Pre-registration training website

The pre-registration portfolio is completed in an online capacity. This e-presentation will guide you though a series of screen grabs of the training website with explanatory notes for each slide.

The main sections of the training website :

● E-portfolio ● Performance standards assessment summary (PSAS)● Appraisal submission● Learning plans● A message section for tutors to correspond with trainees● Practice MCQ’s, help, and resource sections will also be available

All trainees and tutors are emailed with details of how to log onto the website and each trainee will be linked to their tutor so it is very important that if anyone has any change of details they let us know.This presentation will take you through a series of screen grabs of what tutors and their trainees will see when using the site.Firstly it will guide you through how a trainee will complete a cycle then how tutors will review and assess their work.

Once logged on the trainee will have a home page with an over view of their cycles. They do not have to complete a cycle each time they log on. They will be able to save their work and come back to the cycle when they wish.They will see a log of their cycles on their home page. This will be included in their training summary and will include incomplete cycles (that they are still working on), submitted cycles, verified cycles, cycles that require modification following tutor review and rejected cycles.

Trainees will also have information on when their appraisal is due – it must be noted that it must be submitted to the Pharmaceutical Society by this date.

There will also be contact details – both tutors and trainees are encouraged to get in touch if there are any issues with the usability of the site.

There will also be a resource section. This will include the manuals associated with the training year and all of the standards and guidance the trainees will be expected to be familiar with for the registration examination. Trainees will be kept informed of any changes to these reference sources throughout their training year.

There is a help section for both trainees and tutors to provide advice on completing and assessing cycles.

Multiple choice questions will be provided to aid the trainees preparation for the Registration Examination. These will be added to the website each year.

Once they are ready to create a cycle trainees must click on the create new cycle. This will lead them to the following screen where they will assign each new cycle with a number, a title and decide if it is scheduled or unscheduled learning.The trainees will be reminded to save the cycle as they progress however if they try to close down without saving they will be advised to save the cycle before navigating away from the screen.

Trainees will be informed they have successfully created a new cycle and be prompted to move through the various stages of the cycle of learning.

Firstly will be the reflection stage where trainees will be prompted to enter what they want to learn about and why they want to learn about it.They do not have to write a large amount. Brief details and bullet points should be enough to record the detail required. It is essential they note specific learning points and avoid broad statements.

Next they move onto the planning stage to record what activities they plan to carry out to meet their learning needs.

Then, as per CPD will come the action stage where trainees record what they learned in relation to their learning needs and what evidence they have to support this. Trainees must keep a separate file of evidence to show tutors (and the Pharmaceutical Society, if requested).

As you can see the evidence used for this cycle was a training pack (a copy of the relevant information should be added the evidence folder) and tutor observation (for which there will be no hard evidence).

Then trainees move onto the evaluation stage where they must record if they met their learning needs and if not…why not.Trainees must also record information on how they have applied their learning and if they have noted any further learning needs.

Where the system differs from CPD is that in order to meet the performance standards trainees must assign standards to the cycle as appropriate.It is recommended that approximately 5 performance standards are assigned to each cycle. Cycles with excessive standards assigned to them or if the standards assigned do not match the content of the cycle modification should be requested by the tutor.

When the trainee goes back to the cycle home page it will show details of the cycle and the standards attached to that cycle. when they are satisfied with the cycle produced they will then be able to submit this to their tutor for verification.

When the pre-reg trainee goes back to the cycle home page it will show details of the cycle and the standards attached to that cycle. When they are satisfied with the cycle produced they will then be able to submit this to their tutor for verification.

Page 1 of training summary. The training summary that the trainee will see will give them a breakdown of cycles on-going, submitted, verified, requiring modification or rejected.

Page 2 of training summary. The training summary that the trainee will see will give them a breakdown of cycles on-going, submitted, verified, requiring modification or rejected.

The Performance Standards Assessment Summary (PSAS) is also held online. The PSAS will automatically update as trainees attach the performance standards to the relevant cycles. The performance standards submitted by the trainee but not yet verified by the tutor will appear grey on the PSAS. The performance standards will only be considered verified when you as a tutor verify the cycle and the cycle marker will then be coloured purple as shown on the next slide.

If a tutor rejects a cycle the performance standards selected will be removed from the PSAS and the trainee must attach these performance standards to a new cycle.

An e-portfolio will be complete when all performance standards have been verified by the tutor and all performance standards are marked verified (i.e. coloured purple on PSAS). Grey colour means it has been submitted by the trainee but is not verified by the tutor.

