ESS USER MANUAL - Medical Student Education
Contents
1. gt Give a Faculty Resident permission to evaluate a student in your course YYY VV Demo 6 VVVV VV Demo 7 VVVVVVV Demo 8 VVVVVVVVV VV Select Logins Search for an existing account for the person Very important to AVOID DUPLICATES Select the person from the list Highlight the course number Click Submit New Permission If not on the list select Enter new Login Select Logins Search for an existing account for the person A VOID DUPLICATES Select Enter New Login Complete the Form Login ID First and Last Name no initials no single name Password Verify Password Published Name Email address Expiration Date Highlight the course number s Click Submit New Login VVVVVV Edit Delete Logins to delete or modify existing accts re set a password Select Logins Select Edit Delete Logins Show missing email address on Test Faculty 2 Modify an email address Submit Re set a password Login Date Delete permission account Assign Evaluators Select Student Evaluations Select Assign Evaluators Show Documentation on bottom of screen Notice faculty account in RED means no email account entered Check boxes for faculty and students Notification Starts enter the Submit Blank Date Time stamps Blank out to stop further emails or eval done Unassign check the boxes next to the faculty names Show Sample Email for Assign2. TIP If you manage more then one course you can use the All Sites function to list all students on your screen at the same time for all courses 3 Select the student to be evaluated by clicking the Select button next to the student s name 4 Select Enter New next to the Summative designation to create a new Summative or select Copy Edit next to the Summative designation to view edit an existing summative form TIP Do not use the Faculty Resident Form as it only records an individual evaluation You can not Submit to Student Affairs from this form 5 Complete the form and Save Submit your work Click Save for Review if the evaluation is not ready to be submitted to Student Affairs This will create a listing on the Student Selection screen with an S type designation If the evaluation is complete and ready for submission click Submit to Student Affairs This will create an F or Final type evaluation in the system and all evaluations associate with that student s evaluation for that course will disappear from the Student Selection screen If you can still see the student s name on the Student Evaluation Selection screen you have NOT submitted it to Student Affairs A goal for completion is to no longer see the students names on the screen If you missed an item on the form a screen will appear that will enable you to complete the missing items 6 When your ev
3. Assignments are Made 2 51 09 PM 6 12 2004 2 51 09 PM 6 12 2004 2 51 09 PM 6 12 2004 E E a Reed O a a a E U u G E u E ENa i 3 ciw e yr S Au s4u A iS Image 3 After clicking the Submit button assignments will be shown by student 16 ESS User Manual ESS Website http ess medstudent ucla edu David Geffen School of Medicine at UCLA 4 26 2012 F ESS Student Evaluation Selection By Faculty and Residents Netscape le S212 EIAls lal x FSB Soh Ba ESN Q Only Students Assigned are r Listed ae Z 34 Reminders E5 aji d 5 z Image 4 When a Faculty Resident logs on they only see the students assigned to them Auto Assign Course Chair Notifications At the end of every course the course chair and course coordinator gets an automatically generated email that reminds them of which students still need to have final evaluations done These repeat every 2 weeks until they are completed In Sept 2008 we modified this email to not include Externs 17 ESS User Manual ESS Website http ess medstudent ucla edu David Geffen School of Medicine at UCLA 4 26 2012 Appendix Six Simple Steps for Creating a Final Summative Evaluation 1 Logon to ESS at http ess medstudent ucla edu 2 Select Student Evaluations Look to see what course list you are viewing Change courses by highlighting the course title in the drop down box and clicking Refresh
4. box on the Student Selection screen and click Refresh Note the date range How to Create a Final Summative Evaluation Using the Summarize Feature Use Summative Form Follow Steps 1 3 above 4 Select the student to be evaluated by clicking the Select button next to the student s name There should be multiple I type or individual evaluations submitted by Faculty Residents 5 Select the Summarize button A chart will appear that displays the numeric values associated with the 7 point scale questions from each individual evaluation the name of the faculty resident completing the evaluation calculated averages and the text comments A Legend button is available to see which letter on the chart corresponds to which question from the evaluation form 6 Once reviewed select Create Summative from Individual This will create a Summative form with the average score from each question already filled in and all text comments appended in the Comment section of the form The Create Final from Summatives option is only used by the required Medicine clerkship because each location submits a summative evaluation that needs to be summarized by the course chair 7 Review the electronically generated Summative evaluation Remove all faculty resident names from the text comments section and using standard cut and paste functions modify the comment section to become a
5. Evaluators Once you start to use only students assigned will show on list Complete Statement of Understanding to obtain your account 24 ESS User Manual ESS Website http ess medstudent ucla edu
