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Placement Monitoring and Paperwork

Trainees are on clinical placements in NHS settings throughout training. This section contains resources and information related to placements for trainees, supervisors and course staff.

Overview of Placement Paperwork

Please see below for an overview of the paperwork required for submission on both a 1 year placement and a 6 month placement. All paperwork is submitted to the Electronic Trainee File System (ETFS).

For paperwork deadlines, please see Placement dates for all trainee cohorts

Paperwork expected to be uploaded is also indicated on the ETFS, under each respective placement.

Any queries should be directed to the Clinical Placements Coordinator

Paperwork for a six-month placement period and schedule for submission

Paperwork

Person

responsible        for
uploading to the ETFS

When

Placement contract

Trainee

Submitted within 4 weeks of the start of the placement. Should be signed by both trainee and supervisor, scanned-in and uploaded to the ETFS (Note: Part C of previous EPR needs appending to the contract, signed to show your new supervisor has read this)

MPR-EPR form at the point of MPR

Trainee

About mid-way through the placement (January/early February for Autumn-Spring placements; late June/early July for Summer placements)

MPR visitors should pass a copy of the completed form to both supervisor and trainee within 2 weeks of the review taking place. Trainee to upload when content has been agreed

Clinical portfolo

Trainee

The log of clinical experience should be available for inspection at the MPR

A final version of the portfolio should be submitted within 2 weeks of the end of the placement

MPR-EPR form at the point of EPR

Trainee

The form must be discussed verbally at the End of Placement Review

It must be submitted within 2 weeks of the end of the placement. The trainee should ensure that it is the supervisor-signed version that is uploaded to the ETFS (typed signatures are not appropriate), and all details (e.g. number of days on placement, start/end dates) must be present and correct.

Interim feedback form for 3rd years nearing the end of the course

Trainee

THIRD YEARS ONLY:

The exam board meets to decide on trainees passing or failing in early September. At this point the standard supervisor form will not have been completed. This one-page allows supervisors to indicate whether the trainee is expected to pass the placement; this form should be completed, signed and uploaded to the ETFS under placement 5/6 as an Additional File; a copy should also be emailed to the Clinical Placements Administrator

Supervisor Authentication of Clinical Experiences Undertaken on Placement

Trainee

This signed document (included in the portfolio) should be submitted along with the completed portfolio; this can either be scanned-in with the portfolio and submitted as one, or uploaded as an Additional File under the relevant placement

 

 

Paperwork for a one-year placement and schedule for submission

 

For the purposes of the Examination Board, trainees on a one-year placement are undertaking two 6-month placement periods. This means a slightly different pattern of paperwork, as follows:

Paperwork

Variations from the standard set of paperwork detailed above

Placement contract

If the work to be undertaken throughout the year does not change significantly, only one contract is needed

In placements where the work changes significantly at the six-month point, a second contract should be submitted

MPR-EPR form at the point of MPR

The yearlong version of the MPR-EPR form should be used on yearlong placements. This form should be completed at both MPRs (completing only the relevant sections) and uploaded to ETFS.

Clinical portfolio

The log should be available for each MPR meeting. One copy should be uploaded to the file system half-way through the placement, and the final copy, along with the signed supervisors authentication form, should be submitted at the end of the placement.

MPR-EPR form at
the mid-point of the
yearlong placement

Trainee and supervisor complete the relevant sections of the yearlong MPR-EPR form at the mid-point of the placement (i.e .at the end of the first 6 months). If there are concerns about a trainee’s progress on the placement, supervisors should also complete the “Form for registering concern regarding trainee progression on placement”

MPR-EPR form at

the     end    of     the
yearlong placement in the final EPR

Supervisors and trainees update the yearlong MPR-EPR form in advance of the EPR meeting. The form must be discussed verbally at the End of Placement Review

It must be submitted within 2 weeks of the end of the placement. The trainee should ensure that it is the supervisor-signed version that is uploaded to the ETFS (typed signatures are not appropriate), and all details (e.g. number of days on placement, start/end dates) must be present and correct.

