1 PRD Online 2011-12
SBC PRD Online What is it? PRD Online, part of CPD Online, will keep track of the PRD process for you, allowing you to concentrate on the quality of the professional dialogue. What remains the same? The face-to-face PRD meeting is still at the heart of the PRD process The review process follows the same stages as before What is different? The new online system uses email and online forms instead of paperwork You can access the PRD process online from start to finish Where? PRD Online uses the CPD Online system at www.sbc-cpd.co.uk Why? By allowing both reviewers and reviewees to concentrate on the quality of the PRD dialogue, not the paperwork, it is hoped that PRD Online will: Allow a quality experience within which individuals feel valued and fully engaged Speed up the move away from the current perception of a managed process and towards a process with the focus on a skilled-up profession Give ownership of and responsibility for professional development to the individual, while recognising the dual role of both the reviewer and reviewee Facilitate the impact of a quality PRD process on both professional practice and pupil learning Who and When? After a successful pilot in Selkirk HS in 2009, several SBC schools are now using PRD Online. Schools indicate readiness and are then able to access the new functionality. 2
How will it work? Reviewer Initiates review online. Arranges suitable meeting date, time and location and submits online. Reviewee Receives email notification of start of PRD process Uses online selfevaluation tools and reflects on the impact of CPD and Learning Log from last session. Agrees agenda and adds comment if required. Completes agenda online (shared with Reviewer) Face-to-face PRD Meeting Reviewer acknowledges strengths and achievements and supports the meeting, coaching the reviewee towards development in identified areas. Reviewee explores issues arising from the agenda and, through discussion, agrees CPD Needs Summary. Agrees CPD Needs Summary. This acts as the signing off of the PRD process. Completes and submits CPD Needs Summary online. CPD Needs Summary sent to CPD Co-ordinator to collate and progress. Agenda and CPD Needs Summary kept as part of the Reviewee s record and can be accessed at any time. 3
Support We aim to support our schools as much as possible in the implementation of PRD Online. Training and documentation are provided on request, to meet individual school needs. It is inevitable that, with the introduction of new ways of doing things, there may be hiccups and delays along the way. Thank you in advance for your understanding. Please don t suffer in silence though! We need you to let us know if the new process isn t working for you. For queries and concerns about the PRD process, or if you feel you require further support, please contact your CPD Co-ordinator. (Headteachers should contact the CPD Online Team or the CPD Manager). For technical problems, please also contact your CPD Co-ordinator who will communicate them to us so that we can respond promptly. For comments on the online functionality and suggestions for future improvements, please use the feedback box at the bottom right of every page. This feedback is emailed to the CPD Online Team on a weekly basis. Comments are always acted upon if it is reasonable to do so and often help to inform future developments of the online system. We are very grateful to all who take the time to communicate with us in this way. Thank you very much for your co-operation The CPD Online Team CPD Centre, Langlee Tel: 01896 662 170 Email: cpd@scotborders.gov.uk 4
What do you want to do? Find the Online CPD System website and log in Go to P 6 Fill in your CPD Learning Log Go to P 7 Use the Self- Evaluation tools Go to P 8 Begin the PRD Process Go to P 9 Fill in My Agenda Go to P 10 Fill in My CPD Needs Summary Go to P 11-12 To find paper versions of My Agenda and My CPD Needs Summary Go to Appendix,P 13-14 5
Where do I find the Online CPD Management System website? The SBC Online CPD Management system now has an easyto-remember direct link: www.sbc-cpd.co.uk This link will take you directly to the real address: https://asp.soprahosting.co.uk/cpd/scotborders/ which you should add to your bookmarks. Tips and Hints Password not working? Make sure that you are observing capital letters. To avoid typing errors with a complicated CPD Online System password, try copying and pasting it into the Password box. How do I log in and get to the PRD section? Look for the blue box on the right-hand side. Forgotten your password? Just click the Forgotten password link and follow instructions Fill in your username and password. Then click Login. Fed up of an awful password? Change it! Look for the Change My Password link in the side menu. This personal area is where you book your own courses, keep your own profile up-to-date (eg changing password or email address), manage your CPD Learning Log, etc. Once you are logged in, you can find your CPD Learning Log and PRD Online sections by clicking the links in the menu on the right-hand side. For more about filling in your CPD Learning Log, see P 7. For the PRD process, see P 9-12. 6
How do I fill in my CPD Learning Log? Log in and then click My CPD Learning Log in the menu on the right hand side. Your CPD Learning Log automatically contains all the SBC Courses that you have attended: Tips and Hints Wondering why you have to fill in the Associated CPD Time? This is because your CPD time can be less or more than the actual duration for example, you may need to add on preparation time to the course duration. All you need to do is click the red Click Here to Add links to update your Learning Log, see example below: Want to remind yourself about a course? Look for the View Course Details and View Course Feedback (only available if you filled in online feedback) icons. Fill in the Assoc CPD Time for each course. You will see your total CPD hours at the bottom of the page. What about other CPD Activities that I have undertaken? First, look for the drop-down list and choose the type of activity: Then, click Add New CPD Activity: Fill in the form and then click Add this activity: Saving and Printing the Learning Log Your CPD Learning Log will always be available to consult online. You will be able to use the Date Filter to look at previous sessions. If you still wish to save it elsewhere or to keep a printed record, you can click these links to download Word documents: Worried that there is a course in your Learning Log which you didn t attend? Click the red cross to ask to have the course removed. Are you concerned about confidentiality? Your Impact of Learning reflective comments will never be shared with anyone else, unless you specifically choose to share them. Your PRD Reviewer will be able to see the rest of your Learning Log once you have submitted your agenda, so that they are prepared for the meeting. 7
