Version: Next

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
Photo
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
Photo
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, including observations done by the tutor

As a student, I want to receive notifications about new evaluations, changes, and feedback provided by my tutor, so that I can always stay updated regarding my progress and any relevant changes in my evaluation process.

Acceptance Criteria:

Given that a student has evaluations or feedback associated with their academic progress,
When the tutor performs one of the following actions in the system:
- Publishes new feedback
- Accepts a re-evaluation request
- Adds a new evaluation
- Edits or submits an evaluation
- Modifies evaluation details (such as date or time)
Then the student should receive a push notification indicating the performed action and related content
Given that the student has submitted a request requiring the tutor's response,
When the tutor responds to a feedback or re-evaluation request,
Then the student should receive a push notification informing them that a response was provided.

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 he did not fulfill the expectations and that he wishes 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 his 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 perform a self-evaluation for the upcoming USF evaluation, so that I can compare what my perception of my abilities were 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 selects next USF evaluation and clicks on “Iniciar autoavaliação”
And fills in all required fields (autonomy levels, strong points, and weak points)
And submits the self-evaluation
Then the system will store this and send a notification to the tutor saying that the student has submitted a self-evaluation

As a student, I want to see which competencies are linked to each MEC and track the competencies I gain as I complete them, so that I can understand my skill development and stay aware of my academic progress.

Acceptance Criteria:

Given that the student has completed one or more MECs
When they select the Statistics tab
Then a Radar chart will show up with a percentage of each competency obtained.

As a student, I want to download PDF files of a specific MEC with the respective procedures and other details, so that I can study on the go and don’t have to log into the application.

Acceptance Criteria:

Given the student is going to be without their phone for a field trip
When they go to a certain MEC details page
And click on the button “Download PDF”
Then the system will download a PDF file into the student’s device with all the MEC details.

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

As a tutor, I want to add new MECs to specific USF evaluations, so that the evaluation reflects the student's advanced progress and current level of development.

Acceptance Criteria:

Given that a tutor wants to add new MECs to a specific USF evaluation,
When the tutor selects a USF evaluation and clicks on “Add a new MEC”,
And selects the MECs to include in the evaluation,
Then the system must update the database to include the new MECs for upcoming evaluations and send a notification to the student informing them of the changes made by the tutor.

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 (e.g., 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, tutors can evaluate the assiduity and interest of each student, and students will see a year overview on the main page

As an administrator, I want to be able to upload an Excel file for a specific academic year containing student, tutor, and USF information, so that I can load this data into the system and either automatically perform all necessary student–tutor–USF assignments or handle them manually.

Acceptance Criteria:

Given the administrator wants to create a new academic year,
When the administrator selects the “Students and Tutors” tab,
And clicks on “Upload Excel File”,
And maps the correct columns from the file to the required system labels
Then the system must load the students, tutors, and USF evaluations into the system and make the data available for assignment and management

As an administrator, I want to be able to download an Excel file for a specific academic year containing student information (e.g., name, NMEC, current grade, number of completed MECs), so that I can easily analyze and archive academic data for administrative purposes.

Acceptance Criteria:

Given the administrator is in the Home page and wants to download information about the selected course
When the administrator clicks on the “Download Excel File”
And selects the specific information they want in the Excel file
And chooses the order they want the information to be shown
Then the system will download an Excel file into the administrator’s device with all the requested information about the students

As an administrator, I want to be able to add/edit evaluation days/hours, so that the platform reflects the correct and up-to-date schedule for evaluations.

Acceptance Criteria:

Given the administrator wants to edit an already planned evaluation
When they click on the “Program UC” tab
And click on the editable fields to change date and start/end time of a specific evaluation
And click on “Submit” button
And confirm that the changes made are correct
Then the system will update the database with the new schedule and send notifications to all students

As an administrator, I want to dismiss a doctor from being a tutor, so that the system accurately reflects current teaching assignments and responsibilities.

Acceptance Criteria:

Given that the administrator wants to dismiss a tutor from a specific student
When they click on the “Students and Tutors” tab
And search for the student's name
And click on the “Dismiss Tutor” button
And confirm the dismissal
Then the system will remove the tutor from that student and the option to assign a new tutor will appear

As an administrator, I want to assign a new tutor to a specific student, so that the student is always linked with an active and appropriate tutor for their academic guidance.

Acceptance Criteria:

Given that the administrator wants to assign a new tutor to a student
When they click on the “Students and Tutors” tab
And search for the student’s name
And click on the “Assign Tutor” button
And select a doctor from the list of available tutors
And confirm the assignment
Then the system will link the selected doctor as the student’s tutor and display the new tutor’s info in the student’s profile

As an administrator, I want to edit specific information of a student or tutor, so that the data remains accurate.

Acceptance Criteria:

Given that the administrator wants to update the information of a student or tutor
When they access the “Students and Tutors” tab
And search for the name of the desired student or tutor
And click the “Edit” button next to their name
And modify specific fields (e.g., name)
And confirm the changes
Then the system updates the information immediately and displays a success message

As an existing administrator, I want to be able to add or remove other administrators, so that I can manage who has administrative access to the platform.

