Overview
This article guides you through copying assessments and evaluations in Elentra for additional rotation periods in electives and clerkships that were not scheduled through the Elentra lottery.
To streamline your workflow, you can duplicate existing distributions with a similar setup rather than starting from scratch. For instructions on the initial setup of assessments and evaluations, refer to: Setting Up Assessments & Evaluations for Non-Lottery Clerkships and Electives.
Detail
Copying Student Assessment Distributions
• In the top menu, select Admin > Assessment & Evaluation.
• Select Distributions.
• Your available distributions will be listed on this page.
• Click the gear icon to the right of the Student Assessment distribution and click Copy Distribution.
• Update the Distribution Title to reflect the changes. For example, if copying an assessment for a new rotation, update the title from Test Clerkship - Student Assessment AY 25-26 - Rotation 1 to Test Clerkship - Student Assessment AY 25-26 - Rotation 2, following your naming conventions.
• Review the distribution details and click Next Step to proceed.
• If needed, update the Delegator by selecting a new individual from the Delegator drop-down menu (for example, if you will be out of the office and someone else needs to pair students with preceptors). The delegator is responsible for this pairing process.
• Adjust the Start Date and End Date to match the assessment period (for example, the first two weeks of the clerkship).
• Set the Delivery Date to the End Date from the previous step. This is the date in which the delegation task will appear for you in Elentra. Please note that you cannot set a same-day delivery date, so this process should be done at least one day ahead.
• Optional: Set a Task Expiry Date. If you would like to configure an automatic task reminder for assessors, check Warning Notification and enter the number of days and/or hours the assessor should be notified before the task expires.
• Click Next Step.
• If you are copying the distribution for the same rotation period, leave the targets unchanged.
• If you are copying this distribution for a new rotation period, update the targets to reflect the appropriate course group for the next period. Next to Select Targets, click the drop-down menu and choose Course Group.
• Select the appropriate course group from the drop-down menu.
• Click Next Step.
• Set Assessor Options to The assessors for this Delegation Distribution are unknown.
• Click Next Step.
• The settings on page 5 can remain unchanged. Click Save Distribution.
Copying Faculty/Preceptor Evaluation Distributions
• Click the gear icon to the right of the Faculty/Preceptor Evaluation and select Copy Distribution.
• Update the Distribution Title to reflect the changes. For example, if copying an assessment for a new rotation, update the title from Test Clerkship - Preceptor Evaluation AY 25-26 - Rotation 1 to Test Clerkship - Preceptor Evaluation AY 25-26 - Rotation 2, following your naming conventions.
• Click Next Step.
• Beside Select Corresponding Distribution, click the drop-down menu and select the student assessment distribution that should have a reciprocal relationship with the new preceptor evaluation. For example, if you just created Test Clerkship - Student Assessment AY 26-26 - Rotation 2, that should be the corresponding distribution to the one you are currently creating.
• Optional: Set a Task Expiry Date. To configure an automatic reminder for evaluators, check Warning Notification and specify the number of days and/or hours before expiration that the evaluator should be notified.
• Review the distribution details and click Next Step to proceed.
• The settings on pages 3, 4, and 5 can remain unchanged. Click Next Step through pages 3 and 4, then click Save Distribution on page 5.
Copying Course Evaluation Distributions
• Click the gear icon to the right of the Clerkship/Course Evaluation and select Copy Distribution.
• Update the Distribution Title to reflect the changes. For example, if copying an assessment for a new rotation, update the title from Test Clerkship - Course Evaluation AY 25-26 - Rotation 1 to Test Clerkship - Course Evaluation AY 25-26 - Rotation 2, following your naming conventions.
• Click Next Step.
• Change the Start Date and End Date to reflect the entire rotation period. Set the Delivery Date to the last day of the rotation period.
• Optional: Set a Task Expiry Date. To configure an automatic reminder for evaluators, check Warning Notification and specify the number of days and/or hours before expiration that the evaluator should be notified.
• Click Next Step.
• Page 3 can remain unchanged. Click Next Step again to get to page 4.
• Beside Evaluator Options, click the drop-down menu and select Course Group, then choose the appropriate course group for the next rotation period.
• Click Next Step.
• Page 5 can remain unchanged. Click Save Distribution.