Interim feedback form for 3rd years nearing the end of the course

THIRD YEARS ONLY:

The exam board meets to decide on trainees passing or failing in early September. At this point the standard supervisor form will not have been completed. This one-page allows supervisors to indicate whether the trainee is expected to pass the placement; this form should be completed, signed and uploaded to the ETFS under placement 5/6 as an Additional File; a copy should also be emailed to the Clinical Placements Administrator

 
  
  
Monitoring Clinical and Placement Progression
Forms for the MPR and EPR

There is one form that is used for both the MPR and the EPR. There is one version of the form for 6 month placements and one version for yearlong placements. These are found below:

Prior to the MPR meeting, supervisor(s) and trainees complete the form. They send this completed form to the MPR visitor prior to the MPR meeting.

This document provides a brief overview of the content of the MPR meeting and is a guide for MPR visitors conducting these meetings:

UCL DClinPsy instructions for college visitors conducting MPRs

Prior to the EPR meeting, supervisor(s) and trainee update the form that was completed at MPR. After the EPR meeting the form is uploaded to the UCL system by the trainee.

This brief video explains the MPR and EPR process

For supervisors of third year trainees in their final placement on training, there is a one page form to complete in August of the final placement. This is because the exam board meets to decide on trainees passing or failing in early September. At this point the MPR-EPR form will not normally have been complete This one-page form allows supervisors to indicate whether the trainee is expected to pass the placement.

UCL DClinPsy form for interim feedback from supervisors of third year trainees in their final placement

For trainees, there is an optional one page form that they can complete after the EPR has taken place. The form allows them to provide comment on any formative or summative feedback received at the EPR.

UCL DClinPsy Trainee comments on supervisors feedback at EPR form

Finally, below is a link to a narrated powerpoint that will guide you in detail through the MPR and EPR process:

 

MediaCentral Widget Placeholderhttps://mediacentral.ucl.ac.uk/Player/14322263

 
Procedures for Managing Concerns about Trainees on Placement


Normally placements run smoothly. However, occasionally, there are times when concerns arise in relation to a trainee's progression.

There are clear course procedures on how to register concerns in any of these domains. 

Procedures for Managing Concerns about Supervision on Placement
Practice-Based Evidence

Here you can find tools used for calculating and recording reliable and clinical change.

RCI Calculator

Portfolio of Measures

Goal Attainment Scaling - planning and recording sheet

Clinical Portfolio

Portfolio of Clinical Experience

The Portfolio of Clinical Experience helps trainees to maintain a systematic record of the clinical work they are undertaking in each placement, and building into a cumulative training record that applies across the whole course. At the end of each placement the supervisor needs to sign a form confirming that the portfolio is an accurate record.

A full description of the portfolio can be found in Section 16 of the Training Handbook. This describes the portfolio itself, the way it is used, and includes examples of how to complete each section.

Section D of the Cumulative Training Record (previously denoted as the Reflective Practice Log) helps trainees to identify their progression through training in relation to the HCPC and BPS accreditation criteria. It sets out the contexts in which trainees need to work as well as the competences they need to develop. There are three downloads:

Supervisor's Confirmation of Experiences Recorded in the Record

As above, at the end of each placement period the supervisor should review the log and submit the 'authentication of clinical experience' form to college.

     
     

     

    Client Consent Forms
    Client Feedback Questionnaires

    This section contains client feedback forms to be used with clients on clinical placement. Trainees may also use, if appropriate, service developed questionnaires.

    Client Feedback Form

    Client Feedback Form (Easy-Read Version)

    Rating Scales for Structured Observation

    UCL have developed two rating scales to help supervisors and trainees undertake structured observation. The first focuses on competence in the application of generic therapy skills; the second focuses on CBT therapy skills.

    For each scale there is:

    A brief information sheet:

    Information Sheet - Rating Generic Therapy Skills Information Sheet - Rating CBT Competencies

     

    A scoring sheet:

    Scoring Sheet - Generic Therapy Skills Scoring Sheet - CBT Competencies

    A rating scale:

    Rating Scale for Generic Therapy Skills
    Overview of Placement Paperwork

    Please see below for an overview of the paperwork required for submission on both a 1 year placement and a 6 month placement. All paperwork is submitted to the Electronic Trainee File System (ETFS).