How do I use the Self-Evaluation tools? Click the PRD Online link and then click Self-Evaluation Tools. There are a number of Self- Evaluation tools and ideas available on this page which you can use, for example to prepare for your PRD review. Saving and Printing the Self-Evaluation tools Look for the download link next to each tool. Clicking this will open a Word document that you can save or print. Completing the Self-Evaluation tools online Some of the tools allow you to complete your Self-Evaluation online. This means that it will be saved online and you can return to it at any point to edit or download it. Click the fill in online link. Fill in the form by clicking the radio buttons or entering text into the boxes. You can Save as you go along. Returning to your online Self-Evaluation Tips and Hints You will be expected to bring your Self- Evaluation tool with you to the PRD meeting, so you should use the download links to enable you to do this. Choose 3 areas from your Self-Evaluation tool to focus on at your PRD review meeting (positives as well as negatives). Don t want to fill in a paper form? Use the selfevaluation tools which can be completed online (look for the fill in online links). You can then go back and edit the form whenever you wish, as well as downloading it and saving or printing. Once you have filled in a Self- Evaluation online, a new Online Evaluations link opens in the menu. Click the link to edit, view, download or bin your evaluation. Printing your online Self-Evaluation The Download icon will allow you to print a copy of the Self-Evaluation form to bring to your PRD interview. 8
How does the PRD Online process begin? The process begins with an email! When your PRD Reviewer initiates your review, you will be sent an email to let you know. Your reviewer will also set the meeting date (which they will have discussed with you). You will know when the meeting date has been set, because you will see the details in your PRD Online section: Tips and Hints Don t forget to use the PRD side links The Process Click this link to see an overview of how the process works You don t have to wait for an email! It is possible to go and view your PRD section at any time. Log in and then click PRD Online in the menu on the right hand side. This opens up the PRD side menu for you. You can read about the process and your role as reviewee by clicking the links. Role as Reviewee Click this link to gain more insight into what is expected of you (and what you can expect) before, during and after your PRD interview. PRD Documentation Click this link to download and print paper versions of documents. Self-Evaluation Tools Click this link for a range of Self-Evaluation tools and ideas, in preparation for your PRD meeting. See P 8 for more details You should prepare for the review meeting by filling in your Self-Evaluation tool, see P 8 and updating your CPD Learning Log, see P 7. What do I do if I am due a PRD review but no meeting has been arranged for me? Log in, click PRD Online in the menu on the right hand side and look for this text: Online Evaluations This link appears if you have filled in an online Self-Evaluation tool. Click it to edit or download your online evaluations. This will send an email to let your reviewer/cpd Co-ordinator know that there is a problem. 9
How do I fill in my Agenda? Click the PRD Online link and then click My Agenda. It is your task to submit the agenda for the meeting. It should be submitted at least a week before the meeting so that your reviewer has a chance to respond to it. Only your reviewer will see it, and only during the current PRD process. If you forget to submit your agenda, the PRD Online system will remind you by email. Fill in the form. Here is question 1 for example: Tips and Hints Try to submit your agenda to your reviewer by a week before your meeting. The system will remind you by email if you forget. Not got time to fill in the whole agenda? Don t worry you can Save Agenda and return later to complete the form. If you want to remind yourself of your CPD Learning Log before filling in the question, click View Learning Log. Continue to fill in the form. You can save the form as you go along, and come back later to complete it by clicking Save Agenda: Once you have clicked Submit Agenda, you will not be able to edit or add to it again, so make sure you are ready to submit before clicking. When you click Submit, you will also share your Learning Log (minus any reflective commentary) with your reviewer. How do I share my agenda with my reviewer? Your form will not be submitted to your reviewer until you click Share Agenda with My Reviewer, at which point you will not be able to edit the form any more. Please note that once you have clicked Share Agenda with My Reviewer, your reviewer will be able to see your Learning Log. They will NOT be able to see your Impact/Reflection comments unless you give them permission by ticking the box below. Once you have shared your agenda, the reviewer is informed. They will agree the agenda and may add a comment, which will be shown on your My Agenda page. You can download the document too: Concerned that your reviewer is going to see an empty online CPD Learning Log when you submit your agenda? While there is a requirement to bring your CPD record from the previous session to share with your reviewer, it can always be a paper record if you would prefer. However, keeping an online Learning Log has many benefits and is very simple to use see P 7 for more details. 10
How do I fill in my CPD Needs Summary? Click the PRD Online link and then click My CPD Needs Summary. It is your task as reviewee to fill in the CPD Needs Summary form after the PRD meeting. If you have access to an Internet connection at the review meeting, the form could be filled in there and then. If not, you should fill in a paper version of the form at the meeting and then transfer the information to the online form later. For each CPD Need, there is a 3-part process: 1. Type in your identified CPD Need 2. Choose the category from the drop-down list 3. Click Yes or No to say whether the Need can be supported within the school or learning community. If not sure, click No Use the + and buttons to add more Needs. What are the Meeting Notes on the form? You can use this box to provide an optional brief summary of the discussion, to include any significant points not mentioned in the Identified Development Needs. These 'Meeting Notes' are only shared with your reviewer, not the CPD Co-ordinator/Manager (who only sees the Development Needs). Tips and Hints Needing a paper version of the CPD Needs Summary form for your meeting? See the Appendix of this document. You can also download a blank version of the form from the My CPD Needs Summary page. Try to send your CPD Needs Summary to your reviewer within a few days of your meeting (or at the meeting itself if you have online access). The system will remind you by email if you forget. Not got time to fill in the whole CPD Needs Summary? Don t worry you can Save CPD Needs Summary and return later to complete and Submit the form. Once you have clicked Submit CPD Needs Summary, you will not be able to edit or add to it again (unless your reviewer sends it back to you), so make sure you are ready to submit before clicking. Wondering if this is the end of your PRD review process? See next page for how the process is signed off. 11
How is the PRD process signed off? When you click Submit CPD Needs Summary, your form is sent to your Reviewer. The reviewer then marks it as complete, the review becomes past and your record is updated. If you click the PRD Online link, you will see that it has become a Past Review : Tips and Hints When your reviewer has agreed your CPD Needs Summary, you will be informed by email. At this point, your PRD process for the session is over. You can view your CPD Needs form or Agenda at any time by clicking the View CPD Needs or View Agenda icons. What happens to my PRD information? As soon as your Reviewer accepts your CPD Needs Summary, the following happens: Agenda / Learning Log: No longer shared with your Reviewer. Your Agenda remains accessible to you and you alone - from your PRD Online home page. CPD Needs Summary: Shared with both your Reviewer and CPD Co-ordinator, so that they can collate the CPD Needs for the school. (Headteachers CPD Needs Summaries are shared with their Reviewer and the CPD Manager). Meeting Notes: Shared with your Reviewer only. Your CPD Needs Summary and Meeting Notes remain accessible to you from your PRD Online home page, and your Reviewer will also have access to these. What happens if my Reviewer does not agree my CPD Needs Summary? If your Reviewer feels that there is anything missing from the CPD Needs Summary that you have submitted, they will unlock it for you and you will be informed by email that it is ready to be edited again. The details of your Past Review will remain on your Professional Review and Development (PRD) page and you can access your My CPD Needs Summary and My Agenda (the one you filled in for that review) at any time. You can also return to the Self-Evaluation tools at any time. However, you cannot fill in a new Agenda form until the next PRD review process is initiated. Note that as soon as the PRD process is signed off, your reviewer no longer has access to your CPD Learning Log, nor to your Agenda. All they can see is your CPD Needs Summary and any Meeting Notes that you added. Your CPD Coordinator can only see your CPD Needs Summary. You can then make the changes and Submit again. 12
Appendix 1: Paper version of the online My Agenda form, to be completed by the Reviewee. The completed Agenda should be brought to the meeting. Agenda for PRD Interview [Confidential] Please come along to your PRD interview prepared to discuss the following. You must submit brief notes on areas you wish to bring to the discussion. You need to also bring and share your self evaluation tool used, your CPD Learning Log and Summary of CPD Needs. 1 Were your CPD needs from last year met? How has your CPD for this session impacted on your effectiveness? (Please refer to your CPD Learning Log) 2 From your self evaluation tool, please identify the three key areas that stand out for you (please remember to include areas of strength) 3 What are your development needs for the coming session and what CPD activities would assist in meeting these? What help will you need? How would these needs articulate to the School Improvement Plan? 4 How are you managing your life/work balance? 5 How do you see your self developing over the next few years? 13
Appendix 2: Paper version of the online CPD Needs Summary form, to be completed by the Reviewee. A blank version should be brought to the meeting and filled in online later. Date: Reviewer: Reviewee: CPD Needs Summary Identified Development Needs: For each development need, please state the appropriate category from the list below Can this need be fully supported by schoolbased or learning community activities? Yes No Yes Yes Yes Yes No No No No Notes: Signed: Reviewer:... Reviewee: Development Needs Categories: 1 Curriculum for Excellence 2 ICT 3 Leadership / career progression 4 Learning and Teaching 5 Mandatory, eg Health & Safety, Child Protection 6 School / Departmental Improvement Priority 7 Support for Learning 8 Other 14