Foundation training Year 2021/2022:

Guide to the ePortfolio

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CONTENT

SECTION 1 ACCESSING AND USING THE ePORTFOLIO AS A TRAINEE

1.1 Accessing the ePortfolio 3 1.2 Recording a reflective learning cycle 5 1.3 Mapping a reflective learning cycle 7 1.4 Reviewing and submitting your reflective learning cycle 9

SECTION 2 ACCESSING AND USING THE ePORTFOLIO AS AN EDUCATIONAL SUPERVISOR

2.1 Accessing the trainee’s ePortfolio 12 2.2 Verifying a reflective learning cycle 13 SECTION 3 MONITORING TRAINEE PROGRESS 16

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SECTION 1 ACCESSING AND USING THE ePORTOFLIO AS A TRAINEE

1.1 Accessing the ePortfolio Step 1 - Reflective learning cycles should be documented by the trainee within the ePortfolio. To record a reflective learning cycle, you should log in to the NICPLD website and access the FTY hub. You should then click on the ‘ePortfolio’ link within the FTY hub to access the ePortfolio.

Step 2 - Clicking on the ‘ePortfolio’ link will take you to the ‘Membership online’ page of the PSNI website where you will be required, on the first visit, to register. On subsequent visits, you can simply log in to access the ePortfolio.

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Step 3 – Having registered for ‘Membership online’, you can click on the ‘I am a Foundation Trainee’ link to access the ePortfolio.

Step 4 – The ePortoflio home page will then appear. From this page, you can create reflective learning cycles, submit them to your Educational supervisor (ES) for verification and track your progress in relation to achievement of the performance standards.

FOUNDATION TRAINEE

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1.2 Recording a reflective learning cycle Step 1 – To record a reflective learning cycle, you should click on the ‘Create a new training cycle’ link.

Step 2 – A new page entitled ‘CREATE NEW CYCLE’ will then open. You should then record the cycle name and indicate whether the learning activity was scheduled or unscheduled in nature. Having completed these tasks, clicking on ‘Create Cycle’ will allow you to proceed with the recording of the reflective learning cycle.

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Step 3 – If recording a scheduled learning cycle, the following page will appear for you to record the ‘Reflection’ stage of the cycle. You should record the specific information requested at this stage of the reflective learning cycle, using language associated with the performance standards to which you intend to map. Having completed your recording of the reflection stage of the cycle, ensure you save your progress to date by clicking on ‘Save Progress’. The other stages of the reflective learning cycle can be accessed by clicking on the relevant tab. Complete this step for each of the different stages of your reflective learning cycle.

At any stage in this process, you can edit the text within the reflective learning cycle by clicking into each section, using the relevant tab. You can then amend or add detail as required. Please remember to save your progress each time using the ‘Save Progress’ button.

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1.3 Mapping a reflective learning cycle Step 1 – Once you are satisfied with the content of your reflective learning cycle, you must map it to the performance standard(s) that it evidences. The reflective learning cycle should clearly demonstrate your competence in each of the performance standards to which it is mapped. Each reflective learning cycle can be mapped to a maximum of five performance standards. To map the reflective learning cycle to the appropriate performance standard(s), click on the ‘Link Standards’ button.

Step 2 – This action will take you to the ‘STANDARDS’ page which lists all of the 76 performance standards across the three key areas. To map your reflective learning cycle, simply check the box associated with the relevant performance standard(s). To move between the different areas of the performance standards, simply click on the relevant tab. Remember that one reflective learning cycle can map to a maximum of five performance standards across each of the three key areas. Once you have selected

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the relevant performance standard(s), click on the ‘Save Standards’ button to save this information. Alternatively, you may choose to close without saving.

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1.4 Reviewing and submitting your reflective learning cycle

Step 1 - Having completed a reflective learning cycle and mapped it appropriately, the cycle should be reviewed and submitted. Clicking on the ‘Review & Submit’ button allows you to review the reflective learning cycle and the associated performance standards.

Step 2 – Having reviewed the cycle and the performance standards to which it is mapped, you may wish to make changes or to submit the evidence to your ES. These actions are achieved by selecting the relevant button as shown overleaf.

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Step 3 - Once submitted, your ES can access your reflective learning cycle via their own access to ‘Membership online’. On reviewing and assessing the reflective learning cycle and associated mapping, the ES may select one of three assessment outcomes:

1. The reflective learning cycle is an acceptable cycle and is mapped appropriately to the performance standards. The ES verifies that this reflective learning cycle can be submitted for inclusion in your ePortfolio.

