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Creating content

  • Creating content basics

  • How long will Horus allow me to stay signed in if I'm inactive?
    • Horus will sign you out after 2 hours of inactivity. You will receive a warning before this happens and you will be given the option to stay signed in if you have been active for less than 2 hours. However, if you return to your device after 2 hours of inactivity, you will not be able to stay signed in or save any work you have not already saved. This is a security feature and helps to ensure that other users cannot access your account. Remember to save your work and sign out before you leave your device.

  • How do I request for a form to be signed in Horus?
    • A foundation doctor requests for a form to be signed in Horus by creating a new form and assigning a trainer or assessor. Some users may refer to this process as "sending a ticket".

      Learn more about how to send a form to be signed.

  • Creating forms

  • How is an initial/induction meeting form created?
    • pdf user guide is available (link will open in a new window).

      The following three forms need to be created by the relevant supervisor:

      • Initial Meeting with Educational Supervisor
      • Induction Meeting with Clinical Supervisor
      • Combined Induction Meeting with Clinical Supervisor & Initial Meeting with Educational Supervisor

       

      1. "Forms (start new)" main menu

      2. Near the top of the page, under the "At the beginning of each placement", select the relevant form

      3. "Date of meeting": Record the date that you had the meeting using the calendar pop-out that appears
      (The date you completed the form will be recorded separately and automatically by Horus)

      4. "Name of foundation doctor": (see the short video showing how to do this)

      • Start typing the name of the foundation doctor with whom you had the meeting
        (the first three or four letters of their first name or last name will be enough)
      • Wait for Horus to search your list of supervised foundation doctor - any names that match what you have typed will appear in a drop-down of search results
      • Select the relevant foundation doctor's name from the list

      If you don't see the relevant foundation doctor's name in the list, first check that you have been assigned to them as a supervisor. You can do this by going to the "Supervising" main menu.
           * If they appear in this list, you have been assigned --> make sure that you are typing their name in step 4 above exactly as it appears in this list.
           * If they do not appear in this list, you have not been assigned --> ask your local e-portfolio/postgraduate centre administrator to update this (pdf user guide for administrators available)

      5. "Placement": One or more options will become available once you have completed step 4. Select the placement for which you have held your initial/induction meeting (this may not be the current placement).
      If you are completing this form at the end of a placement for the upcoming placement, you will see both placements - check that you are selecting the correct placement.
      Learn more about how long before/after a placement you can create a form for that placement.

      6. Answer the questions in the rest of the form as appropriate

      7. Select "Save (and review before submission)

      8. Review your form (if there is something you want to change, select "Make further changes" in the purple information bar) and when you're ready select "Mark as complete".

      9.  The form will now be available for the foundation doctor to view and sign. 

      Learn more about how to sign a form as a foundation doctor.

  • How do I create a Personal Development Plan (PDP) form in Horus?
    • Only foundation doctors/NTGs can create PDP forms in Horus. Supervisors and administrators can see existing PDP forms in foundation doctor/NTG portfolios.

      To create a PDP form:

      1. Select the “Portfolio” main menu item and select “PDP” in the sub-menu.
      (Alternatively, select the "Forms (start new)" main menu item and select "PDP" in the 'At the beginning of each placement' section.)

       This image shows the foundation doctor portfolio menu with the PDP sub menu highlighted

      2. Any PDPs previously created will be shown here. Select “Start new form” to start a new PDP.

      This image shows the PDP page with the start new form button button highlighted 

      3. Work through the form by typing in the text fields.

      This image shows the PDP form 

      4. When you have completed the form select “Save changes”.

      This image shows the PDP form save changes button

      5. If all mandatory field have been completed, a screen like this will be displayed:
      - a green confirmation box at the top shows your changes have been saved
      - a purple box part-way down shows that the form can still be edited and has not been marked as "Achieved".

      This image shows the PDP forms with the green confirmation banner to say the changes have been saved 

      If required, select "Make further changes" to edit the contents of your PDP (and then repeat steps 3-5).

      6. Select "Close" in the top right hand corner to return to the “PDP” screen. The new PDP will be shown. 

      This image shows the PDP page with the new forms being displayed and highlighted 

      7. Once you have completed the items in your PDP (for example, 3 months later):
      - select "Open" next to the relevant PDP form
      - select "Make further changes"
      - complete the final question in the form
      ("Evaluation and outcome (show how you have achieved your objectives)")
      - select "Save changes"
      - select "Mark as achieved".

      Once you have marked the PDP as "Achieved" you will not be able to make any further changes in the form.

      8. When you return to the main PDP screen the PDP will be marked as achieved.

      This image shows the pdp page with the acheived? staus highlighted

      A short video tutorial showing how to create a PDP is available.

