Guide overview
This guide provides an overview of the MB BS Phase II MyProgress portfolio, including how to complete a Placement Allocation form, how to access MyProgress, and how to complete both the Clerking and the Clinical Placement Review form.
Educational Supervisors are responsible for monitoring student progress in completing portfolio forms throughout Phase II (Years 3 and 4) via the MyProgress online platform.
It is also the Educational Supervisor’s responsibility to raise any concerns / track student progress by liaising with the Hull York Medical School MB BS Programme Delivery team (phase2@hyms.ac.uk) or relevant Student Liaison Office, as appropriate.
In order to gain access to student portfolios on MyProgress it is essential to complete a Placement Allocation form with each student you are supervising. This form will also create an account for you in MyProgress if you do not already have one. It’s important to complete the placement allocation form at the start of each placement to ensure you have timely access to the student’s portfolio.
Complete a Placement Allocation form and then access MyProgress
Please follow the guidance below to complete a Placement Allocation form with each student you’re supervising.
The Placement Allocation form is essential for granting Educational Supervisors access to the portfolios of the students they are supervising. It must be completed with each student at the start of every placement to ensure timely access.
Key information:
- Access to portfolios: Completing the Placement Allocation form is the only way for Educational Supervisors to gain access to student portfolios.
- One form per placement: You must complete this form with each student you are supervising for every placement block (typically 8 weeks).
- Access duration: Supervisor access is automatically removed at the end of each placement (8 weeks).
- Email recommendation: We recommend using your NHS email address when completing the form and creating an account on the system.
- Account creation: If you do not already have a MyProgress account, submitting this form will initiate the account creation process.
Video tutorial overview
This video provides an overview of the placement allocation workflow.
Detailed written guidance
Follow these simple steps to complete the Placement Allocation form with your students:
- The student will open the Placement Allocation form (for their current placement) in either the online system or the mobile app.
- You will then need to confirm on the form that you will act as their supervisor and enter in your name and email address. As stated above, we strongly recommend you use an NHS email address on the form.
If you already have a MyProgress account, when completing this form you need to use the same email address linked to your account. Using a different email address will result in having multiple accounts on the system.
Below is a view of the form as it appears in a student’s online portfolio when accessed via a web browser.
Below is a view of the form as it appears in a student’s online portfolio when accessed via the mobile app.
- In the top right-hand corner select Submit and then confirm the submission. You will see a message stating the form was successfully submitted.
Your will get an email notification confirming that you have completed the Placement Allocation form. At this point, if you already have a MyProgress account you will be able to log into system to access the student’s portfolio. If you don’t have an account you will need to create one.
After completing the Placement Allocation form, please follow the guidance for either Option 1 or Option 2, depending on whether you need to create an account on the system.
The first time you complete the placement allocation form you will need to create an account to log into the system. In the email notification (received from completing the placement allocation form) , there will be a link to activate (create) your account.
Follow these steps to create an account on the system (which will allow you to access the portfolios of the students you’re supervising):
- From a web browser navigate to your email inbox for the email address you entered on the Placement Allocation form. You will have received an email from MyProgress. If you cannot see the email in your inbox, try searching for an email from sender ‘myprogress@hyms.ac.uk’.
- The email will state that you have been ‘nominated to assess some students’, and will provide the name of the student that you completed the Placement Allocation form with.
- To activate your account, click on the verification link in the email. This link is valid for 2 hours.* See below for how to send yourself a new verification link if required.
- Enter a new password and confirm the password. Then select Create.
- You will then be redirected to the MyProgress login page. Click on Sign In.
- Enter the email address you provided when completing the Placement Allocation form, along with the password you just created. Use these credentials in the login fields shown in the image below.
- Click on Sign in.
- Once you’ve successfully logged in, your MyProgress dashboard will be displayed. From here you can access the portfolios of the students you are supervising.
Remember, you need to complete the placement allocation for each student you’re supervising. If they don’t appear on your dashboard you will need to complete the placement allocation form with them.
The dashboard may take a few minutes to update with the latest list of students. Please ensure to refresh your view of the dashboard regularly.
The verification link in the initial account verification email will expire after 2 hours.
