Portfolio Online is designed to be trainee-led with facility for supervisors, assessors, schools etc. to access the system to perform any necessary tasks.
The term supervisor with respect to the online training portfolio can mean anyone with a supervisory role.
Access to trainee portfolios is automatic for people like Heads of School and Directors of Medical Education, but a trainee's portfolio must be explicitly shared with some types of supervisor such as
- Educational Supervisor
- Clinical Supervisor
- Defence Senior Specialty Training Manager
- College Tutor
- Training Programme Director
- Associate College Tutor
- Postgraduate Dean
Trainees can also grant 'temporary supervisor access' to their portfolio. This can be useful when someone needs access to a trainee's portfolio at the time of an ARCP for example.
Registering these types of supervisor is done from the trainee account. A step-by-step guide on how trainees do this called Add a Supervisor Relationship can be found in the Portfolio Online Knowledge Base along with other step-by-step guides and useful articles for trainees, supervisors, assessors & deanery administrators.
Once a trainee has nominated a supervisor, the supervisor will receive an email prompting them to accept the nomination and create a Portfolio Online account.
A supervisor account has some features which are the same as a trainee's account such as the 'Dashboard' and the 'Profile' page, but other features are different such as the 'Forms' page and the 'Trainees' page. Heads of school will also have access to a 'School' page.
The dashboard is a page you see when you log in to your supervisor account and is where the most useful or frequently used features are of your account.
The supervisor dashboard has three main sections:
Supervisors will receive notifications on their dashboard under the section 'Outstanding tasks'. These will include tasks such as releasing MSF (Mini-PAT) feedback to a trainee, completing a work-place based assessment (WPBA) on a trainee you supervise or completing a review. Some of these tasks are automatically generated by the system. Some appear following requests made by a trainee. If this section is blank, it means there aren't any pending tasks.
Trainee Portfolio Cards
The supervisor dashboard displays a list of portfolio cards for all the trainees currently under the supervisor's supervision. The portfolio cards are designed for the supervisor to get a snapshot of where each trainee is at. Progress against curricula, details of posts, and past ARCPs are amongst the information which can be seen easily here. The supervisor can click on various parts of a portfolio card to learn more about the trainee and the trainee's progress and can begin to navigate a trainee's portfolio.
Recently viewed items will appear in this section once you start to use the portfolio. This gives you a quick way to navigate to the things you are currently working with.
The Profile Page
The Profile page contains the supervisor's personal information and is where the supervisor can edit their details & manage their email addresses and passwords.
The Forms Page
This is where the supervisor will find any past forms they have completed or partially completed. Supervisors can use filters to find a particular form. Forms which have been completed and submitted will have the status 'completed'. Forms which have been 'saved as draft' or have some required fields missing, will have the status 'in progress'.
The Trainees Page
This page contains a list of all the trainees currently under your supervision. If supervisors have trainees on the list they no longer supervise, they can end a trainee-supervisor relationship here.