  • How do I create a reflection form in Horus?
    • Only foundation doctors/NTGs can create reflection forms in Horus. Supervisors and administrators can see shared reflection forms in foundation doctor/NTG portfolios.

      To create a reflection form:

      1. Select the “Portfolio” main menu item and select “Reflection” in the sub-menu.
      (Alternatively, select the "Forms (start new)" main menu item and select "Reflection" in the 'Throughout each placement' section.)

       This image shows the foundation doctors portfolio menu with the reflection option highlighted

       2. Any reflections previously created will be shown here. Select “Start new form” to start a new reflection.

      This image shows the reflection page with the start new form button highlighted 

      3. Work through the form by selecting the date / curriculum sections / typing in the text fields.

      This image shows the reflection form 

      4. In order for a supervisor to see your reflection, you must share it by selecting "Shared" for the last question in the form.
      - Shared reflections cannot be made private again. However, reflections can always be edited.
      - You do not have to share your reflection straight away - you can keep it private until you are ready to share it. 

      This image shows the reflection form save changes button 

      5. When you have completed the form select “Save changes”.

      6. If all mandatory field have been completed, and you have chosen to keep your reflection private, a screen like this will be displayed:
      - a green confirmation box at the top shows your changes have been saved
      - a purple box part-way down shows that the form can still be edited and has not been shared.

      This image shows the reflection page with the green banner confirming the changes have been saved 

      7. Select "Make further changes" to edit the contents of your reflection (or to share it if it is currently private).

      8. Select "Close" in the top right hand corner to return to the “Reflections” screen. The new reflection and whether it is shared will be shown. 

      This image shows the reflection page with the newly created form present

       

      A short video tutorial showing how to create a reflection is available.

      For information on the principles of reflection, see the following resources

      - UK FP Curriculum (2016)

      - Reflective practice guidance from AoMRC and COPMeD (September 2018) 

      The reflective practitioner - GMC guidance

  • Are PDPs and reflections linked to placements?
    • No - PDP and reflection forms are linked to a foundation doctor's whole FY1 or FY2 rotation. They can be completed at any time during the rotation and can relate to any placements or events within or out with the rotation. 

      To make counting of these forms easier, we report on the number of PDP and reflection forms in each foundation doctor's portfolio "Overview" based on

      • PDP: the nearest placement to the date the form was created
      • Reflection: the 'Start date of placement against which you want this form to count:' entered. 


      This is just to help quick checks and calculations - it does not definitively show whether a foundation doctor has/has not completed a PDP or reflection form for a specific placement.

      This image shows how reflections are divided into placements for the portolio overview mini report
      This image shows how PDPs are divided into placements for the portfolio overview mini report
      Learn more about the categorisation of all the forms in Horus.

  • As a foundation doctor/NTG, how do I send a form to be signed by a trainer or assessor?
    • The following forms need to be 'approved' (that is, checked and signed) by a trainer or assessor:

      Case Based Discussion (CBD)
      Core Procedures (CPs)
      Developing the Clinical Teacher (DCT)
      Direct Observation Of Procedural Skills (DOPS)
      Mini-clinical evaluation exercise (mini-CEX)
      LEADER
      LEARN
      (Guidance for each type of experience is on the UKFPO website)

      Most of these forms will be created by the foundation doctor/NTG (and then added to and signed by a trainer/assessor).
      (Local trainers and administrators can also create these forms for foundation doctors/NTGs, but they will automatically be assigned to that form as trainer/assessor.)

      To assign a trainer/assessor to one of the above forms, the foundation doctor/NTG needs to take the following steps:

      1. Forms (start new) > select the relevant form 
      CBD, DOPS and Mini-CEX are in the "Mandatory forms for each placement > Throughout each placement" section
      CPs and DCT are in the "Mandatory forms for each year" section

      2. Select the placement/rotation against which the form should be listed
      Learn more about completing fields in SLEs/CPs.

      3. Scroll to the "Trainer/Assessor details" at the end of the form

      4. "Nominate trainer/assessor" field: (see the short video showing how to do this)

      • Start typing the first name or last name (or GMC number if applicable) of the required trainer/assessor
        (the first three or four letters of their first name or last name will be enough)
      • Wait for Horus to search your list of available trainers/assessors - any names that match what you have typed will appear in a drop-down of search results
      • Select the relevant trainer/assessor's name from the list

      If you don't see the relevant trainer/assessor's name in the list, you can add them to Horus yourself.
      Learn more about how a foundation doctor can add a trainer or assessor to Horus.

      5. You will now see with which email address the trainer/assessor is registered on Horus. If they have asked you to send the form to a different email address, you can add this by following the instructions in the sentence below their primary email address: "If you wish to send this form to a different address, please click here". 

      6. Select "Save (and review before submission)"

      7. Select "Send form for approval"
      An email will be sent to your selected trainer/assessor and the form will no longer be editable by you.

      pdf user guide is available (link will open in a new window).

