PAs/CCs - Monitor and Report on Faculty/Preceptor Evaluations

If you are using the automated, rotation-based preceptor evaluation option, you can go to Admin > Assessment & Evaluation, Evaluations tab > Outstanding tab to view the evaluation tasks that have been delivered to residents and still need to be completed. 

1. To search for tasks you can input the form name in the search box. 
2. Then use CNTR F to look for a preceptor name in the Targets column. Note that the Targets column displays up to 20 characters so if a person has a long name, you should only enter up to 20 characters. This will only return results when the resident had 1 target to assess. 
3. You can also optionally search a specific date range, or enter a resident name to view tasks they still need to complete. (They will be listed in the Owner column.) 
4. You can optionally send reminders from this page by checking off the box in the reminders column for all relevant tasks and then clicking “Send Reminders” 

If you are still building your own distributions to complete preceptor evaluations, you can review progress on the evaluation tasks by going to the distribution progress page. Go to Admin > Assessment & Evaluation > Distributions.  

1. You can optionally filter by a curriculum period, course, etc. or search term to reduce the list of distributions.  
2. Click on a distribution title to open it and then move between the Outstanding, In Progress, and Completed cards to view which residents have done what. 

Reporting on Completed Standard Preceptor Evaluation Forms 

1. To report on completed preceptor evaluation forms, go to Admin > Assessment & Evaluation > Reports > Evaluation Reports > Standard Faculty Evaluations (Aggregated) 
2. Enter the report parameters, e.g., Program, date range, one or more faculty, Distributed and Triggered Tasks, optionally include Comments (selected by default) Unique Commenter Id, Description or an Average. 
3. Click Download PDF. A file should download to your computer. 
   1. If you selected multiple faculty and the downloaded file only includes some of the faculty, those missing did not have any completed evaluations. 
   2. If you selected a single faculty member and get a message that reads “No data found for the date range” it means that either no evaluations were completed OR fewer than 3 evaluations have been completed for that faculty member in the date range specified. You can change the date range to see if other evaluations were completed.
   3. If you still get no results, please try to confirm whether any evaluations have been completed on the faculty member. 
      1. If you used the automated preceptor evaluation option from rotations, you can go to Admin > Assessment & Evaluation, Evaluations tab, Completed tab, apply filters (e.g. program and date range), search for the form, and then scan the list of targets to see if a Standard Preceptor Evaluation has been completed on someone. 
      2. If you use distributions to disseminate preceptor evaluations you can go to Admin > Assessment & Evaluation, Distributions, find a relevant distribution where the faculty member was included on the list of targets, and click on the distribution to view the Distribution Progress Report. From here you can see the tasks that have been sent but not completed, and those that have been completed to confirm whether any evaluations on a specific preceptor have been done.

Trouble Shooting

• Every time I run the report, there are no results.
  • If fewer than 3 evaluations have been completed in a given time frame, no results will be returned to you.
• I don't think tasks are sending to the residents.
  • When using the automated option from the rotation schedule, remember that unless you set the preceptor on all rotation bookings, the resident will need to declare who their preceptors were before they are sent an evaluation. If your residents haven't done this, no tasks will generate for them.