eAoPP Mentor Update

The eAoPP: moving from paper to an
electronic portfolio
Mentor Update
Project drivers
• Cost: both in terms of production of the paper based portfolio
and in staff time.
• Grading in practice: We have estimated that the staff time
needed to carry out the administration of the current system
equates to 50K.
• Carbon foot print as part of its “green agenda” By adopting an
eAoPP the Faculty will stop printing 150.000 sheets of paper for
each cohort, of which, in a 3 year programme,
• Increased security in the assessment process: reduction in
plagiarism issues
Owned and utilised by the student to
record learning over course
Academic tutor
interacts with the
student content and
uses the eAoPP to
quality monitor the
student throughout
their course
Programme leads can quality
monitor entire cohort for quality
monitoring programme delivery
Assessed and
completed by a number
of practice educators –
up to 6 per practice
We current ly estimate
that we use
approximately 15,000
practice educators
Academic services retrieve
practice grades and
competence achievement
We anticipate that the eAoPP will
assist the student to get from ‘course
commencement’ to ‘first post’.
How do I access the site
• The eAoPP is hosted externally to the University and to our
Practice partners
• This means it can be accessed by using any computer, smart
phone etc. at anytime
• The site is securely hosted and this meets university and
information governance standards of our practice partners
• Each mentor needs to create their own personal account
Creating an account
• To access the site either click
on the following link or type
the web address into your
• You can only go into the site
once you have been issued
with a username and
password. This process for
students may vary slightly
between courses, but for
mentors and practice
educators the process is the
Click on the create account button
You will then be asked to complete your personal information
Selecting mentor /practice educator
and clicking
on register
Selecting mentor/practice
You have now successfully created an account
and now need to log in to access your account
You will then be asked a number of security questions which will be used a
key points to verify your identify
• Please record your NMC / Professional body
registration number
• Don’t worry about a student number
• Please use your works telephone number
• Please give your Location as your place of work and
then your Trust/employer
Answer the questions regarding your
mentor status
Select two security questions that you will remember
• Any of your colleagues who will be acting as ‘buddies’ or the Practice
Leads in your area will also need to create accounts so that the student
can select them as well
• Now ask your student to open their account and select you as a mentor
– this will then give you access to their eAoPP
1. They do this by clicking on
the practice experience they
are just commencing
2. This can be found in the left
column of their opened
3. Then they need to
click on the edit
button that can be
found at the
bottom of the
4. Then they select the search
button to find your name
…and then
selecting you
as their mentor
If you now reopen your eAoPP your students
portfolio should be available for you to view
You need to remember to
save regularly – a clock will
let you know when your
time will expire. If you do
not save before this time
your work will be lost
Click on the experience
the student is currently
about to commence in
your area to open their
You can review the
students previous
experiences by clicking
on this thumb tack
A print view will then
appear and you can then
expand and print any
section for discussion with
your student when setting
their initial learning
Finding you way round the site
1. The First Tab
Everything the
student needs to
do to commence
their practice
2. The Second Tab
Everything the
student needs to
complete on this
practice experience
3. The third tab
Evidence the
student needs to
gather throughout
the course
4. The fourth tab
The assessments
that need to be
completed during
this practice
Commencing a practice experience
This box will show the dates
the student is on placement
with you. It will also list who
has been selected as the
mentor / buddies
Clicking on this
tab will allow
you to view the
SWOT exercise
undertaken by
the student
Initial interview
Once the student has set a minimum of
two learning needs and submitted this to
you for approval you will be able to view
and edit
You can then
review the
learning needs
and either add a
new objective,
give the student
guidance or
approve and
Click on the view button to
sign when elements of the
induction are complete
You just need to click
on the box once this
has been completed
Once you have ticked the boxes
for some or all of the induction
requirements scroll to the bottom
and click save
Completing skills and competencies
1. Click on the edit
2. When you are happy
that the student has
achieved the
competence you click
the box and record this
3. Then scroll to the
bottom and click save
Essential skills Clusters
…..and when
recording ESC’s
the system is the
then click save
Patient feedback can be collected in 2 ways
You can print a form and give
this to the service user to
complete and then scan and
attach this. Letters and cards
from patients can also be
added in this way
…..or if the patient
prefers they can be
invited to complete
the form on line by
entering their email
address here.
Practice visits
• When the student goes on a visit /spoke experience away
form their placement setting they record this and the
person facilitating this will be asked by email to verify
• However, you can view and monitor these
Remember: practice visits should
always be linked the experience being
undertaken to facilitate understanding
of the patient experience
Tab 3: Continuous assessment
These are skills and
competencies the
student needs to
gather evidence for
over their course
Tab 4: Assessment
Click on this button
to undertake the
mid point
Then select the grade
you wish to allocate to
the student
Then click save and
next to record the
next grade
When you have
completed the
grading grids and
are happy with the
marks you have
awarded, you can
then give the
student written
feedback by
clicking on the
continue button
Give the student
feedback on how to
develop their
practice further then
click save
You can then set the
learning objectives
for the reminder of
the placement
You then follow the
same process to
complete the
summative assessment
Remember to keep an
eye on the clock when
you are writing your
final report. If you time
out you will lose your
• Once the summative assessment is complete you
will be asked to complete a progression statement
• At this point you will be asked for your NMC /
professional registration number and will be asked
one of your security questions to verify your
The system will help you keep track of the students
you have supported for triennial review
Click on the mentoring
history button
A page will open that lists
all the students you have
supported using the
You can then print this
page to submit with your
triennial review form
New ALP module
• This module will also be using the eAoPP to record practice
components of the course
• If you are supporting someone on the course you will need
to create an account in the same way
When you open your
account you then
need to click on my
trainee mentors
This is laid out in the same way as the pre-registration programme
and is completed in the same way as the pre-registration eAoPP
Further development
• 5 year roll out plan – including development
implementation and evaluation phases across 10 health
• Extending into CPD provision and post-graduate training
• Migration options on course completion
• Extending the quality assurance and monitoring of
education across the entire student experience
• Research into student/mentor activity using data analytics
Contact numbers
• Southampton university 01256
486712 or
[email protected]
• Clinical education team 5354/6428
Thank you for listening
Any questions?

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