  • Can I send an SLE/CP to a trainer/assessor using a different email address to the one they're registered on Horus with?
    • Yes, foundation doctors/NTGs can send an SLE/CP to a trainer/assessor using a different email address to the one they're registered on Horus with.

      When a foundation doctor/NTG adds a trainer to an SLE/CP, they will see the email address that user is registered on Horus with.

      To increase the likelihood of SLE/CPs being signed quickly and easily for foundation doctors/NTGs, Horus allows them to enter a different email email address for the user. This should not be used as a matter of course - it is for exceptional circumstances, such as

      • The trainer may be registered on Horus with their official trust email address, but they may not have access to this temporarily (for example they're off-site or their inbox is full).
        • The trainer could ask the foundation doctor to send it to another of their email addresses, one that at that point they can access more readily.
      • The trainer's email address may be wrong or out of date on Horus.
        • Using the alternative email address function allows the foundation doctor to get their SLE/CP signed without needing to wait for the administrative process of updating the registered email address.
        • However, in this case the administrative process must follow - the trainer can update their own email address or the foundation doctor/trainer can contact a local e-portfolio administrator.


      When a different email address is used, the following audit log is created:

      • The trainer receives an information email to their registered email address 
        • Subject: Horus: Signature request (alternative email used)
        • Detail: registered email address, foundation doctor, type of form, alternative email address, guidance for what to do if this is incorrect
      • The trainer receives a signature link to the alternative email address
      • Once signed, the trainer receives a signature confirmation email to their registered email address
      • The completed form shows "[Alternative email]" under the signatory's email address

       

      The process (short video available):

      - Trainer section in SLE/CP

      Trainer details

      Nominate trainer*
      | Trainer, Jon (1234567) |
      (N.B. a signatory is required for this form to count towards your ARCP)

      Primary trainer email address dr.trainer@nhs.net.
      If you wish to send this form to a different address, please click here?

      - Selecting "click here" makes a new section appear:

      Primary trainer email address dr.trainer@nhs.net.
      | <enter alternative email address here> |
      If you want to revert to the trainer/assessor's primary email address please click here

       

  • As a foundation doctor/NTG, do I have to complete all the fields in an SLE/CP before sending it to a trainer/assessor to approve?
    • No - you can complete some, none or all of the form before you send it to a trainer/assessor to approve (you just have to confirm which placement/rotation you want the form to be listed against).

      You should try to complete as much of the form as you reasonably can though, so your trainer/assessor knows exactly which event/experience you would like their written feedback on and what your thoughts about your experience are. 

      Your trainer/assessor will have access to edit the whole form before they approve it, so you're essentially writing a draft for them view, edit and approve as they see fit. 

      pdf user guide is available (link will open in a new window).

      Note specific information about including reflection in your SLE.

  • As a foundation doctor/NTG, do I have to complete the "Reflection" section in SLE forms?
    • Foundation doctors are required to write down their reflections on their experiences as part of their education, training and development. There are a number of ways they can do this:

      • Writing their reflections about a specific event into the "Reflection" question in the SLE form before they send it to a trainer for their comments and signature
      • Writing a reflection using the separate "Reflection" form and referring to the specific SLE, if appropriate (this can be done before or after sending an SLE about the same event to a trainer)
      • Using reflective tools and processes outside of the e-portfolio


      The method or methods chosen should be dependent on the situation and foundation doctors should discuss their plans with their supervisors. Note the requirements for the number of written reflections in your e-portfolio for a successful ARCP outcome. 

      The simple answer is, a foundation doctor/NTG does not have to include their reflection on the event within the SLE form itself, if this is appropriate for that specific situation. From a technical perspective, the SLE form can be saved and signed without the "Reflection" box being completed.

      If you have submitted your SLE form for signature but have forgotten to include a reflection within it, two options are to delete the SLE or to revert the form to draft. These will not be appropriate/possible in all situations. Other options are summarised in the bullet points above.

      See "How do I create a reflection form?" for further information and links to guidance on reflections.

  • I am a trainer or assessor who signs SLEs/CPs for foundation doctors/NTGs. Do I have to sign in to Horus?
  • How long before/after a placement can I interact with a form for that placement?
    • You can interact with (that is: create/edit/sign/delete) a form up to 1 month before the start of a placement and up to 3 months after the end of a placement.
      (1 month is counted as from x date in month 1 to x date in month 2, e.g. 4 February to 4 March) 

      This includes the following forms/processes:
      - SLEs
      - QI
      - Additional achievement forms
      - ES/CS/AS start, mid and end of placement forms
      - Mandatory certificates
      - ES mid and end of year forms

      The same is true for forms/processes linked to a whole rotation - you can interact with these up to 1 month before the start of the rotation and up to 3 months after the end of the rotation.

