Online Supervisor's Report pilot

The way you complete the Advanced Training Supervisor’s Reports in Australia has changed.

The online Supervisor’s Report is now available for most Advanced Trainees in Australia to use throughout 2021. To access the online report, you'll need your new RACP ID and multi-factor authentication.

Exceptions to the pilot are these Australian specialty programs that will continue to use paper-based reports at this time:

  • Cardiology Electrophysiology Training Supervisor’s Report
  • Cardiothoracic Surgery Training Supervisor’s Report
  • Endocrinology and Chemical Pathology Supervisor’s Report
  • Nuclear Medicine PET Supervisor’s Report

Aotearoa New Zealand trainees will continue to use paper-based Supervisor's Reports for now.


Steps to complete your online Supervisor's Report

Start your report | Trainee

  1. Log in to the online Supervisor's Report system.
  2. Add leave information.
  3. Add meeting dates and discussion notes.
  4. Add research project information (if applicable).
  5. Check if any specialty tabs are available to you (some training programs require your input in some of these fields). Greyed-out sections can only be completed by your supervisor. If there is no specialty tab, your specialty does not require this.
  6. Let your supervisor know you’ve completed your sections.

Submit the report | Supervisor

  1. Log in to the online Supervisor's Report system.
  2. Review the leave, meeting and research project information your trainee added.
  3. Complete the 'Specialty' tab. Ensure your trainee has completed their section if any (some training programs require trainee input in some of these fields which will be greyed-out for supervisors). If there is no specialty tab, your specialty does not require this.
  4. Complete the assessment ratings, commentary and summary tabs.
  5. Go to the ‘Submit report’ tab to add any final comments.
  6. Click the blue SUBMIT button.
  7. Complete your declaration.
  8. Make a time with your trainee and co-supervisor to discuss your feedback.

Review the report | Co-supervisor

  1. Log in to the online Supervisor's Report system.
  2. Review the information entered by your trainee and co-supervisor.
  3. Add final comments (if any) and complete your declaration.

Complete the report | Trainee and Supervisors

  1. Log in to the online Supervisor's Report system.
  2. Enter your report and go to the ‘Submit report’ tab.
  3. Add final comments (if any) and complete your declaration.

See the FAQs section below for troubleshooting tips, including how to log in.


FAQs

General

How do I access the online Supervisor's Report?

You can access your online Supervisor’s Report through your Advanced Training handbook using your new RACP ID and multi-factor authentication.

To force your browser to link to the correct RACP account:

  1. Open a new Microsoft Edge or Google Chrome browser.
  2. Clear the browsing history.
  3. Access your online Supervisor's Report through your Advanced Training handbook.

Contact us if you have other technical issue or can't access your online Supervisor's Report.


Why can't I access the report through the link?

Make sure your new RACP ID and multi-factor authentication are set up as you need this to access the report.

If you receive an error message like ‘Sorry, but we’re having trouble signing you in’ or ‘This App isn’t opening correctly, it looks like you don’t have access to this App. Ask its owner to share it with you.’, follow these steps:

  1. Clear your browser history.
  2. Log into the RACP website using your RACP ID.
  3. Copy and paste the online ATSRs link into the URL bar:
    https://apps.powerapps.com/play/e37da4b0-f9d6-46a3-8340-224b8f2aad75?tenantId=d23f743f-34d8-462d-90c7-e59246d7e602

If you're still having trouble, contact us to assist.


What if I can’t see any online reports in the system for this period?

There is an issue randomly impacting some members and we're working to resolve it as soon as possible.

In the meantime, try to search for your name in the trainee/supervisor search bar on the left side of the page. All your reports should now display.

If the issue persists, contact us so we can assist you.


What do I do if the online Supervisor's Report in the system isn’t for the right specialty?

Online Supervisor's Reports are generated based on a trainee’s primary specialty. If the report doesn’t reflect the trainee’s primary specialty for the current training period, contact your Education Officer.


What if I need more time to complete the online Supervisor's Report?

The 2021 Supervisor's Report requirement is due on Monday 23 August 2021. If you need an extension or would like to discuss your options, contact your Education Officer.


What if my rotation details have changed?

Depending on the change — for example dates, settings or timetables — the trainee may need to submit a new application for approval. Speak with your Education Officer about your circumstances.


What if the supervision arrangements have changed for this training period?

You can update supervision details in the ‘Trainee & Supervisor’ tab.

To edit the supervision dates:

  1. Click the button with the pen icon located next to the relevant supervisor.
  2. A new window will open and you'll be able to edit the dates of supervision.
  3. Make sure you add the reason for the change.
  4. Click ‘Save’.

To add another supervisor for the period:

  1. Click ‘Add’.
  2. A new window will open where you can add the details and dates for an additional supervisor.
  3. Make sure you add the reason for the change.
  4. Click ‘Save’.

Who can add information into the report?

The trainee and all their nominated supervisors need to log in and complete the actions in the online Supervisor's Report. If you’re logged in as a trainee, fields for supervisor input are greyed out.

