Nurse and Midwifery Career Long eportfolio summary guides: 1) Key functions: Getting started, logging on and moving around

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1 Nurse and Midwifery Career Long eportfolio summary guides: 1) Key functions: Getting started, logging on and moving around Getting started In order to log on to the eportfolio you will need your username and password. This will be provided by a Nurse and Midwifery eportfolio Administrator. eportfolio.nm@nes.scot.nhs.uk with your name, address, profession(s), and where you currently work in Scotland. Indicate if you mentor pre-registration students and you will be given an additional section for annual updating and triennial reviews if you want it. You will either receive a user name or password directly from the administrator or via an automated . Logging into eportfolio Open your internet browser i.e. Internet Explorer, Firefox etc. and enter in the address bar. On the right hand side of the screen a user login box is displayed - enter your username and password in the appropriate fields. Once you have filled in these details select the Log In button. When you log in to eportfolio for the first time you will be prompted to change your password (you will also be prompted to verify that your address is valid). If you want to change your password again at a later date, you can do this, by clicking on the Profile drop down menu and selecting Personal Details. Enter your old password in the appropriate field and then enter your new, memorable, password twice in the appropriate fields. 1

2 Getting around: An Introduction to Navigation The site is divided into six sections and there is a drop down menu for each one. If you click on the menu header i.e. Profile, you will be taken to that section where you can see all items within that menu and a description of what each one is used for. Alternatively, you can simply choose the item directly from the drop down menu. The breadcrumb trail If you move away from your home page a trail will appear that tell you how far you have moved away from the home page as shown above. The grey title is the name of the page you are currently on in this case the Support and Supervision page. If you click on of the blue page titles it will take you to that page. For example clicking on Home will take you back to the home page. 2

3 Nurse and Midwifery Career Long eportfolio summary guides: 2) Key functions: Updating personal details The eportfolio holds a page containing your personal details. If any of these details are wrong you can update them. To start, log into the eportfolio and navigate to the Personal details page. To edit any of the details, click the edit details button at the bottom of the page. This will take you to a new page where you can edit you details. Change or add any text to the page and click save changes to save the changes. Click cancel to discard the changes. 3

4 Nurse and Midwifery Career Long eportfolio summary guides: 3) Key functions: Using the personal library The eportfolio holds a page called the personal library where you can store various documents. To start log into the eportfolio and navigate to the Personal Library page. You can upload files to your eportfolio account via the Personal Library. Here you can create folders to help organize your uploaded files, and you are able to Link files to other evidence and curriculum items stored within your account. The types of items that can be uploaded to your Personal Library include scanned paper documents, PDFs, images or other items to include in your eportfolio and you can associate them as evidence against competencies. The maximum upload limit per user is 40MB so try to optimize or shrink large files by zipping them, compressing the size of images etc. Your local IT provider may be able to help you with these actions. Select the file you want from your computer, add a description if you wish, and press Upload File. 4

5 To perform an action on the uploaded file, click on the file. You will see that the file is now listed on the right (with red icon) in a grey box: Clicking on the file name in the right box will allow you to download it, or clicking the blue Edit link to edit details such as description shown in this box. Clicking on the Delete link in the grey box will enable you to remove a file that you no longer need form your personal library. 5

6 Nurse and Midwifery Career Long eportfolio summary guides: 4) Key functions: Completing an electronic form yourself You can record a variety of evidence in your eportfolio using form templates to help you think through what you want to write. The forms available have been split into four categories, these are; Record of learning activity Reflective accounts Support and supervision Feedback from others To create new forms select the Add new button on the relevant page and click the create link (as indicated on the screenshot below using the Record of learning activity as example). First click on the add new learning activity button - Secondly click the create link - This will bring up the empty form that can then be completed. 6

7 Once filled be sure to press the save button at the bottom of the form. The form will then be entered into the summary table found on the first page. To open or edit a form, click on the blue underlined form name link. 7

8 Nurse and Midwifery Career Long eportfolio summary guides: 5) Key functions: Asking others to fill in electronic forms (ticketing) Most of the time in the Nurse and Midwifery career long eportfolio you will be entering evidence yourself using the various electronic forms available. However sometimes, you may wish to request that someone else fills a form in and saves it into your eportfolio. The eportfolio has a special system in place to allow to you to do this we call it the ticketing system. At present there is only one for available to you request in this way, the Feedback from others form, but in the future there may be more options available. To begin the process, navigate to the Feedback from others page that is found in the Forms menu. Click the Request External feedback button to begin. This will take you to the ticket requests page. 8

