Lifelong Learning FAQs

Support:

 

Will there be guides on how to use the site?

We have created short videos to help with various aspects of the system. We will also give users access to a self-service portal that will allow them to look up ‘how-to’ guides for the platform and request support.

Is there someone I can speak to locally that can help with the transition to the new platform (training)?

We have leads for each region who have been closely involved in the development of the platform. They will be trained before August 2018 with the aim of supporting the transition at a local level. Click here to find out who the lead is in your region.

Is there an email I can contact about the new platform?

Yes, you can contact us here: lifelong@rcoa.ac.uk

 

Implementation:

 

How will you move users over to the platform?

We plan to move users over by their level. For example, if you start your CT1, ST3 or ST5 level in August 2018, we will move you over to the new system. All trainers will be moved over to the platform at launch.

What will happen with the assessments and evidence in my current e-Portfolio?

Entries will not be transferred over to the new platform. This is because of the way the data is stored in the e-Portfolio and the curriculum being presented differently on the new platform. You can now download an offline version of your e-Portfolio from the 'view portfolio' section. Please note, this will be available until August 2019.

Will the College keep user records (assessment data etc) after August 2019?

The College has made the decision not to keep records (e-Portfolio downloads) for every user after August 2019. This is because the data will be taken out of its secure environment (e-Portfolio). It will be the responsibility of every user to ensure that they download a copy of their account and the local school may request this as part of the ARCP. The College will remind users throughout the year to download their record.

How long will the e-Portfolio be available?

The e-Portfolio will be retired in August 2019. By then, all users should be using the Lifelong Learning Platform.

What if the school decides it is better for all users to move over at a specified date (before August 2019)?

We are happy to support Schools that wish to move all their users over, but this cannot be before August 2018. We will work with leads to ensure that anaesthetists in training are not disadvantaged because of moving to a new system in the middle of their year. If you are thinking about moving your users over to the new platform all at once, please get in touch with Shamim Ullah (Lifelong Learning Product Owner) or Claudia Moran (Head of Training).

Will anaesthetists in training be able to opt-in to using the platform at any point before August 2019?

Apart from new CT1s, ST3s and ST5s, we will not be able to add individual users to the platform on request.  In order to ensure that anaesthetists are supported throughout the transition (and not disadvantaged at their ARCP), we encourage School leads (programme directors, heads of school and regional advisors anaesthesia) to work with us on how and when they would like to move all their users over.

I have got an account with the Lifelong Learning platform but I cannot see where to access my previous CPD or enter new CPD.

At the moment the Lifelong Learning platform only comprises the e-Portfolio plus Logbook. It is planned for CPD functionality to be incorporated during early to mid-2019. Until then the existing CPD Online Diary should continue to be used which can be accessed via https://www.cpd.rcoa.ac.uk/login by logging in with your GMC number as your Username.

 

Access:

 

I am not an anaesthetist in training. Will I be able to use the new system to record entries and assessments?

The new system will be available to anyone who is a member of the College and wish to log progression against the anaesthetic curriculum. This includes MTI, SAS, and Clinical Fellows.

Will I need to pay to use the new Lifelong Learning Platform?

Access to the new system will be part of your membership subscription.

Will Acute Care Common Stem (ACCS) be supported on the new system?

ACCS (anaesthetic) users will have access to the ACCS curriculum and assessments. They will also be able to send assessments to doctors who are not on the platform. From 1st August, all ACCS CT1 and CT2 users will be able to access the platform.

Will I be able to access my ‘training’ account after I have completed training?

The aim of the platform is to allow you to have access to your record after you have completed training. We are currently working with the developers on this.

When will all trainers (including ACCS trainers) get access to the platform?

All trainers will have access to the platform on the 1st August 2018. This includes ACCS trainers (if the school has provided us with a list). There is a high probability that we will miss some users, but we can add new users after the go live date. If anyone in your region has been missed, please ask them to email lifelong@rcoa.ac.uk.

What about EM and AM educational supervisors?

Due to new regulations on how data is handled, we will need the individual to get in touch with us directly on lifelong@rcoa.ac.uk. Alternatively, the TPD or nominated school administrator can request this (but the individual must be cc’d).
ARCP

Will the ARCP outcome forms be on the new platform?

ARCP forms will on the site and the Chair of the panel (and anaesthetist in training) signs this. 

Will you keep ARCP records?

ARCP records will not exist on the new system. The decision takes into account feedback received and the inconsistency of its use throughout the UK. Users will still be able to create an educational supervisor’s structured report (ESSR) that covers a period of training.

How will ARCP panels review trainee accounts?

