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These are the issues that were covered during the drop in session.
The session was recorded, timestamps for each section are listed so you can navigate straight to the part of the video that you require.
1. How can we get assurance that staff are actually being observed when competencies are signed off? 3.51
This is largely a matter of organisational culture within the hospital/trust. We would suggest that learners use the Notes section when submitting a competency to add details relating to the situation observed e.g. date, bed number (this data should be non-identifiable) to help the assessor recall the observation. Assessors should also be empowered to reject a competency if they are not comfortable signing it off and can ask the learner to demonstrate it again.
1.2. During testing as a supervisor, I was able to sign off my own competencies. Should this be able to happen? 6.10
This functionality (signing oneself off) is specific to the test framework to allow users to explore the system if they don't have others in specific roles. It should not happen in a live learner environment.
2. For the last ~10 days, clicking the "Supervise" button often doesn't load, showing a "something went wrong" error. 7.20
Others confirmed that this was also happening at there centres but advised it hadn't been reported to the support team. An action was taken to raise this with our developers, who have advised this is most likely to be linked to server performance and they will carry out updates and improvements over the next couple of weeks. In future, we would ask anyone experiencing performance issues contact us so that we can investigate further. We can't fix what we don't know about and the more reports we have about an issue, the more we understand the impact on users and can react accordingly.
3. In the STEPs competencies learners can send the learner agreement to themselves to sign off. There is concern that if they can sign off the learner contract themselves, they could sign off other competencies for themselves, especially if they are also supervisors for other frameworks (e.g. a STEP 1 supervisor who is a STEP 2/3 learner)? 12:12
Learners should not be able to send competencies to themselves for sign-off, regardless of whether they have supervisor permissions for other things. We will investigate this further and report back as it should not be happening, and if it is then it is a bug which needs to be fixed.
Regarding being able to sign off on different frameworks, the system has been developed to include categories (e.g. so that non-clinical staff can't sign off clinical frameworks), but this is dependent on centres assigning categories to supervisors. Eventually, this will be more granular to specify which frameworks individuals can sign off based on their own completed competencies, but this is not yet fully implemented beyond high-level categories.
4. Some learners who have completed self-assessment and supervisor assessment are unable to send it for final sign-off. Does the final sign-off role need to be a 'Manager'? 18.45
Yes, the final sign-off needs to go to an Educator/Manager assigned to the learner. The Educator/Manager must have added the learner to their staff list in the Supervise function.
If issues persist, it could be that the learner has already submitted it to someone else (they can only submit to one person at a time for final sign-off). They might need to withdraw it and resend it to the correct manager. This FAQ article should help with how to do this An Educator/Manager has left - how does a learner change their Educator/Manager? : Digital Learning Solutions Support Portal.
5. Regarding roles on the DLS platform (specifically for Capital IV therapy passport - Supervisor, Nominated Supervisor, Centre Admin, Centre Manager), is the Nominated Supervisor also the Educator/Manager? 21.26
No. The Supervisor role (in the platform context, though terminology can be confusing) is the Educator/ Manager role who does the final sign-off. The Nominated Supervisor (sometimes known as Assessor) signs off individual competencies. We are aware the differing terminology is confusing and work is planned to clarify this. We should be able to provide an update on this at the next session.
6. Regarding the non-identifiable dashboard, can the information be filtered to a more specific level, such as by directorate (using registration prompts)? 37.08
This is difficult for non-identifiable dashboards because it risks making data identifiable and not all centres use the same registration prompts, making it an unreliable filter across the board.
The upcoming identifiable dashboards (which will be within the DLS platform) will allow drilling down to individual progress, which should provide the desired granularity.
7. For historically competent staff being newly enrolled on to a digital framework, is there a way to upload a certificate or evidence of prior competence instead of them manually self-assessing everything and requesting sign-off for each item? 42:52
Not currently. This 'paper to digital' or evidence upload functionality is in the development pipeline (scoped and designed) but not yet scheduled for release. For now, the process is manual self-assessment and sign-off within the system.
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Technical Drop-In 6th May 2025
Modified on Thu, 15 May at 3:23 PM