Training e-Portfolio Guide Trainee - The Royal College of ...

Quick Tip: 

Training e-Portfolio Guide 

Trainee 

Quick Reference Guide 

February 2011 v1.0 

e-Portfolio Training Guide 

Trainee Level 

Training e-Portfolio Programme 2009 - 2011 

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: 

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

Contents 



Introduction ............................................................................................................................................ 2 

Login, Logout and the Home Page .......................................................................................................... 3 

My Details ............................................................................................................................................... 5 

Menu Bar ................................................................................................................................................ 7 

Filtering ................................................................................................................................................... 9 

Education Cycle ..................................................................................................................................... 11 

View Portfolio ....................................................................................................................................... 13 

Assessment Tools .................................................................................................................................. 15 

Diary ...................................................................................................................................................... 17 

Qualifications ........................................................................................................................................ 19 

Planning ................................................................................................................................................ 21 

Activities ................................................................................................................................................ 23 

Library ................................................................................................................................................... 25 

e-Portfolio Support ............................................................................................................................... 27 

February 2011 Doc v1.0 Page 1 of 27

Introduction 



The purpose of this guide is to assist Trainees in using the e-Portfolio system. 

A section on each function of e-Portfolio is contained within this document. 

• The Trainee e-Portfolio Guide will provide an overview of how to: 

• access and navigate the e-Portfolio system 

• build up the portfolio 

• view and edit Portfolio entries 




Login, Logout and the Home Page 

This section explains how to: gain access to the system, login, logout and use the home page. 

To access e-Portfolio go to: 

https://www.trainingeportfolio.rcoa.ac.uk 

Log in 

Enter the username and password into the 

fields and click Login. 

If unsure of your login details we 

recommend you contact either; the e- 

Portfolio leads at your school or the 

College at e-Portfolio@rcoa.ac.uk. 

Logged in 

Once logged in the system will confirm this with a message. A similar message is displayed after each 

action is completed – this will always appear underneath the Menu Bar. 

To logout click the link in the top right-hand corner of the screen at any time. 


Home Page 



The home page is made up of several different components – most of which are linked to different 

areas of the system. These sections can be collapsed and expanded by clicking the shaded triangles to 

the right-hand side of each component. 

Click the links to move to the different areas of the system 

To return to the Home page at any time 

click the RCoA logo in the top left-hand 

corner of the screen 

Or click ‘Home’ to the right-hand side of 

the screen. 


My Details 



This section is for viewing and updating certain parts of user information. Users can also customise 

login details from here. 

My Details can be found in the top 

right-hand corner of the screen on any 

page of e-Portfolio 

There are three sections of user 

details: 

- Your User Details 

- Your Portfolio User details 

- Your Portfolio Trainee Details 


Change Login Details 



Login details can be changed by entering the current/previous password then entering and re-entering 

the new password. 


Menu Bar 



The menu bar is used to navigate to different areas of the system. 

Click the menu-bar items to navigate the system 

February 2011 Doc v1.0 Page 7 of 27 

The Education Cycle is one way to access the main 

areas of the system. The links on the page are 

categorised into four main sections. 

Allows the trainees to be able to view a list of their 

completed assessment forms, evidence, activities and 

events. Additions can also be made and entries can be 

edited. 

Assessment Tools is for viewing outstanding and 

complete assessments, performing actions on them 

and also creating new assessments. 

View the portfolio entries organised by date. 

Manage existing and enter new Qualifications.




View existing and enter new training goals. These goals 

can be entered as learning agreements if necessary. 

View the ARCP details , progress and any items which 

have been assigned to an ARCP 

View existing and enter new activities. 

View and select events. 

View any previous events and out of programme 

details. 

View existing and add new evidence to the e-Portfolio.

Filtering 



On several pages of the system ‘filters’ can be found to the right-hand side of the page. These 

normally exist when the majority of the page consists of a list. 

These filters can be used to shorten a list of 

data or to look at a particular section of the 

results. 

Using the filter to the right it is possible to 

restrict the list to: 

- a particular type of result 

- results that occur within a 

particular month or 

- results that fall within a date range 

The filter above is found on the List of Personal Evidence. Filtering as above would provide the list 

below: 

i.e. only results occurring in November 2010 have been shown 


Another example is on the Completed 

Assessment Tools page. 

