CPD Frequently Asked Questions

Updated June 2008

Note: The following Q & A should be of general interest to all members.  

This FAQ document will be updated regularly so look here again soon!

Categories: (click on one to go to that section)

Does this apply to me?

General scheme description / rules

What CPD should I do?

Mentorship

The Audit process

Accredited Events, Courses and Meetings

Does this apply to me?

1.   Q: I understand there will be a new CPD scheme soon that all NHS employees and Registered Hearing Aid Dispensers (RHADs) have to do. Is that right?
A: Yes, the Health Professions Council (HPC) has defined what type of CPD scheme all registered members must undertake. For them, CPD is a requirement of registration from July 2006.  BAA has designed a scheme that satisfies the HPC as well as the needs of BAA members. BAA members working either in the NHS or private sector are encouraged (but are not required) to follow the BAA scheme – if you prefer, you may sign up to another scheme (if it conforms to HPC requirements) or simply do your CPD in isolation. However, the BAA scheme is designed to make CPD easy to implement and record.

2.   Q: But I’m not registered with the HPC, I’m an NHS Clinical Physiologist and therefore under the RCCP – do the same rules apply?
A: It is highly likely the RCCP will eventually hand over registration to the HPC (just as the ACS did when Clinical Scientists came under the umbrella of HPC a few years ago), so this does apply to you. In fact CPD is also a requirement of RCCP registration.

3.   Q: I’m a RHAD and will soon be registered under HPC, but I thought all dispensers had to do the BSHAA CPD scheme.
A: Once you are registered with HPC, you have to undertake CPD in a form that HPC approve, such as the BAA scheme. HPC is not interested in counting points, they’re interested in reflective practice. You are free to choose whether to do CPD under your own steam or to use the BAA or BSHAA schemes. Neither scheme is compulsory, nor is membership of any professional body.

4.   Q: Is participation on a CPD scheme compulsory?
A: If you are registered with the HPC, yes, from July 2006. CPD is also a requirement of RCCP registration. For everyone else, it’s still a good idea, and if you are a BAA member you can use the BAA CPD scheme regardless of your job title or employer, so university employees and RHADs can do it too. Only Student members are excluded – because for them it is unnecessary (everything they do is CPD!).

5.   Q: What does is cost?
A: Nothing, its one of the benefits of BAA membership, but current (paid up!) membership of the BAA is required.

6.   Q: When do I need to start collecting CPD points?
A: For HPC registrants, from July 2006 (or as soon as you become registered). Also, you talk of “collecting CPD points”. Wrong idea! Think more of developing your knowledge & skills. The whole numbers game is irrelevant to the HPC and we use it only to give you a crude form of feedback. You’ll get a better idea if you read the scheme documentation.

General scheme description / rules

7.   Q: I’m qualified and have been using the CPD scheme as a Full member but I’m going to do a higher degree and revert to Student membership of the BAA for a while. Can I continue to use the CPD scheme?
A: As a rule, student members can’t use the CPD scheme but in exceptional circumstances, we do allow it. Just email the CPD Team and state your case – the Professional Development committee will decide each case on its merits but yours is an example of the sort of case that is likely to be approved.

8.   Q: CPD sounds like hard work – and even more paperwork! In realistic terms, what does it involve?
A: Most people are apprehensive about CPD and worry about not “making the grade” or the drudgery of even more paperwork. Relax! Most professionals in audiology find that they are already doing sufficient to satisfy the CPD requirements.  The rapid changes in audiology these days mean that we’re all learning new techniques and keeping abreast of developments. The “trick” however is to know how to recognise and document that learning.

9.   Q: Scoring points for attending lectures or meetings doesn’t guarantee that I’ve learnt anything. Shouldn’t CPD deal with that?
A: Quite right! A valid criticism of previous points-based schemes is that it was the input that was being measured, whereas it should be the outcome. Some schemes (and BAA’s is one) will attempt to cover both input and outcome by including an element of reflective practice. This usually means thinking about what you’ve learnt and how it has changed the way you do your job. And writing it down!

