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Navigate the Elentra Assessment & Evaluation Badge as a Faculty User
Article Content
This article covers the following topics. Click on the topic to go to that section of the article.
- Overview
- A&E Badge Tabs
- Completing Tasks
- Forwarding & Deleting Tasks
- Viewing Learner Assessments as Faculty/Staff
Overview
Faculty have quick access to review their assessment and evaluation tasks and those of their affiliated learners through the Assessment and Evaluation badge located at the top right. For faculty who are Course Directors and have access to Admin > Assessment and Evaluation, please refer to the Administrator User Guides in A&E section of the Knowledge Base.
Step 1: Click the Assessment & Evaluation badge in the top right: 
A series of tabs will open under the Assessment & Evaluation header.
When viewing results on any of the tabs in A&E, use the search bar to look for a specific task by name and click the down arrow to limit your results by applying search filters like distribution method (date range, delegation, learning event, rotation schedule), curriculum period, course, and task status (pending, in progress, completed). Apply start and end dates to limit your results to a specific time frame.
Remember to click 'Apply Filters' to apply your choices. Remember to click 'Remove Filters' to clear filters and view all results. Note that your previous filter settings may still be applied so if you are seeing no results, or fewer results than you expected, try 'Remove Filters'.
A&E Badge Tabs
Assessment Tasks
This tab shows users all pending tasks for which they are responsible. Mandatory tasks are indicated with a red highlight with a bold red "Mandatory" title on the card.
- Faculty can view and complete a task by clicking on it.
- Faculty can remove a task by clicking 'Remove Task' and providing a reason for its removal.
- Faculty can download individual forms, or download multiple forms by clicking the download checkbox on each card and then clicking 'Download PDF(s)' at the top right. When users do this they will be able to choose whether to download all tasks as one file or as multiple files.
This tab displays all tasks completed on the user and which they have been given access to view. This can be controlled in the creation of a distribution.
The user can view all completed tasks and again, download an individual file or download multiple files at once.
This tab shows feedback received from learners who have given a thumbs up and optionally commented on an assessment form completed by the faculty user (please note, this functionality is specific to environments with CBE enabled). It is learner feedback to the faculty member on how comments/information provided on a completed assessment task helped the learner.
The My Learners tab will allow faculty to access a variety of information for learners associated with them. This list of available options will vary depending on which modules are in use in Elentra, but could include CBME Dashboard, Assessments (refers to tasks managed through Assessment and Evaluation), Learner Explorer (referring to course gradebooks), Schedule (i.e., rotation schedule) and Logbook.
Note: In a CBME-enabled organization, program/course directors can optionally see the CBME Program Dashboard when they click on the My Learners tab.
From the My Learners tab, faculty can:
- Search for an individual by beginning to type his/her name in the search learners area; the learner cards displayed will automatically display to reflect the searched name.
- Refine the list of learners by switching the curriculum period using the dropdown menu on the far right.
- Click on the appropriate tab to view the desired information:
- Assessments: This will take you to the learner's A&E badge, so you can have oversight over the tasks assigned to them.
- Learner Explorer
- Meetings
Faculty
Note: This tab will only display if the user is a course/program director.
Faculty who are course/program directors have access to view the assessment and evaluation pages of faculty associated with their course/program (including external assessors). Faculty appear on this list if they have been the assessor or target in a distribution tied to the course.
- Hide cards of external faculty by clicking Hide Card. Bring hidden cards back into view by clicking 'Show Hidden Faculty'.
- Update external faculty emails by clicking on Update Email and providing revised information.
- Program directors will be able to view the Current Tasks, Completed Tasks, Upcoming Tasks, and Tasks Completed on Faculty tabs for their faculty, under 'View Assessment Tasks'.
- Send reminders, remove tasks or download tasks. (There is an option to select all and send reminders.)
- From the Tasks Completed on Faculty tab the course/program director can also view Reports for this Faculty.
Note: This tab will only display if the user has Prompted Responses to manage. Prompted Responses is also an optional setting in Elentra so may not be on for your organization.
When building items for use on assessment or evaluation forms, administrators have the option to identify response selections as prompted responses; then, they can identify on a distribution who should be notified by email if a prompted response is selected. The Prompted Response Notifications tab allows recipients of prompted response email notifications to review and interact with the form that includes the prompted response. See our Knowledge Base article section here for more details.
To view information from forms completed on oneself, the user can click My Reports on the right hand side. Set the date range to view reports on tasks completed on you within that time period.
Note: The creator of a distribution can set whether a user can view reports on a distribution, so not every distribution completed on a target is available for the target to view.
From the Assessment Tasks tab, click on 'View Task' on a card to access the task(s):
- If there is only one target for a task, you will see a form to complete.
- Fill in the required sections and click 'Submit'.
- You can optionally download the task as a PDF, forward it to another user, or, if the task is not mandatory, delete the task.
- If there are multiple targets for a task, you'll see a view of your task progress and a list of all learners beneath the relevant task status card (e.g., Not Started, In Progress, Completed):
Task Progress Dashboard
- To complete tasks from the Not Started list, click on a learner name.
- You will be taken to a form to complete. Fill in the required sections and click 'Submit'.
