1. Pre-registration training website 2013-14 The pre-registration e-portfolio will continue to be completed in an online capacity for the pre-registration training year 2013-14. There have been some further developments and this e-presentation will guide you though a series of screen grabs of the training website with explanatory notes for each slide.

2. The main sections of the training website will contain for the training year 2013-14: ●E-portfolio as introduced in 2012-13 training year ●Performance standards assessment summary (PSAS) ● Appraisal submission ●Learning plans ●A message section for tutors to correspond with trainees ●Practice MCQ’s, help, and resource sections will also be available

3. All trainees and tutors will be emailed with details of how to log onto the website and each trainee will be linked to their tutor so it is very important that if anyone has any change of details they let us know. This presentation will take you through a series of screen grabs of what you and your pre-reg will see when using the site. Firstly it will guide you through how a trainee will complete a cycle then how you will review and assess their work.

4. Once logged on the pre- reg will have a home page with an over view of their cycles. They do not have to complete a cycle each time they log on. They will be able to save their work and come back to the cycle when they wish. They will see a log of their cycles on their home page. This will be included in their training summary and will include incomplete cycles (that they are still working on), submitted cycles and then verified, cycles that require modification following tutor review and rejected cycles. We will also have information on when their appraisal is due as a reminder to them – it must be noted that it must be submitted to the society by this date.

5. There will also be contact details as with any new system we do expect teething problems so everyone is encouraged to get in touch if there are any issues with the usability of the site.

6. There will also be a resource section. This will include the manuals associated with the training year and all of the standards and guidance the trainees will be expected to be familiar with for the registration examination. Trainees will be kept informed of any changes to these reference sources throughout their training year.

7. There is a help section for both trainees and tutors to provide advice on completing and assessing cycles.

8. Multiple choice questions will be provided to aid the trainees preparation for the registration examination. These will be added to the website from January each year.

9. Once they are ready to create a cycle trainees must click on the create new cycle. This will lead them to the following screen where they will assign each new cycle with a number and a title and decide if it is scheduled or unscheduled learning. The trainees will be reminded to save the cycle as they progress however if they try to close down without saving they will be advised to save the cycle before navigating away from the screen.

10. Trainees will be informed they have successfully created a new cycle and be prompted to move through the various stages of the cycle of learning.

11. Firstly will be the reflection stage where trainees will be prompted to enter what they want to learn about and why they want to learn about it. They do not have to write a large amount. Brief details and bullet points should be enough to record the detail required. It is essential they note specific learning points and avoid broad statements.

12. Next they move onto the planning stage to record what activities they plan to carry out to meet their learning needs.

13. Then as per CPD will come the action stage where they will record what they learned in relation to their learning needs and what evidence they have to support this. They must keep a separate file of evidence to show you (and the Society if requested) when you require.

14. As you can see the evidence used for this cycle was a training pack (a copy of the relevant information should be added the evidence folder) and tutor observation (for which there will be no hard evidence).

15. Then they move onto the evaluation stage where they must record if they met their learning needs and if not…why not. They must also record information on how they have applied their learning and if they have noted any further learning needs.

16. Then where the system differs from CPD is that in order to meet the performance standards they must assign standards to the cycle as appropriate. It is recommended that approximately 5 performance standards are assigned to each cycle however there has been no upper limit put on the standards so if 7 were selected and on review you felt they were all appropriate that is fine. There were portfolios submitted in previous years with 20-30 standards assigned to one flimsy cycle so we want to move away from that but still retain flexibility in the programme.

17. When the pre- reg trainee goes back to the cycle home page it will show details of the cycle and the standards attached to that cycle, when they are satisfied with the cycle produced they will then be able to submit this to their tutor for verification.

19. Page 1 of training summary. The training summary that the trainee will see will give them a breakdown of cycles on- going, submitted, verified, requiring modification or rejected.

20. Page 2 of training summary. The training summary that the trainee will see will give them a breakdown of cycles on- going, submitted, verified, requiring modification or rejected.

21. New for the pre-registration training year 2013-14 the Performance Standards Assessment Summary (PSAS) will now be held online. PSAS will automatically update as the pre-registration trainees attach the performance standards to the relevant cycles. The performance standards submitted by the trainee but not yet verified by the tutor will appear grey on the PSAS. The performance standards will only be considered verified when you as a tutor verify the cycle and the cycle marker will then be coloured purple as shown on the next slide. If you as a tutor reject a cycle the performance standards selected will be removed from PSAS and the trainee must attach these performance standards to a new cycle.

22. An e-portfolio will be complete when all performance standards have been verified by he tutor all performance standards are marked verified (i.e. coloured purple on PSAS). Grey colour means it has been submitted by the trainee but is not verified by the tutor.