10.              Q: Can I backdate and use points already gained?
A: Yes – by as much as 12 months, but once you start to use the scheme you ought to update your record frequently rather than do a retrospective update every 6 or 12 months. Little & often is the key, otherwise you’ll forget what it was all about! However, when recording backdated CPD activity, you must reflect and evaluate it under the new scheme and that process may limit your enthusiasm for the backdating idea!

11.              Q: How many point s i s an activity worth?
A: CPD point s are ba sed on the time you spend learning, with one CPD point corre sponding to one hour. Note that thi s i s the learning time so it doe sn’t nece s sarily relate to simply the time taken to complete the activity. For example, you may attend a meeting or cour se that cover s something you already know – that doe sn’t qualify, even if the event i s accredited with a certain number of CPD point s. You need to apply your own judgement. Ju st to complicate matter s, some activitie s have an element of learning but al so a routine non-educational element. Clinical audit i s a good example: inputting data into a spread sheet doe sn’t qualify for CPD but analy sing the data and working out implication s for service provi sion / planning u sually doe s qualify becau se you learn from that proce s s and u se that knowledge to improve your service.

12.              Q: Can the same accredited event be entered on more than one occa sion for different learning need s?
A: Ye s. For example, if you are attending a conference where different part s of the programme fulfil different learning need s, then you would include that event for all tho se learning need s. Of cour se you would only gain 'CPD unit s' for thi s activity following reflection and evaluation. For example, if you spent a very effective 2 hour s of the conference learning about BPPV then you would claim 2 CPD point s under a Goal a s sociated with ve stibular service s. Similarly if another le s s effective 2 hour s were spent learning about cochlear implant s then you would claim 2 point s under a different learning Goal. A s you'd expect the effectivene s s index you allocated to the se two learning se s sion s would be very different. However remember that the max CPD point s claimed for an event mu st not exceed the number of accredited point s for that event. That i s, you mu st not claim twice for the same learning. In fact, you should claim le s s than the accredited value if any subject wa s inappropriate (if you already knew the subject or skipped out of a se s sion).

13.              Q: I have identified more than one activity that I need to do in order to fulfil a learning need - how do I record thi s?
A: Unfortunately the current sy stem will not allow you to enter more than one activity a s separate item s under a Learning Need. If the activitie s are similar 'type s' you could li st them within the text box. Alternatively you can add a new Learning Need (with the same title, but part (b) to distinguish it from the original) and identify a different activity.

14.              Q: I will be giving an Audiological lecture to students. How do I determine the number of CPD points for this?
A: This depends on what you learn. There are two aspects to this – the first relates to any learning you did relating to the topic you are teaching and the second to any learning you did relating to the skills of teaching. It is possible that you learnt nothing at all, in which case there is no CPD involved at all! However if either type of learning was involved then create an appropriate Goal (maybe “Extend my skills in teaching audiology students”) and under that, create a Learning Need specific to your learning (maybe “Update knowledge of masking in speech audiometry” or “Find out how to get the most out of PowerPoint”). Remember that CPD points are calculated from the “educational hours”, which is not the time you spent on the subject in total but rather the time you spent learning, which is often less. You should not automatically include the duration of the lecture but do include time during the session in which you learnt something (perhaps from a discussion). After you’ve worked out the points then reflect upon and evaluate your learning so that you can select an appropriate effectiveness index and identify any Learning Needs that are spawned from it.

15.              Q: Some of my Goal s will alway s be on-going (for example: Develop my clinical practice through ca se-led self-directed study). How do I record the se and at what point should I fini sh one Goal and begin a new one?
A: Under a general Goal like thi s, you should create a new “Learning Need” for each activity (in thi s example, for each ca se from which you learn something) and then reflect & evaluate it within a few weeks so it can be labelled a s complete. The decision to wrap up one Goal and start a new version of the same thing is just a housekeeping decision so it’s up to you. Reasonable options might be to start a new Goal when the present one has more than, say, half a dozen completed Needs, or to start a new Goal on the topic every calendar year.