The Educational Supervisor’s Structured Report (ESSR) will allow the panel to review what an anaesthetist in training has done over the review period. Panel members will also be able to review the user’s progress by accessing the ‘review curriculum’ page from within the form.

Is there anything I need to tell anaesthetists in training before their ARCP with the new platform?

The ESSR will be important in organising the assessments and activities completed over the review period. We would recommend that anaesthetists in training are asked to ensure they have a completed ESSR in time for their ARCP. For those who have moved to the platform mid-way through their level, we would recommend that you ask them to bring a copy of their existing e-Portfolio download to their ARCP.

Can the trainer review previous ARCP outcomes for their trainees?

Yes, the trainer will be able to see all ARCP outcomes from their trainee’s dashboard.

 

Assessments:

 

I want to see the assessments I have signed off as a trainer. Will the new system keep this feature?

This feature will be available on the new platform.

Will training certificates be on the site?

All certificates will be on the new system as electronic forms and the user will be able to access this in one place.

Can we upload previously approved assessments onto the platform?

Yes, via personal activities, however, you will need to add supporting documents. Supporting documents can be added In one of the following formats: DOC, DOCX, XLS, XLSX, PPT, PPTX, PDF, TXT, CSV, RTF, JPG, PNG.

Are personal activities only for previously uploaded documents?

No, there are over 15 activity types. You can upload Supervisory meetings, presentations, logbook, e-Learning and others.

 

Curriculum:

 

Why are competences being included in the new system and am I now expected to link my assessments to all competencies for each unit?

The competencies are an important aspect of the 2010 curriculum and its inclusion is based on suggestions from users. With the testing that we undertook with users, the majority of feedback received has been positive. There is no requirement to get all competencies (within a unit) linked and we will make this clear on the new system when the user is completing an entry (although this may differ for other specialities).

How is the ACCS curriculum presented on the platform?

The ACCS curriculum will include the following: common competencies, major presentations, acute presentations and core anaesthesia. It is important to keep in mind that we are only supporting ACCS anaesthesia doctors. Each module within the above stages will split into competence (just like the anaesthetic curriculum) and the user can link to these.

The curriculum is changing in the next few years, have you considered this?

The College has started the process of reviewing the guidance provided by the General Medical Council on the development of new curricula. We have developed the curriculum section of the platform so that it is flexible and can react to change.
As the new curriculum will not be published until at least 2019, we can only assume at this stage where the changes will occur.

 

Design:

 

Will everything stay the same on the new system?

In order to improve processes on the new platform, we have reviewed all aspects of the e-Portfolio (eg ARCP records, MSFs and the ESSR) in order to improve usability. The platform will not look like the current e-Portfolio. Anaesthetists are, and will be, involved in all stages of testing.

Will there be a mobile app for the new system?

This is not part of the current scope. However, the system will be mobile compatible. This means that it will adjust itself depending on how you are accessing the site (eg computer, mobile and tablet).

Have you involved anaesthetists in the design of the new platform?

Close collaboration with anaesthetists was an important part in the design of the new platform. We received feedback in the following ways:
• One to one testing with anaesthetists – this involved the developers talking to users directly and showing them a prototype of the platform
• Engagement events – representatives from the College visited hospitals throughout the United Kingdom and showed users the prototype of the site and received feedback
• Fellows working at the College have worked closely with the team on designing aspects of the system
• We have involved anaesthetists in the testing of the platform.
• Setting up an online forum for regional leads (Basecamp)

 

Implementation:

 

When will the new platform be available?

The platform will go live in August 2018.

How will you move users over to the platform?

We plan to move users over by their level. For example, if you start your CT1, ST3 or ST5 level in August 2018, we will move you over to the new system. All trainers will be moved over to the platform at launch.

What will happen with the assessments and evidence in my current e-Portfolio?

Entries will not be transferred over to the new platform. This is because of the way the data is stored in the e-Portfolio and the curriculum being presented differently on the new platform. You can now download an offline version of your e-Portfolio from the 'view portfolio' section. Please note, this will be available until August 2019.

Will the College keep user records (assessment data etc) after August 2019?

The College has made the decision not to keep records (e-Portfolio downloads) for every user after August 2019. This is because the data will be taken out of its secure environment (e-Portfolio). It will be the responsibility of every user to ensure that they download a copy of their account and the local school may request this as part of the ARCP. The College will remind users throughout the year to download their record.

How long will the e-Portfolio be available?

The e-Portfolio will be retired in August 2019. By then, all users should be using the Lifelong Learning Platform.

What if the school decides it is better for all users to move over at a specified date (before August 2019)?

