Version: 1.1

Use Cases

Here is a diagram of the use cases for the platform:

Actors

Our platform has three main actors:

Tutor: The tutor is responsible for evaluating the students and providing feedback.
Medical Student: The student is responsible for completing the practical evaluations and receiving feedback.
Administrator: The administrator is responsible for managing the tutors and students and ensuring that the platform is updated and working correctly.

Personas

Persona	Tutor of Clinical Medicine I
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Fictional Name	Luísa Laranjeiro
Environment	They completed their MSc in neurology and were invited to teach at the University of Aveiro due to the creation of the Medicine degree. They feel comfortable working with technology. They teach several classes and try their best to convey their knowledge to the students and guarantee they are successful.
Job Title / Major Responsibilities	Teach and evaluate students during their degree.
Demographics	39 years old, University of Aveiro, Clinical Medicine Teacher
Goals and Tasks	Ensure the practical evaluations of their students are scheduled. Complete the practical evaluation of their students by filling an evaluation form. Guarantee students have feedback on their evaluations so they can reflect on past work.

Persona	Medical Student
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Fictional Name	Maria do Mar
Environment	Maria is a student that loves health-related science and dreams of being a surgeon. She’s resilient and strives to achieve her goals. To study, she mainly uses digital platforms to organize her work due to the high volume of theoretical coursework.
Job Title / Major Responsibilities	Complete practical evaluations with a good score.
Demographics	19 years old, Medicine student at the University of Aveiro
Goals and Tasks	Study all MECs procedures and get good grades in the practical evaluations. Make sure not to miss any evaluation days. Keep track of their grades and past work so they can improve. Adapt to the feedback being given so they can improve.

Persona	Administrator of the Platform
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Fictional Name	Mário Silva
Environment	Mário is the head teacher of Clinical Medicine I at the University of Aveiro. He’s somewhat used to working with technology. He manages the course and assigns tutors to students. He wants each tutor to be as active as possible in a student’s evaluation.
Job Title / Major Responsibilities	Guarantee the tutors and students don’t face any complications while using the application and that all students are receiving enough feedback to reach their potential.
Demographics	52 years old, Medical Teacher
Goals and Tasks	Handle the management of tutors and students. Ensure the application’s information is always updated. Check an overview of the feedback being given and if tutors are communicating with their students.

Scenarios

Medical Student Scenario (Maria – First-Year Medicine Student)

Maria is a first-year Medicine student at Universidade de Aveiro, enrolled in a subject taught using the EPA (Entrustable Professional Activities) method. She uses EvalMed to track her progress and monitor her performance in this subject.

Previously, evaluations were done on a single piece of paper, making it difficult to review past results and organize feedback. Now, with EvalMed, she can easily access her complete evaluation history, analyze her strengths and weaknesses, and understand which MECs (Medical Entrustable Competencies) she needs to improve.

Additionally, she has difficulty completing the "Otoscopy Exam" with an adequate level of autonomy, so she accesses the educational content present in the details of the specific MEC, helping her learn and focus on areas where she needs the most support.

Tutor Scenario (Luísa – Medical Tutor)

Luísa is a tutor at Universidade de Aveiro, responsible for evaluating and mentoring students using the EPA method. She uses EvalMed to efficiently track student progress and structure upcoming USF (Unit Supervised Formation) sessions based on student performance.

Before EvalMed, students had to physically bring paper evaluations, which limited preparation. Now, she can instantly access her students evaluations and self-assessments, allowing her to identify their biggest weaknesses and strengths. This helps her prepare more effective USF sessions and provide targeted feedback to help students improve.

Administrator Scenario (Mário – Clinical Medicine I Supervisor)

Mário is a professor at Universidade de Aveiro, overseeing the Clinical Medicine I course. He uses EvalMed to monitor student and tutor performance and ensure that the course runs smoothly. He wants to update MEC procedures with the latest medical guidelines so that students and tutors always work with the most current and accurate information. Using EvalMed’s version control system, he can edit existing MECs, add new ones, and review past versions if needed. This ensures transparency and maintains a record of all updates for reference. After that he wants to check the feedback given by tutors to students to ensure that they are receiving enough feedback to reach their potential. He goes to the dashboard and checks the feedback overview to see if the communication between tutors and students is effective and the number of feedback being given by each tutor.

