Assessment Toolkit

The Assessment Toolkit offers a number of resources to help preceptors and residents better understand Field Notes and In Training Assessment Reports (ITARs). Information on the Periodic Review is there for completeness so anyone involved in assessment can see how the whole system ties in together. The Department of Family Practice Faculty Development webpage has a lot of useful information on giving feedback, and many handy, brief information sheets about assessment.

Your home Site Faculty for Assessment & Evaluation can assist you, answer questions, and field any feedback you have. If you require help reaching your Site Faculty, please email your Site Director/Coordinator or for assistance.

Field Notes

A Field Note is a short form for documenting feedback and formulating a ‘next step of learning’ for residents. See below for more information and useful resources on getting started.

How and Why to use T-Res:
In this final stage of training, residents are primarily assessed in the work-place, instead of by any formal examination (such as an OSCE) during the program. Having multiple observers, watch and coach each resident and,  most importantly, document specifically what the resident is doing well, and how they might improve, gives a rich and valid picture of ability and curricular exposure.

Residents are asked to present evidence of their growing competence every 4 months. To make this documentation efficient, we use the T-Res Field Note app so that either a preceptor (best) or a resident (paraphrasing feedback given by a preceptor – second best) can enter a Field Note. This process takes just a few (~3) minutes, so it can be done during a quick break on a busy clinical day.

T-Res Account Setup:
To get started your Site Coordinator creates a T-Res account for you. You will receive a welcome letter from T-Res, with a temporary password. You then need to download the T-Res eFN App (App Store or Playstore).

Please find easy directions in the T-Res Quick Referral Guide. There is a Narrated Powerpoint (15 slides) if you wish, or your site faculty may provide a session. How and why to do Field Notes are contained in the "Instructions for Completing” guides.  Information on making use of an aggregate of Field Notes is under the ITAR section (next).

T-Res Quick Referral Guide
e-Field Note Training Session Presentation
Instructions for Completing a Field Note for Residents
Instructions for Completing a Field Note for Preceptors

For more background:

Article: Field notes: Assisting achievement and documenting competence

*Field note data may be used for research purposes. Any requests to use field note data in future research will first require approval from the UBC Office of Research Ethics. All identifying information will be removed to ensure anonymity, and all data will be stored securely.

In-Training Assessment Reports (ITARs)

An In-Training Assessment Report (ITAR) is a three-part form that uses the CanMEDS–FM framework to help preceptors and residents set goals, check in at the halfway mark (or periodically for the ‘horizontal rotation’), and decide if goals are met at the end of a rotation. Mid-point and Final ITARs should provide concrete feedback with suggestions for future improvement for the resident. The ITAR includes web links to Curriculum Objectives.

ITARs are managed on One45’s Web Eval system. If you are the preceptor responsible for filling in the ITAR, you can ask the resident for a 101 Aggregate Field Note report of all the Field Notes done for this learning event. You may use these Field Notes to refresh your memory and inform the ITAR.

Helpful suggestions about using the 101 Aggregate report are below.

When you go to fill in the Mid and End ITAR, consider the following sources of information:

  • T-Res 101 Aggregate Field Note report - see resources below.
  • Your own observations and experience with this resident
  • Input from your colleagues whom have worked with the resident
  • Appropriate input from other key persons in your training environment
    (Medical Office Assistant, Clinic Nurse, a Medical student taught by the resident, etc.)

T-Res Reporting - Video

T-Res Information sheets:

T-Res Reporting - Residents
T-Res Reporting - Preceptors
T-Res Reporting - Site Directors

More information on how/why to do an ITAR:

FAQ - Filling in an ITAR

FAQ - Choosing CanMEDS-FM Roles on the Short ITAR

FAQ - What happens if I select this option?

Resident Benchmarks

CanMEDS-FM Rescource

Orientation Mini Handout

Learning Plans Mini Handout


Periodic Reviews

Site Directors and residents meet every four months to assess progress and create learning goals. As part of the Periodic Review process residents review the Field Notes and ITARs, and are required to complete a reflective essay. Many other components of their program and progress are reviewed.

Here is a graphic of the entire Resident Assessment System

Link to Family Medicine Expert