Acceptance Criteria (Adding):

Given that an administrator wants to grant admin access to another user
When they navigate to the “Administrators” tab
And click the “Add Administrator” button
And insert the email and name of the new administrator
And confirm the information
Then a confirmation message is displayed

Acceptance Criteria (Removing):

Given that an administrator wants to revoke admin access from another user
When they navigate to the “Administrators” tab
And locate the user in the list of current administrators
And click the “Remove” button
And confirm the action in a confirmation prompt
Then the system removes the administrator role and shows a confirmation

As an administrator, I want to view general statistics about the course, so that I can monitor overall academic performance, student progress, and identify difficult MECs.

Acceptance Criteria:

Given that the administrator wants an overview of the course performance
When they navigate to the “Statistics” section
Then the system will display:
- The current number of students enrolled
- The average grade across the course
- The percentage of students that have completed each MEC
- The average number of MEC evaluations in each USF
- The average number of feedback/reevaluation requests per month

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.​

As a student, I want to receive notifications about new evaluations, changes, and feedback provided by my tutor, so that I can always stay updated regarding my progress and any relevant changes in my evaluation process.​

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.​

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

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.​

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.​

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.​

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

As a student, I want to perform a self-evaluation for the upcoming USF evaluation, so that I can compare what my perception of my abilities were to how I actually performed.​

As a student, I want to see which competencies are linked to each MEC and track the competencies I gain as I complete them, so that I can understand my skill development and stay aware of my academic progress.​

As a student, I want to download PDF files of a specific MEC with the respective procedures and other details, so that I can study on the go and don’t have to log into the application.​

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.​

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

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.​

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.​

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

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.​

As a tutor, I want to add new MECs to specific USF evaluations, so that the evaluation reflects the student's advanced progress and current level of development.​

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.​

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

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 (e.g., N1 for MEC 1.1.1 at USF1), so that I can help the tutors evaluate the students across the year.​

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.​

As an administrator, I want to be able to upload an Excel file for a specific academic year containing student, tutor, and USF information, so that I can load this data into the system and either automatically perform all necessary student–tutor–USF assignments or handle them manually.​

As an administrator, I want to be able to download an Excel file for a specific academic year containing student information (e.g., name, NMEC, current grade, number of completed MECs), so that I can easily analyze and archive academic data for administrative purposes.​

As an administrator, I want to be able to add/edit evaluation days/hours, so that the platform reflects the correct and up-to-date schedule for evaluations.​

As an administrator, I want to dismiss a doctor from being a tutor, so that the system accurately reflects current teaching assignments and responsibilities.​

As an administrator, I want to assign a new tutor to a specific student, so that the student is always linked with an active and appropriate tutor for their academic guidance.​

As an administrator, I want to edit specific information of a student or tutor, so that the data remains accurate.​

As an existing administrator, I want to be able to add or remove other administrators, so that I can manage who has administrative access to the platform.​

As an administrator, I want to view general statistics about the course, so that I can monitor overall academic performance, student progress, and identify difficult MECs.​

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.

As a student, I want to receive notifications about new evaluations, changes, and feedback provided by my tutor, so that I can always stay updated regarding my progress and any relevant changes in my evaluation process.

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.

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

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.

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.

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.

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

As a student, I want to perform a self-evaluation for the upcoming USF evaluation, so that I can compare what my perception of my abilities were to how I actually performed.

As a student, I want to see which competencies are linked to each MEC and track the competencies I gain as I complete them, so that I can understand my skill development and stay aware of my academic progress.

As a student, I want to download PDF files of a specific MEC with the respective procedures and other details, so that I can study on the go and don’t have to log into the application.

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.

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

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.

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.

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

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.

As a tutor, I want to add new MECs to specific USF evaluations, so that the evaluation reflects the student's advanced progress and current level of development.

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.

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

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 (e.g., N1 for MEC 1.1.1 at USF1), so that I can help the tutors evaluate the students across the year.

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.

As an administrator, I want to be able to upload an Excel file for a specific academic year containing student, tutor, and USF information, so that I can load this data into the system and either automatically perform all necessary student–tutor–USF assignments or handle them manually.

As an administrator, I want to be able to download an Excel file for a specific academic year containing student information (e.g., name, NMEC, current grade, number of completed MECs), so that I can easily analyze and archive academic data for administrative purposes.

As an administrator, I want to be able to add/edit evaluation days/hours, so that the platform reflects the correct and up-to-date schedule for evaluations.

As an administrator, I want to dismiss a doctor from being a tutor, so that the system accurately reflects current teaching assignments and responsibilities.

As an administrator, I want to assign a new tutor to a specific student, so that the student is always linked with an active and appropriate tutor for their academic guidance.

As an administrator, I want to edit specific information of a student or tutor, so that the data remains accurate.

As an existing administrator, I want to be able to add or remove other administrators, so that I can manage who has administrative access to the platform.

As an administrator, I want to view general statistics about the course, so that I can monitor overall academic performance, student progress, and identify difficult MECs.