The VetGDP e-portfolio: a practical guide for advisers
This page provides expert advice on documenting and tracking graduate progress through the Veterinary Graduate Development Programme's (VetGDP) e-portfolio, covering everything from initial setup to final submission for assessment.
The VetGDP e-portfolio is a digital tool that helps structure a graduate's development. It identifies areas where they excel and where they need support. A mobile app version is being developed, which will make the system even more accessible for busy practitioners.
This page explains how the e-portfolio works from an adviser's perspective. You'll find step-by-step instructions on using the system, giving feedback, and supporting your graduate through their professional development journey.
What is an e-portfolio?
An e-portfolio is a digital record of evidence that documents your graduate's professional development. It tracks their learning journey through structured activities and reflection.
Graduates can upload supporting information, including documents, photos, and audio recordings. This flexibility lets graduates capture their experiences in the most appropriate format.
The VetGDP e-portfolio
The VetGDP e-portfolio is designed as a collaborative tool – both you and your graduate contribute to building and maintaining it together. You can document:
- Notes and reflections
- Monthly progress reviews
- Feedback on Entrustable Professional Activities (EPAs)
The system helps structure your graduate's development by focusing on specific professional activities that align with their day-to-day work.
How to log in
Access the e-portfolio through your existing 1CPD login system using your MyRCVS account details. Look for the gold VetGDP button once you're logged in.
Complete the assessment questionnaire for your graduate
After first logging in, you need to complete an initial questionnaire within four weeks of the graduate starting their job. This is your assessment of the graduate’s readiness for their current role.
Choosing Entrustable Professional Activities (EPAs)
When you start working together, you and your graduate should discuss and agree which EPAs align with their current role. You need to confirm these in the system, allowing the graduate to start to adding evidence of their progress.
Requesting additional EPAs
If the standard EPAs don't fully match your graduate's role, you can request additional EPAs. This ensures the portfolio stays relevant to their specific practice context.
Giving feedback in the e-portfolio
Regular feedback is essential for your graduate's development. The e-portfolio makes this straightforward with structured sections for your observations and guidance.
You can upload multimedia evidence, add written comments, and record audio feedback up to five minutes long. Speech recognition software compatibility makes audio input even easier.
E-portfolio icons
The system uses icons to help you navigate different sections and track progress at a glance:
- Eye: an activity has been observed by you or another team member.
- Ticked speech bubble: a reflective entry has been completed.
- Person with headset: you have provided comments or support.
Progress reviews
Schedule monthly review meetings to discuss your graduate's progress. Each meeting must be fully documented in the e-portfolio.
During these sessions, it is advisable to review progress across the selected EPAs. If time is limited, focus on a few at a time, ensuring that all are addressed over time.
Use these reviews to set SMART goals – Specific, Measurable, Achievable, Realistic, and Timely objectives that guide continued learning.
Tips for effective reviews
- Always refer to EPA descriptions and success criteria.
- Assess progress and areas for further development.
- Compare new and previous cases to determine transfer.
- Review previous progress reviews.
- Together with the graduate, set SMART goals - Specific, Measurable, Achievable, Realistic, and Timely. Revisit these at your next meeting to track progress or adjust guidance.
Sliding scales
Evaluate progress for each EPA together using sliding scales. These support honest reflection and meaningful discussions about the graduate's capabilities.
Some EPAs may not have scales. In these cases, use the Progress Review Form and click "save" on the blank page to continue.
The objective is for the graduate to demonstrate progression across the scales within 12 to 18 months of commencing their role. However, the timeframe may vary based on individual circumstances and experiences.
Some graduates and VetGDP Advisers consider that the scales may never be fully completed, as professional development is an ongoing process.
The submission process
When should the e-portfolio be submitted?
The e-portfolio should be submitted when you and your graduate agree they've demonstrated competent, independent performance across their chosen EPAs. This typically happens over 12 to 18 months but varies based on individual progress.
Approving the submission
As the adviser, you need to approve the portfolio submission. This confirms you believe your graduate has met the programme requirements and is ready for independent practice.
What happens next
After submission, the portfolio goes through a multi-stage peer review process involving the RCVS Education Team and VetGDP Panel. This ensures consistent standards across all graduates.
The review process is anonymised to maintain objectivity. Graduate details are removed before assessment to focus purely on demonstrated competency.
Video: VetGDP e-portfolio workshop for advisers
RCVS Postgraduate Education Lead Jenny Soreskog-Turp provides step-by-step instructions for VetGDP Advisers on using the e-portfolio.
Video transcript
Video: how to add a graduate progress review
RCVS Senior Education Officer Britta Crawford provides step-by-step guidance for VetGDP Advisers on adding a graduate progress review to the e-portfolio.