Electronic Competency Management System (ECMS)
For questions contact:
Alison Loftus 714 N. Senate Avenue, EF-200
Indianapolis, IN 46202
317-278-1428 [email protected]
Faculty User Guide
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Electronic Competency Management System Faculty User Guide
Dear Faculty User:
We are pleased to offer you the Electronic Competency Management System (ECMS). This program allows you to track student’s competency progress in electives, clerkships or independent studies via web-based modules.
Some highlights of the system include:
• Faculty can view rosters of students registered for a competency in their elective or clerkship;
• Files containing students’ competency project proposals and final projects can be downloaded and reviewed;
• Faculty can complete assessments after reviewing students’ competency projects or assign assessments to other faculty who can evaluate their performance;
• And finally, final evaluations can be submitted online.
We hope you find this guide useful and the system easy to navigate. Please contact us with questions or suggestions at (317) 274-4556 or [email protected].
Thank you,
Dean’s Office for Medical Education & Curricular Affairs
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Table of Contents
Instructions for Reviewing Students’ Projects 4 (For Elective Directors/Clerkship Directors/Faculty Mentors)
Correspondence Feature 7
Instructions for Completing Competency Assessment/Assigning Final Grades 9 (For Elective DirectorsFaculty Mentors)
Instructions for Approving Independent Study Proposals 11 (For Competency Directors)
Instructions for Reviewing Competency Assessment/Approve Final Grades 13 (For Competency Directors)
Remediation Instructions 17
ECMS Level 3 Competency Status Legend 19
Frequently Asked Questions 20
Faculty ECMS Flow Chart 21
Quick Guide to Websites 22
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Electronic Competency Management System Faculty User Guide
Elective Director/Faculty Mentor Instructions for Reviewing Student Projects
1. Go to http://meca.iusm.iu.edu/FES.
2. Click on “Enter” in the center of the screen.
3. Login using your IU/IUPUI username and password. The following screen should appear after you login:
4. To review students registered for your elective, please select “ECMS” from the navigational bar and select “Student Roster” from the pop-up menu.
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5. From the “Student Roster” screen, select the “Academic Year” from the pop-up menu that you wish to view:
6. To review a student’s work, please select “ECMS” from the navigational bar and select “Download Files” from the pop-up menu. The student’s work is automatically emailed to you as soon as the student submits the file within the system. If you already reviewed the student’s work via the email you received, then proceed page 9 for instructions on completing the assessment and assigning a final grade .
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Electronic Competency Management System Faculty User Guide
7. Within the “Download Files” screen, please select the “Academic Year”, “Competency” and “File Type” (Final Product or Proposal).
8. Select the “Download” button next to the student’s name to download the file.
9. When prompted, please indicate if you want to open the file or save it directly to your computer.
10. After reviewing the student’s file, you may complete the assessment form to as-
sign a grade (see page 9) or you may use the “Correspondence” feature to com-municate to the competency director or student regarding concerns or requests for revisions/rewrites (see page 7). If you have questions regarding the Level 3 requirements for a competency, please contact the competency director or our office at (317) 274-4556 or via email at [email protected].
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1. From the “ECMS” navigational menu, select “Correspondence” from the pomp-up menu.
2. On the “Elective/Competency Directors Correspondence” screen, please select the “Academic Year”, “Competency” for Step 1 and for Step 2, select the ini-tial of the student’s last name.
Using the “Correspondence” Feature
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Electronic Competency Management System Faculty User Guide
3. Select “View” to review previous correspondences and “Compose” to draft a new message.
4. Type your message in the window to compose your message. If you would like to send the student a copy of the message, please check the box as indicated and click on “Send” to route the message to the recipients.
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1. After reviewing the student’s final project and you are satisfied that the student has met the requirement for a Level 3 Competency, you are ready to complete the Competency Assessment and assign a final grade. From the “ECMS” pop-up menu, select “Complete Assessments”.
2. Click on “Select” next to the student you wish to assess.
Elective Director/Faculty Mentor Instructions on Completing Competency Assessment and Assigning Final Grade
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3. Please select the appropriate score for each field within the assessment. Please note: Comments are required.
4. After completing each field, complete the “Final Grade Assignment” section. Please select the appropriate option, as necessary. Please note: Comments are required for a Non-satisfactory and Non-satisfactory-Revision Required grades. If you believe the student needs to remediate, select the Non-satisfactory-Revision Required option and refer to page 17 of this user guide.
5. Click on “Submit”.
6. You are now done with this student.
Electronic Competency Management System Faculty User Guide
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Competency Director Instructions to Review and Approve Independent Study Proposals (Course #00SP001)
1. Go to http://meca.iusm.iu.edu/FES.
2. Click on “Enter” in the center of the screen.
3. Login using your IU/IUPUI username and password. The following screen should appear after you login:
4. From the “ECMS” pop-up menu, select “CD Tools” and then select “Approve Proposal”.
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5. From this screen, you may download the proposal to review by selecting the “Download” button. To approve the proposal, please select the “Approve” but-ton. If the proposal is not satisfactory, you may use the “Correspondence” fea-
ture of ECMS to communicate with the student (see page 7 for instructions on us-ing this feature.)
6. An email will now be sent to the student notifying him/her to begin work on the competency project. Once the project is submitted, the faculty mentor selected by the student will assess the project and assign the final grade.
