The following article is to provide guidance and a reference for the setting up and administration of ARCP panel meetings, in addition to the video guide above. Further guidance is on linked articles to the left. This advice is for all Royal Colleges using ARCP panel meetings, and mention of RCGP / RCOphth etc, in this article, is not with prejudice.
Viewing the information for a Trainee
Seeing which trainees are due a panel review
Viewing panel meetings
First log into www.fishbase.co.uk and then from the dashboard click the Database link on the left.
NB: If you administer more than one Regional or Royal College Deanery, please ensure you are viewing the correct one. This can be changed under My account from the drop down menu under your name.
Then click the Panel meetings menu option.
This will take you to the Panel meetings page. Here you can filter to see meetings in the future or past and open and completed panel meetings. Clicking on View takes you to the page for that particular panel meeting.
On the panel meeting page you can manage both the Panel members and Panel subjects (the trainees).
Panel Members added to the panel meeting will be able to access the appropriate trainees portfolios on that day using their own login credentials. Panel Members are automatically given access to the panel on Fishbase 2 weeks before the meeting and access is removed 4 weeks after.
When trainees are assigned to the panel meeting, they will be able to view the date of their upcoming ARCP on the Training map of their portfolio. This is both as a lozenge in the Training map graphic and against also the Review Period (as below):
Adding a panel member role
Visit the People page by clicking the option on the left hand side menu. From here either complete the people search and click on the person's name (if they are already on your database) or add them as a New person if not. Then, either once created or on their person viewing details page, you should see the following:
The example person above already has a role of Panel Chair but to add one you would click on New job and select a role of Panel Chair / Member and the organisation should be your Deanery.
NB: Panel members need to have a Job role of Panel Member or Panel Chair in your organisation (the Deanery) before you can add them to a panel meeting.
Creating a panel meeting
On the Panel Meeting page, click on New Panel Meeting at the top of the page:
Complete the meeting name and date. It is very important to add the Deanery Organisation this panel is for, so that you can access the Panel in the future (see arrow below).
Then you can start to add the Members and Trainees:
NB: Once you have created the panel meeting, you have easy access to this helps guide from the top of the page by clicking Help for ARCP management.
Viewing the information for a Trainee
As a Panel Member, from the relevant panel meeting page click on the trainee name to view their details.
This takes you through to the page to review all the information and evidence for the trainee for the panel meeting. You can see a testing account below, some information is not complete:
Deanery administrators and Panel Chairs can click Start to complete the review, which takes them to the ARCP panel form.
The final stage is to rate the progress assessment:
This can be completed in stages by clicking Save for further editing at a later date. Once completed click Complete & Submit, for the review to go to the Chair to be signed off.
Once the form has been completed and submitted, if the Chair then visits the same page they will have the option to Sign off as complete. Once this is clicked, edits are still possible but the trainee is notified that they can view it. If they accept it then the form is locked and a PDF summary is created, not before this stage. If for any reason the form needs to be opened again this can be done by contacting the exams team at your Royal College directly.
Seeing which trainees are due a panel review
Clicking on the Panel report link from the left hand menu takes you to the page where you can filter trainees and see which are due a panel review.
This page has various filters that you can search on.
Further information on this help article.
Useful videos
Below video is from the RCGP Specific view, and any reference to 'CSA/RCA/SCA' is for RCGP specific exams.
For RCOphth specific guidance to the panel member information and report completion, please click here:
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