STUDENT STEP BY STEP GUIDE

PebblePad

Guide to recording your doctoral training developmental

activities in the RDF-Training Needs Analysis, creating your

ePortfolio, Data Management Plan & completion of the

Evidencing the DDP Workbook.

If you require assistance, please contact: Your department’s PGR Administrator or CiCS PebblePad Support V7 – Oct 19

Faculty of MDH

Medical School

STUDENT GUIDE

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1. Logging in PebblePad is an online application which can be accessed from any PC or Mac with internet access. It can also be accessed via a web browser on tablet PCs and Smartphones. PebblePad is accessed via the University’s portal, MUSE (http:www.shef.ac.uk). Login to MUSE via the link at the top left hand of the web page.

Username: [Your Sheffield user name] Password: [Your Sheffield password] Once logged into MUSE choose ‘My Services’ from the top menu and then ‘View all services’. A link to PebblePad can be found under ‘P’ on the service A-Z. Once you have successfully logged into PebblePad you will be presented with the main screen below:

You can also log into PebblePad directly via URL: http://www.pebblepad.co.uk/sheffield

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2. Researcher Development Training Needs Analysis and 1st Year Development Plan The Framework for higher education qualifications in England, Wales and Northern Ireland (2008, p23-25) states that students graduating with a doctoral degree should also possess ‘the qualities and transferable skills necessary for employment requiring the exercise of personal responsibility and largely autonomous initiative in complex and unpredictable situations, in professional or equivalent environments’. To ensure our students meet this expectation the University of Sheffield has created the Doctoral Development Programme (DDP). As part of this, the Researcher Development Framework Training Needs Analysis (RDF-TNA) helps you assess, plan and reflect on your skills and development activities throughout your programme of study. Your achievements and training activities are summarised in an ePortfolio which is submitted with your thesis. The Researcher Development Framework Training Needs Analysis (RDF-TNA) allows you to record and track your progress against nationally agreed skills and attributes. It is based upon the Vitae Researcher Development Framework (http://www.vitae.ac.uk). It identifies the knowledge, behaviour and attributes of successful researchers, helping them to maximise their potential by developing these attributes throughout their career. You will undertake an initial assessment of your current skills on arrival and, after with discussion with your supervisor, agree annually on the training and development activities you are to undertake. These should be recorded as a yearly development plan in your personal RDF-TNA document. You can find an electronic template for the RDF-TNA in your PebblePad account. This will become a ‘living document’ which you will update regularly, evidencing any developmental and training activities you undertake. Your supervisors will be able to review this document at any time throughout your studies and give formative feedback.

How to access your RDF-TNA in PebblePad Step 1: Accessing the RDF-TNA template. From the front page of PebblePad, click on ‘Resources’ on the top left panel. Alternatively, click on the ‘burger’ on the top of any page, and select ‘Resource Store’. Find the ‘RDF-TNA’ template. Click on it to start using it for your own work.

You will see the following notification informing you that the template will be automatically shared to a workspace when saved. Click continue.

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Step 2: First steps with the RDF-TNA: Navigate the pages of the RDF-TNA template by clicking on the horizontal menu at the top of the Workbook. You should start by filling in Your Details on the first page. Background information on the Researcher Development Framework and the RDF Lenses is also given.

Lenses on the Vitae Researcher Development Framework (RDF) focus on knowledge, behaviours and attributes that are developed or acquired through, or used in, the broader contexts of being a researcher. Looking at professional development through a lens can help researchers strengthen their academic profile or prepare for transition into a new area of work. For the Doctoral Development Programme it is suggested that you initially engage with the attributes described under the ‘Getting started in research’ and ‘Employability’ lenses. In each lens page you will find links to specific attributes in the RDF-TNA which you will need to assess yourself against. To guide the assessment of your capabilities, each attribute has detailed