Here it is possible to filter by: 

- ARCP 

- training grade or 

- date range 

Filtering as above would provide the list below: 



i.e. only results that are attached to the open ARCP and were completed as a CT1/ACCS1 are 

shown 

The View Portfolio function itself also has 

filters for: 

- sources 

- ARCPs 

- training grade 

These enable users to pinpoint particular 

entries. 


Education Cycle 



The Education Cycle is one way to access the main areas of the system. The links on the page are 

categorised into four main sections. 

To access the Education Cycle 

- Click the link on the Menu Bar 

The four main sections are: 

- Annual Planning 

- Appraisal 

- Assessments and 

- Annual Review 

Annual Planning 

- The Diary can be accessed from 

here 

Appraisal 

Enables the user to view: 

- Learning agreements 

- Personal Development Plans or 

- Add a Personal Activity 


Assessments 

Enable the user to add: 

- WBAs 

- Personal Activities or 

- Units of Training Sign-off 

Annual Review 

- Request an Educational 

Supervisor’s review 

- Create declarations 

- Request Multi Source Feedback 

- View ARCP details 




View Portfolio 



View Portfolio allows trainees to search and review their supporting evidence and training 

information. 

To access View Portfolio click item 

on the Menu bar. 

The View Portfolio function consists of three main features to ensure that the data and 

information stored is easily accessible and understood, these tools are: navigation tabs, an 

expandable tree list and item counts. 

The four Navigation Tabs give the trainee 4 different ways to view the information. 

Expandable Tree List View 

To view when the expandable list is ‘collapsed’ either; click ‘expand all’ or click the icon to 

expand an individual area (clicking the underlined word will also suffice e.g. ). 


Tabs 

Item Counts

Click the entry titles to see more information on 

each entry. 

The e-Portfolio items are colour coded and can 

be filtered using these filters on the right handside 

of the page. These filters allow the user to 

restrict what information is displayed which aids 

when searching. 

In addition to just viewing the portfolio 

there are also several actions that can be 

done from view Portfolio. 

1. Add New Entries 

Trainees can add new: assessment tools, 

evidence, PDP plans and personal activities 

from here. 

2. Download Portfolio 

The data from the portfolio can be 

downloaded onto a computer as a single 

ZIP archive. 

As with most pages in the system there is a 

help section giving basic advice. 




Assessment Tools 



This area of the system is for viewing outstanding and complete assessments, performing actions on 

them and also creating new assessments. 

Either click Assessment Tools on the 

Menu Bar or select: 

- Outstanding 

- Complete or 

- Enter New 

from the drop-down list to go to the 

required page. 

Once in the Assessment Tools area it is 

possible to move around between 

sections using the tabs – as shown. 

Outstanding – shows any assessments that are pending (awaiting approval) or require trainee 

action. Required actions could be: to associate a WBA to the curriculum and GMC guidelines, edit 

a rejected assessment, approve and assessment commenced by an assessor or to add assessors to 

a MSF. 




Completed – shows a list of completed assessments. These can be selected and assigned to an 

ARCP if required. 

Enter New – There is a choice of two options: Workplace-Based Assessments or Multi Source 

Feedback. Choose options from drop-down menus if applicable and click ‘Enter New Assessment 

Tool’. NB. The Declaration of Health and the Declaration of Probity are in the Workplace-Based 

Assessments section. 


Diary 



An alternative way to the View Portfolio function, trainees can view their e-Portfolio entries in a 

Diary format. This displays the contents of the trainee portfolio, organised by the date they were 

added or the date the activity or event is due to occur. 

The Diary can be accessed by: 

- using the Menu Bar 

or 

- using the diary section on the home page as below: 

See next page for Diary itself.. 


Diary Navigation 



- use sections 1, 2 and 3 to move to the required date, in section 2 on the diagram, once 

changes have been made to the date or the required view – click ‘go’ to update the diary 

- click the items on the diary (as in section 4) to view more information regarding that entry 

- add new entries to the portfolio using section 5. 

As well as being able to move around the diary by date, the filters are available to restrict what is 

displayed to particular entries only. 


Qualifications 



This area of the system is for managing, listing existing and creating new qualifications. 

Either click Qualifications on the 

Menu Bar or select: 

- List or 

- Add 

from the drop-down list to go to 

the required page. 

