Frequently Asked Questions - General

The OLAT can be accessed online via the NSHCS website or via the link https://olat.nshcs.org.uk/

Trainees will be sent a link to the system from the NSHCS at the onset of their training. Only they should register directly. All other users should wait to receive an email from the system with a link following nomination by the trainee.

Only trainees require a secure key to access the system and can register directly. This key is provided to trainees by the National School of Healthcare Science at the onset of their training. If you are a trainee and have not received the secure key, please contact the school at NSHCS@wm.hee.nhs.uk

All other user types will gain access to the system when nominated for a particular activity by the trainee. The nomination will generate an email and link to the system where the user should register or if already registered should login in with their user name and password.

You can access the User Guides by logging in to the system and going to the ‘Useful Links and Documents’ panel on your Homepage.

They may be going into your Spam or Junk folder. If they have, please add the Sender’s email address to your trusted list of email addresses.

It may also be the case that the organisation receiving the emails has specific settings that block receipt of the emails. You should contact your local IT department to enable receipt of emails from the system. The NSHCS will provide details to all employers with regard to necessary access to try to minimise this issue where possible.

Otherwise, contact the Help Desk via the https://olat.nshcs.org.uk/contact-us page who will be able to further advise you.

To protect your confidentially, if you leave the computer and are still logged on to a shared or publically viewable computer.

Your local Trust might also have its own auto logout, which we cannot control and which may vary. Please ensure you regularly save any content you are working on, to ensure that if you are automatically logged out, your most recent updates will available when you log back in.

You should use the Rest Password facility available on the login screen. This will generate an email with a link that you can use to access your account. The system will verify you as the required user and you will then be able to update your password.

If you enter an incorrect password on more than 7 occasions within 1 hour you will be locked out of your account.

The system will indicate how many attempts are remaining and you are advised to use the password reminder facility available to avoid any unnecessary delays. If you are locked out due to entering an incorrect password, you will only be able to unlock your account by contacting the OLAT Helpdesk.

You can change your password and the email address associated with your account by clicking 'Preferences' and then completing the form in the Account Settings section.

Duplicate accounts are generally created when trainees use different email addresses for the same individual when nominating them for a particular activity. Duplicate accounts can only be merged by the helpdesk who should be contacted using the enquiry form.

All users are advised to only use one email address within the system and should confirm this with the trainees otherwise the system will generate duplicate accounts for each different email address that is used.

Trainees should ensure that they spell email addresses correctly when nominating individuals as this also will generate duplicate accounts.

Trainees who require multiple roles will need to register a separate email address for each role. Examples scenarios include:
· An STP Trainee has been nominated as an MSF Rater for another trainee
· A Healthcare Scientist who was previously on the STP Programme is now nominated to be Training Officer or Assessor for a current STP Trainee
· A Healthcare Scientist who was previously on the STP Programme now requires access to the HSST Curriculum.
· An HSST Trainee who requires separate access to assess or act as Training Officer to an STP Trainee/trainees

Generally once an an assessment has received an outcome from the assessment or review and is marked as ”Accepted” by the trainee, the School will not authorise a reset as this is the accurate record of activity and should remain recorded as such.

Requests to reset assessments are likely to be granted under the following circumstances and should be requested via the training officer to the school who will authorise the helpdesk to take the necessary action:
• Need to change assessor or reviewer due to changes in training strategy, personnel or issues with response times by assessors or reviewers
• Issue with inappropriate evidence such as patient identifiable data loaded onto the system
• Assessor has marked the assessment with the wrong outcome (written confirmation from the assessor will be required under these circumstances)

Any request made by a trainee will be confirmed with the training officer prior to altering by the School.

They are simply the different titles used for those assessing the different content. An assessor is someone who will assess/mark a DOPs, CBD or OCE, whereas a rater someone who is nominated for an MSF; a reviewer is someone who reviews and signs off a competency.

Details of the different roles and responsibilities can be found in the Terms and Conditions under the ‘About us’ tab.

When a trainee is away from the host department for a period of time, for example on rotation, a local supervisor will be nominated by the Head of Department and agreed with the Training Officer.

The supervisor will undertake the support role for the trainee whilst they are within their department.

The Supervisor will take overall responsibility whilst the trainee is in their department for:
• Agreeing with the trainee the assessor/reviewer for each assessment in advance of the assessment taking place
• Monitoring and management of user access to the system within the local department

Details of the different roles and responsibilities can be found in the Terms and Conditions under the ‘About us’ tab.

