MGECS Faculty

User Guide

This document provides a basic guide to Faculty.

Account roles & Responsibilities
  • Centre Administrator: Responsible for the complete lifecycle of courses within their assigned centre(s). This includes template design, course scheduling, candidate management, and data archival.
  • Instructor: Responsible for the real-time assessment of candidates during live course sessions using temporary access credentials.

The Centre Administrator workflow is divided into four phases, from initial planning to post-course analysis.

Phase 1: Course Design (Template Management)

Templates are the blueprints for courses.

  1. Navigate to your Centre Management page from the main dashboard.
  2. Under "Template Management", choose to Create New Template or Copy & Customise a Global Template.
  3. On the Template form, define the Scoring Criteria. These are the individual tasks to be assessed. For each criterion, you must specify:
    • Name: The title of the task (e.g., "Patient Handover").
    • Type: The input that the instructors will use to provide information about that criterion.
      • Score: A numerical rating.
      • Checkbox: A binary checked/unchecked status.
      • Text Comment: A field for short qualitative notes or a comment.
  4. Save the template. It is now available for course creation within your centre.
Phase 2: Course & Candidate Setup

Once a template is finalised, schedule the course and enroll participants.

  1. From the Centre Management page, select a template and click Create Course. Enter the course name, dates, and location.
  2. On the Course Detail page, enroll participants via the "Candidates & Groups" tab. For each candidate, provide a full name and an optional photograph.
  3. Define groups or teams by name and color. Drag and drop candidates to assign them to a group. Their display order can also be adjusted via drag-and-drop.
Phase 3: Live Session Management

For each major course component (or period within the course eg: Day 1 or Component A) create a secure Access Window for your instructors. These windows are time-restricted and limit when scores can be entered for sessions that are linked to them.

  1. On the Course Detail page, navigate to the Access Windows tab.
  2. Click "Create a New Access Window". Give it a name (e.g., "Day 1 - Scenarios") and set an expiry date and time.
  3. Click Manage Linked Sessions to select which specific scoring criteria from your template will be active for this window.
  4. Distribute the generated Shortcode or QR Code to your instructors for access.
Phase 4: Pooling & Voting Setup

Faculty allows you to automate candidate progression into a "Pool" for further evaluation, and subsequently facilitate a secure voting process.

  1. On the Course Detail page, click the Pooling & Voting Config button.
  2. Pooling Triggers: Define rules that automatically add a candidate to the pool based on their scores.
    • You can set triggers based on numerical scores (e.g., Score >= 4), checkbox states, or dropdown selections.
    • Trigger Logic: Choose "OR" (candidate is pooled if any trigger is met) or "AND" (candidate is pooled only if all triggers are met).
  3. Voting Rules: Configure how the final voting decision is calculated for pooled candidates.
    • Voting Method: Choose "Sum" (adds all scores from all voters) or "Consensus" (finds the most common score per criterion, then sums those modes).
    • Pass Threshold: Set the numerical value required for a candidate to pass.
    • Manual Override: Allow Centre Admins to manually force a pass regardless of the voting outcome.
    • Nomination Feature: Enable instructors to nominate candidates for special recognition. You can define a threshold of nominations required to highlight a candidate.
Phase 5: Data Review and Archival

During and after the course, use the available tools for analysis and record-keeping.

  • Live Dashboard: Provides a real-time grid view of incoming scores, ideal for session monitoring.
  • Faculty Review: A detailed, candidate-by-candidate report view for post-course debriefing and faculty meetings.
  • Download Data: From the Course Detail page, generate and download a complete CSV export of all course scores.

Note: Once a course is complete, it is best practice to first Download Data for your records, and then Close Course to archive it. The "Delete Course" function is irreversible.

The instructor interface is designed for rapid, real-time data entry.

Scoring Protocol
  1. Obtain the temporary Access Code or QR Code from the Centre Administrator for your current assessment or session.
  2. From the application's main page, select Join Session and enter the code. You can scan the QR code provided with a compatible device to be taken directly to the scoring page.
  3. Select the candidate group you are currently assessing.
  4. Expand the candidate's name to reveal the active scoring criteria for the session.
  5. Enter your assessment data. All scores, checks, and comments are saved automatically on input change (when you click or tap away from the input field).
Nomination Feature

If enabled by the Centre Administrator, you may see an option to nominate a candidate for special recognition.

  1. Locate the Nominate button within the candidate's scoring section.
  2. Clicking this will securely record your nomination. You can click it again to remove your nomination if made in error.