Ilios User Quick Start Guide for UCISOM

Transcription

1 Ilios User Quick Start Guide for UCISOM In August, 2014, UCISOM will be using Ilios to house all MS1-4 course materials. Ilios is a course mapping tool created by UCSF School of Medicine and also used by their schools of Pharmacy and Nursing. There are several resources to help you work with Ilios. This guide and several additional resources are posted on the UCISOM Medical Educator Resource site If you have further questions, contact the following individuals: MS1 and MS2 Courses; contact Mary Frances Ypma-Wong at mypmawon@uci.edu MS3 and MS4 Clerkships; contact Julie Youm at jyoum@uci.edu Before you begin important basics: 1. Course calendar- Ilios is built explicitly on the concept of user-centric information, rather than course-centric information. Therefore the default view for a user entering the system is not an individual course, but the aggregate of all courses with which they are associated. As a course developer/ director, the calendar of a single course can easily be accessed via the course and session management tools. 2. Ilios is a web application. This application is web-based, and is accessed through web-browsing interfaces. Ilios is optimized for use with Mozilla s Firefox web browser 18 and above, as well as browsers such as Google Chrome (ver. 30.x and above) Safari (for Mac), or Opera (ver. 10.x and above). Internet Explorer is not recommended. Be sure to save often. If you receive an error message like the one below, click to a different tab (e.g. Home) and then return to your workpage. 3. Avoid using the browser back button. In order to stay within your current state of work use the internal application navigation buttons to navigate within the application instead of the browser back/forward button controls. From within the browser window, Ilios is dynamically compiling information from the database and modifying it according to user input; the state of information is in flux until the save or done command is used. If you use the browser back button you might lose work! 4. Saving work. Work processed in Ilios is presented and collected in real time, but only saved to the system when a save or done button is selected. When there is work that is unsaved, the save, publish, or done buttons available for that work will become active, and the section header in which you are working will show the unsaved state yellow color. Navigation away without saving your work will cause an alert to appear. Once you have saved your work, you may safely navigate to a different module in the application. Use the Save Draft button pertinent to your session; do not use the Save ALL as Draft Button at the top of the course page. 5. Collapsible containers. Ilios is designed to provide as much information in a single display page as possible and many of the on-screen information containers are collapsible 1

2 6. Do not cut and paste directly from Word, PPt or similar file types. Despite the ability to paste into the Ilios fields, it is never a good idea to cut and paste from MS Word or similar programs into a web application without first cleaning up the entry via a simple text editor (like textpad, or notepad). Be sure to save soon after entering information. 7. Ilios has a size limit of 105 MB for learning materials. Ilios enforces a hard file-upload-size-limit for learning materials of 105MB. For lectures and other similar media, where the likely method of delivery is streaming/viewing from the server, rather than downloading, they should be stored elsewhere, and the link to it should be the resource saved in Ilios. For a typical user, the download of a 105MB file will take between 3-10 minutes on a fast broadband connection, longer on a slow connection; anything that size or larger is not ideal for a student trying to access info in a timely manner. 8. MeSH terms- Why so many? Ilios will be used to run curriculum mapping reports which can be queried in a variety of ways. Selecting MeSH terms is one of the most important and difficult tasks with the mapping process. We appreciate your diligence and patience. Ilios Level requiring MeSH terms Optimal Number of MeSH terms Notes Who selects MeSH terms? Course One to three very general Course Director Associated w/ Course One or two per objective 4-8 per course Course Director Objectives Adding Course Learning One or two can use terms Course Director Materials from above. Session two or more- they would be the same as or the most general of your list from Derive these from Session Teaching Faculty MeSH terms chosen for Sessions objectives Objectives MeSH terms Associated w/ Session Two or more per objective DETERMINE Teaching Objectives Associated with Session Learning Materials- can add when uploading course materials Probably similar/same as MeSH terms associated to Session Objectives THESE FIRST Derive these from Session Objectives MeSH terms and embellish as needed Faculty Teaching Faculty 9. Optimal viewing. Your primary view is that of an editor and content creator. In order to facilitate this complex view, the system currently works best on a high-resolution display monitor. Other views such as Learner views, and other non-content creation views, are usable at lower resolution 2

3 UCISOM QuickStart Guide to Ilios 1. Accessing Ilios 2. The Ilios Calendar 3. Adding/Editing Session Information 4. Adding Session Materials 5. Adding a Faculty Member to a Session 6. Appendix A- Matching UCISOM and Ilios Session Types 7. Appendix B- Description of Instructional Method/Session Types 8. Appendix C- Description of Assessment Types 1. Accessing Ilios Log in to Ilios at Use your UCINetID (ex. panteater and HS password) If you have trouble logging in, then use your main campus password. If locked out of your hs account, contact the HAIS helpdesk at The Ilios Calendar A few pointers: 1) On the Home page the course director sees all events faculty only see the sessions that they are assigned to teach students only see the sessions which they are attending 2) If faculty or staff wants to see the entire course calendar, they should use Search, and then select the course and the correct academic year. There are a variety of calendars that can be viewed with Search. 3

4 3) Session color is determined by session type: Lectures=green, Exams= brown, etc. 4) The ical download or RSS feed will populate the calendar for 60 days in advance, so the schedule can be exported and will always populate for the upcoming 60 days. 5) The ical download or RSS feed will only provide session information for associated instructors or students. For example, if you are teaching two sessions in a course, you will only see those two sessions on your calendar. You will not see all the session of the course unless you are a course director or student. 6) When clicking on a calendar event, you can obtain information about the individual session, including session objectives and course materials. You can also view a course summary. 4

5 3. Adding/Editing Session Information Before you begin. Most sessions have been created in Ilios; however, faculty will be responsible for input of/confirming data in all fields, especially the following: Description- Copy session title and embellish with additional detail Topics- Selected from the Ilios drop-down list that are specific for the session MeSH Terms Objectives mapping to parent objectives Learning Materials description for each learning material 1. Search for your course. You only need to enter 3 letters and should be able to see it. 2. Select the Session. You can sort session in alphabetical and chronological order (circled in red). You can expand/collapse course and session information as needed (yellow highlight). Use Save Draft, not SaveAll as Draft (blue X). 5

6 3. A) Confirm the session title, session type and special requirements. Definitions and examples of the session types are listed in Appendices A-C. B) Add or edit the Description and Topics. Save as Draft (not blue Save All as Draft). Wait to add session MeSH terms until you have added MeSH terms to your session objectives. 4. A) Add or edit the Learning Objectives using the blue Edit buttons. If you see Objectives (0), then you need to add Learning Objectives for the session. B) Each Learning Objective must be matched to the single most appropriate course/parent objective. Do this by clicking on the learning objective itself and you will see your choices. Save as Draft. 6

7 5. Select the MeSH terms (within blue square on screenshot below) that best represent your session s Learning Objectives. 6. Then add session MeSH terms (see red arrow on screenshot below). These terms can be the same or similar to your session objective MeSH terms (see chart next page). Save as Draft or Publish (if ready to be published). 7

8 Ilios Level requiring MeSH terms Session (see red arrow above) Associated w/ Session Objectives (see blue box above) Associated with Session Learning Materials- can add when uploading course materials (red box, next page) Summary- Adding MeSH Terms Optimal Number of MeSH terms Notes Who selects MeSH terms? Two or more- they would be the same Derive these from Teaching as Derive these from Session Session Objective Faculty Objectives MeSH terms Derive these MeSH terms from Session Objectives MeSH terms or the most general of your list from MeSH terms chosen for Session Objectives Two or more per objective DETERMINE Teaching Probably similar/same as MeSH terms associated to Session Objectives THESE FIRST Derive these from Session Objective MeSH terms and embellish as needed Faculty Teaching Faculty 8

9 4. Adding Session Materials Before you begin Learning materials from are likely to be already uploaded to your session. These documents were downloaded from MERLiN, renamed according to the UCISOM File Naming Standards and uploaded to Ilios. This was a complicated task performed by work study students and undoubtedly there will be some errors. You may remove these documents; however, when uploading new documents, please add 1415 so it is clear the file has been updated. FileName Convention: Session Title + File Type** + Faculty Last Name + Year + File Extension (e.g.,.ppt,.pdf) - no spaces, camelcase (meaning no spaces, capitals included) Examples: TheBackPresentationWikenheiser1415.ppt TheBackWorksheetWikenheiser1415.pdf ImmunizationGuidelinesLong1415.pdf HistologySyllabusWong1415.pdf (File type is in red) **File Types: We would like to narrow down our descriptors; try to choose from the following list. If none are appropriate, please use the term you think is best. Name Example Presentation Lecture slides, Powerpoint, Keynote CoreNotes Core notes for a lecture; document that includes additional information beyond just the lecture slides Article Textbook chapters, journal articles; assigned readings Podcast Lecture capture (Mediasite), on-demand podcasts Syllabus Course syllabus R#Schedule Rotation schedule for Block # Website Web link to an online resource Supplement Short additional resource, not comprehensive like core notes PracticeExamQuestions Practice Exam Questions PracticeExamAnswers Practice Exam Answers CaseStudy Case Study LabProtocol LabProtocol Orientation Orientation materials for a course or clerkship Display Name Convention: This is the first box you will fill out when adding a resource. Session Title/Topic + FileName (otherwise, same as file name minus faculty name & year) Display Name Examples: The Back Presentation, The Back Worksheet, Immunization Guidelines 9

10 Steps for adding Course Materials 1. Select Add. 2. If the file has been already uploaded for another session, go to step 3. If uploading a file: Select File Tab Add Display Name (see information above) Select Status as Final- otherwise the students will not see it Indicate your role Enter author (First Name and Last Name) and copyright information Add the required description (at least copy the display name; best to add more detail) Browse and upload your file. Please review the previous information regarding the UCISOM File Naming Standards. 10

11 You should see a red confirmation. If you get an error message, often you can select Upload Now again and the file will load. If there more than a 1 minute delay with no response, close the window and try again. 3. If the file has already been uploaded to Ilios (e.g. for a previous session), search for the file and select the green plus sign. 4. You can add a link (see below) or citation for a third party document, journal or reference. 5. Be sure to indicate Status as Final- otherwise the student will not see it. 11

12 6. Add MeSH terms to describe your learning resources. Refer to green highlighted text in summary chart below for guidance. Ilios Level requiring MeSH terms Session Summary- Adding MeSH Terms Optimal Number of MeSH terms Notes Who selects MeSH terms? Two or more- they would be the same Derive these from Teaching as Derive these from Session Session Objective Faculty Objectives MeSH terms Derive these MeSH terms from Session Objectives MeSH terms or the most general of your list from MeSH terms chosen for Session Objectives Teaching Associated w/ Session Objectives Two or more per objective DETERMINE THESE FIRST Associated with Session Learning Probably similar/same as MeSH terms Materials- can add when uploading associated to Session Objectives course materials 12 Derive these from Session Objective MeSH terms and embellish as needed Faculty Teaching Faculty

13 5. Adding a Faculty Member to a Session 1. Access the Ilios Calendar from Home (1) or via the session page 2. Click on the edit button (pencil). 3. Click on Select Instructors- you will see a dropdown list from which to choose. 13

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15 Appendix B- Instructional Method/Session Types 15

16 Appendix B- Instructional Method/Session Types (continued) 16

17 Appendix B- Instructional Method/Session Types (continued) 17

18 Appendix C- Assessment Methods 18

19 Appendix C- Assessment Methods (continued) 19