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Implementation note 11

Guidance For Deanery Administrators on use of the New Training Eportfolio – Conducting ARCPs and Administering Users

This note provides guidance for Deanery Administrators regarding use of the new RCOG Training ePortfolio and covers the following:

  • Conducting ARCPs
    • Creating the new ARCP Outcome Form*
    • Adding/editing an ARCP outcome on a trainee’s profile
    • Administering users
      • Adding/editing a trainee’s post
      • Adding a trainee’s supervisor*
      • Reminder of available resources
      • Support

On the new ePortfolio, the Deanery Administrator role has retained the majority of permissions from the old system; however, the new platform is set up differently so some initial guidance may be required on how to perform various tasks.

* There are currently two technical issues that are logged with the developers for urgent rectification. We will notify you when they have been addressed.

  • The ability of panel members to view trainees’ ARCP forms
  • The ability of Deanery Administrators to add or remove user roles on the new eportfolio – this has been logged as critical.

 

Conducting ARCPs

Creating the ARCP Outcome Form

  1. Log in to the new RCOG Training ePortfolio through https://training.rcog.org.uk/
  2. From your dashboard, scroll down to the “ARCP” block:
    ARCP block

  3. Select “Create ARCP Panel”
  4. Under “ARCP Panel name”, enter some text that will help you to easily identify the panel, e.g. South London ARCP Panel 1 20/10/2019
  5. Click “Create Panel”
  6. To add members to this panel, click “Add member”
  7. Search for the user under “Member name”, using their forename, surname or ePortfolio username (if known), then select them – N.B. If a user cannot be located, or they are an external member that needs to be added, please contact ePortfolio@rcog.org.uk
  8. Under “Role”, select the role of the user in the panel (panel member or panel chair)
  9. Now add the trainees to the panel: click “Add member” as above and choose the trainees to add.  Make sure to choose “trainee” for the role in this panel
  10. You will now see a full listing of the members and trainees for your panel as below:
    Listing of members and trainees

  11. You may add new trainees or members at any time via the “My ARCP Panels” on your dashboard
  12. To create an ARCP outcome for a trainee, go to the listing above an click “Create ARCP” next to their name
  13. Choose the Deanery and ARCP panel
  14. Under “Trainee”, select the trainee’s name – N.B. If a trainee cannot be located, please contact ePortfolio@rcog.org.uk
  15. Select “Continue”.  An ARCP report form will be generated with some fields pre-filled
  16. Firstly, if you wish to create a draft form, scroll down to the bottom of the form and deselect the “Completed” field:
    Draft ARCP example, showing the completed box as unticked

  17. Complete all areas of the form as required and click “Save”
  18. You will receive a message that the form has been saved.
  19. The form can continue to be edited at any time IF the “completed” checkbox has NOT been checked
  20. You may return to the form at any time via the ARCP block on your dashboard, click on the link “My ARCP reports”
  21. To save the form as final, click the “Completed” button at the bottom of the form:
    Completed ARCP example, showing the completed box as ticked

  22. Click “Save” - you should then follow the below guidance for “Adding/editing an ARCP outcome on a trainee’s profile”

 

Please note: The ability for the panel members to view trainees’ ARCP forms will be added to user profile and ARCP members pages shortly.

 