The Training Officer has overall responsibility for supporting trainees over the length of their training. As well as general support, pastoral care and oversight of the training, their role includes the management of the information used and stored within the online assessment tool by the assessors/raters/reviewers and trainees in their department. This should include:
• Agreeing with the trainee the assessor/reviewer for each assessment in advance of the assessment taking place
• Identifying the trainees’ daily supervisor/mentor for each learning outcome of the module
• Monitoring and management of user access to the system within the department.

The Training Officer will be expected to meet regularly with the trainees and assessors to ensure that individuals are progressing through the training programme appropriately and to pick up any issues in a timely manner.

Details of the different roles and responsibilities can be found in the Terms and Conditions under the ‘About us’ tab.

The Training Coordinator provides oversight and support for trainees within one or more specialisms across a number of different employers where training is being delivered across multiple sites or within formalised training consortia. This role can be applied to all specialisms where it exists within the agreed training arrangements.

Details of the different roles and responsibilities can be found in the Terms and Conditions under the ‘About us’ tab.

No, not all specialisms will have this sort of role within their training structure. Departments should confirm with trainees if this role is applicable to them and if so who the training coordinator is.

All trainees must nominate a training officer and most will also nominate different supervisors for their first year rotational modules.

This can be done by going into your Preferences and opening the tab for TO and Supervisors. Your nominated Training Officer may already appear on the dropdown list. If not, you will need to add their details, where they will receive an email inviting them to complete registration on OLAT.

We wish to ensure that we support all trainees. This means you can tell us about any disability you want us to be aware of and request any support if you wish to do so. This is not a mandatory field; you do not need to complete unless you feel your disability may affect your training.

If you do have a disability that may affect your training and you are unsure whether the School is aware please email NSHCS@wm.hee.nhs.uk to confirm your personal circumstances

Currently trainee content is stored indefinitely, and you can access it as such, though this policy may change in the future. There is also a function to enable you to print information from your account as PDF. Trainees should note however that once they complete the training their accounts will be updated to either passed or failed status by the NSHCS and the account will become read-only. Should you need to enroll on another training programme (i.e. you are now an HSST Student), you will need to register under a different email address.

Should the School change its policy in the future and remove past content, we will alert all Trainees via email. Therefore, it is imperative that should you wish to retain this information in the future, your OLAT account is updated with your current email address.

Yes you will be logged out of OLAT if you have not made key strikes and/or movements of the mouse within a 30 minute period. This is intended as a security feature to protect data.

Additionally, users should be aware that you can also be logged out if there is no transfer of signal between the user and the local server. This means that if you are not actively saving your work on a regular basis, your local server will not recognise that the site is still active and may log you out. This will still happen even if you are typing onto the system if you do not save regularly because of inactivity according to the server, not OLAT.

The system has inbuilt email facilities in which all those who are asked to review a competency or undertake an assessment are sent an email immediately.

Once the initial email has been sent, with the exception of MSF, assessor and reviewers will not receive reminder emails. Trainees should ensure that they maintain regular contact with any assessors or reviewers to ensure they access and complete their activities within a reasonable timeframe. Any ongoing issues or delays should be reported and discussed with the training officer in the first instance. Assessors/reviewers should be reminded to ensure emails from olat.nhs.uk are not directed to their Spam/Junk folder.

This is probably due to the number of times a user selects the ‘create’ button. Once this button is selected the system will generate the competency or assessment however the speed at which it does so will be dependent on the local Internet connection and browser speed. Users should wait for the system to load the new competency or assessment as clicking ‘create’ multiple times will create multiple copies of the same competency or assessment.

Should a duplicate competency or assessment be created then users should contact the helpdesk by using the Contact Us page to remove the duplicate as required.

Access to the live site for all user types except trainees is only via nomination i.e., you will not be able to access the system until you are nominated by the trainee for a particular role or purpose related to their training.

Trainees are the only user type who are able to register on the live site directly. If you are not a trainee and you attempt to do this you will end up registering a trainee account.

If you wish to view the functionality of the system before you are nominated you can do so by accessing the training site which is available to all user types.

The platform is a copy of the live tool and includes all of the same functions and content so users can get a feel for how OLAT works prior to accessing the live system. This platform is available to all trainees and staff participating in the delivery of training under the modernised training programmes. The platform is separate to the live version of OLAT and has been made available for training purposes only.

There is specific guidance available on the purpose and use of the training system which all users must observe. Trainees must not at any point use this version of the system to record their progress as it will periodically be wiped and updated as the live site is developed.

You can access the OLAT Training Platform via http://training.olat.org.uk with:
Username: bluesky
Password: sunshine

The guidance document can be accessed here.