Page History
This page will walk you through the most important advances, the steps of creating a virtual event, and other essential settings to optimize the virtual OSCE workflow:
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Create users with combined Activity Manager + SRP or + SRP (full control) privileges. With this combination, the user can edit the activity that was shared with them for reading and writing; at the same time, they will have access to Advanced Scheduling. |
Important Changes
In certain ways, virtual events are different from OSCE events conducted in person:
1. Renewed Pre-Selection Pages
The Case The Case Pre-Selection (for learners) and Learner Pre-Selection (for SPs) pages contain new options:
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Pre-Selection pages are only available for SPs and learners from the start to finish of the event they are assigned to.
Basic case selection page without virtual event details This might result in accidentally filling out the wrong checklist. Also, SPs will not be able to access the renewed Learner Pre-Selection page prior to or after the event. |
Start/Stop meeting options for SPs to start hosting or end the virtual encounter from CAE LearningSpace.
Note title Important - End a Meeting Properly SPs need to end the meeting with the End Meeting for All option in Zoom and the Stop option in CAE LearningSpace to allow learners access to their post-encounter checklist.
Otherwise, video processing will not start, and learners will be presented with the following message when trying to access their post-encounter checklist:
- Join option for learners to each virtual case listed by the timeslots the learners were assigned to.
2. Virtual Rooms Instead of Authorized Workstations
It is not possible to add authorized workstations to virtual events, and In a distance learning environment, virtual rooms cannot be used as workstations.
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applied as authorized workstations since every participant of the activity logs into CAE LearningSpace on their device.
a. Consequently, there are certain Options in the activity editor that must be avoided:
- Do not
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- restrict data entry to specific computers
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- based on their IP address or hostname endings.
Make sure "Data entry only allowed from..." setting is unchecked. - Do not allow data entry from manually authorized workstations.Make sure "Data entry only allowed from manually authorized workstations"
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- setting is unchecked.
This means that upon b. Upon login, SPs and learners are not automatically forwarded to the
- Case Pre-Selection page (for learners) orand
- Learner Pre-Selection page (for SPs).
This limits automated data entry presentation to learners: they will not be directed right away to the Case Pre-Selection page upon login where they would find their virtual cases and checklists listed by the timeslots they are assigned tothese users.
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In case of virtual rooms, clicking the Data Entry link during the event in the Your Activities panel next to the activity, the SPs and learners will be directed to the Pre-Selection pages during the entire event. |
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During the event, SPs and learners need to go to their Dashboards and click SP Data Entry or Data Entry next to the activity they are participating in—as explained in the standardized patient and medical student guides—to access their Pre-Selection pages. |
3. Video Processing
CAE LearningSpace uses 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 Video Review module in CAE LearningSpace.
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The recordings of the virtual encounters are not available until video processing is finished. |
Recommended Activity Settings
1. Pre-Selection Page Display
Pre-Selection pages are only available for SPs and learners from the start to the finish the duration of the event.
Otherwise, SPs and learners can only access data entry through the basic case selection page from their basic data entry selection pages where they have to manually select a learner or a case from a drop-down . This might result in learners accidentally filling out the wrong checklist.Also, SPs will not be able to access the renewed Learner Pre-Selection page prior to or after the event.manually.
Learners scheduled for the first or last timeslots of an event will have less time on their Case Pre-Selection pages, also SPs will not access their Learner Selection-Page to complete data entry right after their last virtual encounter.
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To leave some extra time for enable SPs and learners to access the their Pre-Selection before and after an event for some extra time, set up a scheduling time threshold. ( |
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from the Case Pre-Selection page to avoid any data entry mistake. |
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2. Limit the Availability of Learner Data Entry
Even if you set up conditions for learners to complete their data entry through their ensure that learners have plenty of time to access their Case Pre-Selection pages during the event, they can still access data entry during the entire activity, since you cannot apply the "Data entry only allowed from manually authorized workstations" option.
If they access Data Entry outside of the event and the scheduling time threshold, they will land on the basic case selection page without the context of the event they are assigned to.
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To have learners access data entry only during your event—plus the scheduling time threshold—, align Align the activity's entire duration with the event's duration extended by the scheduling threshold.: |
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only available through Pre-Selection pages.
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3. Disable Post-Encounter Checklist Access Before the Virtual Encounter
Although After completing the above steps, access to checklists is will be time-restricted, learners are still able to .
Although, learners could still access their post-encounter checklist before their virtual encounter without applying the present following restriction.:
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Select the "Allow Post-Encounter access only after student encounter" in the Options tab of the activity. |
Virtual Event Setup
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Create a new event with
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Note title Important Virtual encounters can only be set up in Advanced Scheduling.
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 under at the bottom of the Event Setup pane and make sure it is set to 1.
Set up timeslots and have valid round setups.
Note title NoteNumber 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.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 as in case of non-scheduled events , which might lead to filling out the wrong checklistmistakes in data entry.Refer to solutions 3 and 4 the Recommended Activity Settings mentioned above to set up your activity to forward your direct your learners to the Case Pre-Selection page.
- assign one SP per case
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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