Portfolio Thinking: It Takes a Village Jacqui Patten
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This document discusses the development and implementation of an online clinical placement tool called ENCAS at Edith Cowan University to replace a paper-based workbook. It was created to enhance the student experience, increase confidentiality, reduce costs, and support student development. It involved testing, piloting, and training a large team of academics, learning designers, professional staff, clinical facilitators, and over 3,000 students. Feedback was provided from this team and highlighted benefits like improved monitoring of placements and targeted student support, as well as challenges like timesheet management and using the multiple workspaces. The document emphasizes that successful implementation took a village of contributors.
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Portfolio Thinking: It Takes a Village Jacqui Patten
- 1. Jacqui Patten, PebblePad Australia Dr Olivia Gallagher, School of Nursing and Midwifery - Edith Cowan University Rebecca Scriven, Centre for Learning and Teaching - Edith Cowan University
- 2. WHAT, WHY, HOW, WHO ? • Development of online clinical placement tool to replace cumbersome manual workbook • ECU was one of last in WA to go fully online • Lessons learnt and industry consultation • Right time, right people, right place • Full NCAS assessment rubric • LMS Integration • Incorporate privacy settings • Mobile hours tracking WHAT?
- 3. WHAT, WHY, HOW, WHO ? • Enhance student experience • Increase confidentiality • Mitigate risk of damage and loss • Reduce printing costs • Reduce administration time • Monitoring quality of clinical placements • Supporting student professional development • Identification of ‘at risk’ students WHY?
- 4. WHAT, WHY, HOW, WHO ? • Testing, testing, testing • Piloting • Training (face-2-face, tip sheets, videos) • Similar structure to paper-based • Scaffolded workbook activities • Inclusion HOW?
- 5. WHAT, WHY, HOW, WHO ? • Academics • Learning Designers and PebblePad Support • Professional Staff • Superstar Placement Administrators • Clinical Support Team • Clinical Facilitators • Students 3000+ WHO?
- 6. IT TAKES A VILLAGE WHO?
- 7. Clinical Placement team were upskilled to create Sets in ATLAS to match facilitators with their students
- 8. THE VILLAGE MENTALITY • Reporting • Ease of Use • Timesheets • Future Proofing / Sustainability The ENCAS is a great tool. It has its challenges, but in my opinion the benefits certainly surpass the disadvantages. Clinical Placement Team Stephanie Hickey Michelle Ward Kelsey Field Mandy Price Clinical Skills Support Team Danielle Beard Jacqui Sawle Rochelle Russo Jenny McCleery
- 9. THE VILLAGE MENTALITY: REPORTING Having the electronic NCAS and its reporting functionality enables improved monitoring and targeted support to facilitate quality clinical placements The live reporting is such a great tool to be able to assess the students performance and develop interventions to assist them to meet the required learning objectives Ability to look at students’ progress snapshot anywhere, anytime. Also enables us to more effectively ‘monitor and manage’ CF performance and issues with same. Providing feedback progressively over the placement generally contributes to less follow up required at the end when moving to completed (though not always!) Would like to be able to produce one report that will show individual student hours across the stages of the course (workspaces) to be able to calculate make up hours required in stage 5 or 6 towards the end of the course Its really useful that issues with the students progress and the facilitators support can be addressed prior to the student completing the placement
- 10. I don’t believe this is a system problem in any way, rather student and CF not watching the adequate videos and preparing themselves prior to placement commencing and expecting to be spoon fed information / instructions when they do come into trouble / problems. THE VILLAGE MENTALITY: EASE OF USE Easy system to use once trained It is easy to navigate the system and it is great/easy to import students (members) into sets using usernames I believe there is appropriate and adequate education (in the form of the instructional videos) Creating a new workspace at the start of each semester, can be a bit daunting i.e. adding all of the sets, managers and externals again (it can be a bit time consuming). I like being able to continue to learn and contribute to enhancements to the system Would love to see an entire cohort of students utilising ENCAS to its full capacity and learning independently learning materials provided. (Like Some Do!)
- 11. THE VILLAGE MENTALITY: TIMESHEETS Electronic system [for workbooks and looking up clinical hours] means - no further NCAS filing. This is also better for the environment now the NCAS is not paper based. Timesheets have been very admin heavy and time consuming, despite what I believe is appropriate and adequate education (in the form of the instructional videos) on the same. Continually chasing students up in regards to their time sheets not being signed but hours logged and facilitators not picking up on this incorrect total. Perhaps if the hours could not be logged until TS were signed it would force the students to be more vigilant. A big advantage is the ability to check on a student’s hours electronically when a query comes in via email rather than looking for the hard copy in filing.
- 12. This is so much better for the environment now the NCAS is not paper based. ….. However, in saying that, my responses to students have been mostly directing them to the instructional videos and liken this to them looking up a nursing practice standard before performing a procedure, not talking them through how to do it, and rarely do I get multiple emails back as they sort it out. THE VILLAGE MENTALITY: FUTURE PROOFING / SUSTAINABILITY Sometimes challenging understanding the student perspective. [Next semester dummy student accounts have been offered to be set up so can see from their perspective] Again not a system issue but I have found it challenging to learn the system as in depth as I would like to in order to support the email queries due to workload …. Feel I need a better grasp on the entire system so I don’t need to keep bugging you and Bec! I really appreciate your help Troubleshooting the multiple workspaces with students completing multiple placements [THIS WAS DUE COVID PANDEMIC] … I have faith in your faith
- 13. PORTFOLIO THINKING: It Takes A Village QUESTIONS? Jacqui Patten Jacqui@pebblepad.com.au Dr Olivia Gallagher O.gallagher@ecu.edu.au Rebecca Scriven R.scriven@ecu.edu.au
Hinweis der Redaktion
- I am Jacqui Patten and presenting today on behalf of both PebblePad and Edith Cowan University School of Nursing and Midwifery My co-authors/presenters are Dr Olivia Gallagher, Associate Dean Clinical for the school) and Rebecca Scriven a Snr Learning Designer for Centre of Learning and Teaching at ECU Fairly unique position in that work for both PP and ECU so have seen things from both a customer and vendor perspective Today we are going present on ECU’s implementation of PebblePad to support clinical placements but with a focus on the people and processes that enabled this to happen So the title “It Takes a Village” isn’t to say that you need armies of people but if you’ve got the right people on board and working together with a common goal then the benefits can be seen and felt beyond the technology used to support it
- So What did we Want Wanted to create an online clinical placement tool, important to mention that although ECU had used Pebble in a number of theory units they were one of the last to go fully online for clinical placements which put them in a good place as could learn lessons from collaborating with other universities and then also consulted with the industry about what was working What they felt was it was the right time and they had the right team in place and the right knowledge What they wanted was the industry standard NCAS tool (Nursing Competency Assessment Schedule) online in an easy to use rubric format That they could integrate results with the LMS / Incorporate advanced privacy settings and track hours on mobile devices
- Why you move from paper to online has been covered by many institutions and presentations so won’t labour the point but Started off wanting first 5 things listed here which are pretty standard but also extra benefits which affected how people carried out their roles and support they could offer Such as the Monitoring of quality of clinical placements – visibility at any time of student progress and option to give feedback to student, CF or both Supporting the students professional development, and thereby also teaching them the skill to uphold their own CPD The ability by running reports across a cohort to identify students not performing at the required level at the interim of the placement and intervene as necessary
- Testing, testing, testing – I seen this on another PebblePad presentation I think it was given by La Trobe university and although we’ve always done it, it stuck as it is something that should be re-iterated and time and appropriate people spent on it. Back to the whole thing about a village – there needs to be different people with different skills, round pegs / round hole Pilot phase to be fair was still quite a big affair by some standards, went for 2 units in first semester – 1st prac and 3rd prac but that still around 700 students so it did need staff to support Training – tried to cover a few options for both students and staff. Videos are great but it’s making people watch them. Kept it familiar by keeping the structure similar to paper-based but of course using digital options / scaffolded pages when possible reduce typing, risk or input error Then Inclusion – it’s important to keep key people engaged which lead me onto the WHO ….
- Just talk through the bullet points of everyone who was involved – how clinical administrators and support team really were the superstars of the piece and how all of these people coming together and completing their little part of the jigsaw.
- This brought about what felt like a whole village of people all playing a significant role in the success Such as on example of a new process that was put in place was related to how privacy of student work could be assured and this involved the Clinical Placement administration team matching CF’s with the students they would assess
- This was done creating Sets in ATLAS which they all became proficient with very quickly and more importantly the ability to move students around very quickly especially during the uncertain times of the pandemic and a lot of placements being delayed or cancelled altogether
- So we’ve got all these people making up our village, what did they think? So this is fairly generic quote from one of the villagers and maybe a fair one given it’s been implemented during a pandemic. But after numerous emails and conversations, Q&A with lots of the people involved what we discovered is their comments on what worked and needed improvement were based around a number of CENTRAL THEMES Reporting / Ease of Use / Timesheets / Future Proofing and Sustainability and we’ll just quickly at some of them With special thanks to the teams that provided the quotes and feedback that follow
- The orange quotes are all positive / praise The grey indicate where there is a possibility of further streamlining / improvement And with reporting it affords the increased quality of the placement
- The orange quotes are all positive / praise The grey indicate where there is a possibility of further streamlining / improvement
- The orange quotes are all positive / praise The grey indicate where there is a possibility of further streamlining / improvement One of the biggest issues has been in relation to timesheets as this is such a significant part of the process also Some of issue of students forgetting to add hours and tag will be resolved by improvements to PebblePocket Last quote is an issue but with a very positive spin on it
- The orange quotes are all positive / praise The grey indicate where there is a possibility of further streamlining / improvement Quotes along the top lead on from same person, partial issue and problem COVID hopefully won’t be an issue like it has been I have faith in your faith – couldn’t leave out – give context from email as issue due to COVID and students moving and said I have faith in the process I know this will work and she said Also I really appreciate your help – shows the team spirit and camaraderie that exists