Creating Longitudinal Assessment Tasks (PPA, ITAR) per Rotation

Many programs require trainees to be assessed with a Periodic Performance Assessment or In-Training Assessment of Resident form once per rotation. To promote routine collection of these assessments, a PA can schedule a rotation-based distribution to send out the relevant tasks.

Pre-requisites:

• Have the form required for distribution already completed (e.g., PPA or ITAR).

Decisions to make in advance of building the distribution:

• Who determines who completes the task as the assessor?
  • If the trainee decides, set up a delegation, rotation-based distribution with trainee/target as delegator.
  • If a PA decides (e.g., yourself or the PA for another program where you send your trainees), set up a delegation, rotation-based distribution with PA as delegator.
  • If the assessor is predicated by the rotation (e.g., for Rotation A, Dr. Smith is always the assessor), you can build a rotation-based distribution with no delegator
    • Note that this method may require annual updating, e.g., if the supervising physician for a specific rotation changes.
• Will the tasks send once per block or once per rotation?
  • Once per block means a task will send for every booking make in Elentra
  • Once per rotation means Elentra will combine identical back-to-back blocks and only send one task
• When will the tasks expire? (e.g. 180 or 365 days after delivery)
  • It is helpful to apply an expiration date so that old tasks left incomplete eventually clear from users' to-do lists in Elentra.

Steps to Create Distribution

1. Go to Admin > Manage Assessment & Evalutaion.
2. Click Distributions.
3. Click Add New Distribution on the right side.
4. Step 1: Form
   1. Make sure Task Type is set to Assessment.
   2. Remember if you set the task as Mandatory, assessors can't delete it themselves (so if they didn't work with the trainee they may come to you to delete the task).
5. Step 2: Method
   1. Pick the correct method based on who will determine the assessor.
      1. If trainee or PA will determine assessor, chose Delegation, then delegation based on a rotation.
      2. If the assessor is the same every block, under Distribution Method, pick Rotation.
   2. Complete remainder of step and remember to set the task expiry.
      
      
      
6. Step 3: Targets
   1. Pick "The targets for this Distribution are learners"
   2. Complete the rest of the steps.
   3. Under Target Attempt Options select "Assessors can assess each target a minimum of X times and a maximum of X times.
7. Step 4: Assessors
   1. Most typical selection is "The assessors for this Distribution are faculty members" and then selecting the relevant assessors.
8. Step 5: Results
   1. Authorship
      1. Edit this to add your program. This will help other admins from your program access this distribution in the future.
   2. Notifications & Reminders (Optional)
      1. If the form you are using includes prompted responses and someone in your program wants to be notified if any are selected, indicate that person here. For example, if there's a question on the form like "I have concerns about this trainee's progress" and the item was build with a prompted response, and the PD wants to be notified if anyone selects that response, set the Prompted Response Notifications to the PD.