Use case titles

  1. Learner reviews educational achievement data
  2. An external reviewer views educational achievement data at a transition point in the learner's career or education
  3. Researcher compiles and examines educational achievement data looking for trends or to answer specific research questions.
  4. Administrator compiles and examines educational achievement data for graduates looking for local trends.
  5. A mentor reviews educational achievement data and recommends data for presentation to an external reviewer or supports learner reflection.
  6. The Learner preauthorizes an individual to serve as an external reviewer or mentor for a set of data over a specific timeframe.
  7. The learner selects a subset of data for presentation to an external reviewer or mentor.
     
    Key People and Systems (Actors)

    Administrator

    An individual who examines aggregate educational achievement data for graduates of a school or program looking for patterns or trends for purposes of program evaluation. eg. a program director, dean, or ce director.

    Data repositories

    A system containing educational achievement data. For example, a repository of USMLE data.

    eFolio connector

    A central system that brings together and provides access to portfolio data, including educational achievement data.

    External reviewer

    An individual or organization that reviews individual learner data as part of an education, assessment, or decision-making process.

    Graduate

    A learner who has successfully completed a program of study or training.

    Learner

    An individual engaged in study, training, or self assessment.

    Local portfolio system

    A local electronic portfolio system hosted and managed by an academic institution.

    Mentor

    An individual who reviews learner data as part of an ongoing formative evaluation or to mentor the learner in their professional formation.  A mentor may assist with a process of selecting components of a professional portfolio for presentation to an external reviewer.

    Researcher

    An individual who examines aggregate educational achievement data looking for patterns or trends for purposes of research and dissemination.

     

     

     


ID

EDAC1  

Title

Learner reviews educational achievement data

Actors

Learner, eFolio connector system, local portfolio systems, data repositories

Trigger event

A learner reviews her educational achievement record, potentially in preparation for a career, training, or education transition point.

Success end condition

The learner views a complete, up-to-date copy of her educational achievements.

Assumptions

The eFolio connector system has access to the learner's educational achievement data in one or more local portfolio systems and data repositories.

Description

The learner logs into the eFolio connector system.
The learner selects an option to view her educational achievement data.
The eFolio connector system contacts the relevant local portfolio systems and data repositories to retrieve the relevant educational achievement data.
The eFolio connector system presents the educational achievement data to the learner.

Transaction

Retrieving educational achievement data from each relevant local portfolio system or data repository.

Exceptions

The eFolio connector system cannot access the local portfolio system or data repository.
The data received is corrupt, in other words, changed as a result of errors occurring in transmission or processing.

Potential Standards

Educational achievement data

 

 


ID

EDAC2

Title

An external reviewer views educational achievement data at a transition point in the learner's career or education.

Actors

External reviewer, eFolio connector system, local portfolio systems, learner, data repositories.

Trigger event

The external reviewer is asked to make a decision regarding the learner or provide feedback to the learner.

Success end condition

The external reviewer is able to see the learner's educational achievement data or an authorized subset of the data.

Assumptions

The eFolio connector system has access to the learner's educational achievement data in one or more local portfolio systems.

Description

The external reviewer logs into the eFolio connector system.
The external reviewer selects to view educational achievement data about a particular learner.
IF the external reviewer is preauthorized to view the selected educational achievement data:
The eFolio connector system contacts the relevant local portfolio systems or data repositories to retrieve the learner's educational achievement data.
The eFolio connector system presents the educational achievement data to the external reviewer.
IF the external reviewer is not preauthorized to view the selected educational achievement data:
The eFolio connector system requests authorization from the learner.
The learner authorizes the release of educational achievement data to the external reviewer.
OR
The learner does not authorize the release of educational achievement data to the external reviewer.
OR
The learner authorizes the release of a subset of educational achievement data to the external reviewer for a specific period of time.
OR
The learner requests clarification from the external reviewer.
IF The learner authorizes the release of data the eFolio connector system contacts the relevant local portfolio systems or data repositories to retrieve the learner's educational achievement data.
The eFolio connector system presents the educational achievement data to the external reviewer.

Transaction

Retrieving educational achievement data from each relevant local portfolio system.

Exceptions

The eFolio connector system cannot access the local portfolio system or data repository.
The data received is corrupt.
The external reviewer is not authorized to review the learner's data.

Potential Standards

Educational achievement data



ID

EDAC3

Title

Researcher compiles and examines educational achievement data looking for trends or to answer specific research questions

Actors

Researcher, eFolio connector system, local portfolio systems, data repositories.

Trigger event

A researcher has a research question regarding the educational achievement of a set of learners.

Success end condition

The researcher is able to use de-identified educational achievement data to answer the research question.

Assumptions

The eFolio connector system has access to the desired educational achievement data in one or more local portfolio systems and data repositories.
The researcher is authorized to view the de-identified educational achievement data for the selected set of learners.
The researcher has received IRB approval from the appropriate institutions.
The request for data has been reviewed by appropriate oversight and institutional review bodies to ensure consistency with applicable governance guidelines and agreed upon data use principles.
Governance guidelines will specify which bodies must provide IRB approval.
A clear policy and process has been established for garnering learner consent.
Learners will be able to change their consent to participate in research at any time.
The governance process may not require consent for every research application.
Individual institutions will not be identified, in accordance with governance guidelines.

