Training ePortfolio

The FPH electronic portfolio (ePortfolio) system provides Specialty Registrars with a central platform for the management of information and documentation on progression of learning against the public health specialty training curriculum, during their time in training.  For more information, click here. The ePortfolio allows trainees to relate documentation and evidence to the curriculum and incorporates the ability to record various sign offs.

The information within the ePortfolio is the responsibility of the Registrar to maintain and keep up to date. The ePortfolio is to be used in conjunction with the 2010 and 2015 public health curriculum and assessment systems. Policy on how training is organised and arranged can be found within the Gold Guide.

The training ePortfolio is managed by the registrar who must reflect on and record their achievements on an on-going basis. The ePortfolio system has NOT been designed to replace face-to-face meetings, or be used as the sole method of communication between registrars and supervisors, but is intended to be used as a complimentary tool to aid recording training activity.

To access the new ePortfolio please log in via the FPH Members' Portal, or if you are not a member then  click here.

You can access the archived ePortfolio here.

Any questions please contact: educ@fph.org.uk

A range of resources are available to help you navigate the ePortfolio and these can be found on this page.  Also, each region has an ePortfolio champion. If you have any queries regarding the ePortfolio please email the Education & Training team on educ@fph.org.uk
You can also download from this page guidance for the ePortfolio for use as either a Registrar or Educational Supervisor/Activity Supervisors/ Training Programme Director.

• Link to Registrar Guidance
• Link to Supervisors  Guidance
• Link to TPD Guidance
• Link to  ARCP Guidance

Useful forms
The below document templates can be used for ARCP’s. Please note that these documents are provided for guidance only – this is not a definitive list of all the forms that may be required at an ARCP. This should always be agreed locally between Trainees, Educational Supervisors and Training Programme Directors.

• Activity summary sheet
• Educational supervisor report
• Academic supervisor report
• LOSOS Sign-off Sheet
• Curriculum Progress Review Form
• Learning Agreement Form
• Study Leave Form
• Training Record Form
• 2022 Curriculum Progress Log Spreadsheet
• Workplace Assessment Record Form
• ARCP Paper Documentation Checklist
• DOPH: Direct Observation of Public Health
• ePortfolio frequently asked questions

The following is a list of questions regarding the ePortfolio. Please note that this list will be updated, so please check back regularly to see if your query has been answered. If you cannot find the answer to your query, please email: educ@fph.org.uk.

System Specification

Which browsers are compatible with the new ePortfolio system?

Please note that the ePortfolio is not compatible with Internet Explorer web browser and as such some functions will not work. All other browsers are compatible with the system.

Activity Summary Sheet

How do I submit an Activity Summary Sheet for sign off?

Go to Forms>Activity> + Create Form> Select Activity Summary Sheet> Create Ticket. Complete the fields and “Save”.

There should now be a Ticket under Outstanding Items on the Ticket Request Page. 

How do I resubmit a rejected Activity Summary Sheet for sign off?
Go to Ticket Request> Find the Completed Ticket> Copy the ticket>Amend> Save.

There should now be a Ticket under Outstanding Items on the Ticket Request Page. 

ARCP

My ARCP is coming up. How do I prepare my ePortfolio account?

Please ARCP Guidance document but the only preparation a Registar may need to complete is prepare Training Programme specific documents for review.

Registrars need only create an Additional Document forms (ARCP>Create a form> Additional Documents> Create a form) Upload attachment.

By viewing the Additional Document the Panel will be able to see the additional documents.

CCT

How do I update my CCT date on the ePortfolio?

On the home page scroll down and press "Edit Date" in Provisional CCT field.

Educational Supervisor

I am an Educational Supervisor, how do I view my Registrars progress?

Firstly ensure that are using the correct User Role: You should see your name in the top right of the screen, above your current role. If it doesn’t say Educational Supervisor, click on the arrow and select the role. The page will update and you should see the Registrars connected to you account. 

Alternatively  please use the "Search for a Registrar" function.
If you are still unable to see the Registrar they may not have added you to their account.

I cannot see forms submitted by the Registrar to sign off. Where are they?

Along with your Supervisor role, you have an External Assessor role for signing off forms.In the top right under your name it should say External Assessor, If it doesn’t say this click on the arrow and select the role.

Go to Outstanding Ticket tab to view forms submitted for review.

Why I am an External Assessor?

As a supervisor you sign off forms under your External Assessor role, which is connected to your account. You swap to back to the supervisor account by clicking on the arrow, next to your name in the top right.

Forms
Where is the Academic/Educational Supervisor forms, Learning Agreement Forms?