6. edu David Geffen School of Medicine at UCLA 4 26 2012 Assign Evaluators gt Assigning Evaluators in ESS means that individual evaluators can be selected assigned to evaluate individual students When this is done the ESS system will automatically email the evaluator a request with the students name course information a link to ESS and the evaluator s personal ESS login and password The system will automatically re send weekly reminder emails until the evaluation is complete gt Once you elect to use the Assign Evaluator function the evaluators Faculty Residents will only see the names of students on the list that they have been assigned This means that everyone will need to be assigned in order to see any list of students gt Before Using the Assign Evaluators Function VERY IMPORTANT You must validate that all of your evaluators faculty resident have email addresses entered into ESS If the email address field is blank in the Logins section their name will appear in red text on the Assign Evaluator page gt To Unassign re check the box next to the faculty you are unassigning and hit Submit gt Notification Starts tells the system when to send the email by indicating the number of weeks after the start date of the course to send the reminder See Assign Evaluators Step By Step section Leaving this blank will default to the current date time gt Once you elect to use the Assign Evaluator function the ev
7. gt In order for them to enter evaluations into the system gt For their names to appear in the drop down menu for the Evaluated By field on the form How Will Accounts Be Managed and Security Assured gt Submitting student evaluations is an official university function and is audited intermittently by upper campus Therefore security guidelines must be followed The system is designed with a login and password system gt The security of these accounts is taken very seriously As with any login account you should never use anyone else s account Each time an evaluation is submitted the name of the person entering the data is automatically and permanently recorded on the student evaluation This means that if a Student Coordinator is going to be entering all of the summative evaluations for his her course chair he she must use their own account NOT THE COURSE CHAIRS ACCOUNT There is a place on the form for the person entering the data to record who evaluated the student How To Re Set Passwords gt Student Coordinators reset passwords for faculty resident accounts gt Evie Kumpart and Gezelle Miller can re set passwords for Course Chairs Site Coordinators and Student Coordinators gt To Re Set a Password go into Logins then Edit Delete Logins Enter the new password in the 2 password fields provided next to the name of the account holder and Submit ESS User Manual ESS Website http ess medstudent ucla
8. prefix or suffix like Dr or M D in the loginID Do not use initials Do not use middle initials gt Password Verify Password Make up a unique string of characters amp digits at least 4 characters long as a start up password Re enter the same password into Verify Password to verify accuracy Instruct your new account user to initialize their password by logging in and immediately changing the password to something only they will know See Appendix for Rules for Creating Passwords in this packet gt Published Name Enter the FirstName and Lastname and degree of the person the account is for e g Mark Noah M D This is the name that will appear on the evaluation form automatically each time the user submits a form gt Email Enter their email address so that when the Assign Evaluator function is utilized they can automatically be sent email reminders to complete the evaluation This is also important for receiving system announcements e g when the system is down for maintenance gt Expiration Date optional Whatever date is entered the account will be automatically deleted when that date occurs This can be used for Residents who have a limited time at your institution 12 ESS User Manual ESS Website http ess medstudent ucla edu David Geffen School of Medicine at UCLA 4 26 2012 gt Course Number Select the course number s for which the user will have access Hold down the Ctrl key if yo
9. 01 3 5 2002 1 TestFaculty1 Test Faculty 1 2 05 16 PM 4 3 2004 Select _ TestStudentl1 Fname 2003 DOC101 3 5 2002 S TestChairl Test Student Coord 1 3 15 35 PM 5 17 2004 Select_ TestStudentl1 Fname 2003 DOCI01 3 5 2002 1I TestFaculty1 Test Faculty 1 9 48 56 AM 9 26 2002 Select _ TestStudentl1 Fname 2003 DOCI01 3 5 2002 I TestResident2 Test Resident 2 12 04 39 PM 12 15 2003 Select_ TestStudentl1 Fname 2003 DOCI01 3 5 2002 I TestResident1 Test Resident 1 3 08 25 PM 5 17 2004 Select _ TestStudent13 Fname 2003 DOC101 7 8 2002 I TestFaculty1 Test Faculty 1 4 20 07 PM 11 9 2002 Select_ TestStudentl6 Fname 2003 DOC101 6 10 2002 I TestFaculty1 Test Faculty 1 3 24 12 PM 3 7 2003 Select_ TestStudentl Fname 2003 DOC101 6 10 2002 I TestFaculty1 Test Faculty 1 10 59 33 AM 2 7 2003 canned act aca sore sears Iraans ane anaman zl amp Q done a a 4 Image 1 Select Assign Evaluators 15 ESS User Manual ESS Website http ess medstudent ucla edu David Geffen School of Medicine at UCLA 4 26 2012 FESS Assign Evaluators to Students Netscape e ARMET AALI 18 x a Ele Edit View Go Bookmarks Tools Window Help NI Check Boxes Before Student amp Evaluator s Names EBB EB U u u u H EJ m m m a a a a 3 G E s J Image 2 Check Boxes and click Submit ESS Assign Evaluators to Students Netscape a File Edit View Go Bookmarks Tools Window Help amp http localhost FRAMEZIN iv
10. 14 How the Electronic Email Notification Works 2 0 0 0 cececcssecseesecseeeeceeeeecsseceeesecseesecnaseecsaeceeesecaeeeeenereenaees 15 APPENDIX i icscscniccuiadiincucncwtadacncsaactecaidacnddddisdedacdtanwedadacdudscddaccenautadudacuiadwdeteancnasuanaaawaussid 18 Six Simple Steps for Creating a Final Summative Evaluation 20 00 0000 cc cceecseeeecneeeeceseeecesecaeeeeeneeeeeaeeess 18 ESS Assign Evaluator Sample Email Message ccccsssssssecseseecsseeecssecaeesecnevsccnaeeecaecaeesecneeseeeaeeees 19 Statement of Understanding s necon iis hs secs Ge ungd ideo be ea db ag ws dae na eae I E deere Taaka EKES 20 Rules for Creating Passwords for Faculty Residents 0 ccccccescsssccsseeeceseceeesecnerscceaeeecsaecaeeaeeneeeeeaeeees 21 Training Dem0o 3 5 possi ctyiioy E hain di eae ny E E in Ae E E Ea sateetee EEE 22 4 ESS User Manual ESS Website http ess medstudent ucla edu David Geffen School of Medicine at UCLA 4 26 2012 ESS USER MANUAL Introduction to the ESS Student Evaluation Module for Medical Student Clinical Clerkships What is the ESS Student Evaluation Module The ESS Student Evaluation Module is part of the ESS Electronic Scheduling System used at the David Geffen School of Medicine at UCLA for scheduling medical students into clinical rotations and evaluating their performance electronically The system supports all of our clinical students UCLA Drew UCR and visiting medical students exte
