Terms & Conditions

Terms and Conditions for the use of the OLAT

All trainees engaging with the use of this OLAT must read and agree these conditions of use

Engaging with the Assessment process

Maintaining the electronic portfolio is an integral part of the work based training programme and its maintenance by the trainees is essential for progression. Trainees are responsible for undertaking their assessments in a timely and measured way throughout their training, and keeping information relating to their progression through the programme up to date.

Failure to do so will prevent trainees from completing their training.

It is the responsibility of the trainee to register on the system and nominate a training officer and appropriate assessors and reviewers to undertake their assessments.

Confidentiality and Data Protection

The online assessment tool provides a confidential environment for the recording and reporting of trainee information relating to assessment and professional development. Data is protected by allocating password protected user accounts.

All users of the system will be bound by the Data Protection Act (1998) as part of their terms and conditions of employment with the NHS and will therefore be subject to any legislation relating to the storing, sharing and use of confidential information.

Training officers will have access to summary screens, which will enable them to oversee and monitor the development of the trainees they are responsible for within their department. The training officer will be able to interrogate the data to individual trainee level to investigate any issues or to identify areas of good practice. In some instances this responsibility and access may be delegated to an individual assessor but the trainee must be informed in advance.

The National School of Healthcare Science (NSHCS) will have access to the OLAT system to review overall use of the system and progress of individual trainees and to hold administrative rights. The Professional Leads within the NSHCS will have access to all user accounts within their specialisms in order to monitor progress and report this to the Themed Boards.

The NSHCS will generate quarterly reports on progress and will manage any issues as they arise with the relevant department(s). Summary reports of the OLAT will also be used to support the Quality Assessment Management assurance (Ref Quality Assurance Policy Ref NSHCS 03).

Important - Patient confidentially

At no time should patient identifiable data be uploaded or stored on the system at any time in accordance with the Data Protection Act 1998.

Copyright

When uploading supporting documentation the trainee must ensure that it does not breach copyright regulations.

Copyright in the UK is governed by the Copyright, Design and Patents Act 1988, which is the primary piece of legislation dealing with Intellectual Property Rights (IPR). The Act has been extensively amended since it came into force in 1989. Many amendments have also been brought in to implement European Commission directives. The Intellectual Property Office website http://www.ipo.gov.uk/types/copy.htm is an excellent resource for further information.

Copyright legislation covers:
• Original works
• Websites and the internet
• Written work including software and databases
• Theatre
• Music
• Artistic works including photographs
• Spoken word and performers
• TV and film

Trainee Responsibilities

It is the responsibility of the trainee to ensure that all assessments are undertaken as required and for ensuring all information is inputted and updated in a timely fashion. Failure to do so will prevent completion of the training.

It is expected that assessments will be completed within a reasonable timescale and spaced appropriately throughout each module, at a time that is relevant for the individual competency or learning outcome.

Trainees should not attempt to complete all assessments at the same time.

A summary screen of progress and outstanding assessments and competencies is available on the trainees homepage on the online system for reference.

The trainee should ensure that any barriers to completion are recognised and communicated in a timely fashion to the relevant assessor/rater/reviewer or training officer within the department.

The trainee is responsible for ensuring that the assessor/rater/reviewer signs off the assessment appropriately and in a timely manner.
Should the trainee fail an assessment then the trainee will be responsible for ensuring that any additional learning identified is completed in good time.

Training Officer Responsibilities

The training officer will take overall responsibility for the trainee for the duration of their training. Responsibilities in relation to the OLAT should include;
- Agreeing with the trainee the assessor/reviewer for each assessment in advance of the assessment taking place
- Liaising with the local Supervisor about assessments when the trainee in on a rotation
- Monitoring and management of access to the OLAT system within the department
- Reviewing the trainee’ use of OLAT and identifying and managing any issues in progression
- Picking up any issues with colleagues where there is a delay in undertaking the assessment

Training officers will be responsible for ensuring that evidence used for trainee competency log, assessments and reflective log is appropriate and that no patient identifiable data is uploaded or stored on the system at any time in accordance with the Data Protection Act 1998. Training officers must also ensure that any supporting documentation used does not breach copyright regulations.