Adding/editing an ARCP outcome on a trainee’s profile

  1. On the menu bar that runs along the top of the screen, click on the “Dashboard” option in the right corner
  2. Select the required trainee using the “Find a trainee” section of your dashboard
  3. On the trainee’s “Profile” screen, at the top, are two buttons; “View”, and “Edit” - the button for the current screen will be white, the other one will be blue
  4. Click on the blue “Edit” button at the top of the page
  5. Scroll down to the bottom of the page
  6. In the “Panel outcomes” section, click on the grey “Add new panel outcome”
  7. Click in the “Date of review” box. A calendar view for the current month will display.
    • Select the month either by clicking on the arrows to move backwards or forwards through the months, or click on the month to display a grid of all the months
    • If you need to change the year either scroll through the years using the arrows to move backwards or forwards, or click on the year to display a grid of years
    • On this view you can use the arrows to move through the decades
    • Click on the required year to display the grid view of all the months
    • Click on the required month to display the calendar view of that month
    • Click on the required day
  • Click in the “Title” box. Add a meaningful title such as the date of review, the current grade and the trainee’s name
  • Click in the “Level awarded” box, start typing their grade, then select from the drop down list
  • Click in the “Outcome” box, start typing an outcome number, then select from the drop down list
  • Underneath the “Outcome” box are two grey buttons; “Create panel outcome” and “Cancel”
  • If you have decided not to create a panel outcome at this time, click “Cancel”
  • If you do want to create a panel outcome, click “Create panel outcome”
  • Navigate away from the trainee’s profile page, for instance, by clicking “Dashboard” at the top of the page – the trainee’s outcome will be saved

 

Administering users

Adding/editing a trainee’s post

  1. On the menu bar that runs along the top of the screen, click on the “Dashboard” option in the right corner
  2. Select the required trainee using the “Find a trainee” section of your dashboard
  3. On the trainee’s “Profile” screen, at the top, are two buttons; “View”, and “Edit”. The button for the current screen will be white, the other one will be blue
  4. Click on the blue “Edit” button at the top of the page
  5. Scroll down to the bottom of the page
  6. Click on the grey “Add new post” button
  7. Click in the “Post Title” box and type a meaningful title, e.g. ST3, Royal Free
  8. Click in the “Grade” box, start typing their grade, then select from the drop down list
  9. Click in the “Hospital” box, start typing their hospital, then select from the drop down list
  10. Click in the “Trust” box, start typing their trust, then select from the drop down list
  11. Click in the “Start date” box. A calendar view for the current month will display
    • Select the month either by clicking on the arrows to move backwards or forwards through the months, or click on the month to display a grid of all the months
    • If you need to change the year either scroll through the years using the arrows to move backwards or forwards, or click on the year to display a grid of years
    • On this view you can use the arrows to move through the decades
    • Click on the required year to display the grid view of all the months
    • Click on the required month to display the calendar view of that month
    • Click on the required day
  • Repeat the process for the “End date” box
  • Mark the “Current post” box as appropriate. If the box is white it is not marked as the current post. If the box is blue, it is marked as the current post
  • Click on the grey “Create post” button
  • Navigate away from the trainee’s profile page, for instance, by clicking “Dashboard” at the top of the page – the trainee’s post will be saved

 

Adding a trainee’s supervisor

  1. On the menu bar that runs along the top of the screen, click on the “Dashboard” option in the right corner
  2. Select the required trainee using the “Find a trainee” section of your dashboard
  3. On the trainee’s “Profile” screen, at the top, are two buttons; “View” and “Edit”. The button for the current screen will be white, the other one will be blue
  4. Click on the blue “Edit” button at the top of the page
  5. Scroll to the bottom of the page and click the green “Save button”
  6. Scroll down to just below the middle of the page
  7. Click in the empty “Educational Supervisor” box, start typing your supervisor’s name, then select from the drop down list

 

Please note: Due to a technical issue, it is currently not possible for Deanery Administrators to add Educational Supervisors to trainee accounts. This has been logged with the developers as a critical issue, which they are presently working to rectify, and the fix for this problem will be deployed shortly.

 

Reminder of available resources

The Curriculum 2019 web pages and the Curriculum 2019 eLearning resource are the key places to look for information, including FAQs, guidance for core, ATSM and Subspecialty curricula, ePortfolio and Implementation Notes. We keep these up-to-date and will be shortly embarking on changes to the main RCOG website to make it even easier for people to find what they are looking for.

You can see some quick start video guides developed for Deanery Administrators.

 

Support

Our dedicated email address for Training ePortfolio queries is ePortfolio@rcog.org.uk, so please contact us if you require any further guidance or support. Please note that we are currently receiving a high volume of emails and, therefore, the response time may be longer than usual, due to this high intensity.