RSPH Level 3/ 4 Diploma Course
in Anatomical Pathology Technology
Please read the following carefully:
1. Portfolio general evidence criteria
Assessors would expect evidence for attainment of all of the learning outcomes for a unit to be covered by no more than 10 pieces of evidence, although this may vary depending on the type of evidence produced.
All evidence must be objective (i.e. based on facts).
All work based evidence must be framed (i.e. include a title, date, your name and sign off box).
Ensure all evidence is individually referenced and also signposted in the Candidate Assessment Summary Form (CAS form) for each of the practical units (3.6 - 3.10, 4.6 - 4 .10).
All evidence must be put into context (i.e. what is the piece of evidence and what is it demonstrating).
It is perfectly acceptable for evidence to be annotated (including comments from mentors or follow up questions).
Mentor (s) must date and countersign all evidence.
Each piece of evidence must be no more than 3 or 4 sides (A4) long - where evidence is longer than this (e.g. reflective diaries) then summarise this for portfolio presentation and leave original evidence in back up folder should assessors / verifiers ask to see it.
All assessment criteria should be covered for each practical unit, although a single document may provide evidence for more than 1 assessment criterion.
2. Unit specific evidence criteria
Each unit must include:
3 x full reflections of work undertaken covering as many of the unit learning objectives as possible between them - additional supporting evidence may be required to back this up as well as:
Mentor / supervisor signature to authenticate any claims made by the candidate
Space for assessor feedback / follow up questions
3 x full witness statements of work undertaken covering as many of the unit learning objectives as possible between them - they must include the following:
Signature of the witness and date
The relationship of the witness to the candidate
The number of times the candidate was observed by the witness
An indication of the standard at which the work was carried out.
Space for assessor feedback / follow up questions
4 x other evidence types of work based objective evidence from your Trust departments.
3. Portfolio template documents / examples:
Level 3 / 4 Diploma evidence types
Work based evidence frame template (optional)
Good example evidence pieces
Witness statement template
Witness statement example
Reflective learning statement template
Progress Review Meeting template
Signature sheet template
RSPH Candidate Evidence Portfolio Front Sheet
Note: If candidates decide not to use the work based evidence frame template above then please ensure all evidence gathered in your work includes a title, your name, date, brief description, and is signed of both by yourself and your work based mentor (as well as fitting the other evidence criteria detailed above).
4. Submitting portfolio work electronically
Submit one units worth of evidence at a time via the upload box (or email) contained in your cohorts private area. Remember to include the unit CAS form indexing all evidence submitted (max 10 pieces for each unit). Remember to remove any plastic sleeves before scanning / photocopying. Submitting evidence electronically to the Centre will allow assessors to view it prior to any visits - this will prevent any deferral of portfolio work or the need for assessor re-visits should evidence not meet the standards of End Point Assessment (EPA). Courses commencing from 2019 will need to submit all portfolio evidence to the Centre electronically - further details will be given by the Centre during your training. Facilities will be available at the Centre should candidates not have access to scanning / photocopying facilities. The Centre and assessors take no responsibility for lost portfolios / evidence sent through the postal system.
5. When your portfolio is complete
EPA will take place twice a year, inclusive months are:
April and May
October and November
Your work based mentor is to contact the centre when your portfolio is complete and is ready for assessment - use the online Application for assessment of the RSPH portfolio Level 3 and 4 Diploma in Anatomical Pathology Technology. EPA will only take place once the work based portfolio has been completed and all examinations have been passed (including any resits) and assignments submitted and marked. The Centre will contact assessors should examinations and assignments not be completed in time for EPA.
6. Forms for indexing unit evidence
Important: Candidates who commence training before 2019 should refer to CAS forms contained within their individual portfolios - the CAS indexing forms below are for the new course syllabus that commenced from 2019.
Further information will be provided when attending the North Tees Centre on how to complete these forms - for top-up students please see units 3.1 and 3.6 within your cohort specific area for additional information. Essentially these forms will be used for listing all gathered evidence for a specific unit - candidates will be encouraged to discuss with mentors the different types of evidence that would be suitable for each unit to achieve learning outcome contained on these CAS forms. Examples of good evidence types can be found using 'good example evidence link' above.
7. Confidential, identifiable and sensitive information
You must ensure that there is no patient identifiable information in your portfolio evidence (both paper based and e-portfolio) - this goes for sensitive identifiable information to external departments and organisations.
We expect the following check points for sensitive and/or confidential information relating to portfolio evidence - if at any stage confidential and/or sensitive information is found is must be removed or anonymised:
Candidates check their evidence as they produce it
Mentors check before countersigning all evidence
Assessors check during portfolios assessment
North Tees Centre will not routinely be checking your evidence for confidential and/or sensitive information nor take responsibility for data breaches. You must assume that 3rd parties are able to view any information in your portfolio - remember some portfolios will be transported through the postal system. If this portfolio was lost or the packaging broke open during transit would you be happy that no identifiable information was present?
Pseudonymisation (e.g. internal reference numbers) or anonymisation is highly recommended. Use of photographs is discouraged unless of specific areas within the mortuary - again ensuring no identifiable / sensitive information and permission has been sought from your line manager. Please also note:
That use of a marker pen to blank out information is often insufficient – you must then photocopy this so that information is not identifiable.
Use of correction fluid or tape is not permitted.
Evidence relating to patients, family members or colleagues must be anonymised unless prior permission has been sought and included in the evidence. Failure to comply with this requirement may result in portfolio deferral (until all evidence has been anonymised and / or patient identifiable information removed).
8. Frequently asked questions
Q. Can assignments completed on the APT course be used as evidence in my portfolio?
A. As a general rule no, however if you have completed a specific task as part of your assignment that reflects working practices then this element could be included. For example if you have completed a risk assessment of a procedure / process within your mortuary for a particular assignment then this could be used provided it follows the criteria mentioned above. We would not expect the entire assignment to be in your portfolio.
Q. How do I submit portfolio evidence electronically?
A. Use the drop box in your cohorts private area (or email provided underneath it) - you can add multiple files using the drop box. Ensure you upload one units worth of evidence at a time (e.g. 3.6) using the CAS forms above as your main index for each unit. We expect x 3 witness statements, 3 x personal reflections and 4 objective pieces of work based evidence for each unit. Do not worry if word documents etc. sent are not signed as you will still need your physical portfolio in your work place to be available should the assessors wish to view it. An App. is available should candidates wish to edit their electronic portfolio directly - please contact the Centre for more details.
All submitted evidence will be available in a private electronic portfolio for assessors to view prior to any visits. Assessors may contact you (or the Centre) should your evidence not be up to the desired standard prior to any visit and may reschedule visits if additional portfolio work is required.
Q. What if I want to change evidence that has been submitted electronically?
A. You will only be allowed 3 submission changes for your entire portfolio - once your End Point Assessment (EPA) has been applied for you will not be allowed any further portfolio changes (however the assessor may request additional evidence or changes). If you do wish to add, remove or change a piece of evidence previously submitted you will need to re-submit the entire units worth of evidence remembering to make any changes on the CAS index form.
Q. How do I complete the CAS forms for indexing my evidence now that it is the candidates responsibility?
A. Please click here for completed example of CAS form. If you notice some of the evidence on this form has only been used once, others multiple times – and all are covered by a reflective statement. The point being that there needs to evidence linked in every learning outcome box. Your index may vary – but a simple listing of Evidence 1 -10 for each unit (e.g. 3.6 - evidence 1, 3.6 evidence 2 etc.) or a colour code system will suffice. It is also good practice to refer to any objective evidence used in the within your reflective statements.
Please also remember that assessors may add to the CAS form if they think you have some evidence in the portfolio not indexed etc.
Q. Why is additional work required for the reflective learning pieces of evidence for level 4 candidates?
A. As there will be no work placed assessment for the level 4 Diploma in APT, reflective learning statements alone are insufficient as a piece of evidence. Mentors must set an additional action point (after candidate has written their reflection) to demonstrate working practices have changed - this will mean the production of a supplementary piece of objective evidence.