Training ePortfolio

About the ePortfolio

The FPH electronic portfolio (ePortfolio) 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 during their time in training. The ePortfolio allows trainees to relate documentation and evidence to the curriculum and incorporates the ability to record various sign offs.
To access the ePortfolio please click here.

The training ePortfolio is managed by the registrar who must reflect on and record their achievements on an on-going basis. It is intended to be used as a complementary tool to aid in the recording of training activity, and monitoring progression along with regular meetings with Registrars and their supervisor.

 

The FPH electronic portfolio (ePortfolio) 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, during their time in training.  For more information, click here. The ePortfolio allows trainees to relate documentation and evidence to the curriculum and incorporates the ability to record various sign offs.

The information within the ePortfolio is the responsibility of the Registrar to maintain and keep up to date. The ePortfolio is to be used in conjunction with the 2010 and 2015 public health curriculum and assessment systems. Policy on how training is organised and arranged can be found within the Gold Guide.

The training ePortfolio is managed by the registrar who must reflect on and record their achievements on an on-going basis. The ePortfolio 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.

The ePortfolio can be accessed from here.

Latest update 27 July
Following the last communication from the Faculty regarding the ePortfolio (June 9) we have held further discussions with ePortfolio Champions. Guidance documents were circulated and made available on this page for Registrars and Educational Supervisors. However further clarity has been sought regarding some areas:


When should Registrars should transfer to the ePortfolio?
For Registrars who will CCT before the 31st August 2018 there is the option to continue to use paper record of training if preferred otherwise. If a Registrar is finishing training after this date it is expected that they are to use the system unless agreed with the local Training Programme Director.


What is my role as Educational Supervisor in the Registrars transferring to 2015 curriculum?
One of the Wessex Registrars has created a video in which the Educational Supervisors role in the process is explained.

I am having trouble understanding how items are signed off on the system?
A second video shows how activities and learning outcomes are submitted and signed off from both Registrar and Activity/Educational Supervisor perspectives:


We are aware that there are still a number of challenges in regards to supporting users on the system and as such we will be having regular meetings with ePortfolio Champions to discuss these. Any questions please contact educ@fph.org.uk or your ePortfolio Champion.

9 June 2017

Following the last communication from the Faculty regarding the ePortfolio in February we subsequently received further queries regarding the system from Registrars and Educational Supervisors. As such a teleconference with ePortfolio champions was held in May to discuss concerns and progress.
Specifically two areas of concern have been highlighted which we are addressed here:


When should Registrars should transfer to the ePortfolio?
In order to be as pragmatic as possible we suggest the approach below is followed regarding method of recording training:

  1. For Registrars within approximately 12-18 months of CCT there is the option to continue to use paper record of training if preferred.
  2. For Registrars approaching an ARCP in the next 12 months there is an option to have a hybrid approach (for example use of paper based record for the year from last ARCP and preceding the access to e portfolio and use of ePortfolio subsequent to access to e portfolio to next upcoming ARCP (all registrars should have access by May 2017) ).
  3. After their next ARCP registrars should aim to use the e portfolio to record training. All preferences should be discussed and agreed with local TPD.

When would historic progress be updated on user’s accounts?
Originally this was to be managed with an IT solution, with Registrars historic progress being automatically updated. However the subsequent discussion with the provider described a complicated process, which they could not guarantee would be entirely successful due to complexity of the system.  This means that we will need to look at a potential manual process of updating Registrars account. Unfortunately due to limited resources in the Faculty this will need to be revisited in the later part of the year or beginning of 2018. Registrars within this process will use the Transition Progress Log, signed off by their Educational Supervisor, as evidence of their progress.

In order to provide further clarity in regards to the process we created two brief documents which can be downloaded on this page: Registrars QA and Educational Supervisors QA.

We are aware that there are still a number of challenges in regards to supporting users on the system and as such we will be having regular meetings with ePortfolio Champions to discuss these.


