Retrospective competencies

💡 If you have a large number of users with paper competency passports, we may be able to arrange for these records to be scanned so you have the full history of the paper passport included digitally. Please contact us if you would be interested in this.

If a person has already completed a competency on paper, you can use the Retrospective Completion feature to bring that record into Compassly. This allows you to keep a digital record of that paper evidence, and you can then renew annually entirely within the app.

In the Competency Overview screen, this can be found under

Already achieved?

💡This process can be initiated by the Supervisor OR the Supervisee, but it will always need to be signed off by the Supervisor.

Supervisor directly

A written statement is mandatory, evidence files are optional but recommended. You can attach a PDF scan of the paper passport, or take pictures directly from your phone. You can attach multiple files as needed.

Supervisor reviews supervisee evidence

It will often be helpful for the Supervisee to submit their evidence, and then the Supervisor to review and approve, but Supervisors may prefer to work through and approve these themselves.

The approach starts the same, with the supervisee using the

Already achieved?

feature, but now when the supervisee completes this page, they will then need to

Submit for review

for this to be submitted to their supervisor.

The supervisor will be notified of the submission, and can view this by navigating to “Teams”, and then the Notification Centre:

As the Supervisor, when you look at the competency for that supervisee on your own device, you will now see the option to

Review now

against that competency:

You can then review the evidence that your supervisee has submitted for review:

Based on that evidence, you can either

Accept

or

Reject

as appropriate.

If you Accept, you need to add your own comment and have the option to provide further evidence. If you Reject, you can provide guidance back to your Supervisee on why you are rejecting their submission. They can either choose to amend their evidence and re-submit, or withdraw the evidence and start the competency from scratch.

💡You will need to repeat this process for each relevant competency within the passport.

What if I have already started work on the competency?

If someone has already started a competency, this option no longer appears. You can get it back by Restarting the competency

_{See Revoking competencies for further details}

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What if a competency is part completed?

If someone is part-way through the passport and you cannot retrospectively sign-off a whole competency, you can still do this on a stage-by-stage basis, i.e. sign-off individual stages of the competency without completing all the parts of them.

💡This option may not be enabled by the competency author on all stages; if it is not then you will not see the “Submit Evidence” option

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For the stage you want to sign-off, tap on

Submit Evidence

button on the preparation screen for that stage. This then follows the same process as retrospectively completing the whole competency, but just for this stage.

The record of who signed off the evidence will be included for each stage.

You can include evidence files for each stage, including taking a photo of the relevant paper record. A written evidence statement is mandatory.

💡Whilst the supervisee can submit evidence and have it reviewed by the supervisor, to avoid confusion we would generally recommend this is only done by the supervisor.