The E-portfolio Made Easy

A Guide for Educational Supervisors and Trainees

Dr Sarah DuncanST6 GUM Oxford Deanery

Dr Melinda Tenant-FlowersGUM / HIV Consultant King’s College Hospital London

Deanery SAC Representative. STC London Co-chair

Introduction

• A number of GUM trainees have recently received unsatisfactory ARCP outcomes as a result of having presented insufficient evidence (ARCP outcome 5)

• This guide has been developed to assist educational supervisors in guiding trainees through the e-portfolio and ARCP process

Key Concepts

• Rating Curriculum items• The supervisor AND the trainee must rate their

competence at each individual curriculum item

• Linking assessments and reflections• The trainee should link each assessment and

entry in the reflective log to as many curriculum items as relevant

ContentsContentsTopic Slides

Responsibilities 5 & 6

Curricula 7

The Initial Meeting 8

Work Based Assessments (WBAs) 9 & 10

ARCP preparation 11 - 13

How to rate curriculum items 14

Evidence for clinical competencies 15

How to link assessments and reflections 16-18

What do Assessors Check? 19

Responsibilities: the trainee

• The trainee must take primary responsibility for their training

• They should:• Organise regular meetings with their supervisor • Ensure the correct assessments are completed

inline with curriculum requirements• Complete ARCP paperwork on time

Responsibilities: the Educational Supervisor

• The educational supervisor can assist trainees by checking that• The Personal Development Plan (PDP) addresses

topics highlighted for attention in the previous year’s ARCP

• Trainees have recorded evidence to support achievement of curriculum competencies

• Trainees and supervisors have rated competence at each curriculum item

Curricula• Three curricula are currently in use (which can be found on

the JRCPTB website) http://www.jrcptb.org.uk/trainingandcert/ST3-SpR/Pages/GUM.aspx

• Each curriculum varies in its requirements for assessment • eg Dip GUM, Dip HIV and DFSRH compulsory on 2010 curriculum

Curricula Period of Use

2003 If training commenced before 31st July 2007

2007 If training commenced between 1st August 2007 and 31st July 2010

2010 All trainees who began training after 1st August 2010

Trainees on older curricula may have transferred to the new curriculum

The initial Meeting

• The initial meeting can help trainees to get the most out of each attachment

• Supervisors can:• Review the curriculum competencies as documented on

the E-portfolio to assess what remains to be achieved.• Check the ARCP grid for each trainee’s stage of training to

ensure the PDP will cover compulsory requirements• Plan how and when assessments might occur

• Eg does the trainee need to attend a specialist clinic?

Work Based Assessments: requirements

Type Description 2007 Curriculum 2010 Curriculum

Mini-CEX Observed Consultation

4 per year 6 per year

CbD Case Discussion 4 per year 6 per year

MSF Multi-Source Feedback

2 in 4 years 2 in 4 years

MCR Multiple Consultant Report

n/a (implemented 2013) Minimum of 2 per year

DOPS Directly Observed Procedures

2 per year

Audit Assessment

1 in 4 years

Teaching Observation

1 in 4 years

Getting the Most out of WBAs• Trainees must check which types of assessment are required

each year and how many forms should be submitted

• An MSF requires 12 entries to be considered complete• All trainees should complete a self-assessment

• Trainees should ideally complete assessments on different topics each year, to accumulate evidence of a broad range of experience and clinical competence

ARCP preparation• Trainees should use the E-portfolio to showcase their

experience

• Evidence of clinical competence can include:• WBAs• Reflections on clinical events and teaching • Examinations

• If a trainee only completes the minimum number of WBAs without any other eportfolio entries, it is unlikely they will be able to show evidence of having achieved all mandatory competencies by the end of their training

ARCP Preparation: Trainee• Complete the correct number of each type of

assessment required by the relevant curriculum

• Reflect on learning events• Interesting cases, teaching, conferences and examinations

