Rotation Report Admins - Automatic Rotation Evaluations

Designated users can access enhanced reporting options for the Automatic Rotation Evaluations (Aggregated). Rotation Report Admins can pull results from multiple courses/programs across the MD and PG organizations. Additionally, the rotation report admin view does not require that a minimum of 3 evaluations be completed to generate results.

Note: The Automatic Rotation Evaluations (Aggregated) report only works for a program/course that is using the option to automate the delivery of rotation evaluations through the Clinical Experience module. If you need to verify whether a program is using this option you can speak to their PA or CC or if you have acces go to Admin > Clinical Experience > Rotation Schedule tab. Click View Schedule for a program and then go to the Rotation Setup tab. Click the pencil icon to the right of a rotation and scroll down to view the Automatically Trigger Rotations box. If this is checked off, you can use this report for that rotation.

If you are a rotation report admin, please be extremely careful with how you use the information available to you. A reminder to NOT distribute evaluation results 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 Automatic Rotation 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.
   2. Re: Locations. This report filters per site, not building, so please use KHSC if you want results from KGH or HDH.
5. Set a date range as needed.
6. Under Delivery Methods, select All Tasks.
7. Click Browse Forms to select to form you want to use.
   1. Forms that return are only those that are built from a standard rotation evaluation template.
8. Click Browse Rotation Schedules to select the relevant rotations. There is an option to select all if appropriate.
9. Include Comments, Include the date of each comment, and Include the date of the rotation will be checked off by default. To provide the most learner anonymity, you can deselect the options for dates of comments and rotations.
10. Optionally enable Average and Aggregate Scoring.
    
11. Ignore the rest of the options unless you have extenuating circumstances.
    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.
       
12. Click Generate Report.
13. The report will open in a new tab.
14. Optionally click Download PDF to download a copy of the report to your computer.