training e-portfolio guide essr - nwpgmd.nhs.uk · 3 creating the essr ... from the start date and...

Training e-Portfolio Guide

ESSR

Training Guide

August 2013 v1.0

Educational Supervisor’s Structured Report

Training e-Portfolio 2011 - 2013

Quick Tip:

Next to various fields and text boxes in the e-Portfolio system a red asterisk will be

displayed * - this indicates a mandatory field which must be completed before the system

will allow the user to continue. A message as below will display if a mandatory field has

been missed:

............


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November 2012 Doc v1.0 Page 1 of 24

Contents

1 Introduction .................................................................................................................................... 3

2 Prerequisites ................................................................................................................................... 4

2.1 Open ARCP Record .................................................................................................................. 4

2.2 Check Educational Supervisor ................................................................................................. 5

2.3 Check Hospital ......................................................................................................................... 6

3 Creating the ESSR ............................................................................................................................ 7

3.1 Locate the ESSR ....................................................................................................................... 7

3.1.1 Assessment Tools Menu ................................................................................................. 7

3.1.2 ARCP records ................................................................................................................... 7

3.2 Create ESSR ............................................................................................................................. 8

3.2.1 ESSR Setup....................................................................................................................... 9

3.2.1.1 Ensure that your educational supervisor is correct .................................................... 9

3.2.1.2 Take note of process steps.......................................................................................... 9

3.2.1.3 Add your college tutor .............................................................................................. 10

4 ESSR Contents ............................................................................................................................... 11

4.1 Personal Details .................................................................................................................... 12

4.2 Curriculum Vitae ................................................................................................................... 12

4.3 Placements during review period ......................................................................................... 13

4.3.1 Add placements ............................................................................................................ 13

4.4 Primary Examination Information ......................................................................................... 13

4.5 Basic Training Certificates ..................................................................................................... 14

4.5.1 Add Certificates ............................................................................................................. 14

4.6 Final Examination Information.............................................................................................. 14

4.7 Qualifications/Exam Results ................................................................................................. 15

4.7.1 Add Qualifications/Exam Results .................................................................................. 15

4.8 Intermediate Training Certificates ........................................................................................ 15

4.8.1 Add Certificates (2) ....................................................................................................... 15

4.9 Logbook ................................................................................................................................. 16

4.9.1 Add Logbook summary ................................................................................................. 16


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4.10 Deferred Units of Training .................................................................................................... 17

4.11 Workplace Based Assessments ............................................................................................. 17

4.12 Units of Training Completed ................................................................................................. 18

4.13 Multi-Source Feedback Summary ......................................................................................... 19

4.14 Patient Survey ....................................................................................................................... 19

4.15 Library Evidence and Activities ............................................................................................. 19

4.15.1 List of Activities ............................................................................................................. 20

4.15.2 List of Library Evidence ................................................................................................. 20

4.15.3 Review of key activity areas .......................................................................................... 20

4.16 Additional Activities .............................................................................................................. 21

4.17 Courses and Meetings Attended .......................................................................................... 21

4.18 Absences ............................................................................................................................... 22

4.19 Details of concerns/investigations ........................................................................................ 22

4.20 Comments and Sign Off ........................................................................................................ 23

5 Summary ....................................................................................................................................... 24

6 Support.......................................................................................................................................... 24


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1 Introduction

This guide has been written in order to give detailed information as to how the ‘Educational

Supervisor’s Structured Report’ (ESSR) can be completed using the e-Portfolio system.

Note: The ESSR is a form that can only be created once per training year and should ideally be

completed shortly before an ARCP.

Further information and training documents can be found on the College website:

http://www.rcoa.ac.uk/e-portfolio

Please direct any queries to the dedicated e-Portfolio Support Team at:

[email protected]


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2 Prerequisites

Prior to creating the ESSR, the trainee must ensure that:

1. an ‘open’ ARCP record is present representing their current training year

2. their educational supervisor has been set correctly

3. their hospital has been set correctly.

2.1 Open ARCP Record

An ARCP record is an electronic record that represents a year of training. Trainees assign certain

entries to their ARCP record in order for them to be reviewed at the end of year review.

The ARCP record is made up of three dates:

ARCP record date- A label for the record typically set to the date of review

From date- Start of training year

To date- End of training year

From the start date and up to a week before the end date, the ARCP record is ‘open’ and an ESSR

can be created.

