Create a Standard Rotation Evaluation Form

Modified on Mon, Apr 21 at 1:22 PM

All MD and PG courses and programs at Queen's should create a standard rotation evaluation form using templated items that have been agreed upon by both the MD and PG organizations.

Each program can only have one active standard preceptor evaluation form. If a program has an existing form, you will overwrite it as soon as you publish a new form. This will also cause any outstanding tasks using the old form to become inaccessible to users. This is because the old form has been deleted instead of retired. No completed tasks are lost or deleted, only those that have been sent and not yet completed. Because of this, it is strongly recommended that you encourage all learners to complete their outstanding evaluations before you publish your new evaluation form.

Staff:admin users and staff:pcoor users associated with a specific course/program can access the Assessment & Evaluation module to complete this task.

Go to Admin > Assessment & Evaluation > Forms > Add Form
Provide a Title, e.g., Standard Rotation Evaluation Pediatrics 2024
Provide a Type: Standard Rotation Evaluation Form
Specify a Program. This is what links this form to a program to facilitate automated rotation evaluations per the rotation scheduler. This can’t be edited after creation, so if a mistake is made, delete the form and begin again.
Click Add Form.
You may see a couple notifications:
1. If a program has an unpublished version of the form already created, you will be redirected to it.
  1. Note: If you receive an error message saying you do not have permission to access this form, it may be because a colleague started a draft of the form and did not permission the program, so you aren’t being granted access. If this happens, please email qhsit@queensu.ca and let us know which form and program you’re working on and we will go in and edit the existing draft so that you have access.
2. If you have a published version, you will overwrite it once you publish your new form. That’s okay because we want to be using the newer, revised template. If you want to view the previously published form (e.g., to see if it had any additional items added), click on the link.
After you click add form you will either be directed to the form, or you will land back on the list of forms. Click on the newly created form to edit it.
Form Description can be skipped.
The On-Demand Workflow will be set to Rotation Evaluation. Leave this in place so that learners can access this form when desired (in addition to potentially receiving it via their Assessment and Evaluation tasks).
Permissions: Update this to include the program (this is so that directors and other program staff can easily access this form, even in the case of staffing changes).
Prompted Response Notifications: Adding Program Directors or Program Coordinators (PAs) is up to each program.
1. Note for PG Programs: You must add Laura McEwen as a Custom Reviewer.
Items will automatically appear on the form based on the template. Do not edit any of the templated items.
1. For information only: Item responses with an exclamation mark are those that have been flagged as prompted responses. If evaluators pick these answers when completing a task, the information will be sent to the individual(s) you set in the Prompted Response Notifications section.
Optionally add other items. This is up to each program.
Click Save if want to keep this form but not make it available for use yet.
Click Publish if want to start using this form immediately.
You will return to list of Forms.

Dissemination of the Standard Rotation Evaluation Form

PG Programs have two options to disseminate this form:

Enable the automated rotation evaluation option on rotations.
Create rotation-based or date-based distributions to send out rotation evaluations.

Learners can trigger a rotation evaluation form if desired.