Acuity One45 - Phase 3 Assessment/Evaluation Form Distribution Types and Process

This document describes the types of sendouts within the Evaluation Workflow within Acuity One45 specific to Phase 3 of the Medical Education curriculum.


Acuity ONE45 Logo

 Acuity One45 is responsible for sending out the Phase 3 assessment and evaluation forms to preceptors and students. The method of distribution of the forms is referred to as the Evaluation Workflow. 

The evaluation workflow in Phase 3 is maintained by the Acuity Implementation team staff. If updates are needed for certain evaluation workflows, please contact the Acuity Implementation team at AcuityONE45Support@med.wisc.edu. 

Below is a process overview of each of the workflows within Phase 3 and how they operate within the system. 

How to View a Course's Workflow(s)

At the implementation for Phase 3, all courses entered into Acuity were set up with workflows for assessments and evaluations. The course's assigned workflows can be viewed if the viewer is an assigned Rotation Head on the course. 

To access a course through the rotation head: 

  1. Click on "My eDossier" in the upper left corner. 
  2. Click on the dropdown "Choose eDossier to view" 
  3. Select the course + location from the dropdown menu (Phase 3 - Course Name | Location | Site)
    Rotation Head Access Image
  4. The Workflow tab shows an overview of the evaluation workflow settings for that course + location. Click "view" to view the contents of the form assigned to that rotation. 
    NOTE: The Acuity One45 support team is responsible for setting up the Evaluation Workflows for Phase 3. Any questions can be directed to AcuityONE45Support@med.wisc.edu.
    Rotation Head Workflows Image 

Assessment: Distributor Function
(Preceptor Assessing Student)

The Distributor Function is a workflow in which a person (distributor) facilitates the matching between student and preceptor. Within Acuity One45, there are two ranks for the preceptors: Faculty and Teacher/Resident. If both ranks assess students, the distributor could receive multiple matching. 

If a course is using the distributor workflow for assessments, it is most likely also being used for evaluations. This means that a distributor could receive up to 4 matches per student per course.

The process below describes the assessment distribution process, but this may run alongside the evaluation distribution process outlined below (Evaluation: Distributor Function (Student Evaluates Preceptor))

Phase 3 Assessment Distributor Process  (Preceptor(s) Assessing Student)

Screen Capture

Assessment: Best Guess List Function
(Preceptor Assessing Student)

The Best Guess List function is useful when a single person or group of people always assess students for a specific course.

Acuity One45 is able to add individual(s) to a course's best guess list which allows the assessment forms to be sent directly to the preceptor's To Do page in Acuity One45. 

The process described below is when assessments are sent using the Best Guess List. This process may run alongside the process when evaluations are sent using the Best Guess List. See below (Evaluation: Best Guess Function (Student Evaluates Preceptor(s))

Phase 3 Assessment Best Guess List Process  (Preceptor(s) Assessing Student)

Best Guess Process Image

Evaluation: Distributor Function
(Student Evaluates Preceptor(s))

The Distributor Function is a workflow in which a person (distributor) facilitates the matching between student and preceptor. If a course is using the distributor workflow for assessments, it is most likely also being used for evaluations. This means that a distributor could receive up to 4 matches per student per course.  

The process below describes the evaluation distribution process, but this may run alongside the assessment distribution process outlined above (Assessment: Distributor Function (Preceptor(s) Assesses Student))

Phase 3 Evaluation Distributor Process  (Student Evaluating Preceptor(s))

Distribution Process for Evaluations Image

Evaluation: Best Guess List Function
(Student Evaluates Preceptor(s))

The Best Guess List function is useful when a single person or group of people always assess students for a specific course.

Acuity One45 is able to add individual(s) to a course's best guess list which allows the assessment forms to be sent directly to the preceptor's To Do page in Acuity One45. 

The process described below is when assessments are sent using the Best Guess List. This process may run alongside the process when evaluations are sent using the Best Guess List. See above (Assessment: Best Guess Function (Preceptor(s) Assess Student)).

Phase 3 Evaluation List Process  (Preceptor(s) Assessing Student)

Best Guess Evaluations Process Image

Evaluation: Self-Send Function
(Student Evaluates Preceptor(s))

Many of the Phase 3 courses use a self-send function, in which the student can initiate evaluations of preceptors. 

This process is entirely set up by the Acuity Implementation team and only interfaces with the student within Acuity One45. 

  1. The first day of an enrolled course, the Phase 2&3 Preceptor Evaluation will appear in the student's To Do page. (This option will be available up to 30 days past the end of the course).
    Self-initiate evaluations for students for Phase 3

  2. Students may click the green plus sign to begin to request evaluations. 
    Green Plus on Student Self Send 

  3. A new window will open to enter information about the evaluation.
  4. Step 1: Select an Event: Two options will appear. The "attending" option will include all faculty. The "resident" option will include residents and teachers (non-faculty preceptors)
     Step One of Self-Send Process. Select the rank of the faculty of the course in which you are evaluting the preceptor

  5. Step 2: Select a Date: Enter the date in which you are initiating the evaluation (i.e. today's date)
    Select a date screen capture 

  6. Step 3: Choose Who You Will Be Assessing: Select the preceptor or multiple preceptors from the list. If you do not see a preceptor immediately listed, you can use the search function to find them. If you are still not finding the preceptor, they may be under the other rank option. 
    step 3 Choosing a preceptor to evaluate in list 

  7. Click Send Forms.
    Clicking Send Forms will send the form(s) to the students' To Do page which they may complete anonymously.  A new tab will also open to complete the evaluation for the first faculty selected. This evaluation will still be in the students' To Do page and does not need to be completed immediately.  
    Image showing that a new tab will open with the first preeptor selected. The other preceptor forms will be in student's To Do page 
  8. The default deadline for self-initiated forms is two weeks. A deadline will appear after the faculty name in the To Do list. 

Questions and Support

For questions and support, please email: AcuityONE45Support@med.wisc.edu



Keywords:
Acuity One45, medical education, MEO, student, faculty, staff, clinical assessment, clinical rotations, evaluations, block evaluations, distributor, distribution 
Doc ID:
138324
Owned by:
Katie B. in SMPH Academic Affairs Resource
Created:
2024-07-10
Updated:
2025-02-26
Sites:
SMPH Academic Affairs Resource