      This includes the following forms/processes:
      - Reflection
      - Career planning
      - PDP
      - PDP progress
      - Core procedures
      - Mandatory certificates
      - Form R
      - TAB
      - ARCP 

      If a form a foundation doctor/NTG has sent to an approver is not approved within this time limit, it will no longer be accessible to be approved. It will remain in the foundation doctor's/NTG's account as a form "requiring an additional signature". Forms that require a signature (such as SLEs and Core Procedures) will not count towards ARCP if they are not approved (that is, signed).

      The time limit is not linked to when the form/process was started/completed - it is linked to when the placement or rotation it is linked to starts/ends.

      Learn more about adding documents to Horus that were created before August 2017

      For further information about why this time limit is in Horus, see page 41 of the Foundation Operational Guide 2019 (link will open in a new window and send you to the UKFPO's website) - "Appendix 8e: Table 1 - Recommended levels of access".

       

  • As a CS/ES what do I do if I miss the 3 month deadline to complete my end of placement report?
    • The 3 month deadline for completing forms has been mandated by the UKFPO. The UKFPO and its operational partner, the UK Curriculum Delivery Group (CDG), have stressed the importance of timely assessments - a clinical supervisor's end of placement report completed more than 3 months after the end of the placement in question, for example, starts to lose its impact on and meaning for the foundation doctor. It is a requirement for both the foundation doctor and their educational and clinical supervisors to adhere to this time limit.

      Therefore, supervisors will find that when they create a form in Horus only the following placements will be available to link the form to:

      • Any placement that ended less than 3 months ago
      • The current placement
      • Any placement starting in less than 1 month
        --> This could mean that only one placement shows - for example at the very start of the rotation.


      The CDG is clear that the 3 month limit must be adhered to. Note that if the CS is not available to complete a timely end of placement report, the ES is responsible for completing the CS end of placement report (as well as the ES end of placement report).

      If the deadline has been missed, you should discuss the situation with your FTPD and/or local HEE foundation team. "Blank" versions of all the forms in Horus can be found in the Blank Forms section of this website. It may be appropriate to complete one of these and submit it to the ARCP panel alongside the information in the e-portfolio. Please note that the Horus team cannot offer guidance on whether this is appropriate in your situation or how the submission should be made.

  • Follow On Forms

  • What are "Follow On Forms"?
    • “Follow On Forms” are forms that are automatically created by Horus, with the foundation doctor's name and placement pre-entered, to help users create all required forms. 

      For example, when a joint educational and clinical supervisor completes a CS End of Placement Report, a “Follow On Form” is automatically created for the ES End of Placement Report (and vice versa if the ES EPR is created first). This is because a joint ES/CS is required to complete both of these forms for their supervised foundation doctor.

      A "Follow On Form" does not show in your 'Drafts' until you save it as a draft.

  • Where do I find "Follow On Forms" that I need to complete?
    • “Follow On Forms” that you need to complete (if any) are under the “Follow On Forms” tab on your Horus home page. Note that many users won’t have any “Follow On Forms”.

      This image shows the follow on forms homepage tab

      From this tab you can:

      1. View information about the “Follow On Form” by selecting the 'View info' button
      2. Start to complete the Follow On Form by selecting the 'Start form' button
  • I do not want to complete the suggested “Follow On Form”. Can a “Follow On Form” be dismissed/deleted?
    • Yes, a “Follow On Form” can be dismissed:

      1. Home page > “Follow On Forms” tab
      2. Select the 'View info' button for the form
      3. Read the information and note that it may not be necessary for you to dismiss the form
      4. Scroll to the end of the information page
      5. Select the 'Dismiss Follow On Form' button

      This image shows the selected follow on form with the dismiss follow on form button

  • Forms in draft

  • Can I save a form as a draft?
    • Yes, you can save most forms as a draft in Horus. At the end of the form you will always see two buttons: "Save (and review before submission)" and "Save (and leave as draft)".

      This image shows the save and leave as draft button

      The only exceptions are PDP and Reflection forms. These can be edited as if they were drafts, though. You will see all PDP and Reflection forms that have been started/completed on the relevant foundation doctor's portfolio "PDP" or "Reflection" page.

  • Can anyone else see forms that I've saved as a draft?
    • No, the contents of any forms that you save as a draft will only be visible to you.

      The existence of some forms saved as draft, like end of placements reports, can be seen in administrator 'form count' reports.

  • Where do I see forms that I've saved as a draft?
  • How do I edit a form I've saved as a draft?
    • Forms that have been saved as draft can be found under the 'Drafts' tab on your Horus home page.

      This image shows the drafts tab on the horus homepage

      1. Open the form which you would like to edit using the 'Open' button.

      2. Select the 'Make further changes' link.

      This image shows the purple draft status banner with the make further changes link highlighted

      The form is now editable.