- You will automatically be taken to the next target to complete another task.
- If you want to jump to a different target, click the Choose a Target button and then click a learner name.
For distributions that allow you to complete multiple attempts on a single target, click on the learner name and look for the Begin New Attempt option. This will open a blank form for you to complete.
Completing a Summary Assessment Task
Distributions in Elentra can be configured to allow assessors/evaluators to view the results of previously completed tasks when completing their own tasks. For any items that were used on both forms, the summary assessment task assessor will be able to see an aggregate count of ratings and comments made on previously completed tasks. For more details, see the Knowledge Base Article here.
The summary assessment task assessor can also view any completed task in full (e.g. see all additional items included on form, any comments given, etc.).
Faculty users can forward tasks to other users to complete as necessary.
Step 1: While viewing a task click 'Forward Task'.
Step 2: Select a faculty member to forward the task to.
Step 3: Confirm your choice by clicking 'Forward Task'.
You will get a success message and can click 'Close' to return to your list of Assessment Tasks. The user the task was forwarded to will immediately see it in their Assessment Tasks list.
After a faculty member has forwarded a task, they will still see the target in their list but the target will be marked with a forwarded label, will not count towards their outstanding tasks, and will not be able to be clicked on. If the faculty member hovers over the forwarded label, the name of the person they forwarded the task to will display.
Note: If a task is forwarded more than once, the original assessor will not see that. Additionally, the third task will not display on the distribution progress report for administrators to review.
There remains one available target (Johnnie) while the task for Christie has been forwarded
A Faculty user can delete a task when viewing it as long as the task is not set as mandatory.
Step 1: In the top right hand corner, click 'Delete Task'.
Step 2: You are required to provide a reason for deleting the task, and can optionally provide additional notes.The reason entered will be displayed to administrative users viewing a list of deleted tasks.
If a task is set as mandatory, faculty will see an explanation when they hover over the Delete Task button.
Accessing the Assessments Page
Step 1: When logged in as a faculty member or program administrator, click the Assessment & Evaluation badge that appears in the top right.
Step 2: Click on 'My Learners' from the tab menu.
Step 3: Search for a learner as needed, and if you can't find someone, ensure that you are in the correct curriculum period using the dropdown menu on the right.
Step 4: After finding the correct learner, click on Assessments on the learner card to view the learner's assessments page.
Multiple tabs are available on the Assessments page. Each tab displays a collection of assessment tasks. Both CBME specific forms are included on this page, as well as forms created through the Assessment and Evaluation module and sent to users through a distribution.
On each assessment card you will see information which may include the form title, form type, delivery and completion dates, progress (e.g., 3 of 14 complete), who triggered the form , the target, and the assessor/evaluator (including their group and role). Not all of this information is included on every task card.
On each tab you can search for tasks, set a date range and apply filters. Click the down arrow beside the search tasks bar to select a filter type and drill down to the necessary filter. Select a filter and click the green Apply Filters button. Your applied filters will display on an Active Filters list.
Tasks Completed On Learner
These are tasks completed by assessors on the learner.
Each task can be downloaded or viewed. To download tasks, click the appropriate box at the bottom of the task card and then click Download PDF(s) at the top of the page. Note that there is a Select All tool available. To view a task click View Task at the bottom of the task card.
More tasks can be displayed by clicking Load More Tasks at the bottom of the page.
From the Tasks Completed on Learner tab, users can access Reports for this Learner. This gives you access to aggregated reports on a learner for each form used.
- Set a report date range if desired.
From the Options dropdown menu, you can:
- Choose to generate the report with or without comments (both can then be downloaded as a PDF)
- Click View This Form to open a new tab that shows the form
- Click View Assessments to open a tab that lists all completed assessments for this form and provides links to view each one.
Clicking the 'Group by distribution' checkbox will reorganize the list of forms to reflect completion based on distribution and add a column to the display to show distribution description information.
Reports for this Learner screen
View of completed forms when grouped by distribution
From this tab you can view all pending tasks on the learner. This includes tasks that have been distributed but are not yet started, and tasks that are in progress.
Tasks that have expired will not display on this tab. To remove a task from this list click Remove Task and provide a reason for the removal. To send reminders, click the applicable tasks (or select all) and click Send Reminders in the top right. To download a task, select the appropriate tasks (or select all) and click Download PDF(s) in the top right. To view a task, click View Task at the bottom of the task card.
This tab displays scheduled distributions where the learner is the target.
To remove a task from this list, click Remove Task and provide a reason for the removal. To download a task, select the appropriate tasks (or select all) and click Download PDF(s) in the top right. To view a task, click View Task at the bottom of the task card.
This tab displays active distributions where the learner is an assessor/evaluator.
To remove a task from this list, click Remove Task and provide a reason for the removal. To send reminders, click the applicable tasks (or select all) and click Send Reminders in the top right. To download a task, select the appropriate tasks (or select all) and click Download PDF(s) in the top right. To view a task, click View Task at the bottom of the task card.
This tab shows tasks scheduled through a distribution where the learner is an assessor/evaluator. Tasks can be removed from this list by clicking Remove Task and providing a reason for the removal.