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The E-portfolio
Made Easy
A Guide for Educational
Supervisors and Trainees
Dr Sarah Duncan
ST6 GUM Oxford Deanery
Dr Melinda Tenant-Flowers
GUM / 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
Contents
Topic
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/ST3SpR/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
Working from the top of
the list, select each
curriculum item in turn
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
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 curriculum
2. 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
link
4. 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-arcpe-module
• JRCPTB NHS ePortfolio user Guidance for
Supervisors 2011:
http://www.northerndeanery.nhs.uk/NorthernDeanery/specialty-training/school-of-medicine/jrcptbinfo/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: [email protected]