Assessment submissions

I’ve completed all my requirements for this phase. Why is 'My Completed Assessments' in TMP is showing the message that ‘There are no records to display’?

The ‘My Open/My Completed Assessments’ filter looks at each requirement’s assessment status. That status is manually updated by our staff once the phase has ended. When the status is marked ‘Complete’, trainees can no longer create further assessments for that requirement.

Even if a trainee has met the ‘Required Quantity’, the requirement may still appear under ‘My Open Assessments’ until our staff update the status at the end of the phase. Users need to look at that ‘Completed Quantity’ vs ‘Required Quantity’ to track assessments.

We plan to update TMP so that a requirement appears under ‘My Completed Assessments’ as soon as ‘Required Quantity’ is met (no waiting for manual status updates). We don’t have a confirmed release date for these changes, but we’ll keep users updated about when these changes will be live.

Are Learning and Observation captures pro-rated for trainees who are training for less than 12 months FTE?

Yes. Work-based learning and assessment tools are pro-rated to the amount of training for which the trainee has been approved. If a part-time trainee's phase (a phase is a minimum of 12 months total FTE) spans multiple clinical years, the trainee must complete all phase requirements before progressing into the next phase of training. See the RACP Flexible Training Policy for further information on part-time training (item 4.2.4).

Can TMP pre-populate the 'Training Program Phase' in the observation capture and learning capture to avoid errors by trainees unfamiliar with the new terminology for the phases?

Yes. The phase of training will be prepopulated in assessments, defaulting to the current active phase for the trainee.

I'm a Rehabilitation Medicine trainee; how do I complete an in-training long case assessment (ITLCA)?

You'll be able to submit your completed long case assessment rating form (PDF) on TMP under the Assessment requirements tab.

For more information on how to submit an ITLCA review the training resources. 

Learning goals

How are the Professional Behaviour and Knowledge learning goals assessed in work-based assessments?

Professional Behaviours and Knowledge learning goals have their own assessor rating text which will display in the observation capture assessment tool on TMP.

What is the difference between the observation captures and EPAs? Will some EPAs be used more than once per phase?

The EPAs are part of the curriculum standards which are summarised into learning goals. The learning goals are assessed via the work-based assessments including the Observation Captures.

Observation Capture

What does the observation capture replace in the current PREP program?

The new observation capture assessment tool replaces other work-based assessments including mini-CEX and DOPS in the PREP program.

Who can act as an assessor for the observation capture?

A range of assessors can provide feedback and ratings in observation captures This may include Advanced Trainees, consultants and other medical professionals, allied health professionals, nursing staff, administrative staff and consumer representatives. The assessor doesn't need to be the assigned DPE or supervisor or an RACP Fellow.

Can observation captures be completed by the assessor on a trainee's device/log in?

Yes. Assessors can complete the observation capture on a trainee's device/log in. Questions for a trainee or assessor to respond to will be clearly marked. Once submitted, the assessor will receive a copy of the observation capture, including responses, and will be asked to verify that all content entered is accurate before it's considered complete.

How long does my assessor have to complete my feedback request?

Assessors can have up to 30 days to complete the observation capture request. If 30 days has passed or if you can no longer see the feedback request on your ‘My Assigned Actions’ (if you have TMP login), ask the trainee to create a new feedback request within the same observation capture

How will the assessment of observation captures be calibrated across varied assessors?

Assessors will use a 5-point rating scale based on the level of supervision required. The ratings are designed to be as objective as possible, focusing on the amount of supervision needed. However, we acknowledge that some subjectivity may remain, which will be addressed through training and support resources.

How many learning goals can I link to in an observation capture?

In the current version of the TMP, trainees will be able to select one primary learning goal for each observation capture.

Will there be hardcopy assessment marking sheets available for supervisors to use during observed assessments?

While printable assessment forms (e.g., PDFs) aren't available, the Training Management Platform (TMP) offers a more flexible and streamlined approach.

The TMP is mobile-responsive, allowing both trainees and assessors to access the observation capture form directly on their devices during clinical activities, such as ward rounds, clinics, or meetings. Supervisors can view the marking criteria, provide feedback, and complete the assessment in real-time, all while observing the trainee’s performance.

This process ensures that both trainees and assessors have immediate access to completed assessments, making it easier to track progress and provide timely feedback. Once the assessment is finished, a copy is emailed to the assessor for confirmation and automatically updated in the trainee’s record.