Any questions please contact: educ@fph.org.uk

A range of resources are available to help you navigate the ePortfolio and these can be found on this page.  Also, each region has an ePortfolio champion. If you have any queries regarding the ePortfolio please email the Education & Training team on educ@fph.org.uk
You can also download from this page guidance for the ePortfolio for use as either a Registrar or Educational Supervisor/Activity Supervisors/ Training Programme Director.

Link to Registrar Guidance
Link to ES/AS/TPD Guidance

Useful forms
The below document templates can be used for ARCP’s. Please note that these documents are provided for guidance only – this is not a definitive list of all the forms that may be required at an ARCP. This should always be agreed locally between Trainees, Educational Supervisors and Training Programme Directors.

Which browsers are compatible with the new ePortfolio system?
- Internet Explorer version 8 and above
- Google Chrome
- Firefox.

I am a registrar who needs an activity/educational supervisor added to the system. How do I go about this?
Prior to sending your request, please arrange an email to be sent from your training programme director (TPD) or deanery to educ@fph.org.uk confirming your supervisor’s status in order for us to action this.


I am a registrar who has submitted learning outcome sign-off sheets (LOSOS) for approval, but my educational supervisor cannot see them. What do I do about this?

Ensure that your educational supervisor (ES) is selected by means of the drop-down menu in the 'My Profile' section.

I have produced a new activity and linked it to learning outcomes, but when I navigate away from the page, the comments disappear. What can I do?

When learning outcomes are linked to an activity, each learning outcome must have a comment entered into the adjacent text box, and it must be saved, otherwise the comments may be lost.

I want to make changes to an activity that I created but it is locked. How can I unlock it?

Activities are locked when they have been linked to a Learning Outcome which has subsequently been submitted to an ES for review and approval. Under these circumstances it is not possible for the registrar to change any of the activities linked to the LOSOS, or for us to manually alter the status of them, as the material is in the domain of the ES. We have incorporated functionality into the ePortfolio which will automatically unlock an activity (provided it hasn't been submitted to an Activity Supervisor for approval); this requires the ES to reject the LOSOS in question. It should be noted that where an activity has been linked to more than one LOSOS, each of those LOSOS must be rejected for the unlocking to take place.

It’s highly recommended to all registrars that activities are completed and signed-off before they are submitted as part of a LOSOS. In situations where this hasn’t occurred, and rejection of multiple LOSOS is impractical or impossible, registrars are asked to create a new activity, submit it to their Activity Supervisor for approval and link that to other LOSOS as required.
How can I indicate which pieces of evidence relate to which learning outcome, if all the pieces of evidence are grouped under one activity?

Ideally, your supervisor would be able to review your activity and the evidence within it and be clear about how the learning outcomes are fulfilled. However, that is not always the case. We recommend that you make this as clear and as simple as possible for your supervisor to tell how the evidence in your activity fulfils a learning outcome. We suggest you use the comments box in the activity relations page to note which pieces of evidence complement the fulfilment of the learning outcome you have linked to the activity.

I have sent an activity/LOSOS for approval, but my supervisor did not receive notification of this. What should I do?

Email notifications informing supervisors that items require sign off are not automatically generated by the system.

I have an ARCP open/under review on the system which should have been closed. What is the procedure for this?

We will require a copy of your ARCP outcome form in order to close an open/under-review ARCP. Please request the form from your deanery and email it to educ@fph.org.uk .

I am a supervisor who has just received access to the ePortfolio system. When I add details to my profile, I am required to add a supervisor. What should I put for this?

In the ‘My Profile’ section, you are required to input details of your educational supervisor (ES) and TPD. In the ‘region’ field of both ES and TPD, please select ‘No Region’ and in the search field please select or type into the field ‘System SU’.

I am a supervisor who needs to sign off LOSOS for a registrar. Where do I find them?

Log into the eportfolio  under ‘Registrar Progress’, on the left-hand menu, you will be able to see all outstanding LOSOs which have been submitted to you. 

Useful documents

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