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descriptors which describe the qualities expected of an individual for each of the 5 career phases that might be associated with that particular professional attribute. To begin with, Students are advised to use the 'Getting Started in Research' lens for their Training Needs Analysis as this is specifically designed for those researchers in the first few months of their doctoral research. The lens focuses on the knowledge, behaviours and attributes required to start out in research and to begin developing as a researcher. To facilitate use of this lens, these areas are highlighted in red. Let’s take a look at an example; A1.1 – Subject Knowledge is an attribute that is core to both the ‘getting started in research’ and ‘employability’ lenses. After reading the phase descriptors you should select the phase which best denotes your current capabilities in this attribute. You will be asked to provide evidence for your choice; this might be a simple text statement or by clicking on the red ‘rosette’ icon associated with every attribute in the RDF-TNA you can attach/upload additional evidence to substantiate your choice:

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The RDF-TNA is a ‘living’ document that you should update regularly to evidence the development training you undertake and how this enhances your capability profile for the relevant attributes. Your progression history for any given attribute is recorded on the document for you to review at any time:

Completing the initial RDF-TNA assessment might take you some time and it is not expected that you do this in a single session. You can save your progress at any time by clicking on the disc icon in the top left hand corner of the workbook. Note: To avoid duplication the system will allow you only to choose and use a single copy of the TNA template. Step 3: Recording your 1st Year Development Action Plan You are required to summarise all the development activities that you plan to undertake in the first year using the Doctoral Development Action Plan form page on your RDF-TNA. These activities will be largely influenced by your self-assessment of current skills given in the ‘Getting Started in Research’ and ‘Employability’ lenses of the RDF-TNA together with discussion with your supervisor. Action plans for years 2 & 3 are found within the ‘Evidencing the DDP’ workbook, in the ‘Confirmation Review’ and ‘Thesis Plan and Submission Review’ sections.

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3. Creating Assets – A record of your training and development In order to create an ePortfolio you will need to create and collect evidence to reflect your training and professional development activities during your studies. In PebblePad, documents are known as ‘assets’. They are called this because they have a value or worth to you. All assets are private and secure unless you choose to share them with others or agree to publish them to an assessment workspace e.g. as evidence in your RDF-TNA. An asset can simply be an existing file or document you upload to PebblePad or an asset you create within PebblePad itself. For example you may want to record a log of all the seminars you attend. There are various pre-defined types of asset templates available to you to record this. Examples are

Reflection: Journal Entry, Structured Reflection

Experience: Activities, Experience, Meetings

Talent: Ability, Achievement Note these are all also accessible via the Resource Store. To record your experience of attending or participating in a seminar you may decide the most appropriate asset to use is the ‘experience’ asset.

Using the pre-defined asset templates. Step 1: On the PebblePad homepage, click on ‘Custom Resources’ in the ‘Work On…’ panel, and select the relevant template from the ‘PebblePad templates’ panel. The template will open.

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Step 2: In the first field give the asset a meaningful and identifiable title, then work down the template completing the fields appropriately. (use the scroll down arrow on the right hand side to work through the template. You need not add details to all the boxes. You can add supporting evidence by clicking on the red rosette and selecting an existing asset or uploading a document. e.g. you might choose to add the seminar programme or a copy of the speaker’s presentation.

Step 3: Tag the asset. By tagging the asset you are able to more easily select similar assets later that can be then set to appear in one section of your ePortfolio together. It is a convenient way to organise and group related assets. Click on ‘I want to…’ at the top right of the screen, and select ‘Tag’. You can create your own tags or choose from pre-defined tags that have been provided for you. An asset can have more than one tag but consistent in the way you tag your assets.

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Step 4: Save the asset. In the top left hand corner click ‘Save’. You can use the various different asset templates to create a log of other activities. For example to record a log of all the DDP modules you attend you could use the ‘activity’ resource or to log an achievement such as a certificate from a meeting you could use the ‘achievement’ resource. It is also possible to create your own custom templates for re-use. From the ‘burger’ menu at the top left of any page, choose ‘Get Creative’ and then ‘Create Template. This will allow you to create a custom re-usable template of your own design.

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4. How to upload a file as an asset From the PebblePad homepage click ‘Upload a file to PebblePad’ in the ‘Upload new’ panel. Either drag a file (or several files) from your computer to the box marked ‘Drag a file here’, or click on ‘Or choose a file…’ to navigate your computer. Give the file a name and description (optional), and any tags you want to help you filter them in the future. Click ‘Confirm upload’. Note you can also upload a file by clicking the ‘burger’ menu at the top left of any page, and clicking ‘Upload a file’.

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5. Data Management Plan The University’s Policy on Good Research & Innovation Practices (GRIP) sets out how all researchers, including PGR students, should manage data generated by research projects. Research data are diverse and vary enormously between disciplines, but broadly speaking, they are the evidence used to support or inform research conclusions. All students must plan how they will manage the data they will create and gather by writing a compulsory Data Management Plan. Step 1: From the front page of PebblePad, click on ‘Resources’ on the top left panel. Alternatively, click on the ‘burger’ on the top of any page, and select ‘Resource Store’. Click the ‘Data Management Plan’ in your list to start working on it. You will see the following notification informing you that the template will be automatically shared to a workspace when saved. Select the tick box, and click continue.

Your supervisor will now have access to your workbook and will be able to add feedback & comments. You will not need to share this with them following any updates, as any updates you make will be reflected and visible to your Supervisory team. Step 2: You can now start to work through the ‘Data Management Plan’ questions. The ‘Data Management Plan’ is a ‘living’ document that should be completed at the start of your studies, and should be updated further if and when necessary. You will be required to provide details of your plan at the time of your confirmation review.

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Step 3: To avoid duplication the system will allow you only to choose and use a single copy of the ‘Data Management Plan’. Once you have started entering information into the template, select the disc icon in the top right hand of the workbook. This has now saved the template into your ‘Asset’ Store. You will need to access the template from here in future.

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6. ‘Evidencing the DDP’ Workbook

At different stages during your research degree programme, you will be prompted to submit formal evidence of your engagement with the Doctoral Development Programme; at the point of confirmation review; at the time of submission review when you will also be asked to develop a plan for your thesis; and prior to submission of your thesis. The Evidencing the DDP workbook has been designed to support you with this process, and allows you to accumulate evidence of your personal and professional development over the course of your research programme which will be reviewed at each of the three stages. You should note that failure to submit the Evidencing the DDP workbook prior to submission of your final thesis could result in your award being withheld. ePortfolio Summary and CV Builder This worksheet summarises the information that you should be gathering in your ePortfolio, as discussed later in this document. It is a way of quickly referencing everything you have done, so that you and your supervisory team can see your activities at-a-glance. It will also be useful in forming the basis of your academic CV. Confirmation Review for PhD Candidates This worksheet should be completed by PhD candidates, after undertaking a Training Needs Analysis and prior to submission of their confirmation review mini-thesis. The worksheet should be completed in addition to the ePortfolio Summary and CV Builder worksheet. Please note: MD candidates are advised to complete the ‘Thesis plan and Submission Review’ and the ePortfolio Summary and CV Builder worksheets at the time of confirmation review. Both worksheets will be formally reviewed by your examiners at the time of your confirmation review. Please note that your doctoral status will not be confirmed until there is a clear and credible development plan in place for the remainder of your research programme.

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Thesis Plan and Submission Review This worksheet should be completed by full-time PhD candidates at the end of year 2, or at the end of year 4 by part-time PhD candidates. Students on 4 year programmes (e.g. MRes/PhD) should complete this worksheet at the end of year 3. MD candidates are advised to complete and submit this document at the time of their confirmation review. The worksheet should be completed after undertaking a Training Needs Analysis, at the same time as updating the ePortfolio Summary and CV Builder.

