Preceptor Report Admins - Preceptor Evaluation Reporting Across Organizations

Designated users can access enhanced reporting options for the Standard Faculty Evaluation Report (Aggregate). These users might include directors of assessment and evaluation, or those working on faculty development projects. Preceptor Report Admins can pull results from multiple courses/programs across the MD and PG organizations. Additionally, the preceptor report admin view does not require that a minimum of 3 evaluations be completed to generate results.

If you are a preceptor report admin, please be extremely careful with how you use the information available to you. A reminder to NOT distribute evaluation results to an individual if there are fewer then 3 responses in a given timeframe, and to not release data from MD learners before their CaRMS deadline. By default Elentra will not include that information in these reports in an effort to protect learner privacy.

1. Go to Admin > Assessment & Evaluation.
2. Click on the Reports tab.
3. Under the Evaluations section, click on the Standard Faculty Evaluations (Aggregated) report.
4. Set the appropriate filters, noting that at least one filter is required.
   1. Using only the Program filter will likely provide the most results. You can select all Programs/Courses if you wish.
   2. Not all courses/programs collect preceptor evaluations tied to a location or discipline so adding either of those filters can reduce the total number of evaluations found.
   3. Re: Locations. This report filters per site, not building, so please use KHSC if you want results from KGH or HDH.
5. Use Browse Faculty to find a preceptor.
   1. Note that names will display the user's account type.
      • Internal = faculty with a full Elentra account
      • External = preceptor with an external assessor account (can't access their own reports)
      • Resident = resident with a full Elentra account
      • Because some residents go on to become faculty at Queen's, there are periodically users who will show with the resident label who are know faculty. This is just because of their Elentra account setup and is not cause for concern. 
        
6. Set a date range.
7. Under Delivery Methods, select Distributed and Triggered.
8. Please ignore the rest of the options unless you have extenuating circumstances. Comments will be included by default even without the checkbox being used.
   
   1. If you need to include data from 3rd year MD learners prior to their CaRMS match, please use the "Include non-graduating learners" option. This should only be used when needed for a specific reason. Otherwise, 3rd year MD data is meant to be held back until the students have completed CaRMS in order to protect learner privacy.
      
9. Click Download PDF.
10. The file will download to your computer.