    For paperwork deadlines, please see Placement dates for all trainee cohorts

    Paperwork expected to be uploaded is also indicated on the ETFS, under each respective placement.

    Any queries should be directed to the Clinical Placements Coordinator

    Paperwork for a six-month placement period and schedule for submission

    Paperwork

    Person

    responsible        for
    uploading to the ETFS

    When

    Placement contract

    Trainee

    Submitted within 4 weeks of the start of the placement. Should be signed by both trainee and supervisor, scanned-in and uploaded to the ETFS (Note: Part C of previous EPR needs appending to the contract, signed to show your new supervisor has read this)

    MPR-EPR form at the point of MPR

    Trainee

    About mid-way through the placement (January/early February for Autumn-Spring placements; late June/early July for Summer placements)

    MPR visitors should pass a copy of the completed form to both supervisor and trainee within 2 weeks of the review taking place. Trainee to upload when content has been agreed

    Clinical portfolo

    Trainee

    The log of clinical experience should be available for inspection at the MPR

    A final version of the portfolio should be submitted within 2 weeks of the end of the placement

    MPR-EPR form at the point of EPR

    Trainee

    The form must be discussed verbally at the End of Placement Review

    It must be submitted within 2 weeks of the end of the placement. The trainee should ensure that it is the supervisor-signed version that is uploaded to the ETFS (typed signatures are not appropriate), and all details (e.g. number of days on placement, start/end dates) must be present and correct.

    Interim feedback form for 3rd years nearing the end of the course

    Trainee

    THIRD YEARS ONLY:

    The exam board meets to decide on trainees passing or failing in early September. At this point the standard supervisor form will not have been completed. This one-page allows supervisors to indicate whether the trainee is expected to pass the placement; this form should be completed, signed and uploaded to the ETFS under placement 5/6 as an Additional File; a copy should also be emailed to the Clinical Placements Administrator

    Supervisor Authentication of Clinical Experiences Undertaken on Placement

    Trainee

    This signed document (included in the portfolio) should be submitted along with the completed portfolio; this can either be scanned-in with the portfolio and submitted as one, or uploaded as an Additional File under the relevant placement

     

     

    Paperwork for a one-year placement and schedule for submission

     

    For the purposes of the Examination Board, trainees on a one-year placement are undertaking two 6-month placement periods. This means a slightly different pattern of paperwork, as follows:

    Paperwork

    Variations from the standard set of paperwork detailed above

    Placement contract

    If the work to be undertaken throughout the year does not change significantly, only one contract is needed

    In placements where the work changes significantly at the six-month point, a second contract should be submitted

    MPR-EPR form at the point of MPR

    The yearlong version of the MPR-EPR form should be used on yearlong placements. This form should be completed at both MPRs (completing only the relevant sections) and uploaded to ETFS.

    Clinical portfolio

    The log should be available for each MPR meeting. One copy should be uploaded to the file system half-way through the placement, and the final copy, along with the signed supervisors authentication form, should be submitted at the end of the placement.

    MPR-EPR form at
    the mid-point of the
    yearlong placement

    Trainee and supervisor complete the relevant sections of the yearlong MPR-EPR form at the mid-point of the placement (i.e .at the end of the first 6 months). If there are concerns about a trainee’s progress on the placement, supervisors should also complete the “Form for registering concern regarding trainee progression on placement”

    MPR-EPR form at

    the     end    of     the
    yearlong placement in the final EPR

    Supervisors and trainees update the yearlong MPR-EPR form in advance of the EPR meeting. The form must be discussed verbally at the End of Placement Review

    It must be submitted within 2 weeks of the end of the placement. The trainee should ensure that it is the supervisor-signed version that is uploaded to the ETFS (typed signatures are not appropriate), and all details (e.g. number of days on placement, start/end dates) must be present and correct.