A trainee can check their ARCP records

by hovering over ‘ARCP Records’ on the

menu bar and clicking ‘List ARCP

Records’

The ‘status’ of the record must be ‘open’

in order for an ESSR to be created.

If missing a record for the current year,

one can be added by either a local

administrator or by contacting the e-

Portfolio support team.

A list of local contacts can be found on the College website: http://www.rcoa.ac.uk/document-

store/school-e-portfolio-representatives

To contact the e-Portfolio Support Team at the RCoA please e-mail: [email protected]


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2.2 Check Educational Supervisor

On the trainee’s homepage, there is a segment

titled ‘Access’.

This segment names all individuals that have

access to a trainee’s e-Portfolio records.

If the supervisor shown is incorrect, this can be

updated by clicking the link at the bottom of the

list:

‘You can set/change your Educational Supervisor

and Clinical Supervisor yourself.’

Start typing your supervisor’s name and list of possible matches will be displayed. Click your

supervisor’s name and ensure this is present in the box, then click ‘Update’ to save the changes.

*Note: Ensure that your educational supervisor is correct before starting the ESSR.


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2.3 Check Hospital

To access your hospital information, click the ‘My Details’ tab in the top right-hand corner of the

screen:

If your hospital information is not up to date, click ‘Edit’ at the bottom of your personal details.

Select the relevant hospital and click ‘Save’ at the bottom of the page.

*Note: Ensure that your hospital is correct before starting the ESSR.


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3 Creating the ESSR

The ESSR can only be created once per training year and should ideally be completed shortly before

a trainee’s Annual Review of Competence Progression (ARCP).

In order for a trainee to have a review at the end of each placement with a supervisor, an ‘End of

Placement Review’ form has been produced (local supervisor’s reports can also be used) – as long as

the trainee uploads these into the e-Portfolio, they will also feature on the ESSR.

3.1 Locate the ESSR

The ESSR is linked to a trainee’s ARCP record and must be created from the ARCP record itself. Only

the trainee them self can initiate an ESSR and this can be accessed in two ways:

3.1.1 Assessment Tools Menu

Hover over the ‘Assessment Tools’ menu

heading and click:

Enter New Assessment Tool

At the bottom of the next page, the ESSR section can be found giving a button to access the trainee’s

ARCP records:

3.1.2 ARCP records

Hover over the ‘ARCP Records’ menu

heading and click:

List ARCP Records


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3.2 Create ESSR

If there is more than one ARCP record (i.e. this is not their first year of using the e-Portfolio), first

access the ARCP record required by clicking either; ‘view details’, ‘review progress’ or ‘list assigned

items’:

As long as the ESSR for this ARCP record has not been created previously – a button will be available

on the right-hand side of the page to:

‘Create ESSR’ – click the button to create the ESSR.


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3.2.1 ESSR Setup

The next page sets out how the process for the ESSR works.

The main points to note are as follows:

3.2.1.1 Ensure that your educational supervisor is correct

Your supervisor will be responsible for completing and signing off the ESSR – if you need to update

your supervisor – see section 2.1 - Check Educational Supervisor.

3.2.1.2 Take note of process steps

Step One:

The trainee creates the ESSR and updates any additional information. On completion, the trainee

should 'Submit and Send to Other Party' - at this point, any further entries the trainee makes to

their e-Portfolio are not added to the ESSR.

Step Two:

The trainee's educational supervisor receives the form, is able to review the content, edit if

applicable and enter their comments. On completion, the supervisor should 'Submit and Send to

Other Party'.


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Step Three:

The college tutor receives the form, is able to review the content, edit if applicable and enter their

comments. On completion, the tutor should 'Submit and Send to Other Party'.

Note: the ESSR would then be complete and available to be reviewed from the trainee’s list of

‘Complete Assessment Tools’.

3.2.1.3 Add your college tutor

First ensure that your hospital information is up to date – see section 2.2 - Check Hospital.

As you start typing the name of your college

tutor, possible matches should display.

Select your college tutor to ensure they are able

review the ESSR after your supervisor.

Once satisfied that the correct supervisor and college tutor are entered on the page:

Tick the checkboxes to confirm that you understand the process and click ‘Create ESSR’ to produce

the form.

