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Guidance for Setting up Remote Sign-offs

Step 1 – check you have the relevant details

  • Assessor full name
  • Assessor IC/NHS/doctors.org email address
  • Form title
  • Students (either individual names, or by location / rotation)

Step 2 – setup groups and users

  • In the relevant workspace, check if a group already exists, and if not, create it. Each speciality should have its own group for markers
  • Create a new user if they don’t already have an account (if an account already exists for a specific email, Form2 will alert you). If you recall setting up a marker previously, you can skip that marker
  • Users can be created individually or in bulk. Use their full name and email (check for blank spaces)
  • Do not enable “Use remote authentication (via SAML)”
  • Tick the correct group before you save or upload the bulk spreadsheet
  • New users will receive an email immediately with their email address and a link to reset their password

Step 3 – prepare pre-population spreadsheet

  • Use the pre-population spreadsheets here
    U:\Programmes\Clinical Course\iPads\001_Clincial_Course_Electronic_Submissions\Formsquared Pre-population Upload Sheets\2020-2021
  • Make sure to name the files appropriately so they can be easily identified. Use the same format as existing files
  • If updating an existing file, duplicate, then rename files for date and version and move old file to the “old” folder
  • Use the information in the existing spreadsheet to filter and remove students to keep just the relevant students (sort and filter by date, rotation, location, specific students, etc.)
  • Add the email address of the assessor (from step 2) for each row (i.e. each student) under the User column. For setups involving multiple markers for the same students, copy and paste the list of students for one marker and replace the email address in the User column

Step 4 – setup form

  • Navigate to the correct form
  • Assign the relevant group to the form (if it hasn’t already been done)
  • Upload the pre-population data prepared in step 3 in the Pre-population tab and publish the pre-population

Step 5 – send out instructions to assessors

  • Generic instructions for all assessors – view here

Step 6 – configure MedLearn

  • Check that the form has been setup for remote sign-off previously. Existing remote sign-off forms have all been configured correctly in MedLearn.
  • If the form does not have any remote sign-off pre-population data, then that’s an indication that it’s a new form enabled for remote sign-off. And if so, please contact the Digital Learning Team (elearnm@imperial.ac.uk) to switch it on in MedLearn for the relevant form

Further information

Making changes to assessors

If a tutor needs to be changed, complete step 2 to setup their account. Then copy the existing spreadsheet from step 3. Rename the new one to the next version (e.g. v2) and update the date accordingly. Move the previous version into the “old” folder. Within this new spreadsheet, remove the assessor’s email that you’re removing access for and replace the email with the new assessor’s email. Moving on to step 4, unpublish (but don’t remove) the previous pre-population data, and upload and publish the new one.

Setting forms up for both face to face and remote sign off

Sometimes you want a form to have remote sign-off enabled only; sometimes only face to face sign-off, and sometimes a combination of both. The pre-population data for each form (in the Pre-population tab) controls who has access to a particular form. The pre-population data needs to be published to be effective. You can click into each pre-population data sheet on Form2 for a particular form and look under the User column to see who each row is assigned to. If it’s assigned to the student themselves, it’s available for face to face sign off on their iPad. If it’s assigned to an assessor, the assessor will see that student on their account to sign-off remotely.

  • face to face only – this is already setup by default for all forms by us so forms are visible on student devices
  • remote only – just remember to unpublish the student pre-population data sheet and publish only the remote ones you’ve uploaded
  • combination of both – just publish all relevant pre-population data (student and remote)

Note: you can have multiple pre-population sheets at the same time, so different ones per location, different ones per rotation, etc. They won’t affect each other.

Exceptions

A few exceptions to the process outlined above are listed below. For these, please contact the Digital Learning Team (elearnm@imperial.ac.uk).

  • Y5 Psych Ethics
  • Y5 Psych Learning Disability
  • Y5 O&G Ethics