Event-Based Distributions to Evaluate Teachers

It is quite common for programs to want to collect evaluations teachers during academic half days, journal clubs, rounds, etc. In this case 'teacher' can mean a faculty member or trainee presenting information. One way Elentra can help with this is through event-based distributions. This distribution type will automatically send evaluation tasks out based on the events scheduled in a course/program calendar in Elentra. For example, you could set up a distribution to send all event attendees an evaluation form every time there is an Academic Half Day.

The work to set this up is typically completed by a program administrator or curriculum coordinator. A user must have permission to the Assessment & Evaluation module and be tied to a program to do this (i.e., PA or PD).

Pre-requisites

1. You must have the required form built in Elentra to include in your distribution (e.g., Academic Half Day Evaluation Form). In PG, each program builds their own forms in Elentra.
2. If you only want to evaluate some events, you must have your event schedule created and published. 
3. You must have a teacher listed on the events for tasks to generate however this can be added later in the year if needed.

Steps to Complete

1. Navigate to Admin > Assessment & Evaluation > Distributions.
2. Click Add New Distribution on the right-hand side.
   
3. Step 1: Form
   1. Title: Provide a clear title like AHD Evaluation.
   2. Task Type: Select Evaluation.
   3. Evaluation Mandatory: Up to the program.
      1. If you make the evaluation mandatory, individuals will not be able to delete the tasks. This can cause frustration if a person was absent for the event and can't provide feedback, but the task stays on their to-do list (and sends them reminders). If you choose to set the evaluation as mandatory, you should also set an expiry date (on Step 2).
         
   4. Select the corresponding form, correct curriculum period, and course/program for your distribution.
      
4. Step 2: Method
   1. Distribution Method: Select Learning Event Schedule.
   2. Select Event Types: Choose the appropriate event type (e.g. Academic Half Day, Journal Club).
   3. Select Events: This is only necessary if you want to evaluate specific events on specific dates, instead of all events using the event type. Skip this step if you want to send evaluations for all events of the selected type.
   4. Task Expiry: This is strongly recommended so that old tasks are removed from peoples' Elentra to-do lists and they don't receive reminders for them indefinitely.
   5. Warning Notification is optional.
      
5. Step 3: Targets
   1. Evaluations delivered for:
      1. Select Faculty who taught events
   2. Target Attempt Options
      1. Use the first option to require evaluators to complete one task per teacher.
6. Step 4: Evaluators
   1. Evaluator Options:
      1. Select The evaluators for this Distribution are attendees enrolled in the event
   2. Attendee Options:
      1. Select Send this evaluation to all enrolled attendees, even if they did not attend the event. This will allow anyone in the event audience to provide feedback to the teacher.
   3. NB: If your program doesn't want to ask all event attendees for feedback and instead a designated individual is responsible for providing feedback for specific event types, use "Select individuals regardless of role" as your Evaluator Option. This is not the typical set up, but may be useful in some circumstances.
7. Step 5: Results
   1. Update the Authorship to include your program. This helps ensure other program leaders and admins can access the distribution as needed. Click Author Type and select Program, begin to type the name of your program, when you see it display as below, click on the program name. You should see it be added under the Authors list like in the second image.
      
      
8. Scroll down and click Save Distribution.

Review Distribution Tasks

After creating your distribution, you can periodically check it to make sure it includes the events you expected and that it is generating tasks. From the list of distributions, search by name, then click on a distribution to see the events it is including. Note that numbers won't update until an event has happened and tasks have actually been delivered.

1. Go to Admin > A&E > Distributions and search for the distribution by name.
2. Click on the title of the distribution and you'll see a list of all events included in the distribution.
3. Click on a specific event to view its details including tasks not started, in progress, and completed.

Trouble Shooting

No learning events display:

• Check that you are using the correct event type in your distribution.
• Check that the program has events in Elentra for the appropriate curriculum period.

No tasks are generating:

• Check that you have a teacher assigned to an event. If there is no teacher assigned, no tasks will generate.
• Double check the evaluator settings on step 4 of the distribution. If you used the first option to send evaluation to all attendees enrolled who attended the event, but you don't take attendance on the learning event, no tasks will generate.

Report on Results

• You can generate reports on each teacher evaluated using the Learning Event Evaluation (Aggregated) report.

1. Go to Admin > A&E > Reports.
2. Click on Learning Event Evaluations (Aggregated).
3. Enter the relevant details and generate either a CSV or PDF.
   1. If you don't specify any events, the report will aggregate all results across all events. If you want results for all events, but to separate them by event, use the "Download an individual report PDF for each selected event" checkbox.
   2. If you want to report for a specific person, you need to specify the events they taught. Since the event name has the teacher name appended, you can use CNTR F to look for all instances of a person's teaching in the Select Learning Events section and then make the appropriate selections.