User Stories and Acceptance Criteria

Medical Student

As a student, I want to check the observations made by the tutor during the practical evaluation, so that I can improve my technical and theoretical knowledge.

Acceptance Criteria:

Given a student wants to check observations made by the tutor during the practical evaluation
When the student checks the details of the evaluation performed in the app
Then the system will provide all details about that evaluation, including observations done by the tutor

As a student, I want to receive notifications about new grades and feedback posted by my tutor, so that I can always be updated regarding my progress.

Acceptance Criteria:

Given a student wants to receive notifications about new grades or feedback
When a tutor publishes feedback or an evaluation into the system
Then the student will receive a push notification stating that this evaluation/feedback has been posted

As a student, I want to check the history and statistics of my evaluations in each of the MECs, so that I can see my evolution across the year.

Acceptance Criteria:

Given a student wants to check the history and statistics of their evaluations in each of the MECs
When the student selects a MEC in the search page
Then the system will provide a history of evaluations, with the date and evaluation of that MEC.

As a student, I want to check my evaluation calendar, so that I can adequately prepare for each evaluation moment.

Acceptance Criteria:

Given a student wants to check their evaluation calendar
When the student selects the calendar page in the navbar
Then the system will provide a calendar providing next evaluations and trips to a USF labeled, as well as the next relevant event highlighted.

As a student, I want to access educational material (like videos or documentation) regarding each MEC, so that I can deepen my knowledge before my practical evaluation.

Acceptance Criteria:

Given a student wants to access educational material regarding a certain MEC
When the student clicks the intended MEC to watch educational content
Then the system will provide educational content related to that MEC at the bottom of the page

As a student, I want to request that some MECs are reevaluated in the next USF session, so that I can improve my evaluated autonomy level for those MECs.

Acceptance Criteria:

Given a student wants to reevaluate some MECs in the next USF session
When the student submits the request using the system’s interface, selecting the MECs in which they did not fulfill the expectations and that they wish to improve
Then the system will send a notification to the tutor so that the tutor can accept or reject the request

As a student, I want to give constructive feedback on the EPA methodology to the head teacher, so that the quality of learning and teaching can be improved in the future.

Acceptance Criteria:

Given a student wants to give feedback on the EPA to the head teacher
When the student submits the feedback by pressing the feedback button on the profile page
Then the system will send a notification to the head teacher

As a student, I want to know where my assigned USF is so that I can get there without any complications for my evaluations.

Acceptance Criteria:

Given a student wants to know where their assigned USF is
When the student presses the “locate USF” button
Then the system will show a map with the location of the USF

As a student, I want to self-evaluate myself on the upcoming USF evaluation, so that I can compare my perception of my abilities to how I actually performed.

Acceptance Criteria:

Given a student wants to perform a self-evaluation on the MECs that compose the next USF evaluation
When the student submits the self-evaluation by filling all the fields (autonomy levels, strong points, and weak points)
Then the system will store this and send a notification to the tutor saying that the student has submitted a self-evaluation

Tutor

As a tutor, I want to evaluate my student as they perform their practical evaluation, so that they can have an up-to-date evaluation on their CAM.

Acceptance Criteria:

Given a tutor wants to evaluate their student as they perform their practical evaluation
When the tutor fills the MEC evaluation, the strong points, and weak points
Then the system will store this and send a notification to the student saying that the tutor has submitted an evaluation

As a tutor, I want to check the evaluation history regarding a specific student, so that I can have an overview of their evolution.

Acceptance Criteria:

Given a tutor wants to check the evaluation history regarding a specific student
When the tutor selects the student and checks the evaluations tab
Then the system will show all past and future evaluations for that student

As a tutor, I want to change the student of whom I’m seeing information about to another who I am tutoring, so that I can have easy access to information about all my students.

Acceptance Criteria:

Given a tutor wants to change the student of whom they’re seeing information about to another
When the tutor selects the new student they wish to see information about
Then the system will update all visible information to information relative to the new student

As a tutor, I want to know when all the upcoming evaluations take place, so that I can balance my personal and professional life and avoid delays and absences.

Acceptance Criteria:

Given a tutor wants to know when all the upcoming evaluations are
When the tutor checks the calendar or the evaluations tab
Then the system will display the upcoming evaluations as well as the past ones, highlighted in the calendar and labeled, and listed in the evaluation page

As a tutor, I want to correct a previous evaluation I submitted, so that I can correct a mistake I made in the submission.

