Body
Overview
This article provides step-by-step instructions for setting up assessments and evaluations in Elentra for electives and clerkships that were not scheduled through the Elentra lottery.
Detail
Before following the instructions in this article, ensure that course enrollment has been added and groups have been created for the elective or clerkship. These steps are necessary to properly assign assessments and evaluations. While not required in advance, you may also wish to add course contacts, such as course director(s), to ensure they have the appropriate access.
Student assessments can be sent multiple times throughout a rotation period, but each round should be sent in a separate distribution. For example, in a six-week clerkship, you might send three student assessments: the first covering the first two weeks, the second for the next two weeks, and the final one at the end of the clerkship.
Faculty/Preceptor evaluations should be set up as reciprocal distributions, meaning they are automatically sent to students once the delegation for student assessments is complete. A reciprocal preceptor evaluation distribution should be created each time a student assessment is created.
Student evaluations of the Clerkship or Course are sent to students at the end of each rotation and can be set up at any point prior, up to one day before delivering the task to students.
When naming your distributions, use a clear and consistent naming convention that includes key details: the academic year, the clerkship or course name, the type of assessment (e.g., preceptor assessment of student, student evaluation of faculty, or student evaluation of course), the rotation period, and, if sending multiple assessments per rotation, the assessment/evaluation number (e.g., Week 1-2, Week 3-4, etc.). For example, Clerkship Name - Assessment of Student Performance AY 25-26 - Period 1.
Before creating your distributions, you’ll need to add students to your course and create groups for their rotations. For step-by-step instructions, see the following Knowledge Base articles:
Locating Your Distributions
• In the top menu, select Admin > Assessment & Evaluation.
• Select Distributions.
• Once created, your available distributions will be listed on this page.
Delegation Method
• On the Distributions page, click Add New Distribution.
• Create a Distribution Title. This should include the course name and/or course code, the type of assessment or evaluation (e.g., student assessment, preceptor evaluation, course evaluation), the academic year, the rotation period, and, if sending multiple assessments per rotation, the assessment/evaluation number (e.g., Week 1-2, Week 3-4, etc.). For example, Clerkship Name - Assessment of Student Performance AY 25-26 - Period 1.
• Select Assessment as the Task Type.
• Select the Student Assessment form. Please see the following article to reference the current year's form titles: Current Assessment & Evaluation Forms for AY 2026-2027
If you do not see the appropriate form in the drop-down menu, please submit a ticket to the HSIT Service Desk to request form permissions.
• Select the appropriate curriculum period. For example, clerkships and electives running between February 2026 - February 2027 are named “Clerkship & Electives Feb 26-Feb 27.”
• Select your course from the drop-down menu.
• Click Next Step.
• Click the drop-down menu beside Distribution Method and select Delegation.
• For Delegation Options, select Delegation will be based on a date range. For Delegator Type, select The delegator is an individual.
• Click the drop-down menu beside Delegator Type and select yourself or another individual who will be paring 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, for the first two weeks of the rotation period).
• 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.
• Set a Task Expiry Date. Set an expiration date. For student assessments, we recommend 90 days. 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.
• Under Assessments will be delivered for, choose Select Learners.
• In the Select Targets drop-down, choose Course Group.
• Select the group that corresponds to the appropriate rotation period.
• If assessors will only be assessing each student once per delegation, set Assessors can assess each target to a minimum of 1 time and a maximum of 1 time. Set the maximum number higher if you will be delegating the assessment task to the same assessor multiple times per student.
• Click Next Step.
• Under Assessor Options, select The assessors for this Delegation Distribution are unknown.
• Click Next Step.
• On Page 5, you will find options related to assessment results within five drop-down panels.
• Open the Authorship panel.
• Click the drop-down menu beside Author Type and select Course.
• In the text box beside Distribution Authors, begin typing your course name and select it from the list.
• Open the Target Release panel.
• For Task List Release, select Targets can immediately view tasks completed on them.
• For Target Self-Reporting Release, select Targets can immediately view reports for tasks completed on them.
• Open the Target Self-Reporting Options panel.
• For Comments, select Comments are identifiable.
• The Reviewers panel can remain unchanged.
• Optional: If you would like to send notifications based on prompted responses, open the Notifications & Reminders panel.
• For Prompted Response Notifications, select Custom Reviewers.
• For Assessment Reviewers, use the Browse Users drop-down menu to select yourself, the course director, and anyone else who should be notified if an assessor answers a flagged question.
• Click Save Distribution when complete.
Creating Assessment Distributions without Delegations
A distribution without a delegation delivers a form directly to the selected assessor(s) on the date you specify, without requiring a delegation task. Like the Delegation method, these distributions need to be created at least one day ahead of when you'd like the form to deliver.
This method is only appropriate when:
- There is a single student in the rotation, or
- There are multiple students who are all being assessed by the same preceptors at the same time
If you need to assign assessments at different times or to different preceptors within a group of students, use the Delegation Distribution Method.
The steps are the same as the Delegation method, with the exception of pages 2 and 4.
