Page History

This page will walk you through the most important advances, significant changes made to the CAE LearningSpace Enterprise system to accommodate distance learning:

• here, you can go through the steps of creating a virtual event

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• ;
• also, you will find further essential setting options that you can apply to optimize the virtual OSCE workflow:

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2. Virtual Rooms Instead of Authorized Workstations

a. Virtual Rooms Cannot be Used as Authorized Workstations 

In a distance learning environment, virtual rooms cannot be applied as authorized workstations since every participant of the activity logs into CAE LearningSpace on their devicepersonal devices.

a. Consequently, there are certain specific Options in the activity editor that must be avoided: 

• Do not restrict data entry to specific computers based on their IP address or hostname endings.

  

  Note
  Make sure "Data entry only allowed from..." setting is unchecked.

  
  

• Do not allow data entry from manually authorized workstations.

  

  Note
  Make sure "Data entry only allowed from manually authorized workstations" setting is unchecked.

  
  

b. About Devices Meetings Are Accessed From

 An important restriction applies to the devices used by the participants attending a virtual CAE LearningSpace event: the devices the virtual meetings are accessed from cannot be added to CAE LearningSpace as a station.

The selected meeting provider will not open on the devices that are added as stations to CAE LearningSpace. This means that SPs will not be able to start meetings, and learners and observers will not be able to join a running meeting.

Check the Stations tab in your CAE LearningSpace system for every added device. If there are devices added that will be used by SPs or learners for connecting to virtual events, remove them with the Delete button.

c. No Automatic User-Forwarding

Upon login, SPs and learners are not automatically forwarded to the

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3. Video Processing

CAE LearningSpace uses CAE LearningSpace stores the recordings of virtual events temporarily in Zoom's cloud storage as temporary storage: OSCE virtual encounters are first stored in Zoom's storage—upon each meeting is ended—, then they will be downloaded to : the recording of a meeting is first saved to Zoom, then the video recording will be downloaded from the cloud through a secure HTTPS channel to the Video Review module in CAE LearningSpace.

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1. Pre-Selection Page Display

a. Virtual Event Access through Your Activities 

When selecting cases for virtual events, make sure that the cases you add to an activity contain each of the following checklists:

• SP checklist
• Pre-Encounter checklist and
• Post-Encounter checklist

Otherwise, SPs and learners might not be able to access their pre-fill pages on the Your Activities pane, or their pre-fill pages might not list every meeting they are supposed to attend. 

Image Added

b. Time Limitations of Pre-Selection Page Access

Pre-Selection pages are only available for the duration of the an event.

Otherwise, SPs and learners can only access data entry from their basic data entry selection pages where they have to select a learner or a case from a drop-down manually.
Learners

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After completing the above steps, access to checklists will be time-restricted.
Although , learners could still access their post-encounter checklist before their virtual encounter without applying the following restriction:

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1. Create a new event with Advanced Scheduling. 

   Note
   title Important
   Virtual encounters can only be set up in Advanced Scheduling.

   
   

2. Only one learner can participate at a time in a virtual encounter, which means Group size must always be 1. 

   Info
   Check the Group size drop-down on the Activity Scheduler page of your activity at the bottom of the Event Setup pane and make sure it is set to 1.

   
   

3. Set up timeslots and have valid round setups.

   Note
   title Number of Timeslots
   To allow your learners to join the virtual meeting of each case required of them, the number of timeslots within a round should be equal to (or the multiple of) the number of virtual cases. This will ensure the correct rotation of learners: within one round, every one of them can participate in each virtual encounter they need to complete.

   
   

4. Add one virtual room to each case at Stations.

   Tip
   You can conduct the same case in several different virtual rooms just as running the same case on more than one station.  Likewise, physical rooms, you cannot assign the same virtual room to more than one case.

   
   

   Warning
   Do not add physical rooms to your virtual event or add virtual rooms and physical rooms simultaneously to virtual events. Only virtual rooms work in this setting.

   
   

   Note
   title Important
   Virtual rooms do not function as authorized workstations, which means automatic user-forwarding to pre-selection pages is not provided. Learners can still access their checklists, but they have to manually select their case from a drop-down menu, which might lead to mistakes in data entry. Refer to the Recommended Activity Settings mentioned above to direct your learners to the Case Pre-Selection page.

   
   

5. assign one SP per case

6. assign learners
   

   Warning
   title Warning
   Do not apply a timeslot structure template to your event. SPs are in charge of launching and ending virtual encounters.

   
   

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1. Scroll down to Notification emails on the Activity Scheduler page:
   
   
   
   You will be redirected to the Scheduling (Learner assignments) page where  page, where you can edit the notification email you are going to send out to the learners.
   
   

2. Select a from address in the Email From drop-down.

   Info
   To set up further from addresses, go to the Emails tab in System Manager.

   
   

3. Enter the subject of your email in the Subject field.
4. Edit the message body of your email in the Message field.
5. While editing your message, apply the new Learner timeslot merge tag. 
    To apply the new merge tag, it you first needs need to be added to create the Learner notification email template in Emails:
6. Click on the System Settings button at the bottom of the page to access the Emails tab in System. 
   
   
   
   
7. Select "Learner notification email" from the Email templates drop-down:
   
   
   
   
8. While editing the template, click on the Learner timeslot tag to add it to your message.
   Return from the Emails tab to your event notification email setup using the back arrow.
   
   The timeslot (#{TIMESLOT}#) tag will be added to your message:
   
   
   
   
9. Click on Preview to see how your email will be displayed to each of your recipients.
   The Email Preview page displays your message by each user. 
   
   The timeslot merge tab will list every timeslot a learner has been assigned to:
   
   
   
   Return to editing with the back arrow.
   
   
10. Select a recipient group from the Recipients drop-down.

11. Click Send.
    After you have sent out the date request emails, the system will log the time and date of sending.