9 By performing a ticket request you are creating a unique code so that an external person, who may not have an eportfolio account, can access the system allowing them to complete forms for you in your portfolio. You can also view previously generated codes by inputting a date range on this page. Note: If you delete a code and the assessor then tries to use it, they will not be able to. You will need to create a new code. To start click on the Request New Assessment button, you will then need to complete various forms and click on next after each section. Note: You are responsible for inputting all of the correct details on the form (however, the recipient will have the opportunity to review and amend any mistakes if necessary). Firstly you will have to confirm which portfolio you want the form entered into, then you need to select which electronic form you wish the external assessor to complete from the list that will appear (as shown below), before clicking Next. The next step is filling out the recipient s details. Start by inputting their address if you have one and clicking Next again. If this address has been used before the next table will automatically complete. If the address is new then you will need to fill in the recipient details fields yourself before hitting Finish. If you do not have an address you can leave this box blank. You will then be given a unique login code for your external person to use. They need to go to and enter their code in the Assessors box to submit their form into your eportfolio. If you opted to send an to them, the contains a direct link which they can click on. This automatically enters the 10 digit code, taking them straight into the form. You alternatively may choose to print this page and give it to your assessor in person. Once the recipient of the ticket fills in the form, you will see it appear in your eportfolio. 9

10 Nurse and Midwifery Career Long eportfolio summary guides: 6) Key functions: Using the Personal and Professional Profile The Nurse and Midwifery Career Long eportfolio contains a personal and professional profile which can be used to store information about employment, career, academic and professional achievements. The information can be built up over time and extracted when needed, be that for curriculum vitae, job application form or any other reason. To start, go to the Personal and Professional Profile page of your eportfolio. Part one: Setting up your profile The first thing that you have to do is to enter your profile items. The represent small chucks of information about you. They can be jobs you held, education you undertook, details about you, references and many other things. First select the type of profile item you want to create: 10

11 You will be presented with a form to fill in that corresponds to the type of profile item you have chosen (below is an example of the education and training form). At the top of the form is an area for you to enter a title and description of the profile item so that you can find it again and distinguish it from other profile items of the same type. The rest of the form allows you set out your achievement, qualification, etc. After completing a form hit the save button and it will be entered into your profile item list as demonstrated below. 11

12 Part 2: Generating a PPP Once you have set up your list of profile items, you can use some or all of them to generate a Personal, Professional Profile document (a PPP). Start by clicking the create new PPP button on the Personal and Professional Profile page. You will need to give your PPP a title and then select which items you wish to include in this PPP from a list of available items. To select an item check the tick box next to the item and click the arrow between the two boxes to add it to the right hand box. Once all the items that you want to include in your PDF are in the left hand box, click the Create PPP button to generate the PPP. This will save the PPP into your list of saved PPPs. = From this list you have three further options; you can Delete or Edit the PPP by selecting the relevant link. Editing the PPP will give you a chance to change the title of the PPP that appears in the Description box. You can also select to View the PPP, this will download and open the PPP in a new window using your computer s standard PDF viewer. 12

13 Nurse and Midwifery Career Long eportfolio summary guides: 7) Key functions: Printing your eportfolio contents You can download and save a PDF containing a snapshot of any eportfolio information you select, at the time you create it. You could then use this as evidence for interviews/assessment, for example. To begin navigate to the Download portfolio page in the profile menu of your eportfolio. Next click the Select items from my eportfolio to make into a PDF link. You can then select which parts of your eportfolio you wish to download from a list of available items (you will have to select your current portfolio from the drop-down 13

14 menu to view items). To select an item check the tick box next to the item and click the Add Item arrow between the two boxes to add it to the right hand box. You can also click the Select All link to move all the items at once. Once all the items that you want to include in your PDF are in the left hand box, click the Make PDF button to generate the PDF. Once generated the PDF will be added to your list of PDFs Available for Download (see below). The list will include details such as the date that the PDF was created. From this list you have three further options; you can Delete or Edit the PDF by selecting the relevant link. Editing the PDF will give you a chance to enter a title that will appear in the Description box. You can also select to View the PDF, this will download and open the PDF in a new window using your computer s standard PDF viewer. 14