11. David Geffen School of Medicine at UCLA 4 26 2012 ESS USER MANUAL The ESS Student Evaluation Module for Medical Student Clinical Clerkships Training Documentation for Course Chairs Site Directors Student Coordinators Direct any questions to Evie Kumpart Director Gezelle Miller Student Information Systems Clinical Curriculum Coordinator 310 825 1045 310 825 3848 evie mednet ucla edu gmiller mednet ucla edu ESS User Manual ESS Website http ess medstudent ucla edu David Geffen School of Medicine at UCLA 4 26 2012 ESS User Manual ESS Website http ess medstudent ucla edu David Geffen School of Medicine at UCLA 4 26 2012 Table of Contents INTRODUCTION TO THE ESS STUDENT EVALUATION MODULE cceceeeee 5 What is the ESS Student Evaluation Modulle scssscssssssssssssssssssssscsssssssscssssessssnessessssnessessessossnessessessessossoes 5 What is the System Designed to Do sssessossossesossocsossessossescososssosossecsossesossecoossesoosecssesossecsossesssssessesosssessosscssesossscsssse 5 What is the Requirement for Submitting Electronic Evaluation sessessesoosesoossesoosoeseosossessossesoesseseosoesesoessesoesse 5 How to Use the System to Its Full Potential ssssssssscsssssssscssssssesssscesssssescesssssescsssnessssnessesssessssseseessessessossoes 6 Who Uses the Evaluation Module ssscsscsssssssssssssssssscescsseesssssnessssncscesssssescsss
12. aluation has been accepted as complete click Continue to return to the Student Selection screen again To retrieve Final evaluations check the Finals Only box on the Student Selection screen and click Refresh Once the evaluation is Submitted to Student Affairs it is verified in Student Affairs After verification the student will be able to view the evaluation on line Student Affairs verifies submitted evaluations weekly For Help contact Evie Kumpart Director Student Information Systems at 310 825 1045 evie mednet ucla edu 18 ESS User Manual ESS Website http ess medstudent ucla edu David Geffen School of Medicine at UCLA 4 26 2012 ESS Assign Evaluator Sample Email Message To Test Faculty M D Reminder 2 PLEASE DO NOT PRINT OUT THIS EMAIL AS IT CONTAINS CONFIDENTIAL INFORMATION We need your assistance in evaluating UCLA medical students who were on your team or rotation Students needing your evaluation are listed below Student Course Rotation Rotation Date Assign Date Bruin Joe 2007 SU019 Surgery 4 17 2006 5 8 2006 Please follow these 5 simple steps to access and submit your evaluation s 1 Click on this link to access the on line evaluation program ESS Electronic Evaluation System 2 Login with your ESS Login ID and Password We have provided it for your ease of use Your Login ID is Test Faculty Your Password is tfac33 3 Click the Student Evaluatio
13. aluator will only see the names of students on the list that they have been assigned Summarize Create Final Evaluations gt The Summarize Function enables Site Directors Course Chairs and Student Coordinators to obtain an automatic summary of all Faculty Resident evaluations submitted electronically into the system It calculates average scores for each student and presents the data in chart form Additionally it shows all written comments from all evaluators together in one view gt From the Summary Screen a final evaluation can be created by simply clicking the Create Final button above the student s name This function inserts all of the summarized averaged values from the Summary Screen into an evaluation form including all comments Once the data is on the form it can be modified and then Save for Review or Submit to Student Affairs Final Evaluations gt Make sure everything has been done before submitting the Final evaluation o Is the exam score in o Have Letters of Distinction been decided for Required Clerkships only o Have enough evaluations been submitted Grade Changes gt The ability to change a grade after a Final Evaluation has been submitted should only be used if there is a challenge by the student or to follow up on a F or Inc grade gt Avoid making grade changes for the following reasons 8 ESS User Manual ESS Website http ess medstudent ucla edu David Geffen Sc
14. ase by editing this field and hitting the Submit button Email You can verify or change the Email address in the database by editing this field and hitting the Submit button Expiration You can verify or change the Expiration Date for the account by editing this field and hitting the Submit button Deleting a Login ID To delete a login ID click the Delt button next the name of the person or their course permission and hit the Submit key Vv Vv Y VY VVV WV Changing Passwords gt How a User Changes Their Password Themselves o At the ESS Login page enter the login ID and their current password o Then before hitting the Login button enter a New Password and Verify Password o Then enter the Login button gt If Someone Forgets Their Password o Goto the Logins button o Select to the Edit Delete Logins function o Re set the password by entering it into the space for New Password and Verify Password Send the new password to the email address recorded for the user 13 ESS User Manual ESS Website http ess medstudent ucla edu David Geffen School of Medicine at UCLA 4 26 2012 Annual Review Deletion of Accounts gt Each Student Coordinator entering login IDs is responsible to delete IDs when the person has left the system gt We suggest an annual review of your logins each July 1 when the residents come in and go out each year gt If you just want to Edit Delete Logins or reset a Password then cl
