The Direct Observation Dashboard is a specialized tool designed to assist administrators in efficiently managing and reporting on student direct observations. This user guide provides a comprehensive overview on the reports available to you.
Just need to generate a mid-rotation or end of rotation report? Check out this guide for more information.
What is a Program Coordinator?
A program coordinator is someone who needs to access and generate reports on large swaths of Direct Observation data, encompassing multiple sites, rotations, and students. They also have access to Student Coordinator reports, where items such as the mid-rotation reports can be generated.
If you think your administrative roles are not correctly configured, please contact year3.ceat@ubc.ca
How do I filter the dashboard?
As a Program Coordinator, your homepage is a dashboard featuring several graph components and a filtered list of all Year 3 Direct Observation data. Use the filters on the left-hand side to update the data to your liking.
Filters include Site, Sub-site, DO Number, Block, and Rotation.
How do I generate reports?
As a Program Coordinator you have several options when it comes to generating reports. For generating reports on individual students, sites, or rotations, a good option is the Staff Reports page.
Find a guide to the Staff Reports page here.
If you instead need to generate broad cumulative reports of DO completion data, you can do so via the Overall Reports page.
For End-of-Block reporting, which shows missing DOs based on a learner’s individual rotation schedule, see below.
Use the Actions menu to customize the report to suit your needs.
How do I generate End-of-Block reports?
This report format is currently available for: IMP, SMP, VFMP
Access to the End-of-Block report is limited to the Program Coordinator role, and can be accessed here.
Before an End-of-Block report can be used, the rotation schedule for the block must be uploaded. A rotation schedule is unique to each site and class year.
The End-of-Block report allows you to identify which DOs a learner is missing, based on the DOs they are required to have completed according to their rotation schedule.
In order to gain the most utility from the End-of-Block report, we recommend ensuring your rotation schedule is uploaded prior to the final month of a block.
Configuring a new rotation schedule
To add a rotation schedule, navigate to the Rotation Schedule page in the left-hand menu.
Start by downloading the sample Excel file on the Rotation Schedule page. Input the schedule info in the relevant columns, as defined in the table below.
| Column | Description |
|---|---|
Stream | Group code (e.g. A1, B1) |
Rotation | Rotation code — refer to the site-specific tables on the Rotation Schedule page. Must be fully capitalized. |
Start_Week | UGME schedule week number (e.g. 72) |
End_Week | UGME schedule week number (e.g. 75) |
Start_Date | Format: DD-MMM-YYYY (e.g. 01-Sep-2025) |
End_Date | The day before the next rotation begins |
Example:
Stream,Rotation,Start_Week,End_Week,Start_Date,End_Date
A1,IM CTU,84,89,01-Sep-2025,12-Oct-2025
A1,PS,90,95,13-Oct-2025,23-Nov-2025
B1,GEN SURG,84,87,01-Sep-2025,28-Sep-2025
B1,OR,88,89,29-Sep-2025,12-Oct-2025
To upload the schedule:
- Choose the site, academic year, and block using the page drop-downs.
- In your Excel file, manually select all the rows and columns of your schedule and copy them.
- Paste your schedule (including the header row) into the text box on the Rotation Schedule page.
- Click Preview to check it looks correct.
- Click Submit to save.
Your new schedule will now appear on the page.
If you made an error and need to make a change to the schedule, simply edit your Excel file and re-upload it – this will replace any schedule that exists for the site, block, and year combination you have selected.
Reading an End-of-Block report
An End-of-Block report lists any DOs a learner is missing based on their individual rotation schedule. It can be filtered based on Class Year, Site, Block Number, Group, or by individual learner.
To select an individual learner, double-click their name on the left-hand list. Learners in the right-hand list will be added to your search.
Once your filter is ready, click “Apply Filter” and view your report.
If a learner has completed all of their DOs by the end of the block, then their report will be empty.
Please Note: Internal Medicine: Ambulatory and Internal Medicine: CTU share a single set of requirements — DOs 1–8 are completed across the two rotations combined, not separately. When a learner’s schedule splits IM across both rotations, the missing-DO count may not be exact.
For example, a learner who has completed only IM: Ambulatory may appear to be missing 6 DOs, and a learner who has completed only IM: CTU may appear to be missing 2 — even when they are progressing normally.
Treat missing DOs for Internal Medicine as a litmus for whether a learner is on track, not as an exact count.
More questions about the DO Dashboard?
Our team can answer any questions you may have! Please email edmedia.med@ubc.ca for an appointment.