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Electronic Competency Management System Faculty User Guide
1. Once the faculty mentor has assigned the grade, you will receive an email that the student’s competency grade is awaiting your approval. To review the faculty mentor’s competency assessment, final grade and written comments for the stu-dent’s final project, select “View Assessments” from the “CD’s Tools” pop-up menu.
2. On the “View Completed Assessments” screen, please select the “Academic Year” and “Competency” for Step 1 and for Step 2, select the specific student assessment (Student/Form/Evaluator/Elective) from the list. Click on “Show Data” to view the completed assessment.
Competency Director Instructions for Reviewing Competency Assessments and Approving Final Grades (Any Elective/Clerkship or Independent Study)
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3. The “View Completed Assessments” displays the student’s registration informa-tion, including number of revisions submitted.
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Electronic Competency Management System Faculty User Guide
4. To approve the student’s competency grade, select “Assign Final Grade” from the “CD’s Tools” pop-up menu.
5. Select “Assign Grade” next to the appropriate student.
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Electronic Competency Management System Faculty User Guide
6. Please review and select the appropriate option, as necessary. Please note: Com-ments are required for Non-satisfactory or Non-satisfactory-Revision Required grades. If you believe the student needs to remediate, select the Non-satisfactory-Revision Required option and refer to page 17 of this user guide.
7. After completing all the required fields, please click on “Record Grade” to ap-prove and submit the final grade.
8. You are now done with this student.
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Project Remediation Instructions
Upon reviewing the final project, if you feel the student’s work does not meet the Level 3 competency requirements then you may issue a competency grade of Non-satisfactory or Revision in the “Final Grade Assignment” field:
• For COMPETENCY DIRECTORS: From the “ECMS - CD’s Tools” pop-up menu, se-lect Assign Final Grade”
You must enter comments and a detailed description of the areas in the final project that need revision. This information will be sent to the student’s email.
If you would like to discuss the situation with the elective director or competency director before sending the student comments, you may select “Correspondence” from “ECMS” pop-up menu (see page 7 for instructions on using this feature).
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• For Elective Directors/Clerkship Directors/Faculty Mentors: From the “ECMS” pop-up menu, select “Complete Assessments”.
• On the “Complete Assessments” screen—bottom of the page, see “Final Grade Assignment”
You must enter comments and a de-tailed description of the areas in the final project that need revision. This information will be sent to the stu-dent’s email.
If you would like to discuss the situation with the elective director or competency director before sending the student comments, you may select “Correspondence” from “ECMS” pop-up menu (see page 7 for instructions on using this feature).
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ECMS Level 3 Competency Status Legend
Status Code Description What needs to occur
R Registered (Regular) Student needs to submit final project
S Registered (Independent Study – 00SP001)
Student needs to submit project proposal
P Proposal Received Competency Director needs to approve pro-posal
Q Proposal Approved Student needs to submit final project
F Project Product Received Elective Director needs to complete assessment and assign grade
G Grade Wait on Approval Competency Director needs to approve final grade that was proposed by the Elective Direc-tor
V Revision Required Student needs to submit revised final project
C Complete Nothing - Everything is complete and recorded in the system
W Withdrawn Nothing – Student has withdrawn from the com-petency
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Frequently Asked Questions
1. I am unable to login. What should I do?
ECMS requires an Indiana University Network ID. If you do not have an IU username and password, please submit your request including your First and Last Name, Social Security Number, Mailing Address, Phone Number, Date of Birth, and whether or not you would like an IUPUI e-mail account (if you already have one, please provide your current address) to [email protected] or fax 317-278-8165 to the attention of Alison Loftus.
2. A student is missing from my roster. Where are they?
Students must register for level 3 competencies in ECMS. Please inform the student that they must go to http://meca.iusm.iu.edu/msis/ to register.
3. What is the grading process?
Students must submit their final project in ECMS for a grade to be assigned. Once the student has submitted their final project, the Elective Director must assign a grade of satisfactory or unsatisfactory. If the grade is unsatisfactory, communication with the student is needed so a revision may be submitted. If the grade is satisfac-tory, the Competency Director must then assign a satisfactory or unsatisfactory grade. A revision may also be requested by the Competency Director in the case of an unsatisfactory final project. A flow chart is provided on page 21 of this user guide.
4. When are my grades due?
Level 3 competency grades are due within 10 days at the conclusion of the elective or clerkship rotation. In the case of independent study, proposals must be approved or disapproved within 10 days of the student’s submission of their proposal and grades must be submitted within 10 days of the submission of a final project. Re-minders will be generated on a monthly basis beginning in August.
Please contact MECA at 317-274-4556 or [email protected] if you have any further questions or concerns.
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Faculty ECMS Flow Chart
Quick Guide to Websites
Dean’s Office for Medical Education & Curricular Affairs
http://meca.iusm.iu.edu
Dean’s Office for Medical Student Affairs
http://msa.iusm.iu.edu
Electronic Competency Management System—FACULTY
http://meca.iusm.iu.edu/FES
Electronic Competency Management System—STUDENTS
http://meca.iusm.iu.edu/MSIS
Elective Catalog
http://msaa.iusm.iu.edu/StudentRecords/elbk/iuelectivepp.htm
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