      After making the desired changes you can
      - 'Close form (without saving)'
      - 'Save (and review before submission)'
      - 'Save (and leave as draft)'

      Note: a form can only be edited up to 3 months after the end of the placement that it is assigned to. 

  • As a foundation doctor, how can I change the trainer/assessor on a form I have submitted for approval?
    • The assigned trainer/assessor can only be changed on forms that have not yet been signed. Signed forms cannot be amended.

      To change the trainer/assessor on a form already submitted for approval:

      1. Find and select the form on your “Contents” portfolio page.
      2. In the second purple bar, below your personal details, select the “Reset trainer/assessor” button on the right.
        --> Once you make this selection the original approval request link will no longer work.
        This image shows the purple awaiting signature banner with the reset trainer/assessor button highlighted
      3. You will see a green bar confirming "Trainer/assessor removed. Please nominate a new trainer/assessor." Just below that will be a purple bar with a link to “Nominate new signatory” - select this link.
      4. Nominate a new person to sign the form.
        --> As when you originally selected a trainer/assessor, type the first few letters of their first/last name OR the first few digits of their GMC number (if applicable). You can use an alternative email address if required. Refer to this short video demo to see this in action.
      5. Once you have selected a signatory, select the ‘Nominate new signatory’ button.
      6. You will see see a green bar confirming "Thanks, your new signatory has been added." An automatic email will have been sent to the new trainer/assessor, with a link to sign the form.

      Learn more about how you send a form to be signed.

  • How do I delete an SLE/CP that is "awaiting signature"?
    • When a Supervised Learning Event (SLE) or Core Procedure (CP) form is awaiting a signature, you are able to delete the form by selecting “Reset trainer/assessor”. (You may want to do this in case the person who supervised / assessed you is no longer available to complete the form for you, for example.)

      1. Open the relevant SLE/CP from your portfolio "Contents" menu

      2. Select the “Reset trainer/assessor” button

      This image shows the purple awaiting signature banner with the reset trainer/assessor button highlighted

      3. You will see a green bar with a message notifying you the original trainer/assessor has been removed and a purple bar with a link allowing you to assign a new trainer/assessor.

      This image shows the green confirmation banner confirming that the trainer/assessor has been successfully removed from the form

      4. Scroll to the bottom of the page and select the “Delete form” button.

      This image shows the delete form button

      5. Read the pop up carefully and if you are sure you wish to delete the form, select “Delete this form now” to confirm deletion.

      This image shows the pop up warning before a form is deleted

      6. You will now be notified the form has been deleted and it will disappear from your portfolio.

      This image shows the green confirmation baner confirming that the form has been deleted successfully

      Learn more about deleting forms.

  • Signing forms

  • As a foundation doctor, how do I sign a meeting form?
    • When you log in to Horus, you will see a list of "forms requiring your signature" on the right hand side of your home page.

      You can sign a form in the following way:

      1. Select "Open" next to the relevant form from the list on your home page
      (You can also find the form in your "Portfolio contents" page)

      2. Read the contents of the form

      3. Scroll back to the top of the page

      4. Select "Sign this form"

       

      Forms that require your signature in this way are

      • Initial Meeting with Educational Supervisor
      • Induction Meeting with Clinical Supervisor
      • Combined Induction Meeting with Clinical Supervisor & Initial Meeting with Educational Supervisor
      • ARCP outcome form
  • Who can approve/sign SLEs and Core Procedures in Horus?
  • Can F2s approve/sign F1 Core Procedures in Horus?
    • Yes, F2s can sign Core Procedures (CPs) for F1s, provided they meet the requirements for assessing the relevant procedure (that is, competent in the procedure being assessed and trained in assessment and feedback methodology).

      Learn more about who can approve/sign SLEs and CPs in Horus.

  • Does Horus send reminders to users to sign forms they have been assigned to?
    • Yes, Horus sends three automatic email reminders to users who have not signed forms they have been assigned to. The schedule is:

      1. Immediate email notification when the form is first submitted for signing
      2. 7 days after original submission
      3. 14 days after original submission
      4. 21 days after original submission

      The link in each email expires after 7 days (when a replacement will be sent). Only the most recent will work. 

      No further reminder emails will be sent after this time period. Users who want to sign a form after the reminder period can still log in to their Horus account and sign it from the "Forms requiring your signature" list on their home page (provided the placement / rotation the form is assigned to is still active or finished less than 3 months ago). 

      Foundation doctors can send manual reminders to trainers/assessors who have not signed SLE/assessment forms they have been assigned to.

  • Can I send a reminder to a trainer/assessor to sign an SLE/assessment?
    • Yes, you can send a reminder from Horus to a trainer/assessor who has not signed an SLE/assessment for you yet. Note:

      - Horus sends automatic reminders. You can only send a manual reminder once every 24 hours (either since the last automatic reminder or since your last manual reminder).

