Learn how to use the e-portfolio system OneFile and explain it to others
Staff involved in training in any capacity should be familiar with the functionality of the OneFile e-portfolio system. Trainees and Training Officers will receive training and access to the system from the school early in the programme, usually after the ETP induction.
As soon as trainees and Training Officers receive their account details, we strongly recommend that they log in to OneFile and update their profile to enable email notifications from the system. Notifications are not sent unless you choose to receive them.
Training Officers and Training Co-ordinators are also strongly encouraged to familiarise themselves with the OneFile system by viewing the range of short ‘How to’ videos covering its various features.
Ensure the Training Officer has completed the school’s ETP training for trainers
The school provides training for ETP trainers which focuses on the requirements of the ETP, the types of assessment required, and the standards of evidence expected. It is important for the sake of quality and consistency of training standards that all Training Officers have the necessary preparation and familiarisation with OneFile, the assessment methods and the type of evidence expected. As soon as you have confirmation that you have a trainee and dates are confirmed, visit the training for ETP trainers section for the latest training details.
Arrange IT access and a workstation for your trainee
The trainee will need appropriate IT access in order to complete their training and academic studies. Check that services are available at the trainee’s workstation. Allocate a workspace for the trainee and ensure they are accommodated with others and not isolated. IT or other workstation equipment should be ordered well in advance. The work area should be prepared before the trainee’s arrival.
Establish whether you need to arrange any financial support
Consider the funding requirements for your trainee if they need to attend training at other locations or if any other financial needs arise, either for the trainee or for staff involved in delivering training. A discussion with your Finance Manager should take place before the trainee starts to ensure that appropriate funds are identified and allocated.
Ensure that the trainee is familiar with the process for applying for funding to attend conferences and other relevant activities. A training allowance of £2,000 per annum per trainee is provided to each trust to cover training expenses. This may include travel, accommodation, external training courses (for example, ECG courses and exam preparation courses), and BSE registration and examination fees.
If possible, prepare a standard agreement with other training sites
Training Officers and Co-ordinators remain responsible for ensuring that trainees receive an acceptable standard of training when this is delivered at another site. Best practice would be to have a simple written agreement between the departments that sets out the purpose, standards, and expectations. This may be covered within your NHS Education Contract, unless the other training site is located in a different local NHS area (or equivalent organisation).
You should ensure that robust governance arrangements are in place for any trainee working outside the employing organisation. Download a copy of our example statement of agreement.
Notify the trainee of the rules of the department
Trainees are departmental employees and at least a month before they start must be notified of start and finish times, dress codes, shift patterns, notice periods for time off etc. It may be a good idea to send a copy to the university so that academic tutors are aware of the constraints under which the trainees are working. If the trainee requires a uniform, inform them well in advance, and arrange for fittings in good time. The uniform should be waiting for them when they start. Trainees should also be provided with badges which identify their role and status.