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Evaluation and Assessment

Elentra – Web-Based Assessment/Evaluation System

Elentra is a web-based system used for the assessment of residents and preceptors and will contain all NOSM clinical rotation assessment and evaluation forms in an easily accessible format. Both residents and preceptors will submit assessments/evaluations through Elentra.

Please note that you should still refer to PaNDA as the primary source for information on your schedules and for accommodations.

Elentra Support
If you have questions about NOSM Elentra, or are experiencing technical difficulty, please contact residentrequests@nosm.ca.

Internet and Mobile Browsing

Internet Browser
Elentra works best with Chrome. Please ensure your pop-up blocker is either off or set to accept pop-ups from the Elentra website. If you require further details on how to ensure this is on your computer, please contact your technical support group.

Mobile Browsing
The Elentra mobile app allows faculty, staff and learners to trigger and/or complete assessments from their phone or tablet devices.

Designed from the ground up with mobile device usage in mind, the Elentra app gives people the freedom to complete assessments from anywhere, and will make it easier than ever to share feedback with your colleagues on the spot.

The app is available as a free download from the Apple iOS and Google Play stores.

Login Information

This video shows you how to access Elentra and login.

You will use your NOSM credentials for your login/password.

If you require any further assistance with your login, please contact: residentrequests@nosm.ca.

eDossiers

After you successfully log into NOSM Elentra, you will be brought to your main Dashboard. From your Dashboard you can view your CBME progress (if applicable), your event calendar for academics, and trigger assessments.

To trigger an assessment, simply click on the green “trigger assessment” button and follow the on screen prompts.

You may also track your assessments and evaluations by click on the “Assessment and Evaluation” link at the top right of your screen. Here you can review all of your completed and outstanding assessments as well as the assessments completed by your preceptors.

About Evaluation and Assessment

Communication, feedback and assessment are essential to learning. Ideally, feedback should be expected, given and received by resident and preceptor on a daily basis.

Feedback is intended to be formative and can be given and/or solicited verbally and in writing. The feedback process is paramount in navigating a resident’s way to becoming a competent, independent practitioner.

The assessment process determines if residents have achieved certain milestones (passing a rotation, passing an exam, being promoted to the next PGY level).

Assessments are based on the program, and take into account a resident’s own specific goals, objectives and competencies.

*Note: Residents will want to book a meeting with their preceptor early in the rotation in order to review their goals and objectives, make a plan for the rotation, and set a time to meet face-to-face for their final assessment (and mid-term if necessary). Preceptors will expect to have both of these meetings with residents.


Guidelines for Giving Feedback

When giving feedback to faculty members, in person or in writing, try to be descriptive and provide examples. Rather than focusing on what went wrong, describe how things could be improved. For example, stating, “That was the most boring seminar I’ve ever attended,” is not constructive or professional. A more constructive and descriptive feedback statement might be, “I would have appreciated specific clinical questions directed at the audience to help us think through the case.”

When submitting feedback in writing, it is advisable to consider how comfortable one might be with providing the same feedback in person. In short, it is very important to always remain respectful and professional.


Assessment & Evaluation Summary

In Training Assessment Report (ITAR)

Assessor: Preceptor
Purpose: Assesses the performance of the resident
Availability: Varies by program

Deadlines:
10 days after the end of rotation (or 10 days after receipt of the form if distributed by the resident); mid rotation if the rotation is longer than 4 weeks or if the program/rotation requires it.

*It is expected that the  resident will meet with the preceptor before the end of the rotation to discuss the evaluation and ensure its completion.

Additional Comments:
Resident will receive notice when the preceptor has completed the final evaluation online but will not be able to review it until they have completed all of their evaluations for that specific rotation.

Rotation Evaluation

Evaluator: Resident
Purpose: Evaluates the learning experience
Availability: 12 days before the end of the rotation
Deadlines: 10 days after the end of the rotation

Additional Comments:
These evaluations are confidential – a minimum of three forms must be submitted before a report can be compiled to maintain anonymity.

Clinical Faculty Evaluation

Evaluator: Resident
Purpose: Provides feedback to the preceptors

Availability: As needed

Deadlines: Within 7 days of picking the preceptor to assess

Additional Comments:
These evaluations are confidential – the data is collected, compiled and analyzed by an Evaluation Coordinator in Faculty Affairs, who then creates a report for the individual faculty member (a minimum of 3 completed assessments must be received before a report can be generated to maintain anonymity).

External rotations do not require Clinical Faculty assessments

Academics

Evaluator: Resident
Purpose: Evaluate the performance of the presenter AND evaluate the content of the session
Availability: Released on the day of the session
Deadlines: Within 10 days of receipt of the form
Additional Comments: These evaluations are confidential – a minimum of three forms must be submitted before a report can be compiled to maintain anonymity.

Resident as Teacher

Evaluator: Varies: students, residents, preceptors
Purpose: Provide feedback to residents on their teaching

Availability:
Once a resident has conducted a teaching session, they must trigger the RAT form from their Elentra account – which will then inform their Program Coordinator to generate a feedback form.

Deadlines:
The RATs log should be submitted the day of the session; if the resident is asked to complete a Resident as Teacher form (for another resident) this should be done within 10 days of receipt of the form.

Additional Comments:
These evaluations are confidential – a minimum of three forms must be submitted before a report can be released to the resident to protect anonymity.