Completing the ‘Evidencing the DDP’ Workbook Step 1: From the front page of PebblePad, click on ‘Resources’ on the top left panel. Alternatively, click on the ‘burger’ on the top of any page, and select ‘Resource Store’. Click the ‘Evidencing the DDP’ workbook’ in your list to start working on it. Step 2: You can now start to work through the first part of the ‘Evidencing the DDP’ workbook answering the questions. The ‘Evidencing the DDP’ workbook is a ‘living’ document that you should update regularly, firstly answering a few general questions about yourself. You should then update further when you have undertaken additional training, have submitted any work for publishing, been awarded a prize etc. Step 3: To avoid duplication the system will allow you only to choose and use a single copy of the ‘Evidencing the DDP’ Workbook. Once you have started entering information into the template, select the disc icon in the top right hand of the workbook. This has now saved the template into your ‘Asset’ Store. You will need to access the template from here in future.

Submitting the ‘Evidencing the DDP’ Workbook Step 1: The ‘Evidencing the DDP’ workbook template will be automatically shared to a workspace when saved. Click continue.

Your supervisor will now have access to your workbook and will be able to add feedback & comments. You will not need to share this with them following any updates, as any updates you make will be reflected and visible to your Supervisory team.

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Step 2: At the end of Year 1 (Year 2 for part-time students) you will undertake your confirmation review. This is the time when you will be required to complete the ‘Confirmation Review’ part of the form.

Step 3: At the end of Year 2 (Year 4 for part-time students) you are required to complete the ‘Thesis Plan and Submission Review’ part of the form.

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7. Bringing it all together – using PebblePad to create your eportfolio If you use PebblePad from the start of your time at Sheffield, you will create lots of assets that evidence of your learning and development. An ePortfolio is a tool that allows you to pull all these assets together, creatively display your work and demonstrate how you have progressed and the skills you have developed. It is very much like a website designed to showcase your work – similar to an online CV, but it can also include things specifically related to your research that is of interest to your supervisory team – enabling us to monitor your progress more effectively and ensure you’re on the right track. You also have the option to make it private, or to share only with specific people – meaning that you can build your e-portfolio throughout your time here but only share it at the points that suit you. After 3 months of starting your ePortfolio, you should share this with your supervisory team and submit to the ePortfolio workspace. The portfolio is a great way to present the development you will track through your Pebble assets. The assets in your ePortfolio must include:

Your RDF TNA

Your Data Management Plan

Your Evidencing the DDP Workbook

Supervisory Meeting Reports

Research skills

Health & safety training

Lectures/seminars

Conference attendance

DDP activity They can also include

Presentations given

Publications

Public engagement activity

Placements/industrial experience

Milestones and monitoring markers such as supervisory meeting reports, confirmation review, thesis plan, DDP summary etc.

Please note: Do not insert your personal tutor forms into your ePortfolio. These forms are confidential and should not be shown to your supervisor. Step 1: To create a portfolio click on the ‘burger’ menu at the top left of any page and select ‘Get Creative’, and then ‘Create a Portfolio’.

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The screenshot below shows you what the portfolio template looks like:

Step 2: In banner, replace the placeholder text to give your ePortfolio a title (e.g. ‘UoS ePortfolio for [enter your name]’), and give your ePortfolio a short description.You can change the banner image by clicking ‘Replace image’. Step 3: Edit the page’s name by clicking the cog icon next to its name (which by default is ‘New Page’) on the tabs on the top of your portfolio. Change the name of this to ‘Home’. Add a text box to the page by clicking the blue button labelled ‘Add content’, and selecting ‘Text’.

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In the text box you have just created type something like the following: “Welcome to my ePortfolio. This ePortfolio highlights my personal and professional development as a PhD student in the Faculty of Medicine, Dentistry and Health at the University of Sheffield, UK. The title of my thesis is [insert title of thesis] This ePortfolio shows the variety of training and development activities, such as meetings and modules I have engaged in throughout my time at Sheffield.” To add an image (e.g. an image of yourself), click the blue button labelled ‘Add content’, and select ‘Image’. You can move this alongside your text by clicking and holding it until it shrinks slightly, then dragging it to the desired position. Step 4: Save your ePortfolio: In the top left hand corner click on the save button. Step 5: How to insert other pages: To insert a number of assets that you have tagged with the same tag, for example you may want to insert everything you have tagged as ‘meeting’.

Firstly, you will need to save these as a ‘collection’. To create a collection click on the ‘burger’ icon in the top left of the screen, click on ‘Get Creative’, and then ‘Create a collection\. Enter a title for your collection e.g. ‘Seminars’. In the short description write a short explanation e.g. ‘A summary of all the seminars I have attended’.

To begin adding assets to your Collection you first need to either select them manually or set a search criteria. Click on the ‘Start Building Your Collection’ button and ‘Add Advanced Criteria’. This allows you to define search criteria using a number of parameters including tags to return matching assets from you asset store. Collections are very powerful. Any new assets that you tag meeting the search criteria will be automatically added to the collection.

Step 6: Inserting your collections to build your ePortfolio: Open your ePortfolio, and click the ‘+’ tab at the end of the tabs with your page names on at the top of the screen. Click ‘Add an existing asset’ and find your Collection in the list.

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Step 7: How to insert your Training Needs Analysis into your ePortfolio. This is added the same way as the Collection above – add an existing asset, and navigate to the TNA in your asset store. Your Data Management Plan and Evidencing the DDP workbooks are also added in the same way. Note: If you have set your advanced criteria correctly in your collections, each time you create an asset and tag it appropriately it will be automatically included in the respective collection and hence ePorfolio. Adding additional pages to your ePortfolio You can additional pages by clicking the ‘+’ tab at the end of the tabs with your page names on at the top of the screen. You get three options:

Add a new page here – adds a brand new page.

Add an existing asset – adds any asset in your asset store (as above)

Add an existing portfolio – this adds an existing portfolio, which will appear as a subsection in your horizontal menu.

Step 8: Submitting your ePortfolio Your ePortfolio needs to be shared to a formal assessment areas known as a ‘workspace’. This is to enable your supervisors, Department tutor and administrator access to view your progress for monitoring and audit purposes. Step 1: Open your ePortfolio, and click ‘I want to…’ at the top right of the screen. Select ‘Share’, and ‘For Assessment’ Step 2: Highlight ‘DDP (and your department name’) in the list of workspaces available to you, and then click ‘Submit’. A message will appear, click ‘yes’. Another box will appear with a list of assignments. Select the assignment for e-Portfolio. Then click ‘submit’ and then ‘agree’ to the next message. Step 3: Your work has now been sent to the workspace and you will receive an email receipt. When you update any asset you have submitted to a workspace it will automatically update in the workspace. Therefore there is no need for you to share your e-Portfolio more than once. The system will actually prevent you from doing so. Note: For your ePortfolio you should only share the portfolio not each individual asset that it contains.

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Examples of ePortfolios belonging to students at the University of Sheffield:

1. Joanne Bird, School of Nursing & Midwifery:

https://v3.pebblepad.co.uk/v3portfolio/sheffield/Asset/View/w4dfZ34fMR76Gmdgn9G38kqdZh

2. Joe Hullin, School of Clinical Dentistry:

https://v3.pebblepad.co.uk/v3portfolio/sheffield/Asset/View/w4dfZ34k97nqgb964qt

WmWxm8M/w4dfZ34k97nq8kRhz577ykyGwc

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3. Here is an ePortfolio belonging to Stewart Wiseman, a diagnostic radiographer and

PhD student at the University of Edinburgh, who has been using PebblePad since 2012

to document his academic and professional development:

http://www.pebblepad.co.uk/personal/viewasset.aspx?oid=157902&type=webfolio

8 Further Help

Online Help:

For the online PebblePad help click on the question mark at the top right of your page.

Further information, handouts and screencasts: www.shef.ac.uk/faculty/medicine-dentistry-health/graduateschool/currentpg/pebblepad

Or you can get further help from your department PGR Administrator.

For technical help with PebblePad please email: pebblepad@sheffield.ac.uk