Student Assessment Module (SAM) - Managing Multiple Assessment Templates

Placing Agency Related Guide (PARG)

Summary:
This guide explains how to manage multiple assessment templates for a single course and placement, such as the Assessment of Clinical Performance and Student Evaluation of the Clinical Placement templates used by Physiotherapy programs. Print/report features are at the end of this document.

Terminology:

ACP: Older version of: Canadian Physiotherapy Assessment of Clinical Performance.
ACPext: The older version of: Canadian Physiotherapy Assessment of Clinical Performance.
ACP2.0: The current version of: Canadian Physiotherapy Assessment of Clinical Performance
SECP: Student Assessment of the Clinical Placement.

Step 1: Set up the default templates for all assessments applicable to the course and placement

1. Click: Maintenance/Setup/Lookup/Courses.
2. For each course using SAM, click the Course Profile icon
3. Click to select the Assessments tab.
4. Click the Add icon ( or the pencil icon to edit existing entries). To configure the additional template (e.g. SECP) select:
- the assessor: (supervisor/clinical instructor or student).
- the subject: (student or supervisor)
- assessment type: (interim/final),
- template (ACP2.0 or SECP)
- and open/close dates: entered as opening X days after placement Start Date and closing X days after placement End date.
- Save the changes by clicking the green check mark.

For assessments of the supervisor, site, or placement such as the SECP, select the Student as the assessor and the Supervisor as the subject. Be sure to select the appropriate assessment template and configure the open and close dates for the assessment. Depending on the template used for the assessment, either both an interim and final assessment, or only a final assessment may be configured

Step 2: Set up the additional template for existing courses in Cohorts

Click: Cohorts
For each current or upcoming course where SAM will be used, click the Assessments (not started yet) icon
Click the Add icon and configure the additional template (note that new courses will default to the setup entered in the Course Profile in Step 1, but existing courses will need to be updated manually)

Step 3: Set up the additional assessments for courses with existing placements
If placements were already created in an upcoming course, they will not automatically be updated to use the additional template. They can be updated individually:

Access the Enrollment screen
Change the Screen Mode to Manage Assessments
Click the Placement Request Details icon
Click on the Assessments tab
Click the Add icon and configure the additional template, as above

If several placements already set up for SAM need to be updated with an additional template, contact the HSPnet Help Desk to have the new assessment added to all placements in the course, based on the template and schedule entered in Cohorts.

Step 4: Manage assessments on the Enrollment screen

Distributing an assessment will provide access to the students and/or clinical instructors to the assessment.

Open the Enrollment screen
Change the Screen Mode to Manage Assessments
Select the desired assessment template (ACP2.0; SECP) from the drop down list.
To Distribute:
1. Click to place a check mark next to the Placement you wish to select
2. At the Action Drop down list select: Distribute Assessments.
3. Click: Submit.

Each separate assessment template needs to be distributed separately, and the status or results can be viewed, or extracted in report by clicking the **Print List **button, for the assessment template selected in the menu.

APPENDIX - Student Assessment Module (SAM) Enhancements

Allows multiple preceptors to work on the same assessment (joint assessment)
Within a placement request, preceptors can form more than one group of joint assessments
If multiple preceptors are assigned, but the “Joint Assessment with” field is not populated, each clinical instructor will complete the assessment independently of one another.

Ideally the “Joint Assessment with” field is completed before the assessment is opened, but it can also be a decision made later on.*

The screens that have been modified are Multiple Clinical Instructors screen and Assessment screen. The new field added shows other preceptors assigned to the student.

Corey and Ursula are doing a joint assessment. Phillip does not have a joint assessment assigned.

A new data field called, “Joint assessment with” has been added to the “Add new entry” pop-up window.

The drop down list contains receptors that can be assigned to joint assessments. Corey is not in the drop down list because he is already assigned to the joint assessment with Ursula. To assign another preceptor to the joint assessment, select an individual, such as Phillip, from the drop down list an save the changes with the green check mark.

You can also edit the joint assessment with field.

Suppose Phillip completes several questions on the assessment, but then decides he wants his assessment joined with the rest of assessments? The PC assigns the joint assessment:

Ursula and Corey still had blank assessments when Phillip entered his responses:
- Phillip’s answers will be copied to Ursula and Corey whether the "Overwrite" box is checked or not;
Ursula or Corey already have some answers in their assessment:
- If the "Overwrite" box is not checked: Ursula and Corey’s answers will overwrite Phillip’s answers
- If the "Overwrite" box is checked: Ursula and Corey’s answers will be overwritten by Phillip’s answers

If no one has begun entering an assessment, you can remove clinical instructors from the multiple assignment screen, however, you must first “un-assign any joint assessment with.” The top of the drop down lists have a blank space above “add new.” Select the blank space beside clinical instructor, and save the changes. This will enable the icon to delete the instructor from the multiple preceptors screen. Please note the first Clinical instructor assigned cannot be deleted unless all other Clinical instructors are removed first. We caution against doing this once an assessment has been started, as the assessment may be lost. If Ursula was removed from Multiple Preceptors already the “Joint Assessment With” field would be blank when opened. Click save to save.

If the midterm assessment is completed by one clinical instructor only, and then you set up the joint assessment, nothing will be lost; however if the midterm assessment was completed separately by two individuals and you set up a joint assessment for the final assessments, one of the two midterm assessments will be overwritten.

Assessment Screen

The only change for the assessment screen is the removal of the joint assessment flag setting at the last step of the assessment (Submit Assessment tab). The option for the joint assessment has been moved to the Multiple Clinical Instructors page (see above section).

Print Feature on SAM Combined View

The Print button has been added to the Combined View.

Question: Can Clinical Instructors edit the same assessment at the same time as another clinical instructor?

No: if you see an orange warning indicating someone else is currently editing you are advised to not make any edits until the other user has finished and the orange alert is gone. If someone else is editing the same document at the same time, only one person’s work can be saved at the same time.

Print Assessment Reports:

On the Enrollment Worksheet:

Select "Manage Assessments" from the screen mode drop down list.
Click the button: Print List.
At the Assessment drop down list, select: ACP2.0, or SECP.
At Assessment Type, select: All, Interim, or Final.
At Choose Report: from the drop down list, select: Student Assessment Results,
Select Report Output Options: default is a PDF report, click to place a check mark in front of "CSV File (for Excell) for a a spreadsheet type of report.
Click the green check mark to run the report.