This system reduces the need for paper forms and eliminates the duplication of effort in submitting assessments online, all while ensuring that supervisors can still provide thorough, accurate feedback during observed activities.

Progress Reports 

When is the Mid-phase progress report due for Basic Trainees?

Progress reports track how trainees are progressing towards their learning goals over time. Mid-phase progress reports give both the trainee and supervisor an opportunity to review trainee progress and discuss feedback on areas for improvement during the remainder of the phase.

Directors of Paediatric Education (DPEs) can set submission deadlines to ensure progress reports are completed to align with local progress review panel meetings.

New curricula programs do not currently specify a fixed due date for the completion of phase progress reports (i.e. such as the PREP program mid-year requirements due 31 August). The timing of requirement submissions is now aligned to the trainee’s phase of training, rather than fixed dates linked to the clinical year. This approach supports flexible training, allowing requirements to be completed and submitted in line with each trainee’s actual progress through their phase. 

Basic Trainees are expected to plan and manage their learning and submit assessments in a timely manner. We recognise that this year brings additional changes with the introduction of new curriculum and technology, and we encourage settings to show flexibility where appropriate to support trainees to complete their assessments.

Do all learning goals need to be rated in the progress reports?

No. If a learning goal can't be rated, you can select ‘not assessed’. You still must provide a response for each learning goal.

Is the number of progress reports pro-rated for part-time trainees?

No. Progress reports aren't pro-rated for part-time trainees. See the RACP Flexible Training Policy for further information on part-time training (item 4.2.5).

How can education supervisors and rotation supervisors be supported in recognising and managing trainees in difficulty in the new curricula?

The new curriculum standards and progression criteria provide explicit detail on what trainees will be assessed against, with clear benchmarks for performance. Aggregated data from assessments offer richer evidence of trainee progress, supported by recorded evidence to inform remediation activities and progression decisions. Supervisors will have more immediate and holistic access to trainee records to assist with monitoring activities.

How is leave (e.g., annual leave, conference leave, sick leave) recorded in TMP?

You can manage your leave in TMP. Via the ‘My Training’ page or within a Progress Report. 

I'm completing 4-month rotations. Do I still need to completely progress reports every 3-months?

No, we'll accept a progress report at the end of each 4-month rotation.  

Program-level requirements

How do I know if my training program includes program-level requirements?

Your training program curricula will outline any specific requirements and provide submission instructions.

I have already completed a research project in PREP, do I need to submit this in TMP?

If you submitted your research project as part of a specialty following the PREP curriculum you won’t need to resubmit your project. TMP will be updated to reflect that the requirement has been met.

Where do I find the correct template for my logbook?

A link to the templates for logbooks can be found in your specialty’s curricula. These templates can also be downloaded from TMP by selecting the relevant requirement on the ‘Assessment requirements’ tab.

I’ve submitted my completed requirement, what happens next?

Once you’ve submitted your completed requirement in the Training Management Platform (TMP), it'll be reviewed and marked as complete through one of two workflows:

• If supervisor review is required, your supervisor will be notified to review your submission and provide feedback. You’ll need to wait for this review to be completed before the requirement can be marked as complete.
• If supervisor review isn't required, our staff will review your submission and mark the requirement as complete within 6 weeks of the submission date.

Note: the above workflows don't apply to the Advanced Training research project which undergoes a marking process. For more information refer to the Advanced Training research project guidelines (PDF).

Variations in training

Phase progress reports for part-time Basic Trainees

How many phase progress reports are required for part-time trainees?

Part-time trainees are required to complete two progress reports per phase:

• 1 x mid-phase
• 1 x end of phase

This requirement is based on the training phase, not the length of time spent in the phase.

Are the due dates for part-time trainees the same as for full-time trainees?

No. Since part-time trainees may progress through phases at different times, there are no fixed due dates (such as 31 August / 31 January) for their phase progress reports.

How is this different from the PREP training program requirements?

• Progress report requirements are set per calendar training year
• They are pro-rated based on the full-time equivalent (FTE) training time
• Only full-time trainees are required to complete a mid-year report
• For part-time trainees, the mid-year report is optional.

Do part-time or interrupted trainees need to complete the annual progress report?

Yes. All trainees, regardless of training status (part-time or interrupted) must submit the annual progress report at the end of the year.