It provides programme-level administration and governance: user accounts, Portfolio Supervisor authorisation/assignment, Registrar portfolios, requests, assessment registry, finalised supervisor-review oversight, alerts, support queue, audit log and server/backup functions.

Open Users & Accounts, select the role, enter the required identity/contact details, set a temporary password, and create the account. Registrar accounts are linked to a Registrar profile.

Only an active Competency Committee Chair can create a new Administrator account. Regular Administrators can create Registrar and Assessor accounts. The initial Administrator created during first-time system setup is automatically established as the first Committee Chair.

Yes. In Users & Accounts, use Make administrator on the Assessor account. Historical WBAs remain attributed to that person. Portfolio Supervisor authority and Registrar assignments are preserved. Only a Competency Committee Chair can perform the change, and the promoted user signs back in through the Management app.

Only an active Competency Committee Chair can change a base account between Assessor and Administrator. Portfolio Supervisor authority is independent and is preserved across that role change.

Yes. Assessor access is a separate professional privilege. A Competency Committee Chair can grant Assessor privilege to an Administrator, allowing that person to receive Registrar WBA requests and perform WBAs while retaining Administrator access. An Assessor promoted to Administrator keeps Assessor privilege automatically.

Only a Competency Committee Chair can assign, change or remove Committee Member/Chair authority. A regular Administrator can view the role but cannot alter it.

No. The app always requires at least one active Chair. It blocks removal, demotion or deactivation of the last active Chair. On upgrade, if no Chair exists, the earliest-created active Administrator is automatically designated as the initial Chair.

No. A Competency Committee Chair must first remove that Administrator's committee role. The last active Chair can never be removed or demoted until another Chair has been assigned.

The user has an administrator-issued password and must choose their own password at the next successful login.

The replacement is marked temporary, existing sessions for that user are invalidated, and the user must change the password on next login.

Yes. Both role apps contain Account & Password for self-service password changes.

It is an independent educational-supervision privilege that may be held by an authorised Assessor or Administrator. It does not replace the person's base account role and the supervisor must still be assigned to specific Registrars.

Use User Management to grant Portfolio Supervisor authority to an Assessor or Administrator, then use Portfolio Supervisor assignments to assign that supervisor to the appropriate Registrar or Registrars.

No. Portfolio Supervisors can recommend entrustment but cannot sign off an EPA. Formal EPA Entrusted / Signed off status requires a finalised Competency Committee decision. Administrators provide governance oversight. An Administrator may separately hold Portfolio Supervisor authority and make supervisor recommendations for assigned Registrars, but formal sign-off remains a Competency Committee decision.

It brings together longitudinal evidence across all active published EPAs rather than treating individual WBAs as isolated scores. It is the main view for evidence accumulation and formal progression review.

No. Numerical targets and case mix describe evidence accumulation. Formal Entrusted / Signed off status is a deliberate Competency Committee decision after review of supervisor recommendations and the underlying evidence.

A WBA rating describes one observed event. The longitudinal entrustment level describes the supervisor/committee’s overall decision for the EPA: 1 observe only, 2 direct supervision, 3 indirect supervision, 4 independent practice, 5 supervise others.

It is a summary signal derived from individual WBA judgements. It supports review but does not replace faculty judgement or sign-off.

The headline count shows only WBA requirement groups specifically attributable to FCOG 2 eligibility. Intermediate requirements are counted separately and are not added into the FCOG 2 count. Stage-specific components remain visible separately where required.

The Registrar may be missing the required case mix, stage-specific category, assessor diversity, or historical classification. Total count alone is not sufficient for classified EPAs.

A historical WBA belongs to an EPA that now requires an evidence category but no category is recorded. An assigned Portfolio Supervisor can classify the historical evidence while reviewing the underlying WBAs. Administrators can identify unclassified evidence and assign the appropriate supervisor for reconciliation.

