Schedule learners into rotations of varying lengths, granular clinical experiences, and optionally affiliate sites and preceptors with a rotation schedule in Elentra.
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This article covers the following topics. Click on the topic to go to that section of the article.
Introduction to Rotation Schedules
With the Elentra Rotation Schedule module, you can:
- Create rotations with varying lengths of your choosing (e.g., 2, 4, or 8 weeks); associated with an Elentra course
- Associate one or more rotations with a single Elentra course
- Schedule learners in rotation bookings, with the option to include specific site(s) and preceptor(s) information
-
Schedule learners into granular clinical experiences (e.g., a half day in a clinic)
- Build a rotation schedule framework to be later populated with learner schedules via the Lottery module
- Provide learners with rotation-specific documents
Creating and filling a rotation schedule involves several steps. The following outline provides a concise overview of the essential requirements for building and populating a rotation schedule. Detailed instructions for each step will be available in subsequent articles.
- Define your blocks of time used by rotations within the Manage Curriculum module underneath the appropriate curriculum period. For example, you may build a schedule with, 4, 6, and 8 week blocks within a year long curriculum period.
- Ensure the appropriate users (e.g., learners & instructors/preceptors/assessors) and locations are created in Elentra.
- Create the courses that will be linked to the rotations in your desired rotation schedule. Be sure to configure each course to be recognized as a clinical experience course during the course setup process.
- Enroll learners in the courses in Elentra that are associated with the rotation schedule.
- Build a rotation schedule shell which acts as a holding place for rotations. An example of a schedule might be a course and year (e.g., Internal Medicine, 2023-2024); or an academic period (Year 3 Clerkship, 2025-26). Once a rotation schedule shell is created, rotations can be defined.
- Build rotations within a rotation schedule. Rotations include the various clinical experiences learners might have within your program (e.g., Emergency Medicine Clerkship, Rheumatology, Hematology, Infectious Disease, etc.). Within a rotation you can optionally define "pools" of sites and preceptors commonly assigned on the rotation. For each rotation, you can upload files and optionally select to automatically send a standard rotation evaluation.
- Add and manage rotation slots within a block. Within a slot you can define and enforce slot capacity (i.e., minimum and maximum number of participants), define sites and preceptors, and define availability for on service and off service learners.
- Book learners in available slots using one of several methods: directly through the user interface, by importing a CSV file, or by utilizing the Lottery module within Elentra.
- Schedule learners into granular clinical events as desired. Granular clinical scheduling allows users to capture the variability in a learner's schedule during a rotation. Administrative users can better manage specific clinical events that occur for short periods of time, and facilitate student-driven attendance tracking for these events.
Permissions
Build Rotation Schedules, Rotations, and configure Slots:
- Medtech:Admin
- Staff:Admin
- Staff:PCoordinator & Faculty:Director users can manage rotations & rotation slots associated with courses where they are listed as a Program Coordinator or Faculty Director, respectively
Book learners into rotations:
- Medtech:Admin
- Staff:Admin
- Staff:PCoordinator & Faculty:Director users can book learners into rotations associated with courses where they are listed as a Program Coordinator or Faculty Director, respectively. They will see other bookings on the learner schedule in grey, to indicate that the learner is booked during that time frame, but not in a rotation related to course(s) they are responsible for.
Pre-Conditions
In order to effectively use the rotation scheduler, you will need:
- Curriculum layout and period built.
- Block schedule(s) must be built in Manage Curriculum. For additional information on creating and managing blocks, see the Curriculum Layouts & Periods article).
- Courses within the relevant curriculum layout and applied period must be marked as "includes Clinical Experiences" in order to be used within a rotation schedule.
- Courses required for the rotation schedule must have the relevant curriculum period applied with enrolled learner(s).
- Ensure that the individuals who will be assigned as preceptors on a rotation booking are included in the Faculty permission group within Elentra.
- Optionally, create sites in Manage Locations, for applying to learner rotation bookings. Sites are the different locations relevant to your rotations, like hospitals or health centers). Sites are configured through Admin > Manage Locations by someone in an administrator role. For more information please see the Manage Locations article in the Admin User Guide.
Database Settings
|
Database Setting
|
Use
|
Default Setting |
|---|---|---|
|
clinical_event_approval_enabled
|
If you use granular clinical events, optionally allow for learners to confirm their attendance at events and have staff access an administrative view of that information.
|
OFF |
|
allow_program_coordinator_manage_booked_slots
|
Control whether program coordinators can delete slots that have off-service learners booked in them or make any changes to the slot spaces.
|
ON |
| rotation_header_use_short_blocks |
By default, the longest block schedule created in Manage Curriculum will act as the block framework for the rotation schedule. This setting reverses the default, instead displaying the shortest blocks as headers in rotation schedules.
|
OFF |
| load_more_rotation_schedule |
Enable/Disable load more button on Rotation Schedule module.
|
OFF |