      - Only the form completion link in the most recent reminder email will work. If your trainer/assessor selects a link in an old email, they will see a message explaining that the link has expired.

      - Only foundation doctors can send manual reminders.

      To send a reminder:

      1. Portfolio > Contents

      2. Select the relevant unsigned form

      3. Select "Send Reminder Email" near the top of the form (remember, this button will only be available if it's been more than 24 hours since the last reminder email was sent)

      This image shows the awaiting signature banner with the send reminder email button highlighted

       

  • How do I sign an SLE/Core Procedure for a foundation doctor?
    • Foundation doctors have to invite trainers to sign an SLE/Core Procedure for them.

      You can sign a form EITHER using the email notification you received OR by logging in to your Horus account.

      Email

      1. Select the "Go to the form" link in the notification email

      This image shows the notification email for signing a form

      Horus login

      1. The form will show on your home page, in the "To sign" tab on the left. Select "Open" next to the relevant form.

      This image shows the to sign tab on the horus homepage

      Both routes - continued

      2. Either way, you will now be shown the basic form details (name, GMC number and placement details of the foundation doctor and the details they have entered for their trainer/assessor) and asked to confirm whether you are the named trainer/assessor:

      This image shows the form signature confirmaton question 1

      3. Check that your name is correct and then select "Yes".
      If you are not the named trainer, select "No" and explain the issue in the free text box that appears (further details available here).

      4. You will now be able to view the whole form - scroll down, read what the foundation doctor has written and decide whether you would like to add / amend anything before signing the form.
      You will most likely need to add information to the form - foundation doctors have been asked to complete as much of the form as they can, but some sections require your direct input.
      You will not be able to sign the form until all the mandatory fields have been completed.

      5. To add / amend anything in the form, select "Make further changes" in the purple bar just above the form. This will open up the form for you to complete.
      This image shows the make further changes link

      6. Select "Save (and review before submission)" at the end once you have completed the form.

      7. You will then be taken back to the questions described in steps 2 and 3 above. Select "Yes" for question 1, "Yes" for question 2 and "Sign this form" for question 3.
      This image shows the form signature questions one, two and three with the sign this form button revealed and highlighted

       8. You will see a screen confirming the form has been signed.  
      This image shows the

  • How do I decline to sign an SLE/Core Procedure for a foundation doctor?
    • Trainers and assessors always have the option to decline to sign an SLE/Core Procedure for a foundation doctor.
      You may not remember the interaction, you may not be the intended recipient or you may feel that you are not the appropriate person to sign the form.

      Whatever the reason, it's very helpful to the foundation doctor if you decline to sign the form (instead of not responding to it at all), so that they can re-send it to the correct/a more suitable trainer/assessor.

      You can decline to sign a form EITHER using the email notification you received OR by logging in to your Horus account.

      Email

      1. Select the "Go to the form" link in the notification email

      This image shows the email notification for signing a form

      Horus login

      1. The form will show on your home page, in the "To sign" tab on the left. Select "Open" next to the relevant form.

      This image shows the to ign tab on the Horus homepage

      Both routes - continued

      2. Either way, you will now be shown the basic form details (name, GMC number and placement details of the foundation doctor and the details they have entered for their trainer/assessor) and asked to confirm whether you are the named trainer/assessor:

      This image shows the form signature confirmation question 1

      3a. If you are not the named trainer, select "No" and explain the issue in the free text box that appears (for example, "You have the wrong John Smith").

      Then select "Remove my name from this form".

      You don't need to do anything further.

      This image shows the declin to sign text box being completed with the remove my name from this form button showing

      3b. If you are the named trainer, select "Yes" instead. You will now be able to view the whole form (scroll down).

      You will be asked whether you are happy to sign the form. If you don't want to sign the form (for example, because you don't remember the interaction described in the form), select "No" and explain the issue in the free text box that appears (for example, "I don't remember having this interaction with you").  
      Note that you can edit the contents of the form, so don't use this option if you do remember the interaction and just want to update some of the information provided by the foundation doctor.

      Then select "Reject signature request".

      You don't need to do anything further.

      This image shows the reject signature request text field being completed and the button of the same name showing 

  • Linking forms

  • Who can link forms on a Horus account?
  • How do I link a completed form to another in Horus?
  • Where do I see the links that have been made for a form?
  • How do I remove the link between forms?
  • I am trying to link a form on Horus but it is not being displayed in the ‘Forms available for linking’ section, why?
  • I have mapped a form to the curriculum and then linked this form to another form. Will the linked form also now be mapped to the curriculum?
    • No, linked forms are not automatically mapped to the curriculum if they are linked to a form that is already mapped to the curriculum. Each required form needs to be mapped to the curriculum separately.

