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Table 1 Contents and structure of the portfolio

From: Implementing and evaluating an e-portfolio for postgraduate family medicine training in the Western Cape, South Africa

Section Requirement Paper-based Electronic-based
1 Introduction: this section explained the use of the portfolio. Printed series of pages. File attachment accessed via a “documents” hyperlink.
2 Learning outcomes: this section presented the national learning outcomes, what was assessed in the portfolio and what the requirements were. Printed series of pages that also highlighted what was expected in the portfolio for each outcome. File attachment accessed via a “documents” hyperlink. The landing page (dashboard) dynamically compared what had been submitted with what was expected.
3 Learning plans and reflections on learning: each registrar was required to submit a minimum of two learning plans and two reflections on their learning per year. Completed template and assessment from the supervisor which could be hand written or typed and inserted in file. Learning plans revised through a series of electronic iterations. Final version was approved by supervisor. Reflections on learning submitted via template and assessed by supervisor.
4. Educational meetings: A minimum of 24 h / year and a variety of learning conversations:
A: Leadership and clinical governance
B: Clinical care
C: Family and community orientated care
D: Teaching and training others
E: Professionalism and Ethics
F: Other
Date, type of learning conversation, duration in hours and description filled in on a printed form and signed off by supervisor. Filled in online on a template and approved by supervisor.
5 Observations by supervisor of consultations, procedures or teaching: A minimum of 10/year. Multiple copies of the observation tools included in the portfolio for use by the registrar and supervisor. Templates online and filled in and approved by supervisor.
PDF copies available and can be printed out or sent via e-mail and filled out by hand if supervisor does not have access to portfolio.
6 Written assignments:
A minimum of two assignments per year. Assignments were completed and marked in SunLearn, but then added to the portfolio.
Assignments printed out and added to file. Assignments uploaded and validated by supervisor.
7 Logbook:
Consists of a list of core clinical skills that needs to be acquired during the four year training programme and needs assessment at least twice a year.
A: Only theory
B: Seen or have had demonstrated
C: Apply/Perform under supervision
D: Independent
Printed series of pages, each clinical skill needs to be assigned an A, B, C or D and discussed / assessed by supervisor and signed with comments and date. Template online with a logbook for each domain and each domain needs to be discussed and validated by supervisor separately.
Option to register (enter) a tally of individual procedures performed.
8 A certificate of training in resuscitation and life support is a requirement to sit for final examination. Certificates can be added to the portfolio. Certificates can be scanned and uploaded as a file.
9 Other courses, congresses, workshops, lectures. Proof can be inserted in this section of file. Proof can be scanned and uploaded as a file.
10 End of year assessment:
Portfolio Assessment Tool (PAT)
(see below: Table 2).
Assessor must look through the whole portfolio and extract the data needed to complete the assessment. Assessor views the automatically collated scores in the template and adds a final score and any feedback.