2. The reflective learning cycle requires modification. It will be returned to you for amendment.

3. The reflective learning cycle is unacceptable and is rejected.

Clicking on the home page of the ePortfolio will allow you to view the current status of all of your cycles. The status may be categorised in three ways:

(i) ‘Incomplete cycles’ - these are reflective learning cycles which have not yet been completed. These cycles are awaiting completion to your ES for verification.

(ii) ‘Modification required’ - these are reflective learning cycles that have been reviewed by your ES and require some amendment. You may modify these cycles as outlined previously and submit these again for review by your ES.

(iii) ‘Rejected cycles’ - these are reflective learning cycles that have been rejected. These cycles cannot be amended.

Please note that any cycles that have been reviewed and deemed acceptable by your ES will no longer appear on this page. They will now be included in your ePortfolio and are available to view in the ‘PROGRESS’ section of the portal.

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SECTION 2 ACCESSING AND USING THE ePORTFOLIO AS AN EDUCATIONAL SUPERVISOR

2.1 Accessing the trainee’s ePortfolio

Step 1 - As a pharmacist, you will already be registered ‘Membership online’ within the PSNI website. Once you have logged into the system with your email and password, you will see the home page. Please click on the tab at the top labelled ‘FTY Portfolio’ to access the portfolio.

Step 2 – This will give you access to cycles that your trainee has submitted for review by clicking on the ‘View and verify trainee cycles’ icon. You can then select the specific cycle that you wish to review by clicking on the list available.

FTY PORTFOLIO

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2.2 Verifying a reflective learning cycle

Step 1 – Having accessed the trainee’s ePortfolio, you will see a list of the reflective learning cycles that require review. Clicking on a specific reflective learning cycle will allow you to review the cycle and the performance standards to which is it mapped. Having reviewed the evidence, there are three assessment options available:

(i) The cycle is acceptable - when choosing this assessment outcome, you are confirming that the reflective learning cycle is accurately documented and that the cycle clearly evidences the performance standards to which it is linked. When choosing this assessment outcome, there is the facility to provide feedback to the trainee within the ‘Comments’ box. On verification, the ES should hit the ‘Submit Assessment’ button to add the reflective learning cycle to the trainee’s portfolio.

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(ii) The cycle requires modification - choosing this assessment outcome returns the reflective learning cycle to the trainee for amendment. You should use the comments box to provide feedback to the trainee on the reflective learning cycle and/or the mapping, providing suggestions for improvement. Clicking the ‘Submit Assessment’ button will return the reflective learning cycle to the trainee for amendment.

(iii) The cycle is unacceptable - Choosing this assessment outcome rejects the reflective learning cycle which is subsequently returned to the trainee. The reflective learning cycle cannot be amended and the cycle will not be added to the trainee’s portfolio. Once again, the ES can provide feedback to the trainee in relation to the reflective learning cycle. Clicking on the ‘Submit Assessment’ button rejects the cycle.

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SECTION 3 MONITORING TRAINEE PROGRESS

Step 1 - The ePortfolio allows the trainee, the ES and NICPLD to track the progress of the trainee in achieving the performance standards over the duration of the FTY. Clicking on the ‘PROGRESS’ tab of the ePortfolio home page opens the Performance Standards Assessment Summary (PSAS).

Step 2 - The PSAS presents three pieces of information in relation to the trainee’s progress in evidencing the 76 performance standards.

(i) Percentage completion - this is the percentage of the performance standards that are mapped to verified reflective learning cycles at that aprticular point in time. It is recommended that trainees strive to evidence 25% of the performance standards in each appraisal period. The ES should quote this statistic in the appraisal documentation.

(ii) Graphical representation of the number of verified cycles mapped to each performance standard - this information is also available within the PSAS. From the example graph shown below, it can be seen that this trainee has mapped a total of 9 reflective learning cycles. Two of these cycles are verified whilst the remaining

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7 await verification and are categorised as unverified. You can clearly see on the graph that performance standard A4.8 requires only one piece of evidence.

(iii) Specific details of reflective learning cycles mapped to performance standards - scrolling beneath the graphical representation of the progress with the performance standards allows you to view which reflective learning cycle(s) is/are mapped to each performance standard. Should the trainee or ES want to review the content of a reflective learning cycle, they can do so by clicking on the tab where the reflective learning cycle name appears and all details of the cycle will be available to view.