Description

The researcher logs into the eFolio connector system.
The researcher selects to view a specific set of educational achievement data about a particular set of learners.  This query may include demographics about learner institutions, such as region, public /private, small/medium/large etc. to adequately describe the sample and/or as part of the research question.
The eFolio connector system contacts the relevant local portfolio systems and data repositories to retrieve the learners' educational achievement data.
The eFolio connector system takes any steps necessary to de-identify the data. 
The eFolio connector system sends the educational achievement data to the researcher. The data may include demographics about learner institutions, such as region, public /private, small/medium/large etc.

Transaction

Retrieving educational achievement data from each relevant local portfolio system or data repository
Sending educational achievement data to a researcher.

Exceptions

The eFolio connector system cannot access the local portfolio system or data repository.
The data received is corrupt.
The data sent to the researcher is corrupt.
The researcher is not authorized to review the de-identified learner data.

Potential Standards

Educational achievement data



ID

EDAC4

Title

Administrator compiles and examines educational achievement data for graduates looking for local trends.

Actors

Administrator, eFolio connector system, local portfolio systems, data repositories.

Trigger event

An administrator seeks to evaluate the success of a program of study or training, track education outcomes, or view data on program graduates.

Success end condition

The administrator is able to use de-identified educational achievement data to evaluate the program, track outcomes, and view data on graduates.

Assumptions

The eFolio connector system has access to the desired educational achievement data in one or more local portfolio systems and data repositories.
The administrator is authorized to view the de-identified educational achievement data for graduates.

Description

The administrator logs into the eFolio connector system.
The administrator selects to view educational achievement data about graduates.
The eFolio connector system contacts the relevant local portfolio systems and data repositories to retrieve the graduates’ educational achievement data.
The eFolio connector system takes any steps necessary to de-identify the data. 
The eFolio connector system sends the educational achievement data to the administrator.

Transaction

Retrieving educational achievement data from each relevant local portfolio system or data repository
Sending educational achievement data to an administrator.

Exceptions

The eFolio connector system cannot access the local portfolio system.
The data received is corrupt.
The data sent to the administrator is corrupt.
The administrator is not authorized to review graduate data.

Potential Standards

Educational achievement data



ID

EDAC5

Title

A mentor reviews educational achievement data and recommends data for presentation to an external reviewer or supports learner reflection.

Actors

Mentor, eFolio connector system, local portfolio systems, learner, data repositories.

Trigger event

The learner asks the mentor to review educational achievement data or a subset of the data and recommend data for presentation to an external reviewer or perform other tasks supportive of the learner’s own reflection.

Success end condition

The mentor has access to the learner's educational achievement data or an authorized subset of the data and has recommended certain data for presentation to an external reviewer.

Assumptions

The eFolio connector system has access to the learner's educational achievement data in one or more local portfolio systems.
The learner has authorized the mentor to view educational achievement data and make recommendations.

Description

The mentor logs into the eFolio connector system.
The mentor selects to view educational achievement data for the learner.
The eFolio connector system contacts the relevant local portfolio systems or data repositories to retrieve the learner's educational achievement datab or an authorized subset of the data.
The eFolio connector system presents the educational achievement data to the mentor.
The mentor recommends particular educational achievement data for presentation to an external reviewer.

Transaction

Retrieving educational achievement data from each relevant local portfolio system.

Exceptions

The eFolio connector system cannot access the local portfolio system.
The data received is corrupt.
The mentor is not authorized to review the learner's data.

Potential Standards

Educational achievement data



ID

EDAC6

Title

The Learner preauthorizes an individual to serve as an external reviewer or mentor for a set of data over a specific timeframe.

Actors

Mentor or external reviewer, eFolio connector system, learner.

Trigger event

The learner decides to share data with another person potentially in preparation for a career, training, or education transition point.

Success end condition

The external reviewer or mentor is authorized to access to the learner's educational achievement data or a subset of the data .

Assumptions

The external reviewer or mentor has an eFolio connector system account.

Description

The learner logs into the eFolio connector system.
The learner selects a set of data to share. If a mentor has marked data as recommended, the learner sees those mentor recommendations.
The learner specifies an individual with whom he would like to share the data and specifies the external reviewer or mentor role for that individual.
The learner specifies the time frame during which the external reviewer or mentor will have access to the data.
The system notifies the mentor or external reviewer that she can view the data now.

Transaction

Retrieving educational achievement data from each relevant local portfolio system or data repository.

Exceptions

The eFolio connector system cannot access the local portfolio system or data repository.
The data received is corrupt.

Potential Standards

Educational achievement standard



ID

EDAC7

Title

The Learner selects a subset of data for presentation to an external reviewer or mentor.  (This use case has been incorporated into use case 6)

Actors

 

Trigger event

 

Success end condition

 

Assumptions

 

Description

 

Transaction

 

Exceptions

 

Potential Standards