Frequently asked questions

Click on the links below.

 

General enquiries 

 

How do I access the Training Portfolio System (TPS)?

The TPS can be accessed via: https://tps.anzca.edu.au/

 

Trainees

Only financial trainees training under the 2013 curriculum are able to log into the training portfolio system to record their training experiences.

 

If you  have the correct College ID and password but are unable to log in to the TPS, please email the College via training@anzca.edu.au with a screenshot of the error message you receive when you attempt to log in.

 

Trainees training under the 2004 curriculum or in the affiliated training regions are required to use the online in-training assessment system, which can be accessed here.

 

Fellows and supervisors

All active ANZCA fellows in Australia and New Zealand have access to the training portfolio system (TPS) as a work-place based assessment assessor and specialised study unit supervisor. If you are unable to log in to the training portfolio system, please email the College via training@anzca.edu.au with a screenshot of the error message you receive when you attempt to log in.

 

What are the training requirements for my current training period?

Training requirements for each training period are outlined in appendix one of the curriculum document. Core unit review checklists have been developed to assist trainees and supervisors of training with the review process at the end each training period. 

 

What do I need to record in the training portfolio system?Trainees are expected to maintain accurate and timely records in their training portfolio system by regularly entering time, cases and procedures and work-place based assessments (WBAs), completed with WBA assessors. Full details are in the ANZCA training portfolio system user guide for trainees, which can be accessed here.

Is there a time-out for training portfolio system (TPS) sessions?

The training portfolio system times out after one hour of inactivity. 

 

I do not currently have a placement on the training portfolio system. How do I add this?

Your rotational supervisor can assist you by adding placement information to training portfolio system. If your rotational supervisor is unable to assist, please contact the College  via training@anzca.edu.au advising us of your placement details or any changes to your placement information.

 

 

I have recently passed an exam. How does my training period get updated?

If you have completed all other training requirements for the training period, including training time, you will need to sit down with your supervisor of training to undertake a core unit review. Once the core unit review form has been filled out, you will need to respond, to complete the core unit review process.  

 

Completion of a satisfactory core unit review will trigger your progression from one training period to the next.

 

Training time

 

I am unable to confirm time. What should I do?

Supervisors of training have up to 13 weeks to confirm time recorded by trainees undertaking a placement at their training site. You will not be able to confirm any weeks ending more than 13 weeks before the current date. Instead, you will need to contact the College via training@anzca.edu.au with details of the trainee and weeks that need to be confirmed.

 

I have taken a period of study leave/examination leave. How should I record this in the training portfolio system?
Normal leave encompasses all types of leave, including study and examination leave. If you are within your normal leave allowances, this may be recorded as normal leave. If you have exceeded your allowable leave, this time may need to be recorded as a period of interrupted training, which requires approval from the Director of Professional Affairs (DPA) assessor.
 

Applications for approval of interrupted training should be completed using the Interrupted training application form and submitted to the DPA Assessor via assessor-requests@anzca.edu.au.

 

How should I record public holidays in the training portfolio system? 

Public holidays are not counted as normal leave. When a public holiday falls on a day when a trainee would normally be working, it is to count as a clinical day, whether or not the trainee was actually required to work. 

 

Public holidays are normally a day of clinical anaesthesia time, but if the trainee is working in an intensive care unit at the time (or some other type of other clinical time) it counts as a day of other clinical training.

 

Where can I find the policy on the supervision levels and emergency/elective workload for different training periods?

Section 19.4 of the ANZCA Handbook for Training and Accreditation explains the levels of supervision and emergency/elective workload for the different training periods. The handbook can be accessed here.

 

I currently have the following message on my time recording screen: “ICM has reached 11 weeks, any excess will not accrue toward your training period target. You have the option to record the time as OCT.” What does this mean?

Once you have recorded 11 weeks intensive care medicine time, you will need to record any further time you spend in intensive care medicine (ICM) as ‘OCT – Other approved training’ for the time to accrue towards your vocational training.

 

Intensive care medicine time does not require DPA assessor approval if it is undertaken in an intensive care unit accredited by the College of Intensive Care Medicine of Australia or New Zealand for either basic or advanced training, or in another intensive care unit accredited by ANZCA Council for ICM training towards FANZCA.

 

Cases and procedures

 

How do I record volume of practice for the resuscitation, trauma and crisis management clinical fundamental?