23. Trainees will also have a section to develop their learning plans in an online capacity this year. They should use these to note down their thoughts and plans for each quarter as they move through their training. You will be able to review these plans. They do not need to be submitted to the Pharmaceutical Society. They are to be used as a tool to add structure to the training year and allow the trainees to note their thoughts and plans as their training develops.

24. Also for the training year 2013-14 there is a message section for tutors to note messages for their trainee. At times you will be reviewing your trainees e-portfolio when they are not in your presence and this function allows you to leave them a correspondence that they can read the next time they log onto the system.

25. Now to move onto the tutors. As previously mentioned you too will require to log on to the site create your own unique username and password. If you have not previously used the site click on register here on the top right of the screen to begin the registration process. Once registered you will be taken into a site that will be linked only to you and your trainee. Again it is important that we have all the correct information with regard who you are tutoring because we will be matching you up together to ensure you only see each others information.

26. Once you log on you will see a welcome page and you too will see information on when your trainees next appraisal is due. You must click on the left hand side to enter your trainees cycles for assessment. Due to the ability to have an overlap period of tutoring (for a maximum six week period) you may have access to two trainee portfolios at one time and this information will be on this page and you click on the name you wish to review.

27. …you will also have a contact section…

28. ….and a resource section which will be maintained with up to date documents.

29. Once you have clicked on the name of the trainee who’s cycles you wish to review you will be directed to their training summary. You will be able to scroll down this page to view information on cycles that have been submitted to you, cycles assessed by you that you have referred back to the trainee for modification, verified cycles and rejected cycles. You will also be able to view incomplete cycles. The aim of this is if the trainee is having difficulties with a cycle that you will have the ability to review the cycle and discuss it with the trainee before they submit it.

30. Once you click on a cycle that is ready to be verified such as this one is, it will all appear on one page for you to scroll down and read through. So the reflection, planning…

31. …..action…

32. ….evaluation and the standards attached will all appear as you scroll down.

33. You will then reach the tutor verification section which after you have reviewed the cycle you must complete.

34. You must select if the cycle can be verified, needs modification or has to be completely rejected. You can also leave a comment with regard the cycle for the trainee to read.

35. Once you have finished reading the cycle and made you assessment and commented you submit the assessment which will then let the trainee know the outcome of the review and give you the opportunity to return to the training summary. If you reject a cycle the performance standards selected will be removed from their PSAS and they must be added to a new cycle and submitted for verification.

36. Once you submit your assessment the trainees cycle will be updated appropriately in their training summary.

37. You will be able to review your trainees PSAS at any stage to gauge an overview of your trainees progress.

38. Once a cycle has been verified the performance standards will be coloured purple as above. Once a performance standard has been linked to three separate cycles and all have been verified (coloured purple) then that performance standard will be considered complete.

39. For the training year 2013-14 all appraisals will be completed and submitted online. There is an appraisal section in the menu bar of the training website. Within the Appraisal section will be your trainees name and their four appraisals (13 week, 26 week, 39 week and final appraisal). On your home screen will be the date that the appraisal is due for submission to the Pharmaceutical Society. You are also provided with a link to the full appraisal criteria which you should use as a tool when selecting the grades for your trainees appraisals.

40. Once you click on the appropriate appraisal you will be provided with general information on the appraisal process….

41. …the appraisals will continue to have the same sections for assessment: - Development of sense of professional responsibility - Application of pharmaceutical knowledge in practice - Attitude towards:(a) Staff (b) Patients/general public - Ability to communicate: (a) With patients (b) With colleagues (c) With members of other professions - Ability to accept and take authority

42. As previously completed on the paper version on the appraisals you will be required to select the appropriate grade for each section of the appraisal and add appropriate comments. Appraisals should be formal meetings carried out in a private place with appropriate time given to the event. Paper copies of the appraisals will still be available for you to make notes on during the appraisal process if you require however ALL appraisals will only be accepted by the Pharmaceutical Society via the online method of submission.

43. Once complete all sections will have a grade and comments.

44. Once you have completed all sections the appraisals is the submitted to the trainee for them to review and add their comments. You will be presented with a screen which informs you that the appraisal has been saved. It will then be available for the trainee to assess.

45. Trainees view of appraisals Trainees will review the appraisal their tutor has completed – add any further comment and submit to the Pharmaceutical Society NI for review

46. Slides of trainees appraisals screen Trainees will also have an appraisal screen which they will access to review submitted appraisals.

47. They will review what you as their tutor have written….

48. …trainees must review all sections of the appraisal…

50. …they will then add their own comments and then submit the appraisal to the Pharmaceutical Society NI for review.

51. Once the trainees have saved the appraisal they will be presented with a screen that informs them that the appraisal has been forwarded to the Pharmaceutical Society for review.

52. If you have any questions with regard the pre-registration training website please do not hesitate to contact Peter McKee Email: peter.mckee@psni.org.uk Tel: 028 9032 6927peter.mckee@psni.org.uk