These forms are no longer available on the ePortfolio. You should contact your training programme for the local version of these documents Or download these templates under Guidance and Resources section.

These can be uploaded to the ePortfolio and linked to forms.

Learning Outcomes
Is there a way to see how many Learning Outcomes I have signed off?

Go to the Curriculum>Curriculum Progress page to view at glance Learning Outcomes achieved in a grid format. Alternatively Curriculum> Public Health Specialty Training Curriculum (2022) to view Learning Outcomes as a list.

Either view you will be able to view activities and Learning Outcome Sign off Sheets associated to the Learning Outcome.

What are “Ratings” for Learning Outcomes?
These are the level of sign off for the Learning Outcomes: Partial & Full. The Educational Supervisor will rate your Learning Outcomes one of these.

Login

How do I login into the ePortfolio?

If you are a Faculty Member, you can login through the FPH Members Portal 

If you are not a Faculty Member, you can login directly to the: NES ePortfolio

How do I change my password for the ePortfolio?

When logged into the ePortfolio go Profile>Personal Details>Login Details>Update Password.

Please note that will not change your login details for the FPH Members Portal.

How can I change my Username?

When logged into the ePortfolio go Profile>Personal Details>Login Details>Update Username.

Please note that will not change your login details for the FPH Members Portal.

I can’t remember my password for the ePortfolio. How do I reset this?

When logged into the ePortfolio go Profile>Personal Details>Login Details>Update Username.

Please note that will not change your login details for the FPH Members Portal.

I can’t login or use the “Forgot your username or password?” function as my email has changed. How do I change this?

Contact the Education & Training team, who will be able to update the email address on the ePortfolio: educ@fph.org.uk

Learning Outcome Sign Off Sheets

How do I submit a Learning Outcome for sign off?

Go to Forms>LOSOS> + Create Form> Select LOSOS> Create Ticket.

There should now be a Ticket under Outstanding Items on the Ticket Request Page. 

I have signed off the wrong the LOSOS/Activity. How can I delete this?

Once a form has been signed off on the system only FPH staff can delete this. Contact: educ@fph.org.uk

Placements

I can’t see my supervisor listed when I search for them under my post. Where are they?

Supervisor aren’t listed under the specific placement. They are listed under the region. For example, they should search under “Scotland” not “Glasgow Hospital” in “Scotland”.

I can’t see my placement on the lists of posts. Where is it?

The posts listed are all GMC approved. You should check the list of GMC approved training placements. All approved training locations should have a location organisation code, it could be that the location is listed under a different title.

If an approved training placement is not on the ePortfolio, contact the Faculty to have this added.

I have two placements running at the same time. How do I record that?

The current system cannot record placements with overlapping dates. An update to the system will be rolled out shortly, so these placements can be recorded. In the interim please add the placements as consecutive dates and this will can be amended later.

How to add details of my training placement to the ePortfolio?

Under the Profile>Placement/Supervisor and "+ Add Placement" on the next page. You will be able to add details of the placement and your supervisors here.

How do I add my Supervisor to the ePortfolio?

Supervisors are added as part of your training placement. Go to Under the Profile>Placement/Supervisor and click on Actions>Edit next to the relevant placement.

Masters & Out of Programme

I am Out of Programme/Parental Leave/ Sick leave how do I capture this on the ePortfolio?

Time spent Out of Programme, Parental Leave or Sick leave should be recorded using the placement function and selecting the appropriate “Status”.

Personal Details> Placement Supervisor details> +Add Placement>Placement Details>Status.

How do I add my Masters to the system?

If you have completed your Masters whilst on the training scheme, this can be added to the MPH/MSC Courses page.

Forms, Tickets and Submissions

I can’t see any forms for me to submit work with.

Forms are attached to your current placement. On the forms page Select the correct placement or "Select All".

I accidentally submitted my Activity Summary Sign off Sheet/Learning Outcome sign off Sheet to the wrong supervisor for sign off. What can I do? 

Go to Ticket Request>find the Outstanding Ticket>Copy Ticket and amend the Supervisor and Save. Delete the original Ticket.

How are forms connected to placements?

Registrars cannot create forms without a placement listed. Once created, the forms are associated to that placement and the supervisors listed. When you create a new placement all subsequent forms are connected to this. When looking for a specific form, you often filter by placements or “All” to view them.

What’s the difference between a Ticket and a Form?

A Ticket requests a form to be created by your Supervisor but you can add details to the form at the same time as submission. 

A Form is created but can’t be submitted, so your Educational Supervisor would have to access your account directly to review.