The volume of practice requirement for the Resuscitation, trauma and crisis management clinical fundamental is recorded as a session, using the drop-down menu option ‘Trauma team member, multi-trauma case‘. To access this, you will need to select “record a session” from the main cases and procedures page.

 

I have recorded a couple of cases but they are not increasing my case totals on the trainee summary page. Why is this?

Not all cases and procedure types that can be recorded in the training portfolio system are mandated in the 2013 curriculum. Only cases and procedures that have a target, as specified in the curriculum document, will increase your volume of practice (VOP) accruals on the target and training summary page. Cases with a mandated volume of practice requirement  are marked with ‘(VOP)’ at the end of the drop-down menu item. Accruals for cases are also capped, when the minimum target has been reached.

 

A guidance document on how to record cases and procedures to ensure the correct accrual of volume of practice is available here.

 

Initial assessment of anaesthetic competence (IAAC)

 

What is the initial assessment for anaesthetic competence (IAAC) and what do I need to do to complete this?

The IAAC comprises a number of mandatory workplace-based assessments (WBA), as well as satisfactory responses to the IAAC questions (IAACQ). The mandatory assessment requirements are listed in section 2.1 of the curriculum document, available here. The IAACQ process is explained in section 7.3.1 of the handbook and some sample questions are contained in appendix five. The handbook is available here.

Once both components of the IAAC are complete, supervisors of training should confirm this within the training portfolio system. The supervisor of training will need to record the date that the IAAC questions and IAAC workplace-based assessments were completed. Note that the date the IAAC workplace-based assessments were completed cannot be before the IAAC questions were answered, as the questions are is a compulsory part of the whole assessment.

 

Workplace-based assessments (WBA)


I pre-filled a workplace-based assessment in the training portfolio system but I am now unable to view it. Why is this?

When a WBA assessor is completing a workplace-based assessment, or has saved a workplace-based assessment to finish and submit later, the assessment goes into an “In Progress” status. While the assessment is “In Progress”, it will not be viewable from the trainee’s workplace based assessments page. Only after the assessment is submitted will it be available for the trainee to view and respond.

 

How do I record a case-based discussion (CbD) for the specialised study units (SSU)?

The SSU CbD assessments are listed in the basic and advanced training tables of assessment in the curriculum, with the focus of assessment described as ‘Select from the case-based discussions identified in the specialised study units’.

 

To complete this requirement (two for basic training and four for advanced training), trainees may select from any of the specialised study unit learning outcomes that have been mapped to a CbD in the ‘Assessment’ column. For example, for the paediatric anaesthesia SSU, trainees may complete a CbD in relation to the learning outcome ‘Safely anaesthetise children over the age of two years and under the age of 16 years with distant supervision’. 

 

To record a case based discussion for an SSU, where the focus of the assessment is selected from the learning outcomes mapped to CbD, select ‘No’ under ‘Is this for an SSU?’ when pre-filling the assessment form. You will need to select ‘Any of the 10 optional CbDs identified in the specialised study units’ from the competency drop-down menu when completing in the details of the assessment.

 

I recorded a workplace-based assessment (WBA) with the wrong competency. How do I change this?

Workplace-based assessments in the training portfolio system can be edited by your chosen WBA assessor, if the status of the assessment is either “Pre-filled” or “In Progress”. If the workplace-based assessment has been completed, another WBA can be completed with the correct information. The WBA assessor can then send the College an email requesting the incorrectly assigned assessment is deleted.

 

What is the workplace-based assessment run rate requirement?

There is no run rate requirement for introductory training. However, trainees are required to complete four direct observations of procedural skills (DOPs) and six mini-clinical evaluation exercises (mini-CEX) to meet the initial assessment of anaesthetic competence (IAAC) requirement.

 

For basic training, trainees are required to complete two DOPS, two Mini-CEXs and one case-based discussion (CbD) every three months. 

 

For advanced training, trainees are required to complete one DOPS, two mini-CEXs and one CbD every three months.

 

Does the workplace-based assessment run rate apply for other clinical training?

There may be circumstances in which a trainee is in advance of the run rate, in anticipation of a clinical placement where they may be presented with  fewer opportunities to complete the minimum mandatory assessment requirements due to the nature of the clinical setting for example, during an intensive care placement. 

 

Trainees are not required to meet the workplace-based assessment (WBA) run rate that applies at the time that they undertake one or more placements in intensive care. However, it is advisable to continue to complete workplace-based assessments where possible, particularly on cases or procedures that are relevant to the intensive care setting. Please note that trainees must still complete the minimum number of WBAs required in each training period, irrespective of how much time they spend in intensive care medicine. 

 

Trainees should do their best to meet the run rate whichever placement they are undertaking. However it is acknowledged that they may not be able to do so during a placement in other clinical time. 

 

The supervisor of training should review the circumstances when a trainee has been unable to meet the run rate and it is at the supervisor’s discretion as to whether the trainee is provided with a borderline or unsatisfactory clinical placement review in that case. 

 

Does the workplace-based assessment (WBA) run rate apply in extended training?

Yes. Trainees who move into extended training must continue to maintain the WBA run rate.

 

I am trying to complete a workplace-based assessment for a trainee but I get a message saying ‘Access Denied’. Why is this?

This usually happens when switching between multiple user roles. To fix this, check that you are logged in as a WBA Assessor and then click on “Workplace-Based Assessments” in the left-hand navigation bar. The system should then refresh and bring you to your WBA dashboard, where you will be able to access all past completed assessments and any pre-filled assessments yet to be completed.

 

Multi-source feedback (MsF)

 

How many responses do I need to receive for a multi-source feedback?

A minimum of seven responses is required for the supervisor of training to compile the overall multi-source feedback summary.

 

How will non-ANZCA feedback providers be able to provide input in the multi-source feedback process?

Trainees can send requests for feedback to non-ANZCA feedback providers via the training portfolio system (TPS), provided they have a valid email address.

 

The request for feedback is received by email and includes a link to an online feedback form that can be completed without access to the TPS.

 

I sent out paper feedback forms prior to the launch of the updated multi-source feedback (MsF) function in the TPS. How can my supervisor of training enter this feedback in the TPS?

The functionality to add feedback received on a paper MsF feedback form was disabled four weeks after the updated multi-sourced feedback functionality was launched.

 

If you have an outstanding MsF in progress from before the launch of the updated functionality, for which some feedback was received via hard copy feedback forms, please ask your supervisor of training to complete an off-system multi-source feedback summary form and send it to the College for transcribing via training@anzca.edu.au.

 

Clinical placement reviews (CPRs)

 

I have a trainee with me for a full year. How many clinical placement reviews do I need to complete?

Clinical placement reviews must be completed every 26 weeks. At least one planning CPR should be completed at the start of each placement and one feedback CPR is required at the end of each placement. For placements greater than 26 weeks duration, an interim review must be completed every 26 weeks or may otherwise be conducted at any time, at the instigation of either the trainee or their supervisor of training. 

 

Alternatively a planning clinical placement review can be completed at the start of a placement and a feedback review at the 26-week mark, if deemed appropriate by the supervisor of training. However, a further planning clinical placement review will be required at the start of the second 26 weeks of the placement and a final feedback clinical placement review at the end of the placement.

 

 The CPR process is further explained in section 7.3.2 of the ANZCA Handbook for Training and Accreditation, which is available here.

 

I am unable to submit a feedback clinical placement review (CPR). What should I do?

To complete a feedback CPR, you will need to select the corresponding planning clinical placement review for that placement from the drop-down list at the top of the feedback CPR form.

 

 

If no planning clinical placement review exists for that placement on the system, it will need to be entered before the feedback clinical placement review can be completed. Should you require any further assistance, please contact the College via training@anzca.edu.au.

 

Core unit reviews (CURs)

 

There is a message on my core unit review page indicating that AVT requirements have not been met. What does this mean?

AVT is the abbreviation for approved vocational training.

 

This message is displayed on the core unit review page throughout the introductory, basic and advanced training period where the minimum time target for your current training period has not been met. The message indicates that you are not ready for a core unit review until the requirements for your current training period have been met.

 

This message will disappear when you are four weeks from meeting the minimum time target for your current training period.  

 

When should I set the progression date when completing the core unit review?

The progression date should be set to the first Monday after the date of completion of the last outstanding requirement for the trainee’s current training period, be it an examination, workplace-based assessment, volume of practice item, specialised study unit or course.

 

I have set the trainee’s date of progression but the system is not allowing me to submit the core unit review, as the training requirements have not been met by that date. What should I do?

The core unit review can only be submitted when the trainee has met the minimum time target and all other requirements for the training period. Check that the date selected falls on a Monday and that all recorded time has been confirmed prior to the set date of progression. You can also check that all other requirements of training have been met including any required examinations, volume of practice for cases and procedures, workplace-based assessments, courses, clinical placement reviews, scholar role activities and specialised study unit reviews.

 

If you require assistance, please contact the College via training@anzca.edu.au.

 

I am trying to submit a core unit review but the ‘Complete’ button is greyed out. Why is this?

The core unit review can only be submitted when the trainee has met the minimum time target for the training period. The ‘Complete’ button will remain greyed out until the minimum time target for the training period has passed.

 

Specialised study units

 

I have completed all the required volume and practice and workplace-based assessments for a specialised study unit. Why does my trainee summary not reflect the specialised study unit as completed?

Most specialised study units have volume of practice requirements (cases and procedures) and workplace-based assessment requirements. After completion of these requirements you are also required to undertake a specialised study unit review with your specialised study unit supervisor. Please ensure all components of the specialised study unit, including the review, have been completed.

 

How do I complete a specialised study unit review in the training portfolio system?

Specialised study unit supervisors need to log into the training portfolio system as an ‘SSU Supervisor’. From the SSU Supervisor dashboard, there is a blue button at the bottom of the table to “Add Review”. 

 

The system will then prompt the supervisor to select a trainee to review.

 

Are there any set questions for the specialised study unit review?

As there are no specific specialised study unit review questions, specialised study unit supervisors may construct their own questions based on the learning outcomes from the relevant specialised study unit. 

 

The aim is not to produce the most difficult questions but to attempt to assess the trainee's ability in that specialised study unit and their understanding of management for patients in that specialised study unit. If the trainee is not able to respond satisfactorily, then they should not be passed and they may need some remediation.

 

I am trying to complete a specialised study unit review for a trainee but I get a message saying ‘Access Denied’.

This usually happens when switching between multiple user roles. To fix this check that you are logged in as a specialised study unit supervisor and then click ‘Specialised study units’ on the main left-hand navigation bar. The system should then refresh and bring you to your specialised study unit reviews dashboard, where you will be able to access all past completed and in-progress reviews.

 

What are the requirements for the Plastics, reconstructive and burns surgery specialised study unit?

There are no workplace-based assessments or volume of practice requirements for this specialised study unit. Credit for this unit will be given at the successful completion of the advanced training period.

 

I am undertaking a term in intensive care medicine. What do I need to do to get this term signed off?

You will need to continue to record time and complete clinical placement reviews during your intensive care placement. The first 11 weeks should be recorded as ‘OCT – Intensive Care Medicine’. Any time in excess of the first 11 weeks should be recorded as ‘OCT – Other Clinical Time’ to ensure it is accrued.

 

As intensive care supervisors of training may not have access to the training portfolio system, they should complete the relevant offline assessment forms for the trainee and submit them to the College. This includes the clinical placement review, specialised study unit review and multi-source feedback summary forms. Confirmation of time recorded during an intensive care placement will be undertaken by the College, upon receipt of the clinical placement review form. It is important that the training details section of the form is completed accurately.

 

If you are completing the intensive care specialised study unit during this term, you will need to complete a multi-source feedback and a specialised study unit review as part of the requirements for the specialised study unit. 

 

Clinical placement review forms, specialised study unit review forms and multi-source feedback summary forms can be downloaded from the website here. Completed forms can be sent to the College via training@anzca.edu.au for transcription on to the training portfolio system.

 

Courses

 

I have completed a course. How does this get updated on the training portfolio system?

Trainees can enter course details in the training portfolio system under ‘Courses and Events’. On presentation of a certificate confirming completion of the course, supervisors of training can confirm the entry in the 'Courses and events' section. 
 

Scholar role

These frequently asked questions are provided to assist current ANZCA trainees with queries related to scholar role requirements as well as the transition arrangements in place at the start of the 2017 HEY. Full details of the scholar role are located on the scholar role training page.

What is acceptable for the teaching a skill activity?
Generally speaking, the skill or topic should be healthcare-related and delivered to other health professionals. Instruction on some courses is acceptable for this activity, including early management of severe trauma (EMST) and advanced paediatric life support (APLS). However this must be undertaken on a prospective basis and trainees will not be granted an exemption based on retrospective course instruction. Advanced life support 2 (ALS2) course instruction is acceptable toward this activity. Guidelines for DSRTs and trainees are provided on the evaluation form.

What is expected for the critical appraisal of a topic for option A and how is this different from the option B activity of completing a systematic review?
The critical appraisal of a topic requires considerable effort (perhaps 20 or more hours) but much less than would be required for a systematic review (usually more than 200 hours). A critical appraisal of a topic is designed to rapidly appraise the evidence for a particular intervention or diagnostic procedure, usually in response to the publication of a research paper, and with reference to the major published evidence in the area.

A systematic review is a more exhaustive appraisal involving all the evidence in answer to a particular question of clinical interest. A systematic review is a significant undertaking and should involve collaboration between two or more authors in order to minimize some biases from the process (e.g. trial selection and data inclusion). Guidelines for DSRTs and trainees are provided on the application form.

Are all current trainees required to complete critical appraisal of a paper by end of BT?
Trainees who intend to complete option A for scholar role must complete the critical appraisal of a paper by the end of BT. Refer to the scholar role training page for details on scholar role completion requirements.

I have an approval for option B, do I still need to undertake option A activities?
No. Refer to the scholar role training page for details on scholar role completion requirements.

I have approval to undertake an option B, however I now intend to complete option A. Is it possible to change?
Trainees who wish to change any of the arrangements of their approved option B activity, or who no longer wish to complete the option B activity after March 31, 2017 must apply to the SRSC for consideration.

I am currently in AT, do I have to complete all 5 scholar role activities by end of AT?
No. Trainees who are in training before the start of 2017 HEY are required to complete the required teach a skill and facilitate a small group discussion by end of AT. Refer to appendix 7 of the ANZCA Handbook for Training and Accreditation for full details of transition arrangements.

I am currently in PFT do I have to still complete all 5 scholar role activities?
Trainees in PFT will continue to complete the requirements of their selected option as detailed in appendix 7 of the ANZCA Handbook for Training and Accreditation.

What happens if I do not apply for option B preapproval by end of 31 March 2017?
Trainees who do not apply for option B by the end of March 31, 2017 must complete the option A activities.
Refer to appendix 7 of the ANZCA Handbook for Training and Accreditation for full details of transition arrangements.

Have the assessment processes for scholar role activities changed?
The assessment processes for the following scholar role activities remains unchanged: teach a skill, facilitate a small group discussion, critical appraisal of a paper and critical appraisal of topic. Trainees are assessed by the DSRT or nominee using the relevant evaluation form. New evaluation forms will be published on December 5, 2016, and these will include detailed information and consistent rating scales for each evaluation criteria item to support trainees to satisfactorily address the assessment requirements.

During the 2017 HEY, the audit activity can be assessed by the DSRT or sent to the SRSC for assessment. Starting in the 2018 HEY, all audits will be assessed by the DSRT.

I transitioned from the 2004 curriculum at the beginning of the 2013 HEY and have a registered formal project. Do I still need to complete the scholar role activities?
The scholar role requirements have not changed for trainees who transitioned from the 2004 curriculum with a formal project completed, exemption from the formal project (where exemption was received prior to the 2013 HEY) or who received approval to complete a proposed project (where approval was received prior to the 2013 HEY), may be eligible for exemptions from the critical appraisal of a paper and the audit activities. Trainees should refer to Regulation 37 for further information.

Trainees who received approval to complete a formal project will receive exemption from the applicable scholar role activities after their completed formal project is approved by the College.

These trainees are permitted to apply to the SRSC for exemption from the critical appraisal of a topic or option B, based either on the completed formal project or other research/university study allowed for module 11. Any exemptions are allowed at the discretion of the SRSC.

Refer to appendix 4 of the ANZCA Handbook for Training and Accreditation for further details.

 

Nominating ANZCA representatives and assessors

 

We have a visiting specialist in our department who would be a suitable workplace-based assessment (WBA) assessor. Can they have access to the training portfolio system?

All active FANZCAs and provisional fellows in Australia and New Zealand should have access to the training portfolio system as a WBA assessor. They will be able to log in to the system using their College ID and password. Upon login, they will need to select their role as ‘WBA Assessor’ to view and complete workplace-based assessments. 

 

If the specialist is not a FANZCA but holds an equivalent qualification they may be nominated by the department’s supervisor of training, to act as a WBA Assessor. Completed nomination forms can be sent to training@anzca.edu.au for processing.

 

How is a new supervisor of training nominated? 

Supervisors of training must be nominated by their department director to the education officer for approval. The College can facilitate this process by receiving nominations from department directors and forwarding them to the education officer. 

 

All supervisors of training will need to sign the supervisor of training agreement before access to the training portfolio system is granted. The College will send the agreement on to the new supervisor of training once their nomination has been approved.

 

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