user's access, change the account status to Disabled and put in the current date and time.
Click Save.
Elentra can be used to track learner leaves of absence. These need to be logged by a curriculum coordinator and can be done through a user's profile page.
Navigate to Admin > Manage Users.
Search for the appropriate user (the person taking leave) and click on his/her name.
From the Student Management box on the left sidebar, click 'Leaves of Absence'.
Click 'Add Leave of Absence' to create a new absence.
Provide the relevant details and click 'Add Absence'.
Delete an existing absence by clicking the red minus icon beside the relevant absence.
When a learner repeats a year or needs to attend an event alongside another cohort, you can do one of two things:
Enroll the learner as an individual in all courses that the learner is required to participate in, and leave them as a member of their previous cohort.
This will allow you the flexibility to apply specific assessments in the Gradebook to this learner only, and not the rest of their new cohort, if needed.
Add the learner to the other cohort, in addition to their previous cohort.
There are a variety of tools available to help manage student records while they are active in your organisation.
User Profile: Store basic information like name and contact information
User Meta Data: Store additional information like vaccination records, background checks, etc.
Incident reports, disciplinary action and formal remediation can also be recorded through Elentra
Medical Student Performance Records: Pull in existing data from Elentra and allow learners to submit additional documentation to forward to residency matching bodies
Observerships: Allow learners to request observerships and have them be approved (or not) by curriculum coordinators
Leaves of Absence: Track leaves of absence
Attendance Tracking: Track learner attendance at the event level
Some of these topics have their own help sections while others are addressed below.
When a learner submits an observership, administrative staff can approve their observership request.
From any page in Elentra, click on your name badge in the top right corner to open your user profile.
Click 'My Observerships'.
Complete the required information.
Users need to have staff:admin user permissions to access observerships.
To review multiple observership requests go to Admin > Manage Observerships.
To review an individual's observership request:
Navigate to Admin > Manage Users.
Search for the appropriate user and click on his/her name.
From the Student Management box on the left sidebar, click 'Observerships'.
Pending observerships will be displayed for you to approve.
Navigate to Admin > System Reports.
Scroll to MSPR Reporting and click on 'Observership Report'.
Set the date range and additional filter fields if desired, and then click 'Create Report'.
When an organisation wishes to record formal remediation taken in response to a student's performance or behavior, they can do so using the Formal Remediation feature of the user profile.
Navigate to Admin>Manage Users.
Search for the appropriate user and click on his/her name.
From the Student Management box on the left sidebar, click 'Formal Remediation'.
Click 'Add Formal Remediation' to create a new remediation action.
Provide the relevant details and click 'Add Remediation'. Unlike Incidents, the creator of a formal remediation entry will not automatically be recorded and displayed.
Currently, learners can't view their own formal remediation records in Elentra.
Delete an existing remediation by clicking the red minus icon beside the relevant remediation action.
By default learners can not see their own remediation records through Elentra and such records are only accessible by users with admin roles.
When an organisation wishes to record disciplinary action taken in response to a student's behavior, they can do so using the Discipline feature of the student's user profile.
Note that the Manage Incident feature might also be useful in this context and more information about Manage Incidents can be found in the User Management help section. Note that whereas Incidents is available to use with any user, Discipline is available only on student user profiles.
Navigate to Admin>Manage Users.
Search for the appropriate user and click on his/her name.
From the Student Management box on the left sidebar, click 'Disciplinary Actions'.
Click 'Add Disciplinary Actions' to create a new disciplinary action.
Provide the relevant details and click 'Add Action'. Unlike Incidents, the creator of a disciplinary action will not automatically be recorded and displayed.
Currently, learners can't view their own disciplinary actions.
To delete an existing action click the red minus icon beside the relevant action.
By default learners can not see their own discipline records through Elentra and such records are only accessible by users with admin roles.Next Previous\