Trainees cannot submit or complete the report on behalf of their supervisor(s).

Only supervisors can complete the assessment fields and submit the report.

If you’re not sure which sections of the online Supervisor's Report you need to complete, contact us.


Who can submit the report?

Only supervisors can submit an online Supervisor's Report.


What happens after the supervisor submits the online Supervisor's Report?

The report status will change to 'submitted' and the assessment fields can no longer be edited. The trainee and supervisors can now review the submitted report and must complete their declarations.

The report will not be considered 'complete' until all declarations have been completed.


I submitted the report. Why hasn’t the report status changed to complete yet?

All supervisors and trainees need to check their declaration box for the online Supervisor's Report to be completed. To see if all declarations are completed, go to the ‘Submit Report’ tab.


How do I know who has completed their declaration?

You can review the status of the report declarations on all reports page or under the ‘Submit Report’ tab of your online Supervisor's Report.

On all reports page, a small blue tick will appear next to a supervisor or trainee’s name when they have completed their declaration.

In the ‘Submit Report’ tab, a tick will appear next to a name when they have completed their declaration.

If there is no tick next to a name, it means this person still needs to complete their declaration.


Can I use the paper Supervisor's Report?

Yes, you can but we do need your feedback so we strongly encourage you to give the online Supervisor's Report a go. The online report aims to be quicker and easier for you to complete than paper and we will be eventually phasing out the paper Supervisor's Report forms.


What is the contingency plan if the pilot for the online Supervisor's Report doesn't work?

If there is a technical issue or you're unable to access the online Supervisor's Report, the following steps will be taken:

  1. We will try to rectify your technical/access issue — contact us so we can assist.
  2. You will be able to submit the Supervisor's Report on paper as usual.
  3. We will seek permission to further extend the due date to submit your mid-year Supervisor's Report.

Why is my report locked for editing?

Online reports can only be edited by one person at a time.

If your trainee/supervisor has your report open, you can view the report in read only format. You can't edit the report until the other person exits by clicking ‘Back to all reports’ or is inactive for 20 minutes.

If the report is still locked for editing after the other user has exited, click the refresh arrows on the blue bar at the top right corner of your page.

Trainees

Which fields do I complete in the online Supervisor's Report?

Trainees can:

  • add/edit supervisor details
  • add leave dates and meetings attended
  • add research project information
  • complete some specialty fields (dependent on specialty content)
  • add comments
  • complete the trainee declaration

What if my supervisor is on leave until after the deadline?

If your supervisor is on leave only a couple of weeks before the end of the rotation, you may wish to work with your supervisor(s) to submit the report early. To discuss your options, contact your Education Officer.


What if I don’t agree with my supervisor’s assessment?
Provide your comments in the 'trainee comments box' prior to checking the declaration box. Your Training Committee will review the full report, including your comments.

This report is only for the first half of the year. Why does my online report show the dates for my full 12-month position?

The report, as generated in the system, shows your rotation dates as provided/entered in your application for training and will count towards the first half of 2021. A new report will be generated for the second half of the year, closer to the end of year deadline.

Advanced Trainees in 12-month positions are required to submit:

  • 1 x Online Supervisor’s Report for the first 6 months of the training year
  • 1 x Online Supervisor’s Report for the final 6 months of the training year

Supervisors

Can my trainee complete the report on my behalf?

No, trainees cannot complete the report on a supervisor's behalf. Supervisors must log in to complete the supervisor input fields, submit the report and complete their declaration.

If you’re not sure how to complete the online Supervisor's Report, contact us for assistance.


Which fields do I need to complete in the online Supervisor's Report?

Supervisors can add information in any report tab and must:

  • complete some specialty fields (dependent on specialty content)
  • complete the assessment ratings, commentary and summary fields
  • submit the report
  • add comments
  • complete the supervisor declaration

What if I don’t agree with another supervisor’s feedback and/or ratings?

You can provide your own comments in the ‘Submit Report’ tab. To discuss any concerns, contact your Education Officer.


I’m going on leave before the deadline. What should I do?

Depending on your period of leave, your trainee may need to add a new supervisor to their report to cover the period that you’re away. If your leave is only a couple of weeks before the end of the rotation, you may wish to provide your comments and submit the report early. To discuss your options, contact your Education Officer.


What do I do if I submit the online Supervisor's Report by mistake?
Notify your Education Officer of the mistake as soon as possible.

Can I change my assessment of the trainee’s performance after I have already submitted my report?

Once you submit the report, no more changes can be made. It’s important to make sure you are certain about your feedback and ratings before submitting the report. Contact your Education Officer to discuss your options.


I have submitted the report. Why isn’t my report status now displaying ‘complete’?

All supervisors and trainees need to tick their declaration for the report to be complete. Make sure you, other co-supervisors and trainee have all completed their declaration on the report.


Why doesn't the system allow me to submit?

Check you completed all sections of the report. A red error message appears next to each tab where you still need to complete a question. A red prompt also appears next to the relevant question in the tab.

Red error messages disappear when you have completed all relevant fields.

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