It converts accumulated WBA evidence into a deliberate longitudinal faculty decision for each EPA and records formal progression/entrustment history.

Insufficient evidence, Progressing, Ready for entrustment, Entrusted, or Remediation required.

Yes. Save it as a Draft. Drafts do not alter EPA sign-off and are not visible to Registrars.

Administrators can see all drafts. A Portfolio Supervisor sees their own draft. Registrars see only finalised reviews.

A decision must be completed for every EPA included in the current review set. Finalisation records the authorised reviewer and timestamp and locks the review.

No. Formal reviews remain locked. Later corrections or clarification are recorded as addenda.

In the underlying-evidence list for a classified EPA, an authorised reviewer can assign or update the evidence category. The original WBA remains locked; the classification change is separately audit logged.

No. It changes only how the existing locked WBA is categorised for curriculum evidence.

The system uses an approximately six-month interval from the latest finalised review and flags when the next formal review is due.

The app does not automatically derive entrustment from an average. The reviewer should consider the full longitudinal evidence, including quantity, case mix, diversity, trend, recent performance and context.

The Registrar sends a request, the Assessor accepts or counterproposes scheduling, and the linked WBA is completed after agreement.

The record is held as a draft and an auto-generated official-request draft is created for the Registrar. It does not count as completed evidence yet.

The linked Assessor draft is automatically completed and locked, receives a normal WBA registry number and starts counting in the portfolio.

No. The administrative finalisation happens silently for the Assessor, as the WBA content was already completed.

They identify agreed WBA requests that remain incomplete beyond the configured escalation interval so programme staff can follow up.

Use Assessment Requests in Management for programme-wide request status and scheduling history.

A remediation plan is a longitudinal governance record created when formal review identifies remediation needs. It records the concern, required activities or evidence, responsible Portfolio Supervisor, target date, progress notes and final outcome.

Administrators can oversee plans and assigned Portfolio Supervisors can manage plans for their Registrars, but only an active Competency Committee Chair can formally close a plan and record its final outcome.

Yes. EPA Management lets an Administrator edit the full EPA definition, criteria, case mix, permitted assessment methods, evidence targets, guidance and sign-off rules. Changes are saved as drafts and only affect new work after a new curriculum revision is published. Historical WBA snapshots remain unchanged. Newly created draft EPAs can be permanently deleted before publication only when no request or assessment references them; published EPAs must be deactivated instead.

The Programme Reports screen provides CSV exports for cohort overview, Intermediate evidence gaps, FCOG 2-specific evidence gaps, and reviews/remediation requiring attention.

It summarises application/database connectivity, push-delivery status, support/remediation workload, active Committee Chairs and governance self-test status. The displayed backup timestamp refers to the last application JSON export and is separate from Sites platform backups.

Registrars and Assessors can submit a support ticket from Help & Support. The system stores the issue centrally and automatically captures role, app version, page and browser/device information.

In the Management Help & Support support queue, with unresolved issues prioritised for review.

Open, In progress and Resolved. You can add a response visible to the submitting user.

Support updates are integrated with the notification system so the user can see the status/response and may receive an alert.

Important server-side governance actions such as account changes, password resets, assessment actions, historical evidence classification, formal review actions and support workflow changes are recorded where implemented.

Locking preserves the integrity of workplace assessment evidence. Later clarification should use an addendum or another explicit governance action instead of silently rewriting the record.

Yes. Support records are stored in the central database and included in the application’s central backup workflow.

Do not place patient names, hospital numbers, national ID numbers or other patient-identifiable clinical information in support tickets.

In-app notifications are persisted on the central server. Push notifications are browser/device alerts and require a compatible browser, installation state where applicable, and user permission.

Browser permission, operating-system settings, service-worker state or device restrictions can affect push independently of central in-app notifications.

It reports client connectivity and whether queued submissions are waiting or being retried.

The Assessor form autosaves locally, and certain Registrar requests/Assessor completions that fail because of network loss can be queued in a device outbox.