    Interim feedback form for 3rd years nearing the end of the course

    THIRD YEARS ONLY:

    The exam board meets to decide on trainees passing or failing in early September. At this point the standard supervisor form will not have been completed. This one-page allows supervisors to indicate whether the trainee is expected to pass the placement; this form should be completed, signed and uploaded to the ETFS under placement 5/6 as an Additional File; a copy should also be emailed to the Clinical Placements Administrator

     
      
      
    Monitoring Clinical and Placement Progression
    Forms for the MPR and EPR

    Forms for the MPR and EPR

    There is one form that is used for both the MPR and the EPR. There is one version of the form for 6 month placements and one version for yearlong placements. These are found below:

    UCL DClinPsy MPR-EPR form for a 6 month placement

    UCL DClinPsy MPR-EPR form for a 12 month yearlong placement

    Prior to the MPR meeting, supervisor(s) and trainees complete the form. They send this completed form to the MPR visitor prior to the MPR meeting.

    This document provides a brief overview of the content of the MPR meeting and is a guide for MPR visitors conducting these meetings:

    UCL DClinPsy instructions for college visitors conducting MPRs

    Prior to the EPR meeting, supervisor(s) and trainee update the form that was completed at MPR. After the EPR meeting the form is uploaded to the UCL system by the trainee.

    This brief video explains the MPR and EPR process

    For supervisors of third year trainees in their final placement on training, there is a one page form to complete in August of the final placement. This is because the exam board meets to decide on trainees passing or failing in early September. At this point the MPR-EPR form will not normally have been complete This one-page form allows supervisors to indicate whether the trainee is expected to pass the placement.

    UCL DClinPsy form for interim feedback from supervisors of third year trainees in their final placement

    For trainees, there is an optional one page form that they can complete after the EPR has taken place. The form allows them to provide comment on any formative or summative feedback received at the EPR.

    UCL DClinPsy Trainee comments on supervisors feedback at EPR form

    Finally, below is a link to a narrated powerpoint that will guide you in detail through the MPR and EPR process:

     

    MediaCentral Widget Placeholderhttps://mediacentral.ucl.ac.uk/Player/14322263


    Procedures for managing concerns about trainees on placement


    Normally placements run smoothly. However, occasionally, there are times when concerns arise in relation to a trainee's progression.

    There are clear course procedures on how to register concerns in any of these domains. 

     

    Procedures for Managing Concerns about Supervision on Placement
    Practice-Based Evidence

    Here you can find tools used for calculating and recording reliable and clinical change.

    RCI Calculator

    Portfolio of Measures

    Goal Attainment Scaling - planning and recording sheet

    Clinical Portfolio

    Portfolio of Clinical Experience

    The Portfolio of Clinical Experience helps trainees to maintain a systematic record of the clinical work they are undertaking in each placement, and building into a cumulative training record that applies across the whole course. At the end of each placement the supervisor needs to sign a form confirming that the portfolio is an accurate record.

    A full description of the portfolio can be found in Section 16 of the Training Handbook. This describes the portfolio itself, the way it is used, and includes examples of how to complete each section.

    Section D of the Cumulative Training Record (previously denoted as the Reflective Practice Log) helps trainees to identify their progression through training in relation to the HCPC and BPS accreditation criteria. It sets out the contexts in which trainees need to work as well as the competences they need to develop. There are three downloads:

    Supervisor's Confirmation of Experiences Recorded in the Record

    As above, at the end of each placement period the supervisor should review the log and submit the 'authentication of clinical experience' form to college.

    Rating Scales for Structured Observation

    UCL have developed two rating scales to help supervisors and trainees undertake structured observation. The first focuses on competence in the application of generic therapy skills; the second focuses on CBT therapy skills.

    For each scale there is:

    A brief information sheet:

    A rating scale:

    A scoring sheet:

    Client Consent Forms
    Client Feedback Questionnaires

    This section contains client feedback forms to be used with clients on clinical placement. Trainees may also use, if appropriate, service developed questionnaires.

    Client Feedback Form

    Client Feedback Form (Easy-Read Version)

     

    Overview of Placement Paperwork

    Please see below for an overview of the paperwork required for submission on both a 1 year placement and a 6 month placement. All paperwork is submitted to the Electronic Trainee File System (ETFS).

    For paperwork deadlines, please see Placement dates for all trainee cohorts

    Paperwork expected to be uploaded is also indicated on the ETFS, under each respective placement.