Date-Based Delivery
Follow the standard setup steps until you reach page 2 of the distribution setup.
• Page 2: Select Date Range as the Distribution Method.
• Adjust the Start Date and End Date to match the assessment period (for example, for the first two weeks of the rotation period).
• 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.
• Set a Task Expiry Date. Set an expiration date. For student assessments, we recommend 90 days. 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.
• Page 3: Follow the same steps as outlined in the Delegation Distribution setup.
• Page 4: Under Assessor Options, select Select individuals or external assessors.
• Search for assessor names in the search box and select them from the dropdown menu. You can select multiple assessors. If a name does not appear, select Add External Assessor at the bottom of the drop-down. Enter their first name, last name, and email address, and click Add Assessor.
• Click Next Step.
• Page 5: Follow the same steps as outlined in the Delegation Distribution setup.
• On the Distributions page, click Add New Distribution.
• Create a Distribution Title. This should include the year, the course name and/or course code, the type of assessment or evaluation (e.g., student assessment, preceptor evaluation, course evaluation), the rotation period, and, if sending multiple assessments per rotation, the assessment/evaluation number (e.g., Week 1-2, Week 3-4, etc.). For example, Elective Name – Faculty/Preceptor Evaluation AY 25-26 - Rotation 1 - Week 1-2.
• Select Evaluation as the Task Type.
• Check Disable Target Release.
• Check Require this evaluation to be completed by all evaluators.
• Select the appropriate form. Please see the following article to reference the current year's form titles: Current Assessment & Evaluation Forms for AY 2026-2027
If you do not see the appropriate form in the drop-down menu, please submit a ticket to the HSIT Service Desk to request form permissions.
• Select the appropriate curriculum period. For example, clerkships and electives running between February 2026 - February 2027 are named “Clerkship & Electives Feb 26-Feb 27.”
• Select your course from the drop-down menu.
• Click Next Step.
• Click the drop-down menu beside Distribution Method and select Reciprocal.
• 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 "Clerkship Name - Assessment of Student Performance AY 25-26 - Rotation 1," that should be the corresponding distribution to the one you are currently creating.
• Leave On previous task delivery checked for Specify when the new task should be delivered.
• Set a Task Expiry Date. Set an expiration date. For preceptor evaluations, we recommend 180 days. 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.
• For Target option, select The Target will be the assessor/evaluator of the previous task.
• For Target Attempt Options, select Evaluators can evaluate each target a minimum of 1 times and a maximum of 1 times.
• Click Next Step.
• For Assessor Option, select The assessor/evaluator will be the target of the previous task.
• Click Next Step.
• On Page 5, you will find options related to assessment results within five drop-down panels.
• The Authorship panel can remain unchanged.
• Open the Target Release panel.
• For Task List Release, select Targets cannot view tasks completed on them.
• The Reviewers panel can remain unchanged.
• Open the Notifications & Reminders panel.
• For Prompted Response Notifications, select Custom Reviewers.
• For Assessment Reviewers, use the Browse Users drop-down menu to select Kathryn Scott, Evelyn Reis, and Milonna Sauritch of the Office of the Learning Environment.
• Click Save Distribution.
• On the Distributions page, click Add New Distribution.
• Create a Distribution Title. This should include the year, the course name and/or course code, the type of assessment or evaluation (e.g., student assessment, preceptor evaluation, course evaluation), and the rotation period. For example, Elective Name – Course Evaluation AY 25-26- Rotation 1.
• Select Evaluator as the Task Type.
• Select the appropriate form. Please see the following article to reference the current year's form titles: Current Assessment & Evaluation Forms for AY 2026-2027
If you do not see the appropriate form in the drop-down menu, please submit a ticket to the HSIT Service Desk to request form permissions.
• Select the appropriate curriculum period. For example, clerkships and electives running between February 2026 - February 2027 are named “Clerkship & Electives Feb 26-Feb 27.”
• Select your course from the drop-down menu.
•Click Next Step.
• Click the drop-down menu beside Distribution Method and select Date Range.
• Adjust the Start Date and End Date to cover the entire rotation period.
• Set the Delivery Date to the final Friday of the rotation. Note that same-day delivery is not possible, so be sure to complete this process at least one day in advance.
• Set a Task Expiry Date for one week after the delivery 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.
• For Evaluations will be delivered for, choose Select a Course.
• From the Select a Course drop-down menu, select your course.
• For Target Attempt Options, select Evaluators can evaluate each target a minimum of 1 times and a maximum of 1 times.
•Click Next Step.
• For Evaluator Options, choose Select learners.
• Open the Browse Evaluators drop-down menu and select Course Group.
• Select the group for the appropriate rotation period from the drop-down menu.
• Click Next Step.
• On Page 5, you will find options related to assessment results within five drop-down panels.
• The Authorship panel can remain unchanged.
• Open the Target Release panel.
• For Task List Release, select Targets cannot view reports for tasks completed on them.
• The Reviewers and Notifications & Reminders panels can remain unchanged.
• Click Save Distribution.