Acceptance Criteria:

Given a tutor wants to correct a previous evaluation they submitted
When the tutor submits the corrected version of the evaluation
Then the system will notify the student that the evaluation has been revised

As a tutor, I want to analyse a reevaluation a student has requested for the next USF so that I can provide feedback and incorporate it in the next evaluation.

Acceptance Criteria:

Given a tutor wants to analyse a reevaluation a student has requested for the next USF
When the tutor opens the notification and sees the requests and selects if they want to accept or reject it
Then the system will perform the changes in the database for the upcoming evaluations and notify the student about the tutor’s decision

Administrator

As an administrator, I want to change the tutor associated with a student, so that if the tutor cannot attend, the evaluation can still occur with a different tutor.

Acceptance Criteria:

Given the administrator wants to change the tutor associated with a student
When the administrator selects the intended student and the tutor they wish to be associated with that student
Then the system will send a notification to both the tutor and the student saying the tutor has been changed and perform the changes in the database

As an administrator, I want to add/edit the MEC, so that the MEC are always updated and aligned with the current course guidelines.

Acceptance Criteria:

Given the administrator wants to add or edit a MEC description
When the administrator completes the edition or addition of the MEC by filling all required fields
Then the system will add the MEC to the database and it can be evaluated by the relevant years

As an administrator, I want to be able to set the expectations for each MEC, for each year, as well as the time in which those expectations should be met (ex: N1 for MEC 1.1.1 at USF1), so that I can help the tutors evaluate the students across the year.

Acceptance Criteria:

Given the administrator wants to set the expectations for each MEC, for each year as well as the time in which those expectations should be met
When the administrator selects the MEC and edits its details
Then the system will update these data and apply them to everyone

As an administrator, I want to be able to close the year and begin a new year, saving/resetting all the collected information regarding grades, so that I can keep everything organized between years and be able to follow a yearly routine.

Acceptance Criteria:

Given the administrator wants to close the year and begin a new year
When the administrator selects the “End Year” option
Then no new evaluations will be accepted, no MEC requests will be possible, it will be possible for tutors to evaluate the assiduity and interest of each student, and students will see a year overview on the main page

Actors

Personas

Scenarios

Medical Student Scenario (Maria – First-Year Medicine Student)​

Tutor Scenario (Luísa – Medical Tutor)​

Administrator Scenario (Mário – Clinical Medicine I Supervisor)​

User Stories and Acceptance Criteria

Medical Student​

As a student, I want to check the observations made by the tutor during the practical evaluation, so that I can improve my technical and theoretical knowledge.​

Acceptance Criteria:​

As a student, I want to receive notifications about new grades and feedback posted by my tutor, so that I can always be updated regarding my progress.​

Acceptance Criteria:​

As a student, I want to check the history and statistics of my evaluations in each of the MECs, so that I can see my evolution across the year.​

Acceptance Criteria:​

As a student, I want to check my evaluation calendar, so that I can adequately prepare for each evaluation moment.​

Acceptance Criteria:​

As a student, I want to access educational material (like videos or documentation) regarding each MEC, so that I can deepen my knowledge before my practical evaluation.​

Acceptance Criteria:​

As a student, I want to request that some MECs are reevaluated in the next USF session, so that I can improve my evaluated autonomy level for those MECs.​

Acceptance Criteria:​

As a student, I want to give constructive feedback on the EPA methodology to the head teacher, so that the quality of learning and teaching can be improved in the future.​

Acceptance Criteria:​

As a student, I want to know where my assigned USF is so that I can get there without any complications for my evaluations.​

Acceptance Criteria:​

As a student, I want to self-evaluate myself on the upcoming USF evaluation, so that I can compare my perception of my abilities to how I actually performed.​

Acceptance Criteria:​

Tutor​

As a tutor, I want to evaluate my student as they perform their practical evaluation, so that they can have an up-to-date evaluation on their CAM.​

Acceptance Criteria:​

As a tutor, I want to check the evaluation history regarding a specific student, so that I can have an overview of their evolution.​

Acceptance Criteria:​

As a tutor, I want to change the student of whom I’m seeing information about to another who I am tutoring, so that I can have easy access to information about all my students.​