16.              Q: How long should I take to complete an activity?
A: There i s no fixed limit but you need to be sen sible. It make s sen se to periodically review your unfini shed Learning Need s and if a long time ha s elap sed without any progre s s, be prepared to abandon the activity or el se take step s to get the job done. A three-month cycle i s probably about right for thi s otherwi se you ri sk lo sing the momentum and enthu sia sm needed to complete a given ta sk.

What CPD should I do?

17.              Q: There are probably lots of goals I’d like to have, but I don’t have time to write about all of them. How am I supposed to decide which goals to choose and which goals to leave out?
A: First of all, it would be a good thing to decide if the Goals you would like to have are actually goals. A Goal in terms of CPD is an aim that you have in order to meet objectives (Learning Needs). The most useful mechanism through which to identify Goals is via your personal development plan (PDP), decided between you and your line manager. A Mentor should also be able to provide independent career advice.

18.              Q: Are there separate sections for which I need to collect a certain number of points i.e. reading journals, attending courses etc?
A: CPD should comprise a variety of learning methods and topics and you should be able to demonstrate this by spreading your activity across different activities and HPC categories. So, even if you collect a vast number of points through attending, say, a course on BSL, you still need to do other things. CPD is all about making you a well-rounded professional.

19.              Q: I expect difficulties in getting enough points – help!
A: Well, that’s possible but unlikely. There are a wide variety of activities that earn CPD credit – it’s not just courses and meetings. Just about any relevant non-routine activity from which you learn counts. The trick is to recognise it when it happens. Even routine practice can throw up an unusual case, requiring us to turn to text books, colleagues, or literature searches in order to learn how to deal with it. So long as we exploit it and think how it will change our practice then it is valid. We have prepared a number of everyday examples of CPD activity, available from the CPD web site. Your Mentor should be able to offer you practical advice, geared to you and your circumstances.

20.              Q: If I have read journals or research papers and want to use this as a way of collecting points, how do I show proof of this in order to collect my points?
A: Don’t think “points”, think “development”! All entries include reflective statements and effectiveness statements to demonstrate what benefits – if any - you have gained from reading the journal. Those are much more important than points or units.  At the end of the day, you are only cheating yourself if you claim for journals that you have not read or that haven’t lead to any real development.

21.              Q: We’re not going to be given extra money for CPD activities so how can we get funding for courses, meetings etc? I’ve been told I have to do mine in my own time.
A: There will always be a problem with resources for CPD but the NHS is committed to the idea and should be promoting, rather than discouraging, CPD activity. The notion that CPD should be performed exclusively or even mainly in one's own time is nonsense so if that is ever suggested and you wanted to play clever, you should ask for it in writing - the manager would be placing themselves in an impossible position. See: http://www.dh.gov.uk/assetRoot/04/01/20/90/04012090.pdf
This matter was raised at a recent HPC consultation event. The panel advised that an unsuccessful attempt to participate in an appropriate activity (because of funding problems, for example) should still be recorded in your portfolio as part of your evidence to attempt to participate in CPD.

22.              Q: Acce s s to the internet at work i s difficult. Can I maintain my CPD record from home?
A: Ye s, from anywhere. However you should a sk your manager about provi sion of acce s s to thi s technology at work and for the time to do it – half an hour a week i s not unrea sonable but unfortunately thi s ha s to be a locally agreed matter so it i s bound to vary.

23.              Q: The new BAA CPD scheme has an annual target. What happens if I don’t clock up enough CPD to meet the target?
A: The target is designed solely to give you a rough idea of whether you are doing enough – there is no sanction for underachievement (or prizes given for exceeding the target). If you did not attempt to participate in CPD or were spectacularly unsuccessful in the eyes of the HPC, then in theory you could be prevented from practicing. The BAA target is based on a 5 year rolling average, so you can afford to have “lean” and “bountiful” years. Even if you get less than the BAA target, evidence of effort is viewed more sympathetically than no effort at all. 

24.              Q: I work part time. How does this affect CPD?
A: At the moment it doesn’t – there is no concession and the annual target is the same for everyone, the argument being that you can’t afford to be part competent. However, this sword is double-edged: your employer is required to give you the same opportunity, encouragement and funding to fulfil your CPD requirements as it does for full time staff. 

