Training ePortfolio

Current issues with the system 

Last Updated: 15/01/2025

File Error

Registrars have reported seeing the following error when trying to open specific migrated files in their account:

This error is caused by files not migrating properly despite appearing to do so.  We are awaiting an update from the IT provider as to when this will be resolved.

View Error

Users have found a discrepancy when viewing Activity Summary sheets that have been created and a Ticket submitted. When viewing the forms via “Complete some of the form” on the Ticket Request page the form will display with attachments visible. When viewed through Details>View Completed Form the attachments are not displaying. The IT Provider has confirmed that the evidence is attached on submission.  Update: This issue has now been resolved - 20/01/2025

Personal Library Scroll Error

Users have reported that when adding attachments from their Personal Library to a form that they are unable to scroll through the list of evidence/items. This has been raised with the IT provider and we are awaiting an update as to when this will be resolved.

Users are still able to add attachments but must use the Search function to locate the item.

Placements

A number of users are unable to record placements accurately on the system as there are splitting time between locations during training. We will be working with the IT provider to introduce a new  Placements page which will allow users to capture these placements accurately. In the interim please add the placements as consecutive dates and this can be amended later when the new page is introduced.

Please note that the Placement details are captured on the ePortfolio for the CCT process at the end of training, which we will move online this year. Having inaccurate details on your account at this point will not affect the sign off Activities, completion of Learning Outcomes or ARCPs.

When we do move to the online CCT process, the new placements page will be in place and Registrars will have the opportunity to amend these details.

We do not have a timescale for these changes yet but when we do, we will communicate with Registrars and Training Programmes. Until then please continue to use the current CCT process.

Support Sessions

Tuesday, 21 January, 10am – ePortfolio session for all Registrars

This is a follow up to the session before Christmas at the request of the SRC and is for all Registrars to attend. This is focused on Registrar users any questions should be submitted to the SRC beforehand.

Regional ePortfolio sessions for users

The Faculty will be running a number of ePortfolio sessions for users in January and February. If you would like the Faculty to run a session for Registrars and Supervisors, 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 and processes. Please note that this list will be updated.  If you cannot find the answer to your query, please email: educ@fph.org.uk.

Last Updated: 14/01/2025

System Specification

Which browsers are compatible with the new ePortfolio system?

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

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

When logged in, 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 to login to the ePortfolio. How do I reset this?

Please use the "Forgot your username or password?" function on the login page.

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

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.

You should contact your deanery to confirm the name and code for the placement. 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 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 Profile>Placement/Supervisor and click on Actions>Edit next to the relevant placement.

Activity Summary Sheets

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 for the Activity Summary Sheet under Outstanding Items on the Ticket Request Page.

If you wish to create a draft Activity Summary Sheet  go to Forms>Activity> + Create Form> Then move the slider next to "I want to save as draft".

There should now be a draft Ticket for the Activity Summary Sheet under Outstanding Items on the Ticket Request Page.  Make changes to the form and press Save.

When ready to submit, press Send on the Ticket.

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.

I have submitted my Activity Summary Sheet to my Supervisor but I need to add evidence/amend. How do I do this?

The Activity Summary Sheet can still be amended when it has been submitted and is an Outstanding Ticket.

Go to Ticket Requests page and click on Complete Some of the Form. Make the changes and click on Save at the bottom of the form.

How do I resubmit a rejected Activity Summary Sheet for sign off?

Go to Ticket Request> Find the reject form in the Completed Ticket column> Copy the ticket>Amend> Save.

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

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

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.

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".

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 where 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.

ARCP

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

With the new ePortfolio, Registars only need to ensure that the Training Programme specific documents (Form R, Educational Supervisor Reports etc) are available for review.

Registrars should upload the required documents to their Personal Library and then attach to the Additional Documents Form. This form can be created by going to ARCP>Create a form> Additional Documents> Create a form and then linking the document.

By viewing the Additional Documents Form 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 are 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 your personal library on the ePortfolio and linked to the Additional Documents Form.

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.

 

 

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

• Resources available for users
• Updates on outstanding issues with the system and next stage of development
• What users should be doing on the ePortfolio and Placements
• Then submitting an Activity Summary Sheet and Learning Outcome Sign-Off Sheet (LOSOS)
• Common queries around submission

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.