ilios user quick start guide for ucisomsites.uci.edu/medicaleducator/files/2015/01/ucisom...ilios...

Ilios Guide for UCISOM- 1-5-2015 created by Mary Frances Ypma-Wong, Ph.D. [email protected], 949 824-2029

1

Ilios User Quick Start Guide for UCISOM

UCISOM is 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 http://sites.uci.edu/medicaleducator/curriculum-mapping-with-ilios/

If you have further questions, contact the following individuals:

MS1 and MS2 Courses; contact Mary Frances Ypma-Wong at [email protected] MS3 and MS4 Clerkships; contact Julie Youm at [email protected]

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

mailto:[email protected]

http://sites.uci.edu/medicaleducator/curriculum-mapping-with-ilios/


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. Take care to PUBLISH so your session remains visible to students. You may have to

override. Be sure to click the box so the session remains published. Otherwise, the students do not see any information on the Ilios calendar.

8. MeSH terms- 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

Objectives

One or two per objective 4-8 per course Course Director

Adding Course Learning

Materials

One or two can use terms

from above.

Course Director

Session Five or more are required Instructions

included on

page 7

Teaching Faculty

Associated w/ Session

Objectives

Optional Derive these

from Session

Objectives

MeSH terms

and embellish

as needed

Teaching Faculty

Associated with Session

Learning Materials- can add

when uploading course

materials

Optional Derive these

from Session

Objectives

MeSH terms

and embellish

as needed

Teaching Faculty



3

9. 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.

10. 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.

11. Always log out when done using Ilios.



4

UCISOM QuickStart Guide to Ilios 1. Accessing Ilios 2. The Ilios Calendar 3. Adding/Editing Session Information 4. Adding MeSH Terms 5. Adding Session Materials 6. Adding a Faculty Member to a Session 7. Appendix A- Matching UCISOM and Ilios Session Types 8. Appendix B- Description of Instructional Method/Session Types 9. Appendix C- Description of Assessment Types 1. Accessing Ilios

Log in to Ilios at https://curriculum.hs.uci.edu/ 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 714-456-3333

2. 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.


https://curriculum.hs.uci.edu/


5

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 90 days in advance, so the schedule can be exported and will always populate for the upcoming 90 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.



6

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 for Session- select 5 or more

Learning Materials – description for each learning material

Objectives – mapping to parent objectives

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).



7

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 or Publish (not blue Save All as Draft).

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. A learning objective describes what the student should be able to do after your session. It should be specific and if possible, measurable.



8

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. Publish.

4. Adding MeSH Terms

1. Select Edit next to MeSH terms (see red arrow on screenshot below).

2. Search for the correct MeSH terms. It is best to choose 5 or more terms per session. If you find this difficult, read the information below.

Three Approaches to Adding MeSH terms i. Search and modify your search until you find the appropriate keywords. If you are having difficulty finding

appropriate keywords, see ii and iii below.

ii. Use the MeSH Browser. Enter the keywords most pertinent to your session to find the closest MeSH term. Select descriptor (vs qualifier). You can click on the “tree number” to see more detailed possibilities. http://www.nlm.nih.gov/mesh/2015/mesh_browser/MBrowser.html


http://www.nlm.nih.gov/mesh/2015/mesh_browser/MBrowser.html


9

iii. Start at the top of the MeSH tree. By starting at the top of the tree and moving through the levels, you will directly see MeSH terms available instead of searching. http://www.nlm.nih.gov/mesh/trees.html 3. After adding the MeSH terms, you must republish the session. Select Publish; the yellow band will back to

grey. Otherwise, the students do not see any information on the Ilios calendar.

4. You may see this box. Be sure to click the box so the session remains published. Otherwise, the students do not see any information on the Ilios calendar.

Optional: You can also add MeSH terms in two other locations in order to optimize searching and mapping the curriculum.

5. Select the MeSH terms (within bluesquare on screenshot,next page) that best represent your session’s Learning Objectives.

6. Add MeSH terms to best describe your learning materials (second screenshot, next page).


http://www.nlm.nih.gov/mesh/trees.html


10

7. You will need to Publish.

5. Adding Session Materials Before you begin…

Learning materials from 2013-4 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: IntroductiontoNeuroscienceSolodkin1415.ppt TheBackPresentationWikenheiser1415.ppt



11

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

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)



12

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.

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.



13

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.

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.



14



15



16

Appendix B- Instructional Method/Session Types



17

Appendix B- Instructional Method/Session Types (continued)



18

Appendix B- Instructional Method/Session Types (continued)



19

Appendix C- Assessment Methods



20

Appendix C- Assessment Methods (continued)


ilios user quick start guide for ucisomsites.uci.edu/medicaleducator/files/2015/01/ucisom...ilios...

Documents