15. dual Final Summiative Evaluation sssccsssscsssssssssescssssessssnsscessessesseees 11 STEP BY STEP INSTRUCTIONS DOCUMENTATION FOR STUDENT COORDINATORS wiv ivicsncssadusncutsacantaanauctaucd danceduaseacuasedeiccadcdeiauancddecusisceancasaseadwadedeadeccatans 12 How to Establish Accounts and Assign Permissions for Departmental Faculty Residents scsssssessseees 12 Entering New Login Accounts for Faculty Residents ccesccsessceeeeceseeeeesecseesecneesecsaeceesaecaeeseeneeeeenaees 12 Communicating the New Login ID and Password to the New Use cccccccceesceecceeeceeeeseeeeeceeeneeeaeeeneens 13 Edit Delete Logins 4 ci 4 acct niicbas Aunts die a tages e aa a e desde aves b Abie cem ioe At dls Benes 13 Changing Passwords acsi 6 siccnaies aiid Baler a identi eid iis Brisa hoi aatde ae ahaaa gata a es 13 Annual Review Deletion of ACCOUNES 00 0 0 cece eccesecseesecneesecsseeeessecscesecnersecsseecesaecaeesecsevseenasecesaecaeesesneeeenaeenss 14 Assign Permissions for an Existing Account 0 0 0 0 cece eccsseceeeceeeecseeeecsaeceessecaeesesnaesecsaeceeesecseeseenereesaees 14 Assigh Evaluator sosis aeea aron ia ne EEO S ER O E vousossecensesveeseas SoussesesusedassesvoseGonsouseen 14 Before Using the Assign Evaluators Function 00 00 0000 cceceeccssecscesecseeeeceeeeecsaeceessecaeesecneeeecsaeeeesaecaeeseenesseesaees 14 How to Assign Evaltiators 2 nerona e e E A E a ia E E Aa aa
16. electronically to SAO as July 1 2006 ESS User Manual ESS Website http ess medstudent ucla edu David Geffen School of Medicine at UCLA 4 26 2012 How to Use the System to Its Full Potential gt gt Establish accounts for departmental Faculty Residents to use to submit individual evaluations Utilize the Assign Evaluator feature to assign Faculty Residents to evaluate specific medical students They will receive an automatic email from ESS with the names of the students to be evaluated a link to ESS and their login and password Utilize the summarize feature that automatically summarizes all individual faculty resident evaluations into a Final Summative evaluation You can prepare summative evaluations for your course chair to edit submit Who Uses the Evaluation Module gt Faculty Residents Faculty Residents submit Individual evaluations for each student with whom they have worked Site Directors for Required Clerkships at UCLA only Site Directors submit Summative evaluations to the system for Course Chair review They have the ability to use the automatic summative feature of the program like the Course Chair but can not submit grades directly to Student Affairs Course Chairs Course Chairs are responsible for submitting Final evaluations to Student Affairs They can complete submit the form on line personally or have the official Student Coordinator for t
17. eople never change their password thus the problem continues much longer 4 Do Not use formulas patterns sequences that can be deciphered a Formulas with patterns that are recognized easily such as the initials of the first and last name of a person plus UCLA should not be used Ex npucla for Neil Parker b Sequences such as abcdef are easily broken as well 5 Do Not write the passwords down that you create for your faculty amp residents to refer to in the future a If Faculty Residents forgets their password re set it under Edit Delete Logins and send them an email and suggest that they save the email for their reference 21 ESS User Manual ESS Website http ess medstudent ucla edu David Geffen School of Medicine at UCLA 4 26 2012 Training Demo for the ESS Student Evaluation Module for DOC 101 Evaluation Module Test Course Logging onto the System gt To enter ESS go to http ess medstudent ucla edu gt For purposes of Training a fictitious course DOC101 and test accounts with passwords login password have been created I will be demonstrating the system using these test accounts The Faculty Resident Evaluation Demo 1 Login Test Faculty 1 Password 1111 Objective to submit an evaluation on Test Student 1 for course DOC 101 Login Password Select Student Evaluations Select Test Student 1 from the student list Enter data into the form leaving a field on the form empty to demonstrate M
18. esssvoedapeedesscdsosbeddoasesagsesscusosssonscove susdenessnedensesessooasoondenssua 8 DA DLEET T T STR E E I 9 Archival Of Evaluations ssccccciscecscosecseceecsesessoscssaicesscaesassciseseeitadecbsshsscdesavieessssesssdsscedvessuaessstscdesenivassdiesesdsededsesebsacsesess 9 SAN Sites Fat re cucsecssescsscasconascsncaccevastsasccasaassusstsossespeecesssescsesessoasaecesusussscassencsacawasesstcsaccsicnteupacsoassoadondecssocsecceasastens 9 ESS Training Sessions ccsseiescsssovessecessassesssusoscascusoons sovvoasssnsdensesnetsossdeaveasdsasseasosesceseussosssenncosessbceosassnssvegsasoeksosesensoutede 9 What Kind of Computing Equipment Access Do I Need to Run ESS cscsssssssssesscssssssescssssssescsssnsssssnessesoees 9 STEP BY STEP INSTRUCTIONS DOCUMENTATION FOR COURSE CHAIRS SITE DIRECTORS STUDENT COORDINATORS cccceseeeeeeeseeeeeeeeseeeeeeeenseeeeeeeenseneeeeeneeees 10 How to Create an Individual Evaluation Use Faculty Resident Form ssccsscsssscssscscscsssssssecssseeseeees 10 How to Create a Final Summative Evaluation WITHOUT Using the Summarize Feature Use Summative FORTIN EAEAN TETERE SEEE I EET ESEAS EETA SEEE ETE 10 How to Create a Final Summative Evaluation Using the Summarize Feature Use Summative Form 11 ESS User Manual ESS Website http ess medstudent ucla edu David Geffen School of Medicine at UCLA 4 26 2012 How to Modify an Existing Indivi
