Participants tab
Participants can only be assigned to Activities if they are put into groups. Users fall into three main categories based on their privileges: Faculty, SPs, or Learners.
Groups are also categorized according to the same categories. The category of a user group is determined by the most common type of privilege in the group:
IMPORTANT: A participant group can only be assigned one category individually.
You can assign participant groups to an Activity according to these three categories in the Participants tab:
You can find a link to the User Manager module under the group category drop-downs if you need to manage your groups.
In each category drop-down, you can list all the groups in which at least one member has the corresponding privilege:
For example, if a group has a faculty and a learner member, the group can be listed in both the Faculty & Staff and Learner group drop-downs; you need to decide the participant group's category in the Activity.
Faculty & Staff group
Depending on their privileges, members of the Faculty & Staff group can:
submit the Faculty Observation and Narrative (FON) checklists of every learner
Manage recordings: start/ stop recording, assign learners/ SPs, or add annotations
review video recordings: add annotations, modify learner/ SP data
review reports, evaluate submitted data
assign Cases to the Activity
set up the Activity as a Running-Non Scheduled Activity (RNSA) in the System
and much more.
💡 Learn more on the Privileges tab.
If your institution is small, appointing a Faculty & Staff group is unnecessary. Since Admins have full access to the entire system, they can act as a one-user Faculty & Staff group to manage every aspect of each Activity.
SP group
Select an SP group if you want to assign Standardized patients to portray the scenarios of the Activity.
If you plan on using manikin(s) or simulators for the Activity, you do not have to assign an SP participant group.
The SPs' duties can consist of:
portraying patients in a controlled environment
assessing the skills of medical students by filling out SP checklists
evaluating SPs by filling out SP Performance Assessment checklists
filling out SP Training checklists for professional development
Creating SP Groups in SPA
SP groups can be created in the Standardized Patient Administration (SPA Module) as well:
These SP groups - including all confirmed SPs for a Session - will be listed and can be managed in the User Manager under Groups, and can be used for setting up Events (see Managing Events ) or Scheduling (see Advanced Scheduling)
See more at How to Create SP groups
Learner group
Learners participating in an Activity must complete every Case assigned to the Activity.
Completing a Case may include:
Patient encounter: During the encounter with an SP or a manikin, the learner is expected to take part in the related clinical Case scenario;
Data entry: Pre-Encounter and/ or Post-Encounter Learner checklists;
Self and/ or Peer Evaluation checklists: depending on each Case, learners might be required to fill out these checklists;
Evaluation checklist: if such a checklist is set up for an Activity, learners can provide feedback by filling it out.
Learn more about the different checklists on the Checklists - Case parts page.
IMPORTANT: When adding the Faculty & Staff and the Learner groups, the members of these two groups are automatically assigned to each other as
evaluators (Faculty) and
evaluees (Learner) on the Assignments tab.
⚠️ When trying to modify either one of these groups, the system informs you before making any changes.
⚠️ When deleting assignments, the default evaluator-evaluee assignments will no longer be accessible (only after re-adding participant groups).
⚠️ Previously determined evaluator-evaluee settings in the Assignments tab will be erased after saving a new Faculty & Staff or Learner participant group.
💡 It can be a good practice to keep learner groups organized by, e.g., years.
Then, users can also sub-group them into Activity-related groups to form the learner group of an Activity (similarly to FON or SP groups).
For more information, visit our Activity - How to pages and view our Activity Manager Training Videos.