A message should appear on the following page to confirm that the ESSR has been created:


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4 ESSR Contents

The ESSR itself is split into several sections and has been designed to allow a review of trainees from

all levels of the training programme. Items that the trainee has added to their e-Portfolio are

automatically populated to save time.

The form also allows the trainee to include additional information as required but the educational

supervisor and college tutor will always have final sign off of the contents.

The layout of the ESSR is as follows:

Title Associated section numbers

Personal details 1-13

Curriculum Vitae n/a

Placements in programme n/a

Primary Exam Information 14-18

Basic Training Certificates 19-21

Final Exam Information 22-26

Qualifications/Exam Results n/a

Intermediate Training Certificates 27-28

Logbook 29-34

Deferred Units of Training 35-37

Workplace Based Assessments 38-39

Units of Training Completed 40-50

Multi-Source Feedback 51-56

Patient Survey 57-58

Library Evidence and Activities 59-98

Absences 99-108

Other Outcomes 109-113

Comments and Sign Off 114-117


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4.1 Personal Details

Sections 1 to 13 contain some basic information about the trainee and their supervisor.

Editable sections include:

9. Remedial – yes or no

10. LAT – yes or no

11. GMC Survey date – date entry

4.2 Curriculum Vitae

Following the personal information, there is a section for the trainee’s CV. If uploaded, this will be

available to view directly from the ESSR itself (click the link to view the CV).

If the CV has not been uploaded to the trainee’s

e-Portfolio, instructions will be given here in

order for the trainee to add this.


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4.3 Placements during review period

Also known as ‘appointments’ or ‘rotations’, any placements that the trainee has added to their e-

Portfolio are displayed in this section.

No ‘text-entry’ is possible here, only placements that the trainee has added to their e-Portfolio will

appear here.

4.3.1 Add placements

To add placements, hover over the ‘Planning’ menu

heading and select:

‘Add Appointments’

The trainee will then be prompted to add relevant

information and save the appointment.

4.4 Primary Examination Information

The examinations sections require details to be manually entered. As with all information within the

form, all entries are reviewed and signed off by both the trainee’s supervisor and college tutor.


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4.5 Basic Training Certificates

If the trainee has uploaded a copy of their; Initial Assessment of Competence (IAC), Initial

Assessment of Competency in Obstetric Anaesthesia (IACOA) or Basic Level Training Certificate

(BLTC) – it will be possible to review the certificates from this section. The dates that the certificates

were awarded can be entered in the date boxed provided.

4.5.1 Add Certificates

To add certificates, hover over the ‘Library’ menu

heading and select:

‘Add Evidence’

Make sure that all entries are classified correctly to

ensure that they are displayed in the relevant

section of the ESSR.

4.6 Final Examination Information

The examinations sections require details to be manually entered. As with all information within the

form, all entries are reviewed and signed off by both the trainee’s supervisor and college tutor.


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4.7 Qualifications/Exam Results

This section displays any evidence that the trainee has entered into their e-Portfolio of any

additional qualifications of exam results.

No ‘text-entry’ is possible here, only entries that the trainee has added to their e-Portfolio will

appear here.

4.7.1 Add Qualifications/Exam Results

To add qualifications or exam results, hover over

the ‘Qualifications’ menu heading and select:

‘Add Qualification’

The trainee will then be prompted to add relevant

information and save the entry.

4.8 Intermediate Training Certificates

If the trainee has uploaded a copy of their; Intermediate Level Training Certificate (ILTC) or

Intermediate Level Progress Report (ILPR) – it will be possible to review the certificates from this

section. The dates that the certificates were awarded can be entered in the date boxed provided.

4.8.1 Add Certificates (2)

To add certificates, hover over the ‘Library’ menu heading

and select:

‘Add Evidence’

Make sure that all entries are classified correctly to ensure

that they are displayed in the relevant section of the ESSR.


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4.9 Logbook

Sections 29 to 34 apply to the trainee’s logbook.

If the trainee has uploaded a summary of their logbook as ‘Personal Evidence’ into their e-Portfolio,

this will be available to review directly from the ESSR.

4.9.1 Add Logbook summary

To add a logbook summary, hover over the ‘Library’ menu

heading and select:

‘Add Evidence’

Make sure that the entry is classified as a ‘Logbook’ to

ensure that it is displayed in the relevant section of the

ESSR.