We are happy to support Schools that wish to move all their users over, but this cannot be before August 2018. We will work with leads to ensure that anaesthetists in training are not disadvantaged because of moving to a new system in the middle of their year. If you are thinking about moving your users over to the new platform all at once, please get in touch with Shamim Ullah (Lifelong Learning Product Owner) or Claudia Moran (Head of Training).

Will anaesthetists in training be able to opt-in to using the platform at any point before August 2019?

Apart from new CT1s, ST3s and ST5s, we will not be able to add individual users to the platform on request.  In order to ensure that anaesthetists are supported throughout the transition (and not disadvantaged at their ARCP), we encourage School leads (programme directors, heads of school and regional advisors anaesthesia) to work with us on how and when they would like to move all their users over.

 

I have got an account with the Lifelong Learning platform but I cannot see where to access my previous CPD or enter new CPD.

At the moment the Lifelong Learning platform only comprises the e-Portfolio plus Logbook. It is planned for CPD functionality to be incorporated during early to mid-2019. Until then the existing CPD Online Diary should continue to be used which can be accessed via https://www.cpd.rcoa.ac.uk/login by logging in with your GMC number as your Username.

 

Logbook:

 

Will I have to use the logbook on the new platform?

The benefit of using the logbook within the Lifelong Learning platform is that this will work seamlessly with the other ‘e-Portfolio’ features. This means that the CUT form and ESSR will automatically pull in information and allow the trainer to query the logbook further when signing off these forms. Therefore, we would recommend that trainees use the logbook features of the new system.

Will I be able to use just the logbook?

We are currently working on roles and permissions with the aim of allowing users to only access the logbook. This is not confirmed, but we will update this section once we have further information.

Will the logbook summary report automatically link to my CUT forms and ESSR?

The logbook will not link to units, but there will be an option to review the logbook directly from the CUT and ESSR forms. We decided against linking logbooks to the curriculum because:
• With the curriculum changes, a unit may change, thus creating a 'break' in the logbook summary report. 'Specialty' will not change
• The logbook will be open to trainers as well as trainees - Consultants will not need to link to a unit.

Are the fields in the logbook set in stone or can these be changed?

We will constantly review every feature of the new platform in order to keep this current as anaesthesia training progresses. If changes need to be made, this will be done based on user feedback and through a change process at the College.

The logbook records information differently to how current logbooks do. Why is this?

When designing the logbook, we needed to consider anaesthetists in training, consultant/career grade doctors, and ACCS doctors. The Logbook is split into different types of logs; however, we have designed the logbook to support all user groups. The information you log (as an anaesthetist in training) will produce a summary report identical to that contained within the anaesthetic curriculum.

There are no options for me to add my own operations, anaesthetics, regionals etc (via a free text box).
We hope to continue developing the reporting feature of the logbook and providing different types of reports. Having a set list, rather than free text, means that we are able to produce future reporting features that will support anaesthetists in training and trainers. We are looking into giving the user the ability to add their own operation (if they cannot find this from the list).
Will I be able to link my own logbook to the platform?
At present, there is no functionality to allow the user to import their old logbook data. This is because of the following:
• There are multiple logbook software available that hold slightly different data. Any import would need to be manual (the user sorting an excel download and uploading this to the platform)
• The structure for the logbook on the platform is different from existing logbooks
We appreciate that this will mean that a wealth of old logbook information will need to be kept separate to the platform. One solution would be to download a summary of your old logbook data and upload this as an activity to the platform.

 

Multi-source feedback (MSF):

 

As a user, will I be able to close my own MSF, or do I still need to rely on the College to do this?

The MSF has been re-designed in order to improve the workflow of the form. The user will have more control over their MSF than they do with the current e-Portfolio.

Will there be a consultant feedback form on the site?

This will not form part of the initial design. As this form has never been electronic, we will need to review how this will work on the new system, as well as the contents of the form. We want to ensure that when the consultant feedback form is on the site, it works as expected (with feedback from users). This will be on our roadmap for future developments.

 

Support:

 

Will there be guides on how to use the site?

We are looking into short videos as well as documents that will help with various aspects of the system. we will also give users access to a self-service portal that will allow them to look up ‘how-to’ guides for the platform and request support.

Is there someone I can speak to locally that can help with the transition to the new platform (training)?

We have leads for each region who have been closely involved in the development of the platform. They will be trained before August 2018 with the aim of supporting the transition at a local level. Click here to find out who the lead is in your region.

Is there an email I can contact about the new platform?

Yes, you can contact us here: lifelong@rcoa.ac.uk