    Any queries should be directed to the Clinical Placements Coordinator

    Paperwork for a six-month placement period and schedule for submission

    Paperwork

    Person

    responsible        for
    uploading to the ETFS

    When

    Placement contract

    Trainee

    Submitted within 4 weeks of the start of the placement. Should be signed by both trainee and supervisor, scanned-in and uploaded to the ETFS (Note: Part C of previous EPR needs appending to the contract, signed to show your new supervisor has read this)

    MPR-EPR form at the point of MPR

    Trainee

    About mid-way through the placement (January/early February for Autumn-Spring placements; late June/early July for Summer placements)

    MPR visitors should pass a copy of the completed form to both supervisor and trainee within 2 weeks of the review taking place. Trainee to upload when content has been agreed

    Clinical portfolo

    Trainee

    The log of clinical experience should be available for inspection at the MPR

    A final version of the portfolio should be submitted within 2 weeks of the end of the placement

    MPR-EPR form at the point of EPR

    Trainee

    The form must be discussed verbally at the End of Placement Review

    It must be submitted within 2 weeks of the end of the placement. The trainee should ensure that it is the supervisor-signed version that is uploaded to the ETFS (typed signatures are not appropriate), and all details (e.g. number of days on placement, start/end dates) must be present and correct.

    Interim feedback form for 3rd years nearing the end of the course

    Trainee

    THIRD YEARS ONLY:

    The exam board meets to decide on trainees passing or failing in early September. At this point the standard supervisor form will not have been completed. This one-page allows supervisors to indicate whether the trainee is expected to pass the placement; this form should be completed, signed and uploaded to the ETFS under placement 5/6 as an Additional File; a copy should also be emailed to the Clinical Placements Administrator

    Supervisor Authentication of Clinical Experiences Undertaken on Placement

    Trainee

    This signed document (included in the portfolio) should be submitted along with the completed portfolio; this can either be scanned-in with the portfolio and submitted as one, or uploaded as an Additional File under the relevant placement

     

     

    Paperwork for a one-year placement and schedule for submission

     

    For the purposes of the Examination Board, trainees on a one-year placement are undertaking two 6-month placement periods. This means a slightly different pattern of paperwork, as follows:

    Paperwork

    Variations from the standard set of paperwork detailed above

    Placement contract

    If the work to be undertaken throughout the year does not change significantly, only one contract is needed

    In placements where the work changes significantly at the six-month point, a second contract should be submitted

    MPR-EPR form at the point of MPR

    The yearlong version of the MPR-EPR form should be used on yearlong placements. This form should be completed at both MPRs (completing only the relevant sections) and uploaded to ETFS.

    Clinical portfolio

    The log should be available for each MPR meeting. One copy should be uploaded to the file system half-way through the placement, and the final copy, along with the signed supervisors authentication form, should be submitted at the end of the placement.

    MPR-EPR form at
    the mid-point of the
    yearlong placement

    Trainee and supervisor complete the relevant sections of the yearlong MPR-EPR form at the mid-point of the placement (i.e .at the end of the first 6 months). If there are concerns about a trainee’s progress on the placement, supervisors should also complete the “Form for registering concern regarding trainee progression on placement”

    MPR-EPR form at

    the     end    of     the
    yearlong placement in the final EPR

    Supervisors and trainees update the yearlong MPR-EPR form in advance of the EPR meeting. The form must be discussed verbally at the End of Placement Review

    It must be submitted within 2 weeks of the end of the placement. The trainee should ensure that it is the supervisor-signed version that is uploaded to the ETFS (typed signatures are not appropriate), and all details (e.g. number of days on placement, start/end dates) must be present and correct.

    Interim feedback form for 3rd years nearing the end of the course

    THIRD YEARS ONLY:

    The exam board meets to decide on trainees passing or failing in early September. At this point the standard supervisor form will not have been completed. This one-page allows supervisors to indicate whether the trainee is expected to pass the placement; this form should be completed, signed and uploaded to the ETFS under placement 5/6 as an Additional File; a copy should also be emailed to the Clinical Placements Administrator

    Monitoring Clinical and Placement Progression
    Forms for the MPR and EPR

    Forms for the MPR and EPR

    There is one form that is used for both the MPR and the EPR. There is one version of the form for 6 month placements and one version for yearlong placements. These are found below:

    UCL DClinPsy MPR-EPR form for a 6 month placement

    UCL DClinPsy MPR-EPR form for a 12 month yearlong placement

    Prior to the MPR meeting, supervisor(s) and trainees complete the form. They send this completed form to the MPR visitor prior to the MPR meeting.