You can send yourself a new link by navigating to the MyProgress sign in page at; https://hyms.epads.mkmapps.com/.
Select the activate your account link under the Sign In option.
Enter the email address you provided on the Placement Allocation form and select to Activate account.
A new verification link will be sent to your email account.
If you already have a MyProgress account, you can now log in to MyProgress and access the student’s portfolio via your MyProgress dashboard. Completing the Placement Allocation form with the student will have activated your access to their portfolio forms, which can now be viewed via your MyProgress dashboard.
- From a web browser access the following link to log in to MyProgress; https://hyms.epads.mkmapps.com/
Please do not try to find the HYMS MyProgress platform via a general internet search. This will show results from many other different institutions that also use MyProgress.
- Click on Sign In.
- Enter your MyProgress email address and password in the log in fields outlined on the below image.
- Click on Sign in.
- Once you’ve successfully logged in, your MyProgress dashboard will be displayed. From here you can access the portfolios of the students you are supervising.
Remember, you need to complete the placement allocation for each student you’re supervising. If they don’t appear on your dashboard you will need to complete the placement allocation form with them.
The dashboard may also take a few minutes to update with the latest list of students. Please ensure to refresh your view of the dashboard regularly.
Navigate the MyProgress online platform
Follow the steps below to learn how to navigate MyProgress.
Upon successful login, you’ll be directed to your Educational Supervisor dashboard within MyProgress. This dashboard provides a clear overview of student progress, allowing you to quickly see how each student is progressing with their portfolio requirements for the current placement. You’ll see a list of all students assigned to you, along with key indicators of their activity and completion status.
Dashboard Overview
- Selecting Student Cohorts – If you supervise students across multiple academic years, you can choose different cohorts using the drop-down menu. The dashboard will update with the student you’re supervising from that academic year.
- Filtering by Current Placement – Filter the dashboard to only show the current placement. The placement highlighted in red indicates the student’s current placement.
- Searching for Students – Use the search box to quickly find students on the dashboard.
- Accessing Portfolios – Click on a student’s name to open their portfolio.
- Tracking Portfolio Progress – Next to each student’s name, you’ll see a tally of completed portfolio forms for each placement. Each icon on the dashboard represents a portfolio activity the student needs to complete. The completion target (at the top-right of the icon) for each portfolio form indicates the number of forms the student is required to complete for that placement.
- Logging Out – To log out, click the padlock icon located in the top right-hand corner of the screen.
Portfolio requirements
The portfolio requirements for each placement in Phase II are as follows: Clerkings, Case Based Discussions, Reflections, OSLERs, Clinical Supervisor Feedback, and Clinical Placement Review.
The references within the squares on the dashboard indicate the associated form. Hovering your mouse over each area will reveal the form name:
- C – Clerkings
- CBD – Case Based Discussions
- R – Reflections
- O – OSLERs
- CSF – Clinical Supervisor Feedback
- CPR – Clinical Placement Review.
Procedural Skills
You can see the students procedural skills requirements on the dashboard. Use the scroll bar at the bottom of the dashboard to view the student’s progress against the procedural skills curriculum. Clicking on a form will take you to the procedural skills section of the portfolio.
Portfolio structure
You can access a students portfolio from the dashboard in one of two ways:
- You can select an individual form icon on the dashboard to taken to that section the portfolio.
- Or you can also select the name of the student to be taken to their portfolio homepage.
The portfolio homepage has four sections:
- Profile information – this displays information about the student, such as your name and email address (as well as a profile picture if they have uploaded one).
- Placement information – this displays information about the students current placement. It displays the placement site and the placement dates.
- Portfolio – this where you can access the forms that the student has completed.
- Flagged Responses – the Flagged Responses widget will be used by the Clinical Skills Facilitators to highlight any issues with the procedural skills assessments that the student has completed completed.
The portfolio is structured by placement. In the Year 3 portfolio, you will see Placement 1 to Placement 4 plus a section for clinical procedural skills. In the Year 4 portfolio you will see Placement 5 to Placement 8 plus a section for clinical procedural skills.
Each placement has specific dates during which it will occur, and the portfolio forms for that placement will only be accessible within that time frame. The clinical procedural skills are in their own section of the portfolio because they run throughout the entire academic year.
Viewing a student portfolio
To access a students portfolio, click the portfolio section on the homepage. You can then click on a placement to view a detailed list of forms associated with it.
This will take you to the Overview tab for that placement. Here you can see all the portfolio activity forms that need to be completed by the student. To access the portfolio forms, you can either select them from the Items list on this page or you can select the Items tab at the top of the portfolio.
On the Items page, you’ll find the portfolio activities along with the target number of completions required for that placement. The completion tally next to each form helps you monitor the students progress.
To view the forms the student has completed, click on the form on the Items page. Here you should be able to access and review the forms that the student has completed.
Complete a Clerking form and a Clinical Placement Review form
Follow the steps below to learn how to complete a Clerking or Clinical Placement Review form.
Educational Supervisors are required to provide written feedback on the Clerking forms submitted by the student’s they’re supervising. You do not need to be logged into the system to do this.
After completing a Clerking, the student will upload the document (Word or PDF) to MyProgress. As part of the submission process, the student is required to enter the details of their Educational Supervisor.
Once submitted, MyProgress will automatically send an email to the named Educational Supervisor. This email will include a link to the student’s Clerking form. The Educational Supervisor can click the link in the email to open the form and provide feedback.
Please note that the Clerking form for the Mental Health block is different to the others.
Follow these steps to provide feedback on a students clerking submission:
- When the student submits a clerking form, you will receive an email from MyProgress containing a link to the student’s submission (see image below). This will be sent to the email address the student entered when submitting the form. Students have been advised to send Clerking forms to their Educational Supervisors NHS email account.
- The link in email will open the Clerking form in a browser. Before accessing the form, you’ll be prompted to enter the email address the student provided when submitting their Clerking.
- You can then review all contents entered by the student on the Clerking form. Ensure to click on the link to the uploaded Clerking PDF /Word document submitted on the form by the student (see the image below). A copy of the uploaded Clerking form document will download onto your device for you to review.
Please delete the downloaded content from your device when you have reviewed the submission. Please do not download content on to a personal device.
- Complete all feedback fields and provide a grade. Please also note that their is a specific yellow feedback field for Mental Health.
- You will then need to provide your signature and select ‘Save’ .
- To complete the form, click Submit in the top right-hand corner. A confirmation pop-up will appear—simply confirm to finalise the submission.
- Once the form is submitted, it is complete and the email link will no longer be accessible. However, both you and the student can view the completed form at any time via the student’s portfolio in the online system.
At the end of each placement, Educational Supervisors must meet with each student they are supervising to hold a Clinical Placement Review. During this meeting, the supervisor is responsible for completing the Clinical Placement Review form — this process is both initiated and completed by the Educational Supervisor, not the student.
To complete the form, log in to the MyProgress online platform via a web browser. Please refer to the Placement Allocation Form section above for login instructions.
Review sessions should be planned in advance and completed before the placement concludes.The form must be completed before the end of the placement, as you will lose access to the student’s portfolio after that point. For further guidance, please contact: phase2@hyms.ac.uk
- Login to MyProgress and select the appropriate student to view their portfolio
- Click into the current placement and select the Items tab to view the student’s portfolio forms.
- You can review student progress by viewing submitted content for each portfolio form under the relevant form tab.
- Once you have reviewed the student portfolio select ‘complete new’ from the Clinical Placement Review tab.
- The new Clinical Placement Review form will open. You should complete all fields on the form and provide an overall grade.
- It is possible to ‘save and close’ a draft of the form in the top right-hand corner. You will be taken back to the Clinical Placement Review tab. Under complete new you can select the drop-down to be taken back to your draft. However, we would recommend that forms are submitted before the end of the scheduled meeting.
- Once you have completed all fields you will then need to provide and ‘save’ your signature.
- Select submit in the top right-hand corner.
- Confirm again you wish to submit.
- You will be redirected back to the view of all forms and see a success message briefly appear in the bottom right-hand corner.
- Under the student’s portfolio placement forms Clinical Placement Review form tab, you and the student will now be able to view your completed form.