• Self-assess competency for each curriculum item• Providing evidence for achievement where possible

• PDP for next year and revise CV

ARCP Preparation: Supervisor• Check trainee is on course to complete correct number of essential

assessments

• Complete MSF summary

• Complete supervisor’s report

• Rate the trainees competence at each curriculum item

• Supervisors should ideally review previous ARCP recommendations form and ensure that completion of suggested tasks is obvious

How to Rate Curriculum Items

• Select the appropriate curriculum

• Scroll down and select “expand all” competencies

How to rate curriculum items

Rate the trainees competence and add a comment if required. This text will appear on the curriculum page.

The trainee must also rate their own competence

Working from the top of the list, select each curriculum item in turn

The ARCP process requires an increasing proportion of curriculum items to be categorised as “achieved” for each year of training. (see ARCP grid)

Evidence for clinical achievement

• Clinical competence (number of curriculum items said to be “achieved”) can be evidenced by the process of “LINKING”, where an e-link is placed by a trainee between an assessment (or other entry in the reflective log) and a curriculum item

• One assessment / learning log entry can be used as evidence for the achievement of multiple competencies, which should allow trainees to cover the whole curriculum

Linking

• WBAs and reflective log entries can be linked to curriculum items in 2 ways:• This is best done through the trainee’s E-portfolio login

1. Linking after completing an assessment/reflective log entry

2. Going through the curriculum and linking assessments/reflections to a curriculum item

Linking after completing an assessment reflective log entry

1. Complete WBA or reflection

2. The “LINKS” option will appear on the next screen where you can select “curriculum item”

3. Choose the appropriate curriculum (eg 2010) and

select the competencies to which you wish to add the link

Linking after completing an assessment reflective log entry

• Further links can be added by repeating steps 2-3• Link the WBA/reflection to as many curriculum

items as possible Eg mini-CEX may cover history taking, examination, a specific GUM presentation, HIV testing, and ethics.

• Links can be added to historical reflections from the reflective practice summary

Going through the curriculum and linking assessments/reflections to a curriculum item

1. Select the appropriate curriculum2. Click on the “LINK” button

(which is to the right of each curriculum item)3. Choose the type of item with which you want to insert the

link4. Select the appropriate

WBA/reflection (this must have been completed previously), and click “ADD LINK”

The ARCP – what do ARCP Assessors check?

• Progression – last ARCP outcome and Educational supervisor’s report, summary overview

• Profile – post, year training, current educational supervisor, certificates including examinations

• Curriculum – year, GUM, HIV, Leadership, Public health, evidence of competencies achieved, sign off by Ed sup.

• Assessment – correct number/type/timing for curriculum, spread over year, different assessors, MSF summary inc number of respondents and mixed MDT sample, WBA comments

• Reflection – learning points• Appraisal – last meeting induction, mid point or

educational meeting, PDP matches last ARCP comments and Ed sup report and curriculum achievements

Summary• Trainees must take responsibility for completing the

correct number and type of WBAs• Both trainees and educational supervisors should

rate all curriculum items• Trainees should LINK all types of WBAs, reflections

and examinations to individual curriculum competencies to provide evidence of clinical achievements.

• Completing the minimum number of WBAs alone is unlikely to be enough to satisfy ARCP assessors that the curriculum has been adequately covered.

Resources

• London Deanery/Synapse ARCP modules:http://www.faculty.londondeanery.ac.uk/global-news/new-annual-review-of-competence-progression-

arcp-e-module

• JRCPTB NHS ePortfolio user Guidance for Supervisors 2011:

http://www.northerndeanery.nhs.uk/NorthernDeanery/specialty-training/school-of-medicine/jrcptb-info/UserGuideforSupervisorsUpdatedApril2011.pdf (online via northern deanery website)

If you have any comments or suggestions as to how this guide could be improved, please contact Sarah Duncan: sarah_duncan@live.co.uk