Supervisor Responsibilities

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 to 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 local assessor/reviewer for each assessment in advance of the assessment taking place
- Liaising with the local Training Officer about assessments when the trainee in on a rotation
- Monitoring and management of access to the OLAT system within the local department
- Reviewing the trainee’ use of OLAT and identifying any issues in progression to the Training Officer
- Picking up with colleagues where there is a delay in undertaking the assessment

The supervisor will be expected to meet regularly with the trainee whilst they are within the department to ensure that individuals are progressing through the assessments as appropriate within the training programme. Supervisors will have access to summary screens on OLAT, which will show trainee progress and assessor response rates so that any issues with progression whilst the trainee is in the can be managed as appropriate.
The supervisor will be expected to ensure that appropriately trained staff, are used for the online assessments and that any relevant information about the training and assessment is cascaded within the department appropriately.

Supervisors will be responsible for ensuring that the trainee, whilst in the department and is completing the competency log or undertaking any assessments, does not upload or store patient identifiable data on the system in accordance with the Data Protection Act 1998. Supervisors must also ensure that any supporting documentation used does not breach copyright regulations.

Assessor/Rater/Reviewer Responsibilities

An assessor can be anyone who is appropriate to assess a learning outcome via a CBD, DOPS or OCE assessment. Assessors need to be agreed with the training officer/supervisor in advance. It is the responsibility of the assessor to oversee the completion of the assessment relevant for each trainee and to ensure that the assessments are completed within an appropriate timescale.

The assessor will be responsible for signing off the assessment on the online system as the assessment is completed. The assessor is also responsible for recognising and reporting to the Training officer/supervisor where a trainee has not been able to complete the assessment. The assessor should work with the trainee to identify an action plan that will address any training needs and repeat the assessment in reasonable time. Ideally assessments should be completed within 3 weeks of the request email being received.

The assessor should be responsible for ensuring that assessments are undertaken in an appropriate environment and that risk assessments are performed to ensure all assessments comply with local health and safety policies.

Raters will be identified as part of the Multi Source Feedback (MSF) assessment process by the trainee and will be required to complete an anonymised assessment on the individual within an identified timescale.

Reviewers are responsible for signing off individual competencies using the online competency log as part of the trainee’s ongoing progression through the programme. Reviewers will be required to view and comment on evidence provided by the trainee and make an informed judgement on whether the individual competency has been demonstrated. Where a trainee has not demonstrated a particular competency the reviewer should provide further guidance to the trainee. Should the trainee not be able to complete the competency then the reviewer will be responsible for notifying the training officer within good time.

It is important that any assessor, rater or reviewer who is nominated by a trainee is sufficiently qualified and able to assess a CBD, DOPS, OCEs or review a competency record and pass judgement on its suitability.

Head of Department Responsibilities

The Head of Department will oversee the delivery of the training programme as a whole for all trainees in the department. This includes monitoring progress in accordance with the agreed curricula for the programme and managing issues of individual performance in accordance with either local policies or within operational policies for National School of Healthcare Science (whichever is appropriate to the individual circumstance).

The Head of Department will be responsible for identifying the training officer(s) prior to commencement of the programme.

The Head of Department will be expected to report any issues with operational management of the training programme or the assessment tool to the NSHCS in a timely manner.

Training Coordinator Responsibilities

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.

The Training Coordinator will have a level of access to the system similar to that of the Training Officer and will be expected to engage regularly with the training sites to provide support and guidance to trainees and trainers. The Training Coordinator will be responsible for acting on behalf of the consortium to oversee training as a whole.

Individual Training Coordinators should be known to and agreed with the Head of Department and Training Officer prior to being nominated by the Trainee on the system.

Training Coordinators will be expected to work in collaboration with the NSHCS to ensure training is delivered appropriately across the specialisms and training departments they are responsible for.

The role of the National School of Healthcare Science in relation to the OLAT

The NSHCS will oversee and provide support to all participating departments with the use and management of the online system in the completion of assessment processes.

The NSHCS will provide guidance in a timely manner to ensure all participants are able to utilise the tools available effectively. The NSHCS will store and collate data on the progress of all participating departments and will produce reports on a quarterly basis.

For each specialty, the Head of the NSHCS will nominate a Specialty System Administrator who will be able to review progress nationally across a specialty

The NSHCS will deliver appropriate training for all users of the online system and will implement an ongoing train the trainer programme to ensure the training programme can be delivered as required and cascaded within the departments.

The NSHCS will ensure that a robust communication network is implemented so that common issues and learning can be shared and so all departments can be kept informed of any future developments and raise any issues regularly.

The NSHCS will have the ability to review the detail within the online system and use the information for quality assurance purposes, benchmarking and for intervening if individual trainees or departments progress appears different to expectations.

HELP DESK

The Help desk accessed through the ‘Contact Us’ tab on the tool will resolve any technical and software issues as identified by users of the system.