Trainees will also have a section to develop their learning plans in an online capacity. Trainees should use these to note down their thoughts and plans for each quarter as they move through their training. Tutors will be able to review these plans. They do not need to be submitted to the Pharmaceutical Society. They are to be used as a tool to add structure to the training year and allow the trainees to note their thoughts and plans as their training develops.

There is a message section for tutors to record messages for their trainee and visa versa. At times tutors will be reviewing their trainees e-portfolio when they are not in their presence and this function allows them to leave a correspondence that the trainee can read the next time they log onto the system.

With regards to the tutors view; tutors will be required to log on to the site to create your own unique username and password. If a tutor has not previously used the site they can click on register here on the top right of the screen to begin the registration process.

Once registered tutors will see a welcome page and will see information on when their trainees next appraisal is due.Tutors must click on the trainees name on the left hand side to enter their trainees cycles for assessment.Due to the ability to have an overlap period of tutoring (for a maximum six week period) tutors may have access to two trainee portfolios at one time and this information will be on this page and tutors click on the name they wish to review.

…tutors will also have a contact section…

….and a resource section which will be maintained with up to date documents.

Once a tutor has clicked on the name of the trainees cycles they wish to review they will be directed to their trainee’s training summary. This page shows information on cycles that have been submitted, cycles assessed that have been referred back to the trainee for modification, verified cycles and rejected cycles.Tutors will also be able to view incomplete cycles. The aim of this is if the trainee is having difficulties with a cycle that tutors will have the ability to review the cycle and discuss it with the trainee before they submit it.

Once tutors click on a cycle that is ready to be verified such as this one is, it will all appear on one page for scroll down and read through.So the reflection, planning…

…..action…

….evaluation and the standards attached will all appear as tutors scroll down.

When tutors reach the verification section they must decide if the cycle is of a suitable standard.

Tutors must select if the cycle can be verified, needs modification or has to be completely rejected. Tutors can also leave a comment with regard the cycle for the trainee to read.

Once tutors have finished reading the cycle and made their assessment, provided comment, and submitted the assessment which will then let the trainee know the outcome of the review they will be redirected to the training summary.

If tutors reject a cycle the performance standards selected will be removed from their PSAS and they must be added to a new cycle and submitted for verification.

Once tutors submit your assessment the trainees cycle will be updated appropriately in their training summary.

Tutors will be able to review their trainees PSAS at any stage to gauge an overview of their progress.

Once a cycle has been verified the performance standards will be coloured purple as above. Once a performance standard has been linked to three separate cycles and all have been verified (coloured purple) then that performance standard will be considered complete.

All appraisals will be completed and submitted online. There is an appraisal section in the menu bar of the training website.Within the appraisal section will be the trainees name and their four appraisals (13 week, 26 week, 39 week and final appraisal).On each home screen will be the date that the appraisal is due for submission to the Pharmaceutical Society.Tutors and trainees are also provided with a link to the full appraisal criteria which should use as a tool when tutors are selecting the grades for their trainees appraisals.

Once a tutor clicks on the appropriate appraisal they will be provided with general information on the appraisal process….

…the appraisals have the following sections for assessment:

- Development of sense of professional responsibility- Application of pharmaceutical knowledge in practice- Attitude towards:(a) Staff (b) Patients/general public- Ability to communicate: (a) With patients (b) With colleagues (c) With members of other professions- Ability to accept and take authority

Tutors will be required to select the appropriate grade for each section of the appraisal and add appropriate comments.Appraisals should be formal meetings carried out in a private place with appropriate time given to the event. ALL appraisals will only be accepted by the Pharmaceutical Society via the online method of submission.

Once complete all sections will have a grade and comments.

Once tutors have completed all sections the appraisal is the submitted to the trainee for them to review and add their comments. Tutors will be presented with a screen which informs them that the appraisal has been saved. It will then be available for the trainee to assess.

Trainees view of appraisals

Trainees will review the appraisal their tutor has completed – add any further comment and submit to the Pharmaceutical Society for review

Slides of trainees appraisals screenTrainees will also have an appraisal screen which they will access to review submitted appraisals.

Trainees will review the information their tutor has written….

…trainees must review all sections of the appraisal…

…trainees must review all sections of the appraisal…

…trainees will then add their own comments and then submit the appraisal to the Pharmaceutical Society for review.

Once the trainees have saved the appraisal they will be presented with a screen that informs them that the appraisal has been forwarded to the Pharmaceutical Society for review.

If you have any questions with regard the pre-registration

training website please do not hesitate to contact Peter McKee Email: peter.mckee@psni.org.uk

Tel: 028 9032 6927