Set up Automatic Rotation and Preceptor Evaluations

Modified on Mon, Apr 21 at 12:58 PM

Once a list of rotations is created within a rotation schedule, administrators can optionally set up automatic rotation and preceptor evaluations through the rotations. When there options are used, administrators don't need to set up their own distributions to send out rotation or preceptor evaluations. Instead, Elentra will send tasks automatically.

The checkboxes to enable these options per rotation look like this:

Prerequisites:

To use these options, a course/program must have a standard rotation evaluation form and/or a standard faculty evaluation form built.
1. To check whether your program has up-to-date forms, review the creation date from the Forms tab. The form should have been built after about May 2024.
2. When viewing the form you can download a copy and compare it to the standard templates.
  1. Rotation Evaluation Template
  2. Faculty Evaluation Template

Set Up Automatic Rotation Evaluations

From a list of Rotations click on a rotation name.
Scroll down the page past the area where you can identify site and preceptor until you see checkboxes for automated evaluations.
Enable automated rotation evaluations
1. Check this off so that learners are automatically sent rotation evaluations based on the rotation schedule
2. The recommended time from the PG office is 7 days before the end of the rotation.

NOTE: For Rotation Evaluations, Elentra will automatically combine identical back-to-back bookings into one so that learners will only be sent one evaluation task for their entire experience.

Set Up Automatic Preceptor Evaluations

The behaviour of the automatic preceptor evaluations differs depending on how a program's rotation bookings are made. If a PA enters a preceptor on a specific booking, the resident will be sent an evaluation for that person and will not have the option to enter their own preceptor information. If a PA does not enter preceptors on a booking, residents will be prompted to provide information about their preceptors and then sent tasks for any people they list. You can see more detail about the resident view of this workflow from the resident Elentra CBE quick guide.

From a list of Rotations click on a rotation name.
Scroll down the page past the area where you can identify site and preceptor until you see checkboxes for automated evaluations.
Allow learners to set preceptor
1. Check this off and choose the appropriate timing (3 or 4.5 days before the end of rotation)
  1. Learners are automatically sent faculty evaluation tasks for any faculty/preceptors listed in their booking; if NO preceptor is listed on a booking, Elentra will ask learners to identify up to 4 preceptors for their rotation and will then send them evaluations for those people.

NOTE: For preceptor evaluations, Elentra will NOT automatically combine identical back-to-back bookings into one. Learners will be asked to declare their preceptors for each booking they have. To avoid multiple preceptor evaluations for longitudinal experiences, consider using custom dates in your rotation schedule bookings instead of identical back-to-back blocks.

In the sample bookings below, Johnny Endo (line 2) would get asked to declare preceptors for both block 1 and block 2 and sent preceptor evaluation tasks for both blocks. Johnny GIM (line 3) would only get asked to declare preceptors once and receive the relevant tasks once at the end of Block 2.

Trouble Shooting

I don't see the option to use automatic preceptor evaluations. There is no checkbox.
1. Be aware that it can take a few seconds for the second checkbox to display on the screen.
2. When this feature was first introduced, some programs decided they didn't want to use it and asked that the checkbox be entirely hidden for all rotations in their program. Contact qhsit@queensu.ca to ask for the checkbox to be reinstated.

Next Step

Book learners into their rotations.