Recommended Virtual Event Settings

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:

Important Changes

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.
  

  
  

  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 

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 device.

a. Consequently, there are certain 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.
  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" setting is unchecked.

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

• Case Pre-Selection page (for learners) and
• Learner Pre-Selection page (for SPs).

This limits automated data entry presentation to these users. 

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.

Virtual encounter recordings display the host and participant—SP and learner—side-by-side. 

Recommended Activity Settings

1. Pre-Selection Page Display

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

2. Limit the Availability of Learner Data Entry 

Even if you 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.
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.

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

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:

Virtual Event Setup

1. Create a new event with Advanced Scheduling. 

   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. 

   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.

   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.

   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.

   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.

   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

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

Notify Learners about Their Exact Timeslot Schedule

After assigning learners to timeslots, send the exact virtual encounter dates to your learners via notification emails.

1. Scroll down to Notification emails on the Activity Scheduler page:
   
   
   
   You will be redirected to the Scheduling (Learner assignments) 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.

   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 first needs to be added to 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.