25.              Q: I expect to take a short career beak. How does this affect CPD?
A: Probably very little – the 5-year rolling average tends to smooth out short gaps. Don’t forget that some CPD activities can be continued whilst taking a break. Keep in contact with your department and your Mentor – there may be some seminars or meetings that you could attend.

26.              Q: I expect to take a long career break. How does this affect CPD?
A: This one is rather more difficult, as it has registration implications. The HPC allow you to remain registered whilst on a break of up to two years. For further details contact the HPC. Breaks lasting over two years would necessitate a break in registration and possibly a change in your BAA membership category. In those circumstances HPC do not require you to undertake CPD. However, BAA are keen to promote your involvement in CPD so if you maintain your BAA membership and want to continue your CPD, contact the Co-ordinator to discuss your individual circumstances. 

Mentorship

27.              Q: I need a CPD Mentor – who should I choose and who qualifies?
A: Whoever you like! In fact, having a CPD Mentor is not compulsory but it’s a good idea. It should be someone at or above your level of seniority who you trust, and knows you and what your job involves. They don’t need to be a BAA member or even a professional in audiology. It can be your boss, but could be a colleague from a nearby hospital (who might be able to give you more impartial advice). See the document: Choosing a CPD Mentor.

28.              Q: I’ve been asked to be a CPD Mentor. What’s involved?
A: Take a look at the document we have prepared on this: Becoming a Mentor.

The Audit Process

29.              Q: I believe that BAA will audit our CPD records (separately from HPC). Why?
A: That’s right. HPC will audit only 2.5% of people in each profession every 2 years whereas we want to ensure that everyone is making the most of the scheme and that it is being used responsibly. BAA can do this because our CPD system is on-line and your records can be accessed without having to submit them by post. BAA CPD Auditors will offer advice to members who appear to misunderstand what is intended so that it can be corrected. Better to identify and improve poor CPD practice now than to fall foul of the HPC audit process at a later date.

30.              Q: I’m uncomfortable with the idea that faceless auditors have access to my personal CPD records. I thought my records were supposed to be confidential.
A: They are. Our Auditors are under strict instructions not to disclose confidential information they read in your records or to identify you personally to the public, your employer or to the Audiological community. The exception to this is evidence of criminal activity or something that is contrary to the “HPC standards of conduct, performance and ethics”.

31.              Q: How can auditor s tell whether someone’ s CPD record i s genuine or ju st made up?
A: To the experienced eye, it stand s out a mile but in any ca se, who do you think i s being fooled? CPD i s done by you for your benefit. Without CPD, you would eventually become unemployable. What you may not appreciate i s that you have almo st certainly been undertaking CPD – probably without reali sing it! The HPC will al so audit a random sample of CPD record s every two year s. If your CPD record i s found to be erroneou s (or if you haven’t maintained one), the ultimate sanction i s to be struck off the regi ster and prohibited from practicing.

Accredited Events, Courses and Meetings

32.              Q: Where can I find out what courses have official CPD recognition?
A: BAA accredits certain courses and events for CPD purposes. A list of recent past and forthcoming events is available on the Events page of the BAA CPD web site.

33.              Q: I’m organising an event that I think should attract CPD points. How do I go about getting official CPD accreditation?
A: Contact our CPD Accreditation Officer, giving full details. In general, BAA do not accredit events (seminars, tutorials etc) that are designed just for local departments. Accredited events should be advertised nationally and open to all. Local meetings still represent CPD but you simply need to calculate the number of CPD points yourself, based on the hours of learning.

34.              Q: I recently attended a conference accredited with 14 points but now I’ve come to reflect and evaluate it, I’m confused what to do it because some parts were really informative but other parts didn’t help as much.
A: Okay, identify the ones that were important to you and create separate Goals & Needs to deal with them, giving each one a number of points based on the length of the session and an “EI” to represent how effective they were. For all the rest, include them under a general “keeping up to date” type of Goal and allocate the remaining points and a lower value for “EI”.

