1. 20 December 2012 Specialty recruitment office Royal College of Physicians CT1 recruitment 2013 Uploading scores guide Version 1.0

2. The scoresheet! This guide is designed to walk you through the process of recording scores to our CT1 upload scoresheet and then transferring these scores to the Konetic system. This is a lengthy job as you may be aware already! So this guide is a bit long; but hopefully it won’t be too much of a chore. If you have any questions or problems at any stage of the process, please feel free to call us (020 3075 1308), or drop us an email (ct1recruitment@rcplondon.ac.uk); and good luck!ct1recruitment@rcplondon.ac.uk

3. 1. Add candidate details First thing to do: go into Konetic and download a ‘Stage 3 upload template’. This will have all the relevant candidate details on it already. To do this, in Konetic go to ‘Administrative Functions’ > ‘Upload Scores’ > ‘Stage 3 Upload Template’ (as below). This will then bring up a pop-up window (as above). Here, select your deanery, and then the interview session you want to get details of. Then click ‘View Report’.

4. This will then download a spreadsheet from Konetic showing all candidates booked for interview on that date, along with app ID, interview date/time, name, GMC number and SL score. Select these cells (columns A:G), as shown below, and copy them. Then go into our scoresheet and the ‘candidates page’; paste these details into cell A28 to populate this page. If you are going to add all candidates from all interview dates into the same scoresheet – as we would advise – you will need to go back and repeat step 1 for each of your dates; each time pasting the new candidates under the previous set.

5. 2. Add interviewer details Once all candidate details have been added, go to the ‘interviewers page’ of our scoresheet. Here you need to add details of all clinicians who will be conducting the interviews, in line with the station where they’ll be interviewing. Nothing fancy required here, just type the name in. (And delete our childish examples as you go…)

6. 3. Add question references Next step is to add the reference numbers of the questions that are asked. Go to the ‘questions page’ of our scoresheet, and as with the interviewers page, just type these in. The reference numbers used are found in the top-right of each question paper, as shown below: As shown on the scoresheet, these are only required for the clinical scenario, ethical scenario and professionalism & governance questions, as these three interview areas will have different questions in different deaneries. [The other three questions used at interview will be the same across all deaneries, so refs aren’t needed for these.]

7. 4. Record scores & info Next is the big bit – bringing all the bits of info together for each candidate and recording their scores on the scores page. You’ll see all the candidate details added to the first page of the spreadsheet have been pulled through automatically here. NB – if you ever need to locate a particular candidate, using Excel’s ‘Find’ function is a quick way of doing this (scrolling through can be a pain when there are loads of them!) To do this, press Ctrl+F on the keyboard to bring up this window on the left. Click ‘Options’, then in the ‘Look in’ menu, select ‘Values’. Then in the ‘Find what’ box at the top, type in whatever it is you’re looking for (Smith, 7010203, 13:45, etc.) and click ‘Find Next’.

8. Record scores & info (ii) – selecting scores, interviewers, Q refs The first thing to do here is to go through the scores page, and for each candidate, record the clinicians they were interviewed by, the questions they were asked, and the scores they were awarded. Each of the cells here will have a drop-down menu, listing the options available. If there’s an interviewer/Q ref missing from the drop-down list, check the earlier pages to see if it’s included there. If not, type it into the relevant page and it will then be added to the cell drop-down lists on the scores page. (If it is there, then call Tom, tell him off, and he’ll sort it.) You can either select the relevant option for each cell, or just type it in (typing is probably easier with the scores); but bear in mind the sheet won’t let you type in a name/ref/score that doesn’t match the possible options. (eg you couldn’t give a score of 6; and you won’t be able to add interviewers who aren’t listed on the interviewers page, for example.)

9. Record scores & info (iii) – appointability status To begin with, you’ll note that the appointability column will read ‘Did Not Attend’ for each candidate, until any scores are added. As you add scores to the cells, this will change to read ‘Values missing’, until a score is added for each question – so this will alert you if any scores are missed. Once all scores are added for a candidate, this status will change. If all 12 of a candidate’s scores are 3 or higher, then they are automatically marked as ‘Nationally Appointable’ (above). No further action is needed for these candidates. If any of a candidate’s marks are 1 or 2, then this will change to ‘Deanery to Decide’. This reflects the fact that interviewers must decide if the candidate is suitable for a CT1 post. If they decide the candidate is suitable, then add ‘Yes’ into the Locally Appointable Column (column G), and if not add ‘No’. These will record statuses of either ‘Locally Appointable’ or ‘Not Appointable’, respectively. Once this is done for all candidates, this page is done!

10. 5. Review scores in ‘deanery page’ You’ll note that the scores page is largely locked up to prevent editing, and doesn’t display the overall scores awarded to candidates, either in terms of their short-list score, interview score or overall score. But as all the interview and candidate info is stored on this spreadsheet as a whole, a number of deaneries are keen to use this spreadsheet as a general reference point. Because of this, we’ve added in the ‘deanery page’; this collects all the info added to the scores page and displays the overall assessment score for each candidate, plus their general details, interview scores and appointability status; so you can rank candidates in order of score, name, interview time, etc. as need be. There’s also room in columns AF:AI to the right of this page where you can add notes if you like. And crucially, this page doesn’t influence any other areas of the sheet so you can basically do what you like here! [NB – ignore the ‘comparison columns’ for the moment; these will be used later.]

