Ad Hoc Distributions

• Users can only select complete and confirm via PIN or send blank form as form completion methods (you can't currently begin a form and send it via email or use the self-assess and send blank form options).

• When setting the targets of a distribution you can only use cohort and individuals (you can't currently set the distribution up with a course audience or course group as the target).

• The available assessors list will be based on course contacts from the course setup page.

• Use the ad hoc distribution for assessments only.

Navigate to Admin> Assessment & Evaluation > Distributions tab.  Click Add New Distribution.

Complete Page 1 Form of the creation wizard as described on the Knowledge Base article titled Distributions Overview and click next.

• Delay Task Creation: This option relates specifically to creating a summary assessment task distribution. This allows you to create a distribution that will pull in and display completed tasks from other distributions. In effect, the assessor of the distribution you create will be able to see items from previously completed tasks and take them into account when completing their own task.
  • Select a distribution (you will only see distributions to which you have access).
  • Define how many tasks must be completed in the linked distribution(s) before the new distribution will take effect.
  • Enter a fallback date. This date represents when your distribution will create tasks whether or not the minimum number of tasks have been completed in the linked distribution. 
    • You can adjust the fallback date on the fly and the distribution will adjust accordingly to only generate tasks as appropriate (previously created tasks will still remain).
    • If you set a fallback date that falls before the release date, the fallback date will be ignored.

• Select Targets: Use this area to specify the targets of the form.
  • When setting the targets of an ad hoc distribution for an assessment you can only use cohort and individuals (you can't currently set the distribution up with a course audience or course group as the target).

• Target Attempt Options: Specify how many times an assessor can assess each target, OR whether the assessor can select which targets to assess and complete a specific number (e.g. assessor will be sent a list of 20 targets, they have to complete at least 10 and no more than 15 assessments but can select which targets they assess).
  • If you select the latter, you can define whether the assessor can assess the same target multiple times. Check off the box if they can.

• Select faculty members 
  • Browse faculty and click on the required names to add them as assessors
  • Select Associated Faculty to add the names of all faculty listed on the course setup page
• Select learners 
  • Click Browse Assessors and click on the appropriate option to add learners as assessors

• • Begin to type an email, if the user already exists you'll see them displayed in the dropdown menu. To create a new external assessor, scroll to the bottom of the list and click Add External Assessor
  • Provide first and last name, and email address for the external assessor and click Add Assessor

• Exclude Self Assessments: Check this to stop learners from completing a self-assessment

• Feedback Options: Check this to add an item to the form requiring the target and assessor to confirm they spoke. 

• Give access to the results of previous assessments: This relates to Elentra's ability to provide a summary assessment task to users. If enabled, tasks generated by this distribution will link to tasks completed in the listed distributions. When users complete the summary assessment task they will be able to view tasks completed in the other distributions. For any items that are used on both forms, results from previously completed tasks will be aggregated for the assessor to view.
  • Click to add the relevant distribution(s).

• The Show Progress screen will show you the forms that are of the following categories in terms of their progress:
  • Not Started (forms that have been triggered but not started)
  • In Progress (forms that have been triggered, started, and saved in draft mode)
  • Completed (forms that have been triggered and completed).

• Click on any of the labels to view the names of the targets and assessors and delivery dates.

• From the dashboard, click Start Assessment/Evaluation.

• Select a distribution (begin to type a distribution name to quickly filter the list).

• Select an assessor. Hover over an assessor name to see their photo (if uploaded) and details about them including email and course affiliation.

• Select the assessment method. (The methods of completion available to users can be configured in the database for an organization. Contact Elentra support if you want to change which assessment methods are available to users.)
  • Email blank form will send a copy of the form to the selected assessor.
  • Complete and confirm via PIN will allow the learner to immediately view and start the form, then have the assessor sign off on the form using his/her PIN. 
    • If the assessor has a PIN set the system will automatically default to Complete and confirm via PIN as the assessment method.

• Select a date of encounter.

• If the learner selected Email blank form, the assessor will receive an email alerting them to the task; additionally, they will see the task added to their Assessment Tasks list accessible from their A&E badge in the dashboard header.

• If the learner selected Complete and confirm via PIN, the form will display on the screen. The learner can begin to complete the form, then pass the device to the assessor. When the form is complete, the assessor can enter their PIN to confirm and complete the form.
• Be aware that if a form triggered using Complete and confirm via PIN is saved as a draft, the learner will need to reopen the form when in the company of the assessor to have the form completed.

• From the dashboard, click Start Assessment/Evaluation.

• Click the Adhoc Distributions tab to move to the correct menu to initiate a task.

• Select a distribution (begin to type a distribution name to quickly filter the list).

• Select a target. Hover over a target name to see their photo (if uploaded) and details about them including email, group and role (e.g. student, 2022) and enrolled courses.

• Select a date of encounter.

• Click Begin Assessment.

• The form will display on the screen.

• The faculty member can complete the form and Save as Draft or Submit. Be aware that if the user saves the form as draft, they will have to reopen and complete it at a later date.
  • The faculty member can delete the task if they triggered it in error.
  • The faculty member can forward the task to another faculty member if needed.