Queued submissions carry a unique client operation identifier that is recorded server-side, allowing repeated delivery to return the original result instead of duplicating the record.

It was intentionally removed from signed-in headers because browser install-state detection was inconsistent. Installation remains available on the login/setup screen.

Safari/iOS/macOS can retain installed PWA icons. Removing the old installed shortcut/app and reinstalling from the current manifest is the most reliable refresh.

This Sites app stores central application data in its hosted database. Live and Demo use separate records. Browser local storage is used only for client-side features such as autosave/outbox state, not as the authoritative central record.

No. Publishing updates application files while retaining the hosted database. In v2.4.0, existing registrar records stay in Demo and Live starts with no registrar training records.

Open System Health & Backup → Production Test Data Cleanup. Select the specific test Registrar or unused standalone test account and run Preview impact first. The server blocks deletion when unrelated production records would be affected, requires a central backup exported within the last 24 hours, requires confirmation that the records are test data, requires re-typing the selected student/staff number, and requires typing DELETE TEST DATA. Finalised Competency Committee evidence can only be removed by a Committee Chair. Audit history is preserved and the cleanup itself is audit logged.

Check the connection indicator and System Health page. Contact the administrator if the hosted database remains unavailable.

Close/reopen the installed app and verify that the new version is served. Versioned CSS/JS references and no-cache headers are used, but Safari can retain installed PWA resources aggressively.

Check the central request/assessment registry, user role/linking, and relevant notifications before assuming data loss. Use the audit log and support diagnostics when appropriate.

Describe the reproducible workflow, expected behavior and observed result. Avoid patient-identifiable information even when troubleshooting clinical-context workflows.

Open EPA Management in the Administrator sidebar. The editor is the source of truth for EPA identity, stages, WBA targets, minimum qualifying entrustment, case mix, assessor diversity, permitted assessment methods/direct-observation types, criteria, guidance and sign-off rules.

Save draft stores working changes for Administrators without changing the live curriculum. Publish new revision validates the complete draft and creates a new immutable curriculum revision used for new requests, new assessments and current portfolio calculations.

No. Completed WBAs retain the EPA definition and curriculum revision snapshot that applied to that assessment. Later curriculum changes do not silently rewrite the historical title, criteria or rules attached to the locked WBA.

Requests retain the EPA definition/revision snapshot assigned when they were created. Publishing a later revision therefore does not change the meaning of a request that is already in progress.

Yes. Use + New EPA, complete the definition and save the curriculum draft. A new EPA remains a working draft until a curriculum revision containing it is published.

Only when it has never appeared in a published curriculum revision and has no linked assessment request or WBA. The server rechecks both conditions before deletion. The deletion is audit logged.

No. A published EPA must be marked Inactive so historical requests, WBAs, portfolio evidence and curriculum revisions keep a valid reference.

An inactive EPA remains part of published curriculum history but is excluded from new EPA selection for future requests/assessments. Existing historical records remain readable and attributable to that EPA.

Define evidence categories and then create stage rules for Intermediate and/or FCOG 2. Each stage rule can specify a category, required WBA count and minimum number of different assessors. Portfolio calculations read these published rules directly.

It sets the minimum individual WBA judgement that can count toward the EPA's numerical evidence requirements. The portfolio eligibility engine uses the published value rather than a hard-coded threshold.

Yes. The editor controls which assessment methods are permitted and which direct-observation types are available for that EPA. New requests and assessment forms use the current published definition.

Yes. Criteria are editable per EPA. A newly published definition applies to new work; historical completed WBAs keep the criteria snapshot that was used when they were performed.

Restoring an older published snapshot creates a new curriculum revision based on that earlier configuration. It does not erase or overwrite intervening revision history.

Use the Current published EPA curriculum Help topic below. It is generated from the currently published server configuration, including its curriculum revision number, rather than from fixed Help text.

The app is loading the currently published EPA definitions from the server.