  • Managing completed forms

  • Where are completed forms in a foundation doctor's portfolio?
    • In the foundation doctor's portfolio menu (top menu if you are a foundation doctor, right hand drop-down sub-menu if you are a supervisor or administrator), select "Contents".

      FD:

       this image shows the foundation doctor portfolio menu with the content section highlighted

      Admin/trainer:

       This image shows the portfolio drop down menu with the contents section highlighted

      All forms completed for the foundation doctor will be listed here, as well submitted forms awaiting either approval by a trainer/assessor or signature by the foundation doctor. Some forms are listed against the whole rotation (for example, reflections, core procedure and the educational supervisor's end of year report) and some against specific placements (for example, SLEs, additional achievements and clinical supervisors' end of placement reports).

      This image shows the portfolio content page

  • How do I check if a submitted form has been signed?
    • Foundation doctors will receive an email notification when a form they have sent for approval (that is, an SLE or CP) has been signed by their selected trainer or assessor. 

      Submitted forms that have not yet been signed show in the portfolio "Contents" list with a yellow triangle next to them. If you hover over the triangle you will see the description "this form requires an additional signature". 

      This image shows a forms not yet signed depicted with the amber triangle

      Learn more about how to send a form to be signed.

  • As a supervisor, trainer or assessor, can I see the forms I have signed for foundation doctors?
    • Yes, there is a ‘My Activity’ section in the 'Trainer menu', where all trainers can see forms they've signed for foundation doctors.

      Supervisors are also able to view forms that they and others have signed for their foundation doctors on the relevant doctor’s portfolio ‘Contents’ page. 

  • Can I revert a submitted form to draft?
    • Any form that has been submitted on Horus can only be reverted to draft by an administrator who has access to the portfolio of the foundation for/by whom the form has been completed. This is to ensure there is an audit trail and verification before a form is deleted (most forms have to be in draft to be deleted).

      1. Access the "Contents" portfolio menu of the relevant foundation doctor
      2. Select the form that needs to be reverted to draft from the list
      3. Scroll to the bottom of the form - there will be 3 options:
        • Revert to draft (admin only)
        • Change placement (admin only)
        • How to delete a form
        This image shows the revert to draft section of a submitted form that is visible to users with adminisrator permissions
      4. Select "Revert to draft"
      5. You will see the following pop up - please note it:
        This image shows the revert to draft confirmation warning  with the revert to draft button highlighted
      6. Select "Revert to Draft" - the form will then only be accessible to the original creator. There is no possibility to undo this action.

       

  • How do I delete a form?
    • Any form that has been submitted on Horus (except TAB and Reflection forms) can only be deleted by the user who originally created the form. Follow the steps below to delete a form you created:

      1. Revert the form to draft
        • Only an administrator can do this to. See "Can I revert a submitted form to draft?" for what to do.
        • If you are not an administrator, contact your local postgraduate centre administrator and ask them to complete this action.
      2. Once the form has been reverted to draft, you will find the form on your Horus Home page ("Forms in draft" tab).
      3. Select the form you wish to delete by selecting "Open".
      4. Scroll to the bottom of the form - you will find a ‘Delete form’ button.
        This image shows the delete form button
      5. Select "Delete form".
      6. You will see the following pop up - please note it:
        This image shows the pop up warning when deleting a form
      7. Select "Delete this form now". There is no possibility to undo this action.


      For details about deleting TAB forms, see the Reviewing TAB section.

      For details about deleting Reflection forms, see "Can a reflection form be deleted?". 

       

  • Can a reflection form be deleted?
    • A reflection form marked "private" can be deleted - follow the instruction in "How do I delete a form?".

      A reflection form marked as "shared" cannot be deleted (or made private again). It can, however, be edited indefinitely. This is functionality requested by the CDG.

  • How do I ‘move’ a form between placements/rotations?
    • Administrators can amend the placement/rotation that a form has been listed against by following the steps below:
      (NOTE: Placement-based forms can only be moved between placements belonging to the same rotation. Rotation-based forms can be moved between any rotation assigned to the foundation doctor. See the list of forms that are placement- and rotation-based.)

        1. Access the "Contents" portfolio menu of the relevant foundation doctor
        2. Select the form that needs to be amended from the list
        3. Scroll to the bottom of the form - there will be 3 options:
            • Revert to draft (admin only)
            • Change placement (admin only)
            • How to delete a form
          Tis image shows the chnage placement section of a submitted form that is only visible to a user with administrator permissions
        4. Select "Change placement"
        5. You will see a list of placements assigned to the foundation doctor. Select "Move here" next to the placement you want to move the form to. The move will happen as soon as you select this option.


      This image shows the change placement page for a form

      A form can be moved as many times as required.

      Note that placement-based forms cannot be moved to a different rotation.