11. 6. Prepare data for upload This is the last (and hardest) bit – preparing scores for upload to Konetic. The first thing to do here is to identify any candidates who have withdrawn applications after booking into interview. To do this – on Konetic, in the left- hand menu go to ‘Candidates – All…’ > ‘All Withdrawn’ > ‘Stage 3 Scheduled (Withdrawn)’. (as left) In the powergrid will be displayed all candidates who booked into interview, and then withdrew their application subsequently. Check these names against those candidates recorded on the interview scoresheet. If there are any withdrawn candidates who’ve been included on the scores page, then add ‘withdrawn’ to the ‘withdrawn’ column (column F) next to their details, as below:

12. Prepare scores for upload (ii) Next, go to the upload page of the spreadsheet. You will see that candidate details have been pulled through again, including appointability status and scores; and that any ‘withdrawn’ candidates are marked in red with ‘Delete row’. As implied, with these candidates, select, right-click and then delete the entire row. Once all of these have been removed, click on the ‘sort’ box next to ‘Applicant ID’ and ‘Sort A to Z’ (or smaller to larger, etc.) This will organise all records into order of applicant ID.

13. Prepare scores for upload (iii) Next thing to do is to make sure that the candidate records on Konetic which need scores uploading are the same as the candidates for whom scores are ready on the scoresheet. To do this, go to Konetic and download a ‘Stage 3 upload template’ document (Administrative Functions > Upload Scores > Stage 3 Upload Template. As in step 1 of this process.)step 1 As before, if you have interviewed on more than one day, you will need to download a document for day 1; then download the day 2 document and copy the candidate details from there into day 1; and so on for any other days. Once all interviewed candidates have been added to a single sheet, select all the candidate rows and sort these into order of applicant ID number (smallest to largest). Next, select all the applicant ID numbers and copy them.

14. Prepare scores for upload (iv) Next, paste the applicant ID numbers into the ‘Konetic ID’ column on the upload page of our spreadsheet. The ‘Difference?’ column will then display any instances where the numbers do not match. Ideally these should all be the same; but if not, identify where the differences lie and then examine the scores page of the scoresheet and the upload template from Konetic to try and find the problem. This can be a pain so feel free to give us a ring if you get stuck here! Once all these match up, the last thing that needs doing here is to select all the cells marked as blue – ie from ‘Appointability’ onwards – on the upload page, and copy & paste (special > values) these into the upload template. Once these are in, save the upload template to your computer somewhere

15. 7. Upload scores The scores are now ready to upload! To get started, in Konetic go to Administrative Functions in the left-hand menu, click Upload Scores, and then on the page that appears, click ‘Browse’ and locate the upload template you’ve just saved. Once this is in, click Upload to upload the scores.

16. Upload scores (ii) You will then see a summary screen on Konetic, showing details of the candidate records and scores that are to be uploaded (NB they have not been uploaded fully yet!) This screen will also confirm whether or not the data is ready to upload; the first two columns, ‘Uploadable Record?’ and ‘Good Data?’ will say ‘YES’ if all is fine. If this shows ‘YES’ for all candidate records, these data can be uploaded. To do this, scroll right to the bottom of the screen and click ‘Save’. If there is a problem with the data, these columns will show ‘NO’, and the problem will be highlighted in red; as shown on the right:

17. 8. Check uploaded scores Now all the scores are uploaded, you just need to do a quick check that the scores for candidates on Konetic are the same as those on the scoresheet. To do this, go to Filters in Konetic, select the options shown on the right, then click Search at the top. This will now display all candidates who have had a score uploaded for them at your deanery. Click on the App ID column in the powergrid to sort candidates in order of their applicant ID number. Then, in the top-right corner of the powergrid, click the small Excel icon. Doing this will see all the data exported to an Excel spreadsheet, which can be used for checking.

18. Check uploaded scores (ii) Within the Excel spreadsheet that appears, select all the scores in the Total Scores column there, and copy them. Then go back to the deanery page of our scoresheet. Make sure the candidates in the deanery page are sorted in order of application ID; once they are, paste the total scores into the first of the Comparison columns there. As implied, this will compare the scores in the Total Score column – ie those generated in the spreadsheet – against those in the comparison column, ie those generated by Konetic, to make sure these match up. The second of the comparison columns will show where any differences are found; as shown below, if both scores match up, this will read ‘good’; and if not, it will read ‘error’. If there are any such errors, examine the scores recorded on the spreadsheet against those on Konetic to see where any problems have arisen. If you cannot identify the problem, or you have identified it and need some help rectifying it, contact our office. Otherwise, if all is well, you’re almost done!

19. 9. Send to RCP-SRO So now all interview data has been input, checked, scores recorded, checked, re-arranged, checked, uploaded, checked, and checked again, clearly what needs doing now is some more checking. So go to Save As in your scoresheet, click Tools and General Options, and then enter a password to open. Confirm this and then save the sheet. Then, put the scoresheet into an email and send it to us here at CT1recruitment@rcplondon.ac.uk.CT1recruitment@rcplondon.ac.uk (Then either give us a ring or send another email to let us know the password.) Then we’ll make absolutely sure everything is fine; and then get back to you to give the go-ahead to start making offers.

20. Job done! Thank you for bearing with us – sorry this is so arduous, but it does the job! If you ever have any problems with uploading or anything else involved here, do get in touch and we’ll help where we can. Tel: (020) 3075 1308 Email: ct1recruitment@rcplondon.ac.ukct1recruitment@rcplondon.ac.uk