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  3. OpenCampus: Phase II and Phase III Admin Dashboard

OpenCampus: Phase II and Phase III Admin Dashboard

This article will explain how the Phase II and Phase III admin dashboard works within OpenCampus. This includes how to reopen Phase II and Phase III portfolio forms for both students and Educational Supervisors.

Please note: Only web-based portfolio forms can be reopened. Forms completed using the OpenCampus app cannot be reopened.

A breakdown of the portfolio forms for both phases can be found below.

  • OLSER (web-based)
  • Case Based Discussion (app-based)
  • Clerking (web-based)
  • Student Reflections (web-based)
  • Clinical Supervisor Feedback (app-based)
  • Clinical Placement Review Meeting (web-based initiated by the Educational Supervisor)

  • OLSER (web-based)
  • Case Based Discussion (app-based)
  • IPE Case Templates (web-based)
  • Prescribing Activities (app-based)
  • Student Reflections (web-based)
  • Pharmacist assessed prescribing activities (web-based)
  • Clinical Supervisor Feedback (app-based)
  • Clinical Placement Review Meeting (web-based initiated by the Educational Supervisor)

All forms are initiated by the student unless stated above. Details on the number of forms students are required to complete can be found in the phase handbooks.

Only users with the MBBS Core Curriculum Delivery and NHS Student Liaison role will have access to the Portfolio Administration dashboard.

Accessing the Phase II and II Admin Dashboard

Follow these steps to access the Phase II/III admin dashboard:

  1. Log in to OpenCampus (https://opencampus.hyms.ac.uk) with your HYMS account.
  2. From the OpenCampus menu, select the arrow next to Portfolio Administration and then PII/III Portfolio Administration.

Please note: By default, the OpenCampus menu sits at the top of the system. In order to see the arrow next to the Portfolio Administration link, you will need to move the menu to the left. You can do this by clicking the arrow at the end of the menu.

  1. The phase II/III admin dashboard is broken down by Year. At the top of the page, you should see a tabbed menu with Year 3, Year 4 and Year 5.

Screenshot of the Tabs on the OpenCampus Admin dashboard

  1. Within each Year tab you can filter the content to be displayed by Academic Year, Placement Site and Placement Number.  For example (on the year 3 tab), you can filter by 2020/21, Grimsby and placement number 1. This will display the portfolios for all the students who were at Grimsby for placement 1 in the 2020/21 academic year.  You can also search the admin dashboard for a student. Enter their HYMS username, First name or Last name to see a specific student.

Screenshot of the Filters on OpenCampus Admin Dashboard

  1. The admin dashboard gives you an overview of the students’ progress. You can see if they are meeting (or are on track to meet) the requirements of the portfolio for that placement. On the admin dashboard, you can see HYMS ID, First name, Last name, Placement number, Placement Site, Educational Supervisor and the progress against each of the portfolio requirements.
Screenshot of the OpenCampus Admin Dashboard
Please note: the student and educational supervisor name has been removed from this screenshot.
  1. To access the full details of a student’s portfolio, click the students HYMS ID. You will need to do this if you’re required to reopen a form for either a student or an Educational Supervisor. You will be taken to the student’s portfolio; this is the same view that the students have of their portfolio. The portfolio is broken down by placement. For example, a year 3 student will see the following tabbed menu: Placement 1, Placement 2, Placement 3 and Placement 4. A year 4 student will see Placement 5, Placement 6, Placement 7 and Placement 8.

Screenshot of a students portfolio within OpenCampus

  1. Under each tab you will see a list of the portfolio requirements for that placement. You can click on each item to see the students’ progress and their completed forms.  Once a form has been marked as complete in the student’s portfolio the progress count will update. Here you can see that one clerking form has been completed, one is awaiting feedback from the Educational Supervisor and one is yet to be started by the student.
Screenshot of a student portfolio within OpenCampus
Please note: the Educational Supervisors name has been removed from this screenshot.

The workflow for each portfolio requirement are different. For example, the Phase II clerking activities require action from both the student and the Educational Supervisor. Once a student has written up their clerking (using the web-based form), it is submitted to the Educational Supervisor for feedback. The form will only be marked as complete when both parties have completed their responsibility.

Reopen a Clerking form for an Educational Supervisor

If you’re required to reopen a clerking form for an Educational Supervisor, follow these steps:

    1. On the Admin dashboard, search for the student the Educational Supervisor is supporting.
    2. Access the student’s portfolio by clicking on their HYMS ID.
    3. Select the placement in which the clerking form was completed.
    4. Select clerking forms. Here you will see the status of each clerking form for that placement. To reopen a clerking form for an Educational Supervisor, the form status must be set to complete.
    5. Click edit next to the clerking form you wish to reopen.
    6. Scroll to the bottom of the form and click the Reopen for ES button. This will change the status of the form back to Action required by Educational Supervisor. The Educational Supervisor will now be able to update their part of the clerking form.

Please note: It will only be marked as complete again when the Educational Supervisor resubmits the form

Reopen a Clerking form for a student

There are three possible stages in the workflow where you may be required to reopen a clerking form for a student:

  • When the form is marked as Action required by ES
  • When the form is marked as Complete
  • And when the form is marked as Incomplete by student

Please note: Forms are marked as incomplete if the student fails to complete the form before the end of the placement. Forms should only be reopened for students after the placement deadline if there is a valid reason for this.

