Cleanliness Champions Programme Version 3 How to Use the Online Folder of Evidence of Learning (FEL)

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1 Cleanliness Champions Programme Version 3 How to Use the Online Folder of Evidence of Learning (FEL) File Format The FEL is an editable PDF file, which contains 9 Units with activities which need to be completed and signed off by both student and mentor. For some users, a version of the FEL with only one Unit per PDF file (a set of 9 PDF files) is also available. Your mentor, tutor, course leader, instructor etc. will advise you which version you should use. Tip: If you are expecting to have more than one mentor, please use the version with the separate files. This way, different mentors can assess different units. General Concept The student fills in text boxes for each exercise and then saves the file and sends it to a mentor. This can be via , or the file can be uploaded to an identified location for the mentor to retrieve it from there. The mentor then checks the student s work and leaves comments in a comments field. Both the student and the mentor sign and lock their work via password protected fields. Tip: If you pick the same password for the FEL and the learnpro site, the FEL password will be easier to remember. But they are not related, and if you request a new password from learnpro, the FEL password will NOT be updated as well. If necessary or preferred, the file can also be printed and filled in by both student and mentor on paper. Software Requirements Adobe Acrobat Reader 8 or above is required to use the files. This is available as a free download via the link below: JavaScript needs to be enabled for your version of Acrobat Reader. In order to do this, please follow the steps below in Adobe Acrobat: Edit > Preferences > Select JavaScript in the Categories list > Check box next to Enable Acrobat JavaScript 1

2 Using the PDF File Downloading and Storing the File Please download the Folder of Evidence most suitable for your role from the learnpro programme homepage. Please consult your mentor, tutor, course leader, instructor etc. as to which version you should use. Standard FEL Dental FEL Medical FEL You can store the file on a memory stick or on a computer. You can also it to your own account so that you can access it in different locations. We suggest that you do not store the file on a clinical PC on a ward unless you have permission to do so and have been assigned a designated space to store the file. Each time you alter the FEL file, you should save it. Your mentor might have several Cleanliness Champions Students, so it is helpful if you include your name in the file name. A date is usually also helpful in the file name, to keep track of different versions. Entering Your Details On the front page, please enter your student details (example given below): Name: Joe Bloggs Job Title: Nurse Place of Work: Ninewells Hospital Contact: joe.bloggs@nhs.net Your details cannot be changed later, so please make sure they are correct before you lock them in. You do not have to lock your details on the front page until the end of the programme if you think you might change job title or place of work. Once you are sure that your details are correct, please click on Lock to lock your details in. Your name and address will be copied automatically into fields at the front of each unit. Please read the general information given about the FEL and about Quality Improvement, and then move on to Unit 1. Note: You can quickly navigate to the different Units by clicking on the unit titles on the Contents page (page 1). Completing the Activities On the first page of each unit, there are three fields for students: Student Name 2

3 Student Student Password If you filled in your details on the cover page of the FEL, your name and address will appear here automatically. Otherwise, please enter your details. Important: If you fill in your details on a unit page and lock them, they are also copied onto the front page of the FEL and are locked for all units! Please then enter a password and write it down! Then lock the password for your FEL. Tip for Mentors and Students: The password is set for all units in the FEL with all units, e.g. on page 15). You cannot set different passwords for each unit. If you will have several mentors, pick the version where each Unit is a separate PDF file. Different Mentors can then use different password for the different units. Please make sure you write down your password!! You can unlock your password and change it, and then lock it again. You will need your enter your password to sign off each unit. Each activity requires you to either type some text into a text box and/or tick some checkboxes. On the last page of each unit there is space for you to add some additional evidence and notes. You can for example use this page if you were unable to complete one of the activities and you have undertaken another activity which covers the same learning outcomes and competencies. This should be done in agreement with your mentor. Signing Off Your Work Once you have completed all the activities for a Unit, please click on the Student Sign Off button, to sign off your work. You will be asked to enter your password. Then click Ok. Tip: If you have problems at this stage, please check if you have actually SET a password already. If you have set one, the password field should look green. You will then see a date stamp in the Date field. The Student Sign Off button changes to a red Signed Off button. Your FEL is only valid if all the units are signed off. 3

4 What to Do if You Forget Your Password Please ensure that you write down your password and remember where you have put it. If you forget your password or if you enter an incorrect password, you will see a message window with a contact address: eforms.office@nes.scot.nhs.uk Please use this contact for help. Submitting the File to Your Mentor You will then submit the edited PDF file to your mentor as agreed (e.g. via or upload to an agree location). Your mentor will complete their own details on the front cover and will add comments in the comment box on the last page of the unit. Your mentor will sign off their comments and the unit similar to your sign off. If your work for a unit is not sufficient, you mentor can ask you to amend your work and resubmit the file. You can unlock your work via the Unlock Fields button. You will be asked to enter your password to unlock the fields. Unlocking and Amending Your Work If your evidence for a unit is not sufficient, you mentor can ask you to amend your work and resubmit the file. You can unlock your work via the Unlock Fields button. You will be asked to enter your password to unlock the fields. Once You Have Completed Your FEL You should ensure that you keep a copy either electronically or on paper of your completed and signed off FEL safe. You can print off your completed FEL. You can upload the file(s) to any professional site (e.g. an eportfolio site or the eksf site) as evidence of your work. 4

5 Notes for Mentors Mentors can follow the same steps as above. Mentors enter their details on the front page and lock them. Then they enter a password and lock the password field. Mentors can only enter text in the Mentor/Supervisor Comments field. Comments can be unlocked and changed if a student resubmits the work. In order to see if student work is a resubmission, mentors should note the need for resubmission in the comments fields. 5