Sections 29 and 30 can only be completed by a supervisor or college tutor.

Sections 31 to 33 are for a review of the trainee’s cases and section 34 is for further comment.


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4.10 Deferred Units of Training

If at ST4, a trainee has not been able to complete certain units of training, these can be deferred

until ST5. Any such units should be entered here.

All deferred units must be approved by the RCoA therefore an approval number is also required.

4.11 Workplace Based Assessments

This section contains a list of all assessments completed using the e-Portfolio system for the period

covered by the trainees ARCP record.

The individual assessments can be reviewed by clicking the assessment tool titles as shown above.

Section 38 allows manual entry of any additional learning outcomes achieved:


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General comments can be added to section 39.

4.12 Units of Training Completed

Any units of training that have been signed off within the system are displayed at the top of this

section. For all the completed units, a count of assessments within that unit is displayed along with

the date that the unit of training was signed off.

Click the unit of training sign off form links to view the content of the forms.

In the event that any units of training have been signed off outside of the system, several text-boxes

are provided for manual entry.

A box is provided at the end of this section for any comments.


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4.13 Multi-Source Feedback Summary

MSF assessments that have been completed within the system during the review period will display

here. If completed, the results of the MSF can be reviewed by clicking the link that would appear

under the ‘Assessment’ heading:

Comments boxes are provided for each possible outcome from the MSF in addition to a general

comments box.

4.14 Patient Survey

Sections 57 and 58 enable comments regarding any of the trainee’s patient surveys. As these are

completed outside of the system, manual entry is required for the number of patients surveyed and

general comments regarding the results.

4.15 Library Evidence and Activities

The Evidence and Activities section is split into three main sections:

1. Activities

2. Library Evidence

3. A review of key activity areas.


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4.15.1 List of Activities

All the trainee’s activities will be displayed here along with the date of completion. The content of

the activities can be reviewed by clicking the title links.

4.15.2 List of Library Evidence

Any supporting evidence that the trainee has added to their e-Portfolio is listed in this section.

4.15.3 Review of key activity areas

After reviewing the e-Portfolio entries, the supervisor is able to stipulate whether the core outcomes

have been achieved and also whether satisfactory progress has been demonstrated in each area.


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4.16 Additional Activities

Several sections (69 to 93) follow the lists of activities and library evidence. These are free-text

sections to allow the trainee to demonstrate any additional activities that may not have been

formally recorded within their e-Portfolio.

These sections are provided for additional; audit, project, research, publication or presentation

activities.

4.17 Courses and Meetings Attended

The courses and meetings section displays any related activities that the trainee has added to their

e-Portfolio. Similar to the above sections, several lines are provided for free-text entry to allow the

trainee to enter details of any additional courses or meetings that may not have added to e-

Portfolio.


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4.18 Absences

Sections 99 to 108 are to details any trainee absences over the period in question. The top five

sections are for longer term, regular absences such as maternity or OOP.

The last five sections are for any other absences e.g. short term sick leave.

4.19 Details of concerns/investigations

In line with trainee revalidation requirements, details of any concerns or investigations can be

documented in section 109 to 111.


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4.20 Comments and Sign Off

The educational supervisor and college tutor both have a general comments section at the end of

the form which only they can access.

Once each has completed their review and clicked ‘Submit and send to other party’, their comments

are locked and the date is stamped into the sign-off section.


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5 Summary

• The trainee’s ARCP record, supervisor and hospital information must be up to date before

this process is started.

• Only the trainee can initiate the ESSR and it is created directly from the trainees ARCP

record.

• Once the trainee submits the form to their supervisor for review the form is locked – no

further e-Portfolio entries can be added to the form. As the form is only locked once

submitted, the trainee can create the ESSR when they like and update it as they progress.

• The trainee’s supervisor is able to edit the form as appropriate and add their comments. On

completion, they are able to submit the form to the trainee’s college tutor.

• The college tutor conducts a final check and enters their comments, once they have

submitted the form; the ESSR is complete and available to be viewed from the trainees list of

‘Complete Assessment Tools’.

6 Support

For any queries of support, please contact the e-Portfolio Support Team: [email protected]

training e-portfolio guide essr - nwpgmd.nhs.uk · 3 creating the essr ... from the start date and...

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