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RCOG Training ePortfolio – Completion of the Annual Educational Supervisor’s Report (ESR) Please note that the trainee’s ESR can be initially created by the trainee themselves or their assigned Educational Supervisor, College Tutor, TPD or regional Head of School Creating the ESR N.B. Before creating the ESR, please ensure that the trainee/trainer has completed all required CiP assessments for the trainee’s current training year. Draft ESR forms will not auto-populate with any CiP assessments that are subsequently completed. 1. Log in to your RCOG ePortfolio account 2. On your ePortfolio dashboard, scroll down to the block entitled “Annual Educational Supervisor Report” 3. Click “Create Annual Educational Supervisor Report” 4. Educational Supervisor/College Tutor/TPD/HoS only – on the next page, select the name of the relevant trainee from the “Trainee” drop-down 5. Select the trainee’s grade from the “Grade” drop-down 6. Click “Continue”, and you will be taken into the ESR Accessing draft/completed ESR forms 7. On your ePortfolio dashboard, scroll down to the block entitled “Annual Educational Supervisor Report” 8. Click “View all Annual Educational Supervisor Reports”

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Page 1: RCOG Training ePortfolio – Completion of the Annual Educational ... 2019... · RCOG Training ePortfolio – Completion of the Annual Educational Supervisor’s Report (ESR) Please

RCOG Training ePortfolio – Completion of the Annual Educational Supervisor’s Report (ESR) Please note that the trainee’s ESR can be initially created by the trainee themselves or their assigned Educational Supervisor, College Tutor, TPD or regional Head of School

Creating the ESR N.B. Before creating the ESR, please ensure that the trainee/trainer has completed all required CiP assessments for the trainee’s current training year. Draft ESR forms will not auto-populate with any CiP assessments that are subsequently completed.

1. Log in to your RCOG ePortfolio account 2. On your ePortfolio dashboard, scroll down to the block entitled “Annual Educational Supervisor

Report” 3. Click “Create Annual Educational Supervisor Report”

4. Educational Supervisor/College Tutor/TPD/HoS only – on the next page, select the name of the relevant trainee from the “Trainee” drop-down

5. Select the trainee’s grade from the “Grade” drop-down 6. Click “Continue”, and you will be taken into the ESR

Accessing draft/completed ESR forms

7. On your ePortfolio dashboard, scroll down to the block entitled “Annual Educational Supervisor Report”

8. Click “View all Annual Educational Supervisor Reports”

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9. Click “Edit” next to the relevant ESR, and you will be taken into the form:

10. ESRs are also accessible by the relevant roles through the “ESR” block on the trainee’s profile page:

Navigating the ESR

11. To navigate through the ESR, click on the relevant section on the side block:

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12. The form may be saved at any time so you can return to it 13. A checkbox is available next to the save button which you should only use to indicate when you

have completed your sections, and finally to mark the form as complete - the checkbox will only be clickable if you are viewing the form in the role required to sign-off a section:

Section 1 - General

14. For all fields with a date selection, e.g. “Date of meeting”, click on the calendar icon to open the date-picker:

15. Please ensure that the relevant supervisor’s name is entered under “Educational Supervisor” –

begin typing their name, and they will appear for selection:

N.B. If your supervisor cannot be located, please contact [email protected] for assistance.

16. The “National training number” field should automatically populate with the trainee’s NTN – if this does not appear, you should exit the form, add the trainee’s NTN to their ePortfolio profile, save, then go back to step 2 of this guide:

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17. When entering the “Outcome of last ARCP”, clicking on the below link will display the trainee’s

previous ARCP outcomes in a pop-up window:

18. For the “Date passed/or plan to take Part 1/2/3 MRCOG” fields, please note that, if the trainee has not yet passed or planned to take an exam, you should follow the below steps to remove the date from the relevant field:

a. Highlight the date under the relevant field:

b. Press delete on your keyboard c. The date will then be removed:

19. The “Training/post attachments” area of the ESR should automatically populate with all relevant training posts – if these do not appear, exit the form, ensure that all necessary training posts are present in the trainee’s ePortfolio profile, save, then go back to step 2 of this guide:

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20. When entering the “Number of meetings between ES and TR”, clicking on the below link will display the trainee’s Supervisor Meetings in a pop-up window:

To move on to the next area of the form, scroll back up to the side block and select the relevant section:

Section 2 – CiPs & Procedure summary

21. The “CiP assessments” field should automatically populate with all of the CiP assessments that have been completed by the trainee’s Educational Supervisor for their current training year – if these do not appear:

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a. Exit the ESR without saving b. Follow the quick start guide on “CiP assessment”, accessible on the RCOG website here c. Once completed, go back and follow the guidance under “Creating the ESR” in this guide d. The completed CiP Assessments should now appear

22. The “Procedure summary” section displays all procedures from the RCOG’s Matrix of Progression for the 2019 Core Curriculum

23. For each procedure: a. You can click on “View items” to view a list of the trainee’s completed Summative and

Formative OSATS:

b. You should click either Yes or No under “Formative OSATS”, to indicate whether any of these have been completed for the trainee’s current training year

c. “Total competent Summative OSATS under post-2019 curriculum” should automatically populate to indicate how many competent Summative OSATS the trainee has completed for each procedure on the new ePortfolio system – please inform [email protected] if this field does not auto-populate correctly

d. For “Total competent Summative OSATS under pre-2019 curriculum”, you will need to manually enter the total number of competent Summative OSATS the trainee has completed for each procedure on the previous ePortfolio system – this total will then carry over onto subsequent ESRs

e. For “Number Summative OSATS signed by consultant”, you should manually enter the total number of competent Summative OSATS signed off by a consultant

f. You should then click either Yes or No under “Competency achieved”, to indicate whether the trainee has met the OSATS requirements for this procedure in relation to the Matrix of Progression

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To move on to the next area of the form, scroll back up to the side block and select the relevant section

Section 3 – Matrix requirements The “Matrix requirements” section displays all other requirements from the RCOG’s Matrix of Progression for the 2019 Core Curriculum

24. Under “Matrix summary”, click the arrow next to each item to view the relevant fields:

25. Clicking on “Link assessment” or “Select log entries” will open a pop-up window, displaying all assessments or log entries (as appropriate):

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26. You should tick the box next to each relevant item, then select “Link”:

27. The selected assessments/log entries will then be linked to and accessible through the ESR:

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28. You should then click either Yes or No to indicate whether the trainee has met the matrix requirements for each item for their current training year:

29. Once you have completed each of the fields, you will need to ensure that the “Matrix requirements met” box at the foot indicates whether or not the trainee has met all of the Matrix of Progression requirements for that training year:

To move on to the next area of the form, scroll back up to the side block and select the relevant section

Section 4 – Revalidation

30. The trainee must first ensure that they have completed all of their sections of the ESR, before completing the fields in the revalidation section

31. Once the trainee has completed the applicable Revalidation fields, they should then select “Are all the trainee fields in the revalidation section and the global judgement section complete?” at the foot of the page then click “Save”

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32. The assigned Educational Supervisor (specified in step 14) should then access the form, following the guidance under “Accessing draft/completed ESR forms” in this guide – if the supervisor cannot access the form, please contact [email protected]

33. The supervisor should then complete the relevant fields of the Revalidation section:

To move on to the next area of the form, scroll back up to the side block and select the relevant section

Section 5 – Global judgement

34. Under “Educational Supervisor statement”, the Educational Supervisor should click each box for Parts A, B and D, to indicate whether they feel the trainee is progressing satisfactorily - if they do not feel the trainee is progressing satisfactorily, they must indicate why in the free text box:

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35. Part C of the section also allows the Educational Supervisor to enter “Future recommendations for next year or for handover to new ES”:

36. Once the supervisor has completed the applicable Global judgement fields, they should then select “Are all the supervisor fields in the revalidation section and the global judgement section complete?” at the foot of the page then click “Save”

37. The trainee should then access the form, following the guidance under “Accessing draft/completed ESR forms” in this guide – if the trainee cannot access the form, please contact [email protected]

38. The trainee should then complete the “Trainee feedback” area of the Global judgement section, to indicate whether they agree with the supervisor’s recommendation - if they do not, they must indicate why in the free text box:

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39. Once the trainee has completed the applicable Revalidation fields, they should then select “Has the trainee given feedback?” at the foot of the page then click “Save” – the ESR will then be marked as complete and will no longer be editable: