GUIDANCE NOTES ON MAINTAINING A PROFESSIONAL PORTFOLIO AND PROFILE
The words 'portfolio' and 'profile' are often used interchangeably but, in fact, they do not mean quite the same thing.
A 'portfolio' is a personal collection of information about your career. It should contain evidence about the way in which you have developed professionally and demonstrate the means by which you have acquired new knowledge and skills. In addition it should contain details about posts which you have held and any particular achievements, for example being invited to speak about your work to other healthcare professionals or write an article for publication.
A 'profile' is a selection of evidence taken from your portfolio for a specific purpose. For the purpose of re-registration you will be required to select evidence of your continuing professional development during the preceding registration period. You might also find it useful to make up a profile when applying for a new post.
THE PURPOSE OF KEEPING A PORTFOLIO
The Hospital Play Staff Education Trust (HPSET) require registered Hospital Play Specialists (HPS) to meet certain criteria which will enable them to apply for re-registration every two years. This is includes maintaining a continuous, up-to-date record of their CPD activities.
Only a small number of Play Specialists will be required to send their profile to the HPSET for audit however when applying for re-registration, HPS must confirm that they have met the criteria for re-registration and have kept written evidence of this.
As well as being a requirement for re-registration Hospital Play Specialists will find there are a number of benefits to be gained by keeping a portfolio. It will:
- provide you with up to date information when applying for a job or training course.
- provide written evidence of your professional development.
- demonstrate knowledge and skills acquired to enable you to carry out specific procedures.
- assist you to reflect on experience gained and to set goals for future development.
- provide documentation of experiential learning which might assist in obtaining credit towards further qualifications.
- provide details relating to up-dating to support return to practice requirements.
- demonstrate how CPD cross references to other Knowledge and Skills frameworks.
The design of your portfolio
The design of your portfolio is a matter of choice. There are, however, a number of portfolios available for sale or you may be employed by a Trust which has developed its own portfolio for the use of staff. Alternatively you might prefer to design your own portfolio using a ring binder, file dividers and plastic envelopes for inserting certificates and other documents or keep an electronic folder.
It is important to remember that your portfolio is a personal document which belongs to you. It is a comprehensive account of your professional development and as such may contain certain information which is of a confidential nature. It is a good idea to keep separate any documents which are confidential and would not form part of the profile which the HPSET might request for audit purposes.
CONTENT OF YOUR PORTFOLIO
The following section contains a list of the type of information which you may wish to include in your portfolio.
- Factual Information
- personal biographical details
- professional qualifications (places/colleges of training and dates of qualification)
- academic qualifications (subjects, grades and dates of achievement)
- posts held throughout your career (name of employer, dates of commencing and leaving position held and key responsibilities)
- other relevant qualifications/activities/posts held (e.g. vocational qualifications, charity work).
- Information related to your present post
- job description
- mandatory training required at place of work (e.g. attendance at fire lectures, resuscitation training)
- management training
- committee experience/current membership
- representative on project team (e.g. benchmarking/quality circle)
- dates and records of Individual Performance Review (IPR)/Appraisal Meetings –
If you do not have any formal appraisal system you may wish to keep a personal record of your own self appraisal of your performance in your current post. For example you could record your strengths and weaknesses, personal objectives and action plans. You should try to record these on a regular basis - perhaps once each year - and make notes about your progress and achievements. At this time you can revise your objectives if necessary.
- Continuing professional education and development
- courses attended (dates, location, duration of course, qualifications gained)
- study days, conferences, seminars (dates and location)
- visits to other hospitals or places of professional interest (dates)
- time spent carrying out project work relevant to your current post (e.g. time spent
in the library or reading journals/recently published reports)
Before attending courses, study days or visits you should try and record what you hope to gain by attending. After the event you should record what you have actually learnt, and how this will affect your work i.e. what things you will try to change or do differently as a result. How it impacts on service users.
At some courses/study days you may be given a certificate of attendance. This should be inserted into your portfolio. Remember - attendance in itself is not evidence that learning has taken place and it is a good idea to write notes about the event on the reverse of the certificate.
- Record of time spent on study activities
- For the purposes of your profile you should keep a record of the actual hours involved in any of the above activities during each registration period. You may wish to keep a summary of the hours spent studying on a separate record sheet.
- Other professional activities
- membership of professional organisations (e.g. NAHPS)
- attendance at meetings or conferences in connection with the above
- extra curricular roles (e.g. member of parent teacher association)
- giving lectures/teaching sessions
- articles accepted for publication.
For guidance the full details pertaining to re-registration may be downloaded in PDF format.
Full Re-registration Pack containing:
- Re-registration notes
- Re-admission to the register – updating for return to practice
- Standards for Continued Professional Development (CPD)
- CPD Activity Examples
- CPD Evidence Examples
- Assessing your Professional Development Profile
Full CPD Audit Pack containing:
- Guidance notes for completing Professional Development Profile
- Professional Development Profile Template
Full Updating/Return to Practice Pack containing:
- Guidance notes for completing the period of updating forms
- Updating cover sheet
- Supervised practice form
- Formal study form
- Private study form