What’s the difference between outstanding/Draft, Declined/Expire and Completed Tickets?

•    Completed – Forms which have been assessed by Supervisors.
•    Declined or Expired – Forms which the Supervisor has declined to review         or the Ticket  has expired.
•    Draft – Forms which are Draft and waiting to be sent.
•    Outstanding – Forms which have been submitted and are awaiting action by Supervisor.

 

 

This walk-through of the FPH ePortfolio update for Registrars includes:

• Personal Details
• Placements
• Submitting Activity Summary Sheets
• Q&A

In the top corner you will see your initials, which provides details of your account and the logout function.

When you first login you will see your homepage which contains

• Activity log – details of forms and submissions
• Placement details
• Provisional CCT date – which can be edited as you progress through training

Under the Profile tab you can:

• Manage your login details and username
• Add a placement and supervisor to your account.
• See details of Faculty exams
• Access your personal Library and upload items

Under the Forms tab you can:

• Submit Activity Summary Sheets
•  Submit Learning Outcome forms
• View ARCP outcome forms
• Manage items submitted for sign off on the Ticket Requests page

Under Curriculum tab you can

• View your progress through the Learning Outcomes
• See the Forms and evidence associated with the Learning Outcomes
• View a grid display of your progress for ease of reference

• Grade/Phase
• Placement details (these must be picked from the GMC approved training placement list)
• Supervisors

You can also add details of Sick Leave, Maternity/Parental Leave and OOP (This will not count towards training).

If you are in two placements during the same duration, you should create a separate entry for each placement.

You can add multiple Supervisors (Project, Academic and Educational) to a placement. 

By the time you have finished training, you will have a full history of where you have been training that will feed into your ARCP and CCT forms automatically.

• Forms
• Activity
• Ensure the correct placement is selected.
• Create Form
• Form
• Create Ticket (Note that submission cannot made using the form function)
• Create Draft
• Continue to complete some of the form...
• Save and return to the form when ready via the
• Complete the form and save.
• When ready to submit press “Send Ticket”
• The Draft Ticket becomes and Outstanding Ticket.
• The ticket is now with the Supervisor for review.

If you wish you can further amend the Ticket and save.

Or if you wish to stop the review you can delete ticket HOWEVER you should copy the Ticket first if you wish to submit to another supervisor.

The process is the same for signing off a LOSOS:

1. Forms
2. Activity
3. Ensure the correct placement is selected.
4. Create Form
5. Form
6. Create Ticket (Note that submission cannot made using the form function)
7. You don’t need to draft this form.
8. Select the Learning Outcome
9. Save

This will now appear as a Ticket request and can be deleted or copied as required.   

When you have been notified that the review of the Activity/LOSOS has been completed, go to the Forms page and you will see it listed with the status, along with the title.

1. Open the Activity form and you will see the comments from the Supervisor.
2. When ready to amend and resubmit, go the Ticket Request page
3. Copy the Completed Ticket
4. Save the Ticket
5. This is now an Outstanding Ticket

The process is the same for resubmitting a rejected LOSOS.

1. Open the LOSOS form and you will see the comments from the Supervisor.
2. When ready to amend and resubmit, go the Ticket Request page
3. Copy the Completed Ticket
4. Save the Ticket
5. This is now an Outstanding Ticket

Go to the Forms page for LOSOS.

1. Create a new form
2. Create a Ticket
3. On the blank form, select the LO that has been signed off as Partial
4. You will then see the Activities associated to the LO, the Partial level of sign off, and previous Supervisor comments
5. A ticket for the LOSOS has been created and the Educational Supervisor has been notified

In the top corner you will see your initials, which provides details of your account and the logout function.

When you first log in, you will see your homepage which contains:

• Activity log – details of forms and submissions
• Where you have been selected as a Supervisor on a Registrars account, you will see them listed

As a Project Supervisor or Academic Supervisor, you will only see the forms you have completed for Registrars.

As an Educational Supervisor, you will have full view of the Registrars account.

Under the Profile tab you can:

• Manage your login details and username
• See all the forms you have completed

When you have been notified that you have a form to review and sign off, you will need to select the External Assessor role.

On the home page, you will see a list of Outstanding Forms for you to complete and the pre-filled details module – please complete this so that these details are pre-filled on each form you complete.

If the form has been sent in error, you can decline to assess the form, review, re-enter the details, and save.

If you are reviewing an Activity Summary Sheet, make sure that the form is set to “non-draft” at the bottom of the page before signing.

The form is complete. It will be removed from the list of Outstanding Items and added to the list of Complete Items.