19. ete TIP It is best to send emails out at the end of the rotation FAQ What if faculty say they are not getting the emails Verify their email address by sending them an email and ask them to confirm receipt Then check the Edit Delete Logins screen for the email address you have on file for them Look for typing errors O O O O Cee E EE Aa 2 a File Edit View Go Bookmarks Tools Window Help 1 998 I D S Home GA Radio My Netscape CX Search Bookmarks Student Summative Evaluation Selection By Course Chair Hello Test Student Coord 1 You have logged on to the Student Summative Evaluation by Course Chair Module You are authorized to enter assessments for the courses in the selection box Below is a list of all students who have not had a Final assessment entered for any course starting within the Date Range specified Select a student to enter an assessment by clicking the box on the left of each entry DOC101 Evaluai Click a 66 23 Refresh From 6 5 2002 To 6 5 2004 Became inal Only J AllSites As sign Evalu ators Sort by Date Summarize Assign Evaluators Main Menu Logoff B utton Index T Course Date Type Evaluated By Entered By Date Entered Select_ TestStudentl0 Fname 2003 DOCI01 8 5 2002 I TestResident2 Test Resident 2 4 45 51 PM 3 14 2003 Select _ TestStudenti0 Fname 2003 DOC101 3 5 2002 I TestFaculty1 Test Faculty 1 2 03 53 PM 4 3 2004 Select_ TestStudenti0 Fname 2003 DOCI
20. evaluator uncheck the box before the assigned evaluator Click Submit to apply your changes Only Student Coordinators can assign evaluators VVVVV WV 14 ESS User Manual ESS Website http ess medstudent ucla edu David Geffen School of Medicine at UCLA 4 26 2012 How the Electronic Email Notification Works gt gt Assignments are automatically entered into an e mail notification system The evaluator will be notified by e mail after you enter the assignment and click the Submit button The Notification Starts field tells the system when to send the email by indicating the number of weeks after the start date of the course to send the reminder For example if you enter 2 and the course starts on 7 1 2003 the first notification will be e mailed on 7 15 2003 Leaving the number of weeks blank will cause an e mail to be sent about 1 hour from the time you press the Submit button Entering the word now will cause an e mail to be sent 30 minutes from the time you press the Submit button The Time Date field o Next to each evaluator s name is a field containing the Time Date the next email will be sent in increments of 1 week You may make one of two changes to the time date field Blanking out the field will stop e mails from being sent Entering the word now will cause an e mail to be sent within the next half hour If this field already shows blank it means the evaluation is compl
21. form Complete as above 11 ESS User Manual ESS Website http ess medstudent ucla edu David Geffen School of Medicine at UCLA 4 26 2012 Step By Step Instructions Documentation for Student Coordinators How to Establish Accounts and Assign Permissions for Departmental Faculty Residents We want to avoid the creation of duplicate accounts as much as possible The Login Maintenance screen is designed to enable coordinators to find existing Faculty Resident accounts by use of a search function Existing accounts are given permission to evaluate students in the course s If you have any questions please contact Evie Kumpart at 310 825 1045 or evie mednet ucla Entering New Login Accounts for Faculty Residents Note You cannot Enter New Login until you have tried a Search first Remember to scroll down the page to see the list of names that is generated by your Search gt Login to ESS and click Logins gt Check for existing accounts by using the Search Function If you find an existing account click on the button corresponding to the name and click on the course you would like to give that person permission to access to evaluate students gt If there is no existing account select Enter New Login fill in the form and Submit New Login according to the guidelines below gt LoginID Enter the First and Last name of the person the account is for e g Mark Noah Do not include
22. gmiller mednet ucla edu 310 825 3848 What Kind of Computing Equipment Access Do I Need to Run ESS gt Internet connectivity gt A web browser Internet Explorer 5 5 or Netscape 4 72 or higher both browsers work equally well ESS User Manual ESS Website http ess medstudent ucla edu David Geffen School of Medicine at UCLA 4 26 2012 Step By Step Instructions Documentation for Course Chairs Site Directors Student Coordinators How to Create an Individual Evaluation Use Faculty Resident Form Logon to ESS at http ess medstudent ucla edu Select Student Evaluations 3 If you manage multiple courses look to see what course list you are viewing Change courses by highlighting the course title in the drop down box and clicking Refresh TIP If you manage more then one course you can use the All Sites function to list all students on your screen at the same time for all courses Ora 4 Select the student to be evaluated by clicking the Select button next to the student s name Select Enter New next to the Faculty Resident designation Complete the form Evaluated By should state the evaluating physician s name Save the form by clicking Store New If you missed an item that was required to be completed a screen will appear that will enable you to complete the missing items 9 When your evaluation has been accepted as complete c
23. he course make the submission on his her behalf Course Chairs also have the ability to see all Faculty and Resident preliminary evaluations and utilize the automatic summative function that creates an electronic final evaluation Student Coordinators Has the ability to submit Final Summative evaluations on behalf of the Course Chair or Site Director creates maintains deletes faculty resident accounts and assigns evaluators for the collection of individual evaluations Student Affairs Staff A number of Student Affairs Staff access the Scheduling and Evaluation modules Their responsibilities include running the scheduling process maintaining course information processing add drops graduation checks verification of final evaluations tracking Fails Inc grades and Letters of Distinction and entering Extern records and course assignments Students UCLA medical students currently use ESS to view their schedules check for course openings and read evaluations Students only see the final evaluation submitted to Student Affairs they do not see the individual or summative evaluations submitted by Faculty Residents or site directors ESS User Manual ESS Website http ess medstudent ucla edu David Geffen School of Medicine at UCLA 4 26 2012 Account Management How Do Course Chairs Site Directors and Student Coordinators Get Accounts gt Course Chairs Site Directors and Student Co