Technical & using the on-line system

35.              Q: I haven’t got a username or password – how do I get onto the CPD diary?
A: First, you must be a paid-up member of BAA (any membership category apart from Student) to use the CPD system. All usernames and passwords have been distributed, so if you haven’t received yours, let us know. For security reasons, these go by post to the address held on BAA’s membership database. If you think that address could be out of date then contact the BAA office

36.              Q: When I try to log on, my password is not accepted
A: Passwords are case-sensitive so check that you haven’t inadvertently left CAPS LOCK on. Also, if there any full stops, dashes or spaces in your username or password you need to include them.

37.              Q: I’ve forgotten my password. What do I do?
A: If you have previously logged on you will have set up a security question & answer. In that case contact the Technical helpdesk. They will ask you your security question to make sure that you are who you say you are and if appropriate, tell you your password. Please appreciate that the helpdesk are under strict instructions to deny this information if there is any doubt. Tel: 01225 383663 (Available 9.30 - 4.30 Monday to Friday excluding Bank Holidays and University Holidays). Fax: 01225-383664  Email: helpdesk@coacs.com If you haven’t yet set up your security question email the CPD Team with your name, work address, phone number and BAA number.

38.              Q: Most applications offer to remember my username or password. Why not this one?
A: This site uses a newly released type of software and that facility has not been made available yet. As soon as it is, we’ll provide it.

39.              Q: My password seems to have been accepted but all I get after that is a blank page. What’s the problem?
A: It is possible that your firewall is blocking access. You will need to speak to your IT people. If necessary, ask them to call our technical help desk (Tel: 01225 383663).

40.              Q: How do I print out a paper record of my CPD from the on-line diary?
A: This is surprisingly easy – display the page you want to print, then click on the File tab of your browser and select Print. Use Print Preview instead if you want to see how it’s going to look. Also see below for an alternative printing format.

41.              Q: When I print out a Goal/Activity, the Reflection and Evaluation text boxes do not expand to show all the text I’ve written – how do I get round this?
You must be using the Mozilla Firefox browser rather than Microsoft Internet Explorer! This is a known issue and should be fixed by Mozilla before long. However, just under the Submit button near the top of each Learning Need page is a “Show Printable Page” button. This reformats the page and displays it in a new browser window, which you can print using your normal browser print function.

42.              Q: I keep losing my work after spending valuable time reflecting – why isn’t my input saved?
A: Recall that on the Login panel that you are warned that you will be logged out after 40 minutes of inactivity so remember to click on the “submit” button every so often – certainly if you go off to make a cup of tea or answer the phone. “Inactivity” in this context means the period between loading and Submitting the page (i.e. doesn’t include typing your reflection or evaluation). Many people find it more convenient to prepare their reflections and evaluations in something like Microsoft Word, and then copy/paste the text into their CPD diary. Hint: to paste text that has already been copied onto the computer clipboard, click the cursor in the panel where you want the text to be copied and then click on Edit/Paste (a shortcut for this is to type Ctrl-V). This applies to all Windows programs.

43.              Q: How much text can I type into the various boxes – it there any limit?
A: Yes but it’s a generous one: for Goals, Learning Needs and Activities it is 256 characters (about 45 words). For Reflection and Evaluation it’s 8000 characters (about 1400 words or 100 lines.

44.              Q: I have poor eyesight and have trouble seeing the text on this site. Is there anything I can do to make it clearer?
A: As a visually-impaired computer user you probably know this: In your browser, click on View, then Text Size and increase the setting. An easier way is to hold down the Ctrl button and press the “+” key one or more times. You might need the help of a normally-sighted person to do this. Also review the display resolution and accessibility options available on your computer.

45.              Q: I want to update the information shown in My Details but some fields (the ones shown in grey) can’t be edited. Why?
A: These fields can be edited only by BAA Admin Office, who will be happy to do this for you after verifying the details. For example, you need to send in photocopies of your qualification certificates.

Please suggest more FAQ to add to this list by contacting the CPD Team.