Book Learners into Rotations

1. Navigate to Admin > Clinical Experience > Rotation Schedules > View Schedule (for the appropriate schedule). You will land on the Learners tab. 
2. From the right hand side, click Import CSV. 
3. Optionally download a sample import. 
4. Complete the columns of the csv, noting the following: 
   1. One row per learner per booking is required 
   2. Number/email should be the learner’s student number or queensu.ca email address 
   3. Course Code: You can find this information on a Program setup tab (Admin > Manage Programs) 
   4. Rotation Code: This defines which rotation the learner will be booked into for a particular block. You can find the rotation codes for rotations by viewing the list of rotations and noting their Shortname. (Admin > Clinical Experience > Rotation Schedule > Rotations Setup) 
   5. Schedule Block: this controls the block when the booking starts and is based on the 4-week block schedule used by all of PG 
   6. Block length: this can be used if you want to create a booking longer than a block (e.g. six weeks). The input for this is a number of weeks. Elentra will schedule this using custom dates reflecting the start of the block you put in the Schedule Block column and then an end date based on the number of weeks you put in this column. 
   7. Site(s): This is the location for the booking. This column can accept sites or buildings. The required format is “s-site code” or “b-building code”. You can add more than one location by separating the entries with a comma. 
      1. To find site and building codes please view PG Elentra Rotation Scheduler CSV Codes.xlsx 
   8. Allocated Time: If a booking is at one location only, make this 100. If a booking is being assigned multiple locations, indicate the percentage of time at each. The format is to separate the time allocations with a comma. Like “50, 50” or “25, 75”. The total per booking (i.e., row) must equal 100. 
   9. Preceptor(s): You can optionally add preceptors to rotation bookings by including their email addresses, separated by a comma when there is more than one. Note that if a program does not enter preceptor information, learners will be prompted by Elentra to enter it themselves so that preceptor evaluations can be sent out. 
   10. Custom Start/End Date: If a learner requires a unique schedule, you can enter custom start and end dates for their bookings. 
   11. Service Code: This defines the MTD service for the booking. Each booking can have only one service associated with it. 
       1. To find site and building codes for PG, please view PG Elentra Rotation Scheduler CSV Codes.xlsx

1. From the Learners tab of a Rotation Schedule, click on any cell to begin. 
2. Select a Rotation (optionally search by entering text in the search box). 
3. Block Span: Use this to optionally increase the number of back-to-back bookings in the same rotation. Other characteristics of the booking must be identical across all blocks to use this option (e.g. service, location(s), preceptor) 
   1. If you need the same rotation back-to-back but each booking will have a different site and/or preceptor, don’t use the block span feature. Just create individual bookings. Be aware that Elentra will differentiate the blocks/rotations for the purposes of distributions if they have different locations.  
4. Block/Slot: Pick the starting block for this booking. 
5. The block will default to On Service. For any subsequent block/slot, mark it as On Service. Only change this if you are completing an Off Service booking made available to you by another program. 
6. Select a Service (this populates MTD data). Each booking may have only one service. 
7. Optionally enter custom start and end dates. You could use this feature if the booking is shorter or longer than the pre-built block duration (e.g. 4 weeks). 
8. Add Site information (also populates MTD data and is now a requirement for Electives OCASP (Off Campus Activity Safety Policy) regulations). 
   1. Click Choose Site 
   2. Click on Sites 
   3. Beside the appropriate site click the green plus icon on the far right 
   4. For Electives, you must add a building with the PG Electives Site
      1. To add a building within a site, check the tick box to the right of the parent site. This will enable the Buildings drop down menu.
         
      2. From the Buildings list you can find the specific location required and click the green Add button.
         
      3. Once added, the building and site should display like below
         
      4. If you don’t see the location you need, and work for PG please email lara.mckinley@queensu.ca and she will add the necessary building.
   5. You can add multiple sites or buildings as needed. 
9. For all sites, indicate the time allotment. When only one site is used, leave it at the default of 100. If multiple sites or buildings are added you must specify the percent of time allocated to each (e.g., 50/50, or 25/75). The total must be 100 for each booking. 
10. Optionally add Preceptor information. Names added here will be used for automated preceptor evaluations. If you don’t supply preceptor information the learner will be prompted to enter it themselves during their rotation.
    1. Click Choose Preceptors
    2. Begin to type a name to search for a user 
    3. Beside the appropriate person click the green Add option on the far right
11. Click Save.

Your next step is to publish your rotation schedule.