24. his document and fax it to the Student Information Systems Office to the attention of Evie Kumpart at 310 794 9574 An account will be created and sent to you as soon as we receive the signed form gt understand that evaluations completed in the Electronic Student Evaluation System are official university academic records gt understand that cannot share my login and or password with anyone not even an assistant working in my office Each person using ESS must use their own account gt understand that will not use anyone else s login password to access ESS gt understand that all accounts for the ESS system are ultimately approved by the course chair Signature Date Print Name Department Mailing Address Phone E mail Course Course Chair _ Site Director _ Student Coordinator staff 0 Course Course Chair __ Site Director _ Student Coordinator staff 0 If you need any assistance with the system or need to inquire about the creation of a new account please contact Evie Kumpart Director of Information Systems 310 825 1045 ekumpart mednet ucla edu or Gezelle Miller Clinical Curriculum Coordinator 310 825 3848 gmiller mednet ucla edu If you need any assistance with the system or need to inquire about the creation of a new account please contact Evie Kumpart Director of Information Systems 310 825 1045 ekumpart mednet ucla edu or Ge
25. hool of Medicine at UCLA 4 26 2012 o To add Letters of Distinction for Required Clerkships only o To add a last minute evaluation that came in late o To add an exam score gt Remember students get electronic copies of the Final evaluations As revisions are made students then see the original and the versions for the same final Externs gt All visiting students or Externs enrolled in electives are listed on course rosters They are not listed on evaluation lists unless the Show Externs box has been checked gt If using ESS to evaluate Externs their Final evaluations are not Submitted to SAO It is the responsibility of the course coordinators to send Extern evaluations to the student s home school Archival of Evaluations gt All previous electronic evaluations can be retrieved by checking Previous Evaluations or Finals Only and clicking the Refresh Button All Sites Feature gt All Sites is used to list all students for all courses under one login account together gt Click the box in front of All Sites and then click the Refresh button ESS Training Sessions gt ESS training is available to all new Course Chairs Site Directors and Student Coordinators gt Training is not necessary for Faculty Residents who complete the individual evaluation gt Sign up for training by contacting Evie Kumpart at evie mednet ucla edu 310 825 1045 or Gezelle Miller at
26. ick the Edit Delete Logins button Assign Permissions for an Existing Account Search o Before Creating a New login account you must search to see if the faculty resident already has an account o Enter a text string or their last name in the search text box provided on the Logins screen and click the Search button o A list will appear for you to select from Simply click on the correct name o Highlight the course number for which you are giving permission to evaluate and click Submit New Permission Assign Evaluator The Assign Evaluator function is located on the Student Evaluation Selection Screen Before Using the Assign Evaluators Function gt VERY IMPORTANT You must validate that all of your evaluators have email addresses If any of the Faculty Residents names listed on the Assign Evaluator screen are in Red there is no email address entered for that person gt To modify enter email addresses go to MainMenu Logins Edit Delete Logins When you edit the email field make sure you click the Submit button to record the changes in the database O00 0 How to Assign Evaluators Assign evaluators to students by checking the boxes before both student and evaluator and click the Submit button Checking more than one evaluator assigns all evaluators to the student Checking more than one student assigns the checked evaluator s to all checked students To unassign an
27. issing Items function Store New Review list of missing items and go back to complete Store New Select Print View to view the printed version of the evaluation Select Text View to view the short version of the evaluation Select Continue to return to the Student Selection List The Evaluation is now recorded on the Student Selection List with an I indicator for Individual Faculty Resident evaluation and the name of the Evaluator is displayed Note that Test Faculty 1 cannot see any other evaluations submitted on that student Logoff VVVV VVVVVVV VV Demo 2 Login Test Faculty 2 Password 2222 Objective to show that Faculty Residents only see their own evaluations The Test Faculty 1 evaluation on Test Student 1 will not be visible to Test Faculty 2 gt Login gt Select Student Evaluations review which evaluations can be seen gt Logoff 22 ESS User Manual ESS Website http ess medstudent ucla edu David Geffen School of Medicine at UCLA 4 26 2012 The Site Director Course Chair Student Coord Summative Evaluation Demo 3 Login Test Site Director 1 for Required Test Chair 1 for Elective or Test Student Coord 1 for either Required or Elective Objective to submit Summative Evaluation on Test Student 1 VVVV gt gt Login Password Select Student Evaluations Note All evaluations submitted for DOC101 are visible to these 3 account levels Select Test Student 1 gt Select Summari
28. lick Continue to return to the Student Selection screen again SOON oN How to Create a Final Summative Evaluation WITHOUT Using the Summarize Feature Use Summative Form Follow Steps 1 3 above 4 Select the student to be evaluated by clicking the Select button next to the student s name 5 Select Enter New next to the Summative designation to create a new Summative or select Copy Edit next to the Summative designation to view edit an existing summative form 6 Complete the form 7 Click Save for Review if the evaluation is not ready to be submitted to Student Affairs This will create a listing on the Student Selection screen with an S type designation 8 For Course Chairs and Student Coordinators If the evaluation is complete click Submit to SAO This will create an F or Final type evaluation in the system and all evaluations associate with that students evaluation for that course will disappear from the Student Selection screen a If you missed an item on the form a screen will appear that will enable you to complete the missing items b When your evaluation has been accepted as complete click Continue to return to the Student Selection screen again 10 ESS User Manual ESS Website http ess medstudent ucla edu David Geffen School of Medicine at UCLA 4 26 2012 9 To retrieve previous Final evaluations check the Finals Only
29. n button to begin evaluating your students 4 Click Store New to submit each evaluation 5 Click Continue to evaluate another student or Logoff to end the session If you did not work with the students listed above please contact the course coordinator to have you unassigned Thank you for your continued commitment to our education process and the timely evaluation of our students For your convenience here is some contact information for you in case you need assistance SU019 Rebecca Bernstein rbernstein mednet ucla edu SU019 Joyce Pellam jpellam rei edu Neil Parker M D Senior Associate Dean Student Affairs This e mail is produced by an automatic reminder system replies to this address are ignored If you have questions please contact your departmental course student coordinator 19 ESS User Manual ESS Website http ess medstudent ucla edu David Geffen School of Medicine at UCLA 4 26 2012 DAVID GEFFEN SCHOOL OF MEDICINE UCLA ESS Electronic Student Evaluation System Statement of Understanding For Course Chairs Site Directors amp Student Coordinators Electronic evaluations are official university documents just as paper based evaluations Your ESS account for accessing the Evaluation System is your authorization that the grade submitted is official Therefore it is critical to understand the importance of your ESS account and the security that must be implemented Please read and sign t
30. n appropriate Summary statement about the student s performance Make any changes to the ratings electronically generated as needed 8 Click Save for Review if the evaluation is not ready to be Submitted to Student Affairs This will create a listing on the Student Selection screen with an S type designation which stands for Summative 9 For Course Chairs and Student Coordinators Click Submit to SAO if the evaluation is complete This will create an F or Final type evaluation in the system and all evaluations associated with that student for that course will disappear from the Student Selection screen and send the Final to Student Affairs 10 If you missed an item on the form a screen will appear that will enable you to complete the missing items 11 When your evaluation has been accepted as complete click Continue to return to the Student Selection screen again 12 To retrieve Final evaluations check the Finals Only box on the Student Selection screen and click Refresh How to Modify an Existing Individual Final Summative Evaluation Follow Steps 1 3 above 4 Select the evaluation to modify If a Final has already been submitted check Previous Evaluations box and click Refresh button Select Copy Edit next to the Individual T type evaluation or Summative S Type designation to view edit an existing evaluation Modify the
31. ordinators at UCLA Drew and all affiliated teaching hospitals request accounts from Evie Kumpart Director of Student Information Systems 310 825 1045 evie mednet ucla edu gt The Course Chair determines the level of access or type of account i e Site Director Faculty Res Student Coordinator Chair or Student Coordinator Site Director for anyone who receives an account for their course Gezelle and Evie must receive authorization from the course chair to assign Site Director and Student Coordinator accounts gt After receiving verification from the appropriate Dean curriculum manager or course chair a Statement of Understanding will be provided for completion via email gt Upon receipt of the Statement of Understanding a login ID and password is created with specific permissions to the appropriate courses New account notification is via email gt ESS training is available for holders of course chair site director or student coordination accounts on an as needed basis How Do Departmental Faculty Residents Get Accounts gt Departmental Faculty Resident accounts are established by the Student Coordinator for each course gt Accounts created for Faculty Residents who are submitting Individual evaluations only do not need to complete a Statement of Understanding or attending training Why Create Login Ids For Faculty Residents There are 2 reasons to create Login Ids for Faculty Residents in your department
32. rns The combination of student evaluation and scheduling in one integrated program ensures that the students schedule in courses will be evaluated What is the System Designed to Do The ultimate objective of our electronic student evaluation program ESS is to improve the student evaluation process for more timely and efficient feedback ESS is designed to support a full scale web based evaluation that includes the following features Electronic list of students who need to be evaluated by course Student photo on each form to insure proper identity Electronic evaluation collection from Faculty Residents Automatic email reminders to Faculty Residents when evaluations need to be done Automatically creates summative evaluations for Course Chairs Coordinators Externs are included on course rosters and evaluation lists Electronic verification of form completion at time of submittal Instant submission of completed evaluations to Student Affairs On line student access to Final evaluations Ability to submit grade changes electronically Electronic record of who submitted the form and evaluated the student Ability to access archived electronic evaluations on line no need to retain paper copies Daily Deans Office backups VVVVVVVVVV VV V What is the Requirement for Submitting Electronic Evaluation All Required Clinical Clerkships and Clinical Electives in the 34m year curriculum are required to submit final evaluations
33. ssssssossnessssnessessssossnessessessessssoes 6 Account Management ccscssssscssssssssscsscssssssescessnsssssnescessessnscsssnssesenessesscssessessnssessnessesessnesssssessesesesesssessossossosees 7 How Do Course Chairs Site Directors and Student Coordinators Get Accounts cccccccceesssceeeeseeeees 7 How Do Departmental Faculty Residents Get Accounts 00 0 ee eee eeeeseceecsseeeeesecaeesecneeseceaeeeeaecaeesecnereeeaeeess 7 Why Create Login Ids For Faculty Residents eee sccsseeeeeseceeeecneesecsaeceesaecaeesecnaesecsaseceeaecaeeseeneeeeeeaeeees 7 How Will Accounts Be Managed and Security Assured 000 000 0000 cceceecseseceseeeeeseceeesecneesecsaeeeeaecaeeseeneerenaeeees 7 How To Re Set Passwords o icccc cicciecsievsadccccenescabccsanctcuecaecadencasdeevaes ctu dacancevee catcndcnceleeedeedtensdeuneensen sdavadeveassaceuavices 7 Assign Hi VAlUACONS sscscacsisedssecedcasossdoasesctecnscnssasndusecescuasasdsansesenctecsecaseanaducoces cussteasasescdedenaesbasooessasensessooasseadecessessooasonsdevas 8 Summarize Create Final Evaluations sscsssssssssssscsssssssscsssnessssesscesssssescsssnesessncssessssnessessssossnesssssessoseesooss 8 Final Evaluations 530 sceissscasssnsscascacesecnesassessacnsecaetsessossacdeasseasessecseacsetenusassesseccauaseesessossacdacctudenseesacasgecouesnsenssecsecseacessens 8 Grade ChanBes isaccstscccceccccessinssisscessoveseoveasedssdonsesucdcnsesesscasesasiesd
34. u want to highlight more then one course on the list Hold down the Shift key if you want to highlight all courses within a range gt Submit New Login Click this button to Submit the new account The system will respond that an account has been created for this person TIP If you select Enter New Login and the information your entry is rejected conduct a Search again If it still rejects you contact Evie There may be a conflict with an old student login account that we need to resolve DON T TRY TO WORK AROUND THE SITUATION BY CREATING AN ACCOUNT WITH A MODIFIED NAME THIS WILL NOT RESOLVE THE PROBLEM Communicating the New Login ID and Password to the New User By using the Assign Evaluator function ESS will automatically email your faculty resident with the names of the students they have been assigned to evaluate the link to ESS and their login password Edit Delete Logins Each time you Submit a change the system will confirm the change you just made If you need to Edit or Delete your logins simply click on the Edit Delete Logins button Login ID To change a Login ID edit the text in that field and hit the Submit button Login Date Login Time This tells you when this person has last logged on to the system New Password Verify Password You can re set the password by entering the new password in both fields and hitting the Submit button Published Name You can verify or change the published name in the datab
35. ze function gt Select Create Final gt Type the following into to the Site Director field at the bottom of the form Test Site Director 1 Select Save for Review See that a new S or Summative Evaluation has been added to the Student Selection List and the name of the Site Director is displayed Logoff The Course Chair Student Coordinator Final Evaluation Demo 4 Login Test Chair 1 This same demo works for Student Coordinators To view all evaluations and submit Final Evaluation to SAO VVVV gt Login Password Select Student Evaluations Note All evaluations submitted for DOC101 are visible Create a F or final evaluation for Test Student 1 gt Select the Site Director 1 S Summative evaluation for Test Student 1 gt Select Copy and Edit Summative to retrieve form gt Make change to the form gt Go to bottom of form to complete Site Director and Course Chair info gt Select Submit to SAO this submits the Final Evaluation Notice all evaluations for Test Student 1 are gone from the Student Selection List because the Final has been submitted To retrieve completed evaluations for Test Student 1 check Previous Evaluations then click Refresh Note SAO verifies each evaluation before the student sees it The Student Coordinator Login Demo 5 To manage Fac Res Login IDs 23 ESS User Manual ESS Website http ess medstudent ucla edu David Geffen School of Medicine at UCLA 4 26 2012
36. zelle Miller Clinical Curriculum Coordinator 310 825 3848 gmiller mednet ucla edu or For Internal purposes only Approved Course s Type of Account 20 ESS User Manual ESS Website http ess medstudent ucla edu David Geffen School of Medicine at UCLA 4 26 2012 ESS Student Evaluation System Rules for Creating Passwords for Faculty Residents These days there are many sophisticated tools programs used to try to break into databases illegally These programs will try every word in the dictionary standard first and last names and numeric strings on Logins and Passwords Below are some Rules for Creating Passwords that you should use when creating passwords for Faculty Residents in the ESS system You might also consider them for your personal use 1 Use complex passwords a Always use a combination of letters and numbers Ex r6un85 b They should be at least 4 characters long c Leave no spaces between characters d Always give each person a unique password 2 Do Not use simple words that can be looked up in a dictionary or names someone might guess like a summer b evaluation c UCLA d John name of son or husband 3 Do Not use standard passwords a This is when someone uses the same password for all accounts they create b This breaks security as some accounts are not used right away Others knowing your standard password can log in as someone else c Additionally some p
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