List Qualifications 

Click the links 

The list displays the full details of any entries made. From here it is possible to: 

- View any associated evidence e.g. a certificate that has been uploaded 

- View the qualification in a column view similar to how it was entered 

- Edit the entry, all details can be edited here and a document can be uploaded if this wasn’t 

done in the first instance 

- Delete the record completely, the system will always ask you to confirm a deletion 


Create New 



To add a new qualification there are mandatory fields that have to be entered *: 

- a title 

- date 

- the awarding body 

- the country of qualification and 

- whether the entry is a Primary Medical Qualification or not 

There is also an option to upload a document as associated evidence e.g. a certificate. 

Click ‘SAVE’ to enter the qualification. 


Planning 



The Planning section of the system is for managing existing and creating new training goals. A plan 

could be to improve a particular personal attribute or to learn a completely new skill. 

Either click Planning on the menu bar or select: 

- List Plans or 

- Create New Plan from the drop-down menu. 

List Plans will display any plans that have already been entered. Click the description to view/edit 

the entry. 

The details of the plan 

can be edited here. 

As can any objectives 

entered. 

Objectives can also be 

added. 


Create a New Plan 

The Description is the 

title of the plan and what 

will be displayed in the 

list view. 

A date range can be 

added but is not required. 

The plan can be entered 

as a Learning Agreement 

at this stage. 

Once saved Objectives 

can be added. 

Objectives can be given a 

review and completion 

date. 

An Objective and an 

Action must be entered. 

The Resources Required 

(e.g. PC, Manuals etc.) 

and Measurement (how 

the objective will be 

measured when 

complete) are not 

mandatory. 

Click ‘save’ to finish 




Activities 



This area of the system is for viewing existing and adding new activities or events. 

Either click Activities on the Menu 

Bar or select: 

- Add a Personal Activity 

- List Personal Activities and 

Selected Events 

- Available Events 

- Selected Events 

- Activities and Events 

Pending Review 

- Previous Events or 

- Out of Programme Details 

from the drop-down list to go to 

the required page. 

To add a Personal Activity there are required 

fields that have to be entered: 

- a title 

- start date 

- end date 

- activity type 

- status 

A description can also be entered here but is not 

mandatory. 

The status dictates who can view the entry. Private is only visible to the trainee and Shared will be 

visible to any user with access to the trainee’s e-Portfolio. 




There is the facility to add an activity review if required and the ‘save’ the details or ‘save and link’ 

to the curriculum and GMC Domains and Attributes. 

List of Personal 

Activities and Selected 

events 

Click the titles to view or 

edit the entries. 

Select ‘delete’ then click 

‘update’ to delete entries. 

Available Events is a list of administrator entered events which a trainee can select to attend. 

Selected Events is a list of events the trainee has selected to attend. 

NB. Selecting an Event does not guarantee or book a place. Arrangements for this will need to be 

made outside of e-Portfolio. 

Previous Events is a list of past events. 

Out of Programme Details are any items shown on e-Portfolio which are not part of the 

trainee’s Anaesthesia training. 


Library 



The Library is for viewing and adding new evidence to the e-Portfolio. 

To access the Library either click Library on the Menu Bar or select: 

- Add Evidence 

- List Personal Evidence 

- List Shared Evidence or 

- List Proposed Evidence 

from the drop-down list to go to the required page 

Add Evidence: 

Mandatory fields 

- First select whether evidence is personal or public/shared. 

- Enter a title for the evidence 

- Choose a type: - file, reference or URL 

- Select an evidence classification (options as below) 

A description can also be entered but this is not mandatory. 




Once saved the evidence can then be associated to the curriculum and also the GMC Domains and 

Attributes. 

Personal evidence is automatically assigned to the first open ARCP. 

Public evidence needs to be approved by an administrator and when approved will be available to 

others in a list of pooled evidence. 

List Personal Evidence: 

- view details by clicking the title of the evidence 

- edit details by clicking ‘Edit’ in the Actions column 

- delete the entry by clicking delete, all deletions need to be confirmed on a separate screen 

List Shared Evidence: 

Any approved shared evidence entries will appear here. Shared evidence is not linked to the 

curriculum or GMC Domains and Attributes. 

List Proposed Evidence: 

Each user will only be able to see a list of evidence they have proposed. Entries will remain here until 

approved by the administrator. 


e-Portfolio Support 

Websites: 

Postal Address: 

E-mail: 



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

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

e-Portfolio Project and Support Team 

THE ROYAL COLLEGE OF ANAESTHETISTS 

Churchill House 

35 Red Lion Square 

London WC1R 4SG 

tel.: 020 7092 1551

Training e-Portfolio Guide Trainee - The Royal College of ...

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