  • Can I download my whole portfolio from Horus?
    • Foundation doctors/NTGs can download most of their whole portfolio using the "Download portfolio" function in their "Portfolio" main menu:

      This image shows the foundation doctor portfolio menu with the download portfolio option highlighted

      Step by step instructions to download portfolio

      July 2020: The following items are not/not yet available as part of this download: F1CC, FPCC, declarations, curriculum mapping, curriculum progress rating, uploaded documents attached to forms, reflections and career planning forms marked as 'private'. Meanwhile, all of these forms can be downloaded individually.

      Users can also download individual forms from Horus (this link refers to the HEE FP E-portfolio Archive, but the principles are the same for HEE Horus (and NW Horus)).

  • How can I download my portfolio from Horus?
    • This functionality is available to all foundation and NTG doctors using Horus.

      1. Portfolio main menu > Download portfolio

      This image shows the foundation doctor portfolio menu with the download portfolio option highlighted

      2. The "Portfolio downloads" page you land on will show any previous downloads you've requested. To request a new download, select the "Start new download" button on right, just under your orange 'rotation' button.

       This image shows the download portfolio page with the start new download button highlighted

      3. Read the guidance on the page. 

      4. Select from the list the form types you want included in your download. Note that if you select a form type under which you do not have any complete forms, the "Total forms selected" counter will not change.

      5. Select "Start Download".

      6. Wait 5-10 minutes, then refresh the page (or just navigate away from the page and come back later). You will see your new download in the list. During quiet times of the day a download will take under 5 minutes. Please allow longer during peak hours.

      7. Select "Download PDF"

      8. Read the information in the pop up box and select the button to continue. 

      9. Your pdf will be downloaded to your device. Documents are sorted by "Date created" - earliest first.

  • External documents

  • How do I upload an external document to my Horus account?
    • External documents (for example, presentations, projects, audits, screenshots, certificates) can be uploaded to Horus - by foundation doctors/NTGs only - in the following way: 

      1. Forms (start new)

      2. Scroll down the page to the "Mandatory forms for each year" or "Additional Achievement" section

      3. Select the form that best describes the type of document you want to upload
      - External documents can be uploaded to the QI form, the mandatory certificate form, the mandatory teaching log and any of the forms in the "Additional Achievement" section.

      4. Give the form an appropriately descriptive title

      5. Upload your external document(s)

      Tips:
      Convert documents to pdf to make it easier for others reviewing your portfolio (and to reduce the file size).
      Maximum size per file is 4MB for PDFs and 1MB for other documents - compress files to save space. 
      The following file types are accepted: .pdf, .png, .jpg, .gif, .doc, .docx, .ppt, .pptx.
      File names can be a maximum of 75 characters.

      You can upload as many files as you want to a form, but they must each be less than 1MB (or 4MB if pdf).

      6. Complete the other free text parts of the form as appropriate

      7. Save the form

      8. Check the contents and 'Mark as complete' when you're ready

  • What files can be uploaded to forms?
    • Things to note when uploading files:

      • The following file types are accepted: .pdf, .png, .jpg, .gif, .doc, .docx, .ppt, .pptx.
      • Maximum size per file is 4MB for PDFs and 1MB for other documents - compress files to save space. 
      • Where possible you should convert files to pdf or take a screenshot of the file to reduce size.
      • You can upload as many files as you want to a form, but they must each be less than 1MB (or 4MB if pdf).
      • File names can be a maximum of 75 characters.


      Learn more about uploading external documents.

  • What is the size limit for external documents uploaded to Horus?
    • The size limit for external documents uploaded to Horus is:

      • 1MB for .png, .jpg, .gif, .doc, .docx, .ppt, .pptx.
      • 4MB for .pdf.


      Note that:

      • you can upload up to 5 files / 5MB at a time to a Horus form (Additional Achievement, QI or Mandatory Certificate) - you can keep saving and adding more files though
      • there is no limit to the number of external documents you can upload to your Horus account


      You should compress files to make them as small as possible. The easiest way to do this is to convert files to "minimum size" pdf (most computers will have the option to "print to pdf" to do this). You can also take screenshots of documents and/or upload documents in smaller sections (e.g. 1 or 2 pages at a time), depending on their size.

      Learn about how to upload an external file to Horus.

  • What should I do if I get an error when trying to upload an external document?
    • We are receiving a small number of reports of documents failing our file-type checks. The reason tends to be unique for each affected file, although in a few recent cases the issue was caused by the use of an older version of Office for Mac. When we re-saved that file on the latest version of Office on Windows 10, it uploaded successfully.

      If you get an error when trying to upload an external document, please try the following before trying to upload the file again:

      • Ensure you are using an accepted file type and size
      • Re-save the file on the latest version of Office
      • Save (or re-save) the file as a pdf


      If this still doesn't allow you to upload the file, please contact the Horus Helpdesk with the relevant document, explaining the situation and what remedial actions you have tried.