Manage Instructors

The Manage Instructors module is a place to store data of Faculty Users that are considered Clinical Faculty Members (Instructors). It is a repository for Clinical staff and Learners to locate Instructor information.

 

 

Article Content

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Instructors Overview

The Manage Instructors module is a place to store data of Faculty Users that are considered Clinical Faculty Members (Instructors). It is a repository for clinical staff and learners to locate Instructor information. In the clinical year context, Instructors are typically preceptors that could be associated with a rotation schedule.

Within Elentra, Instructors can be added to Instructor pools on rotations where they typically are assigned on a learner's rotation schedule. They can optionally be assigned to rotation slots with capacities to run lotteries.

While all data points are visible to Admins, only some fields are visible to Learners. Admins can also choose to hide specific Instructors from Learners.

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Access Module

To access the Manage Instructors module, go to the top menu and select Admin>Manage Instructors.

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Add, Edit, or Delete an Instructor 

Setting up your Instructors can only be done from the Manage Users module using the Clinical Faculty Member checkbox (Instructor checkbox). Admins can set the Instructor checkbox either manually, or with a bulk CSV Import for both new and existing users.

Add or Edit the Instructor Checkbox Manually

Pre-Condition: Make sure that you created your Faculty User before, as explained in the Introduction to Clinical Experience Pre-Conditions documentation (only users in a Faculty group & role can be Instructors)    

Step 1: Go to Admin > Manage Users    
Step 2: Find the Faculty User that you want to set as Instructor    
Step 3: Click on the user's name.
Step 4: On the left sidebar, click on Edit Profile    
Step 5: Under Permissions, select the 'Clinical faculty member' checkbox for each Organization in which the user will be an Instructor, and click Save. You will now be able to see the user as Instructor under Admin > Manage Instructors    

Bulk Upload Instructors Checkbox with CSV

You can use the CSV import to either create New Users with the Instructor checkbox activated or use a CSV import to Edit Existing Users' permissions to activate their Instructor checkbox.    

Step 1: Go to Admin > Manage Users
Step 2: Click on the Import From CSV button    
Step 3: Click on the Download sample CSV file hyperlink
Step 4: Complete the template with the New Users or Existing Users' information
Step 5: On the Is Instructor column, for each user on the file, indicate 1 if you want it to be a Clinical Faculty Member (Instructor), if not, indicate 0.

• The values on the Is Instructor column will be considered for New Users, or it will edit the current value for Existing Users.
• If the Is Instructor column is left empty or contains invalid values, the import will still happen, and the Instructor checkbox will remain inactive for the New User, or unchanged for the Existing User.

Delete Instructors

Deleting users that are Instructors can only be done from the Manage Users module.

1. • Go to Admin > Manage Users
   • Select the user(s) you wish to delete, click the Delete selected button and confirm.

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Instructors - Table View

When accessing the Manage Instructors module, you'll see a list of Instructors with inherited fields from the User Profile handled through the Manage Users module (Photo, Full Name, Curriculum Track, Primary City and Primary State/Province). The rest of the additional fields are managed through the Instructor's Details tabs. From this view, you can:

• Search an Instructor by Full Name
• Sort the table by any column

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Instructors - Details

When clicking on one specific Instructor's Full Name, you can access and edit its details through the different tabs, which are described below: 

Personal Information Tab

These fields, including the Curriculum Tracks, are set at the User level through the Manage Users module and are, therefore, read-only. The Send Mail button is a :mailto that opens your device's default email application.

Contacts Tab

In this tab you can add and export contacts related to the Instructor.

Curriculum Tags Tab

In this tab you can associate Curriculum Tags to the Instructor, which will allow Admins and Learners to easily filter Instructors by the tag.

Locations Tab

In this tab, you can associate the Locations related to the instructors. For more information please see the Manage Locations module.

Agreements Tab

In this tab, you can upload agreement documents and assign expiration dates. The Expiration Date column on the Instructors - Table View will be calculated based on the latest expiration date of all agreements.

Status and Visibility Tab

The Status & Visibility fields per Instructor will be undefined (empty) by default and currently can only be updated individually through the interface. 

You can set the Status of the Instructor to Inactive or Active.

When the Instructor is Active, you are allowed to associate it with rotations' Instructor pools.

You can set the Visibility of the Instructor to Hidden or Visible. When an Instructor is Visible, learners can see it from the Instructors page available for them.

Notes Tab

This tab is intended to contain any comments used to input additional information for internal use or to show them to learners.

Internal: Internal Notes can be viewed by Admins only
Learner: Learner Notes can be viewed by Admins and Learners.

Files Tab

You can associate files to an Instructor from the Files tab. This is a good place to store anything specific about that particular instructor, like their CV or any other documentation that is relevant to them.