Follow these steps to reopen a clerking form for a student when the form is marked as Action required by ES or when the form is marked as Incomplete by student:

  1. On the Admin dashboard, search for the student.
  2. Access the student’s portfolio by clicking on their HYMS ID.
  3. Select the placement in which the clerking form was completed.
  4. Select Clerking forms. Here you will see the status of each clerking form for that placement.
  5. Click edit next to the clerking form you wish to reopen.
  6. Scroll to the bottom of the form and click the Reopen for student button. This will change the status of the form to Action required by student. The student will now be able to update their part of the clerking form.

Please note: When the student resubmits the clerking form, the Student Submission Time on the portfolio dashboard will be updated.

If you are required to open a clerking form for a student that is marked as Complete, you will need to first reopen the form for the Educational Supervisor.  Follow the steps under the Reopen a clerking form for the Educational Supervisor heading above. Once you have reopened the form for the Educational Supervisor you can follow the steps above to reopen the form for the student.

If you are reopening a Clerking form for a student that has already been marked as complete, please make sure you confirm this is ok with the Educational Supervisor. Reopening a completed form for the student will result in the Education Supervisor having to submit the form again.

Reopen a Reflection, OLSER or Pharmacist Assessed Formative Prescribing Activities form for a student

If you’re required to reopen a Reflection, OLSER or Pharmacist Assessed Formative Prescribing Activities form for a student, follow these steps:

  1. On the Admin dashboard, search for the student.
  2. Access the student’s portfolio by clicking on their HYMS ID.
  3. Select the placement in which the Reflection, OLSER or Pharmacist Assessed Formative Prescribing Activities form was completed.
  4. Select either Reflections, OSLER or Pharmacist Assessed Formative Prescribing Activities. Here you will see the status of each Reflection, OSLER or Pharmacist Assessed Formative Prescribing Activities form for that placement.
  5. Click edit next to the form you wish to open.
  6. Scroll to the bottom of the form and click the Reopen for student button. This will change the status of the form to Action required by student. The student will now be able to update and resubmit this form.

Please note: When the student resubmits any of these forms, the Student Submission Time on the portfolio dashboard will be updated.

Reopen a Clinical Placement Review Meeting form for an Educational Supervisor

Follow these steps to reopen a clinical placement review meeting form for an Educational Supervisor:

  1. On the Admin dashboard, search for the student.
  2. Access the student’s portfolio by clicking on their HYMS ID.
  3. Select the placement in which the clinical placement review meeting form was completed.
  4. Select Clinical Placement Review. Here you will see the clinical placement review form for that placement.
  5. Click edit next to the clinical placement review form you wish to open.
  6. Scroll to the bottom of the form and click the Reopen for ES. This will change the status of the form to Action required by Educational Supervisor. The Submission Time on the student dashboard will be updated when the Education Supervisor resubmits the form.

Reopen a Inter-Professional Education Case Template form for an Educational Supervisor

Follow these steps to reopen a Inter-Professional Case Template form for an Educational Supervisor:

  1. On the Admin dashboard, search for the student.
  2. Access the student’s portfolio by clicking on their HYMS ID.
  3. Select the placement in which the clinical placement review meeting form was completed.
  4. Select Inter-Professional Education Case templates. Here you will see the Inter-Professional Education Case template form for that placement.
  5. Click edit next to the Inter-Professional Education Case template form you wish to open.
  6. Scroll to the bottom of the form and click the Reopen for ES. This will change the status of the form to Action required by Educational Supervisor.

Reopen a Inter-Professional Education Case Template form for a student

There are three possible stages in the workflow where you may be required to reopen a Inter-Professional Education Case Template form for a student:

  • When the form is marked as Action required by ES
  • When the form is marked as Complete
  • And when the form is marked as Incomplete by student

Please note: Forms are marked as incomplete if the student fails to complete the form before the end of the placement. Forms should only be reopened for students after the placement deadline if there is a valid reason for this.

Follow these steps to reopen a Inter-Professional Education Case Template form for a student when the form is marked as Action required by ES or when the form is marked as Incomplete by student:

  1. On the Admin dashboard, search for the student.
  2. Access the student’s portfolio by clicking on their HYMS ID.
  3. Select the placement in which the Inter-Professional Education Case Template form was completed.
  4. Select Inter-Professional Education Case Templates. Here you will see the status of each form for that placement.
  5. Click edit next to the Inter-Professional Education Case Template form you wish to reopen.
  6. Scroll to the bottom of the form and click the Reopen for student button. This will change the status of the form to Action required by student. The student will now be able to update their element of the Inter-Professional Education Case Template form.

Please note: When the student resubmits the Inter-Professional Education Case Template form, the Student Submission Time on the portfolio dashboard will be updated.

If you are required to open an Inter-Professional Education Case Templates form for a student that is marked as Complete, you will need to first reopen the form for the Educational Supervisor.  Follow the steps under the Reopen an Inter-Professional Education Case Template form for a Educational Supervisor heading above. Once you have reopened the form for the Educational Supervisor you can follow the steps above to reopen the form for the student.

If you are reopening a Inter-Professional Education Case Template form for a student that has already marked as complete, please make sure you confirm this is ok with the Educational Supervisor. Reopening a completed form for the student will result in the Education Supervisor having to submit the form again.

Updated on 01/26/2021

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