    This document provides a brief overview of the content of the MPR meeting and is a guide for MPR visitors conducting these meetings:

    UCL DClinPsy instructions for college visitors conducting MPRs

    Prior to the EPR meeting, supervisor(s) and trainee update the form that was completed at MPR. After the EPR meeting the form is uploaded to the UCL system by the trainee.

    This brief video explains the MPR and EPR process

    For supervisors of third year trainees in their final placement on training, there is a one page form to complete in August of the final placement. This is because the exam board meets to decide on trainees passing or failing in early September. At this point the MPR-EPR form will not normally have been complete This one-page form allows supervisors to indicate whether the trainee is expected to pass the placement.

    UCL DClinPsy form for interim feedback from supervisors of third year trainees in their final placement

    For trainees, there is an optional one page form that they can complete after the EPR has taken place. The form allows them to provide comment on any formative or summative feedback received at the EPR.

    UCL DClinPsy Trainee comments on supervisors feedback at EPR form

    Finally, below is a link to a narrated powerpoint that will guide you in detail through the MPR and EPR process:

     

    MediaCentral Widget Placeholderhttps://mediacentral.ucl.ac.uk/Player/14322263

    Procedures for managing concerns about trainees on placement

    Normally placements run smoothly. However, occasionally, there are times when concerns arise in relation to a trainee's progression.

    There are clear course procedures on how to register concerns in any of these domains. 

    Procedures for Managing Concerns about Supervision on Placement
    Practice-Based Evidence

    Here you can find tools used for calculating and recording reliable and clinical change.

    RCI Calculator

    Portfolio of Measures

    Goal Attainment Scaling - planning and recording sheet

    Clinical Portfolio

    Portfolio of Clinical Experience

    The Portfolio of Clinical Experience helps trainees to maintain a systematic record of the clinical work they are undertaking in each placement, and building into a cumulative training record that applies across the whole course. At the end of each placement the supervisor needs to sign a form confirming that the portfolio is an accurate record.

    A full description of the portfolio can be found in Section 16 of the Training Handbook. This describes the portfolio itself, the way it is used, and includes examples of how to complete each section.

    Section D of the Cumulative Training Record (previously denoted as the Reflective Practice Log) helps trainees to identify their progression through training in relation to the HCPC and BPS accreditation criteria. It sets out the contexts in which trainees need to work as well as the competences they need to develop. There are three downloads:

    Supervisor's Confirmation of Experiences Recorded in the Record

    As above, at the end of each placement period the supervisor should review the log and submit the 'authentication of clinical experience' form to college.

    Rating Scales for Structured Observation

    UCL have developed two rating scales to help supervisors and trainees undertake structured observation. The first focuses on competence in the application of generic therapy skills; the second focuses on CBT therapy skills.

    For each scale there is:

    A brief information sheet:

    A rating scale:

    A scoring sheet:

    Client Consent Forms
    Client Feedback Questionnaires

    This section contains client feedback forms to be used with clients on clinical placement. Trainees may also use, if appropriate, service developed questionnaires.

    Client Feedback Form

    Client Feedback Form (Easy-Read Version)

    Resources for supervisors

    New Supervisor Workshop Slides

    UCL run supervision workshops jointly with Royal Holloway University of London and University of East London. The new supervisor workshop gives information on how to set up and run a placement and provides the first part of accredited supervisor training. For slides from this workshop click here. For dates of this and other workshops click here.

    Supervisor competence framework

    Guidelines for academic work conducted on placement

    As part of their course requirements, trainees conduct two different types of academic work while they are on placement; case reports and service related research projects.

    It is often useful for supervisors to be able to see the guidelines for these:

    Click here for case report guidelines

    Click here for service related research guidelines.