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In certain ways, virtual events are different from OSCE events conducted in person:

1. Renewed Pre-Selection Pages

The Case Pre-Selection (for learners) and Learner Pre-Selection (for SPs) pages contain new options:

  • Start/Stop meeting options for SPs to start hosting or end the virtual encounter from CAE LearningSpace.
  • 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 virtual rooms cannot be used as workstations.

You cannot restrict data entry to computers with specific IP addresses or hostname endings; also, you are not able to apply the "Data entry only allowed from manually authorized workstations" option either.

This means that upon login, SPs and learners are not automatically forwarded to the

  • Case Pre-Selection page (for learners) or
  • 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 to. 

Solution

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. 

3. Duration of Pre-Selection Page Display

Pre-Selection pages are only available for SPs and learners from the start to the finish of the event.
Otherwise, learners can only access data entry through the basic case selection page where they have to manually select 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.

Solution

To leave some extra time for SPs and learners to access the Pre-Selection before and after an event, set up a scheduling time threshold. This setting will allow the learners assigned to the first timeslot(s) and the last timeslot(s) to access and complete on time their pre- and post-encounter checklists.

4. Limit the Availability of Learner Data Entry 

Even if you set up conditions for learners to complete their data entry through their 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.

Solution

To have learners access data entry only during your event—plus the scheduling time threshold—, align the activity's entire duration with the event's duration extended by the scheduling threshold.

Also, this way data entry will be limited to the Case Pre-Selection page.

5. Disable Post-Encounter Checklist Access Before the Virtual Encounter

Although access to checklists is time-restricted, learners are still able to access their post-encounter checklist before their virtual encounter without the present restriction.

Solution

Select the "Allow Post-Encounter access only after student encounter" in the Options tab of the activity. 
When selected, learners can only access their post-encounter checklist once the virtual meeting ended/was Stopped by the SP in CAE LearningSpace. 

Event Setup

After creating a new event with your preferred method, always continue to the Activity Scheduler page. 

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

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

  2. Set up timeslots and have valid round setups.

    Note

    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.

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

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

    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 checklist.

    Refer to solutions 3 and 4 mentioned above to set up your activity to forward your learners to the Case Pre-Selection page.

  4. assign one SP per case
  5. assign learners

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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