Acceptance Criteria:​

As a tutor, I want to know when all the upcoming evaluations take place, so that I can balance my personal and professional life and avoid delays and absences.​

Acceptance Criteria:​

As a tutor, I want to correct a previous evaluation I submitted, so that I can correct a mistake I made in the submission.​

Acceptance Criteria:​

As a tutor, I want to analyse a reevaluation a student has requested for the next USF so that I can provide feedback and incorporate it in the next evaluation.​

Acceptance Criteria:​

Administrator​

As an administrator, I want to change the tutor associated with a student, so that if the tutor cannot attend, the evaluation can still occur with a different tutor.​

Acceptance Criteria:​

As an administrator, I want to add/edit the MEC, so that the MEC are always updated and aligned with the current course guidelines.​

Acceptance Criteria:​

As an administrator, I want to be able to set the expectations for each MEC, for each year, as well as the time in which those expectations should be met (ex: N1 for MEC 1.1.1 at USF1), so that I can help the tutors evaluate the students across the year.​

Acceptance Criteria:​

As an administrator, I want to be able to close the year and begin a new year, saving/resetting all the collected information regarding grades, so that I can keep everything organized between years and be able to follow a yearly routine.​

Acceptance Criteria:​

Medical Student Scenario (Maria – First-Year Medicine Student)

Tutor Scenario (Luísa – Medical Tutor)

Administrator Scenario (Mário – Clinical Medicine I Supervisor)

Medical Student

As a student, I want to check the observations made by the tutor during the practical evaluation, so that I can improve my technical and theoretical knowledge.

Acceptance Criteria:

As a student, I want to receive notifications about new grades and feedback posted by my tutor, so that I can always be updated regarding my progress.

Acceptance Criteria:

As a student, I want to check the history and statistics of my evaluations in each of the MECs, so that I can see my evolution across the year.

Acceptance Criteria:

As a student, I want to check my evaluation calendar, so that I can adequately prepare for each evaluation moment.

Acceptance Criteria:

As a student, I want to access educational material (like videos or documentation) regarding each MEC, so that I can deepen my knowledge before my practical evaluation.

Acceptance Criteria:

As a student, I want to request that some MECs are reevaluated in the next USF session, so that I can improve my evaluated autonomy level for those MECs.

Acceptance Criteria:

As a student, I want to give constructive feedback on the EPA methodology to the head teacher, so that the quality of learning and teaching can be improved in the future.

Acceptance Criteria:

As a student, I want to know where my assigned USF is so that I can get there without any complications for my evaluations.

Acceptance Criteria:

As a student, I want to self-evaluate myself on the upcoming USF evaluation, so that I can compare my perception of my abilities to how I actually performed.

Acceptance Criteria:

Tutor

As a tutor, I want to evaluate my student as they perform their practical evaluation, so that they can have an up-to-date evaluation on their CAM.

Acceptance Criteria:

As a tutor, I want to check the evaluation history regarding a specific student, so that I can have an overview of their evolution.

Acceptance Criteria:

As a tutor, I want to change the student of whom I’m seeing information about to another who I am tutoring, so that I can have easy access to information about all my students.

Acceptance Criteria:

As a tutor, I want to know when all the upcoming evaluations take place, so that I can balance my personal and professional life and avoid delays and absences.

Acceptance Criteria:

As a tutor, I want to correct a previous evaluation I submitted, so that I can correct a mistake I made in the submission.

Acceptance Criteria:

As a tutor, I want to analyse a reevaluation a student has requested for the next USF so that I can provide feedback and incorporate it in the next evaluation.

Acceptance Criteria:

Administrator

As an administrator, I want to change the tutor associated with a student, so that if the tutor cannot attend, the evaluation can still occur with a different tutor.

Acceptance Criteria:

As an administrator, I want to add/edit the MEC, so that the MEC are always updated and aligned with the current course guidelines.

Acceptance Criteria:

As an administrator, I want to be able to set the expectations for each MEC, for each year, as well as the time in which those expectations should be met (ex: N1 for MEC 1.1.1 at USF1), so that I can help the tutors evaluate the students across the year.

Acceptance Criteria:

As an administrator, I want to be able to close the year and begin a new year, saving/resetting all the collected information regarding grades, so that I can keep everything organized between years and be able to follow a yearly routine.

Acceptance Criteria: