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Training e-portfolio


The Faculty of Public Health (FPH) electronic portfolio (e-Portfolio) system provides  Specialty Registrars with a central platform for the management of information and documentation on progression of learning against the public health specialty training curriculum (http://www.fph.org.uk/specialty_training) during their time in training. The  e-Portfolio allows trainees to relate documentation and evidence to the curriculum and incorporates the ability to record various sign offs.

The information within the e-Portfolio is the responsibility of the Registrar to maintain and keep up to date. The e-Portfolio is to be used in conjunction with the 2007 and 2010 public health curriculum and assessment systems. Policy on how training is organised and arranged can be found within the Gold Guide.

The training e-Portfolio is managed by the Registrar who must reflect on and record their achievements on an on-going basis. The e-Portfolio system has NOT been designed to replace face-to-face meetings, or be used as the sole method of communication between registrars and supervisors, but is intended to be used as a complimentary tool to aid recording training activity.

New E-Portfolio System
In February 2015, FPH launched a new e-portfolio system which can be accessed here:

https://eportfolio.fph.org.uk/

Please note that passwords issued for the former e-portfolio system will not work with the new system.

Prior to go-live, each person who had a login for the old portfolio will have been sent an automated email confirming the URL of the new e-portfolio as well as their username and password. In the case of those Registrars who were sent these after the initial data migration in November last year, the log-in details will be the same. If you are a previous user of the e-portfolio and have not received your log-in please email: educ@fph.org.uk

New Users
For those registrars who joined the programme during last years intake, and who did not get access to the old e-portfolio, we will be providing rolling access to the system so that each of you will have received an email with log-in details by 27 February at the latest. Please contact us if you have not received log in details by then at: educ@fph.org.uk

Dealing with Migration Anomalies/Issues
We are aware that there are some registrars who identified anomalies in the migration of their data to the new system. The Education and Training team are reviewing these on a case-by-case basis and will be looking to resolve them within the next couple of weeks.  

Guidance
Manuals on the functionality of the new system can be downloaded here:

Registrar Guidance Manual
ES/AS/TPD Manual

Please note that passwords issued for the former e-portfolio system will not work with the new system.

Feedback
In order to manage feedback, including any questions or issues you might have around the new system, we would ask you to contact your local e-portfolio Champion in the first instance. A training session was held for them on 3 February 2015 and they should be your first point of contact. They will also be collating any feedback so that it can be presented to us in a manageable way. 

When submitting feedback please complete the feedback form and submit it to your e-portfolio champion who will collate and forward these onto us. 

Further Development of the New E-Portfolio
As a result of consultation with the champions during the training session, we have identified some areas which require additional functionality development. 

The most important refinement required is to the Educational Supervisor Report, part of the ARCP functionality, which still requires additional refinement and is currently not available. We would suggest that you circumnavigate this issue by using the supervisor template report available below and uploading that completed form as evidence for now. 

Useful forms:

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Training Portfolio - Pre-August 2007 curriculum

Trainees are encouraged to log each area of work/experience into a standard format which records the aims, methods, results and outcomes supported by personal reflection on the lessons learned. This portfolio will allow audit of each learning outcome against each piece of work recorded as evidencing the learning outcome.

The trainee will also maintain a record of out-of-hours calls, action taken and learning. The portfolio will be presented at each RITA for scrutiny. The portfolio provides a comprehensive record of the package of assessment for each trainee.

**Guidance to using the Portfolio

The Portfolio consists of:

Section A - which allows trainees to indicate those competencies they have achieved and maintained and demonstrate evidence to support this

Section B – which should contain information for personal use and reference

The notes below supplement the guidance printed at the front of the portfolio.

Trainer/educational supervisors and trainees should allocate dedicated time to peruse the portfolio together at least annually as part of regular appraisal.

It will be normal for several gaps to remain in the portfolio in the early years of training. A 'gap analysis' can be very helpful in determining the training objectives of a planned training placement.

Please take careful note of those competencies which must be achieved by a definite stage in training: all other competencies can be achieved at any stage.

It is recommended that every trainee keep a master copy of the portfolio Part A on which trainers' original signatures may be recorded and dated when a competency is achieved. Alternatively, a record of trainers' signatures can be maintained using the competency grid developed in West Midlands. Apart from signatures and dates achieved, this master copy may contain sparse information, while the detailed record will be contained in the annually completed Part A (which will be completed electronically in most cases) and submitted for annual review.

The trainer should sign only when the competency has been achieved to the standard expected of a newly appointed consultant/specialist.

In addition to the paper copy, every trainee should keep an electronic version of the portfolio (backed up on disk) which should be updated with each annual review, and between reviews a relevant. On this copy type in any dates for competencies that have been 'signed off' by your trainer. The RITA Panel will be helped if comments and 'signatures' added since the last review are typed in bold.

For more senior trainees who choose to use the new portfolio (i.e. that revised in 2004), there may be difficulty in accessing a past trainer who supervised some competency areas. In such cases, the trainee is advised to ask their current trainer to 'sign off' the competency area, based upon evidence from their knowledge of the trainee and upon evidence from the trainee's portfolio of work.

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