How to set up a FOAMed tutorial programme

Credit: Setting up SAVEd anaesthesia by Dr Dani Eusuf (ST6)

Many thanks to Dr Louise England for permission to share. 

This educational project was set up by trainees who were self-isolating during the Covid-19 pandemic.

It stands for Self-IsolAting Virtual Education Project, as we wanted to ensure education was SAVEd during this pandemic. 

 

These tutorials cover the topics trainees would have covered during their New Starter, Primary and Final anaesthesia & ICM tutorials during March, April and May 2020. Additional topics have also been included to aid training, and help study for the IAC, primary, final anaesthesia & FICM exams. 

Check out their amazing work here: https://mmacc.uk/nw-anaesthesia/saved

 

 

Overall aim of SAVEd anaesthesia:

  • Create videos of trainees/consultants running through powerpoint presentations (not just reading the slides, but delivering the lecture like it normally would be), which cover tutorials which have been missed during the Covid-19 pandemic

  • Provide access to original powerpoint slides for trainees reference

  • Ensure feedback is received for each presentation.

  • Make sure its easily accessible for trainees on the deanery website.

 

 

Next phase of SAVEd anaesthesia:

  • Hold weekly New Starter, Primary and Finals tutorials via zoom for trainees. Aim is to run through the pre-prepared presentations, have a discussion around the topic, run through some MCQ/SBA/CRQs and possible viva practice if practical. Also gives trainees an opportunity to talk to each other.

 

Setting up SAVEd:

 

  • Get help: Write an email and ask the deanery co-ordinator to send it to all trainees asking for volunteers to help - this should really be for those self isolating, however, you may get some others who want to contribute, play it by ear depending on how many people you get.

  • Create a programme: Decide what topics you would like to cover…….I went through all the new starter, primary and finals tutorials which would have been covered if this crisis had not occurred. I think this was a good starting point, as these programmes have already been organised, and will follow the curriculum. Once these have been done, you can expand on topics depending on the personal interests on your team.

  • Collect pre-prepared tutorials from consultants: Contact the consultants who were originally timetabled to give these presentations and see if they have any pre prepared material. This also provides some quality assurance, as its been written by a consultant and you can ask them to review your finalised presentation when its done.

  • Create online storage for your presentations which the whole team can access: Open up a drop box file and store these pre-prepared presentations in here. Then share this file with all your volunteers. You could also use google drive (storage 15GB). This can also be used for the trainees to upload their finished videos.

  • Allocate topics to you team: Send your list of topics to your team, annotated with whether it has a pre-prepared presentation with it or not. If not, they will need to create their own. Ask trainees to select a topic which they would like to complete, however try to make it so pre primary trainees complete New Starter tutorials, post primary trainees complete primary tutorials and post finals trainees complete finals tutorials whenever possible (but not an absolute necessity). Keep a good record of who is doing what. Keep an updated version of this list in the drop box so all your team can see it.

  • How to create videos: Use ‘zoom’ to produce a video of us running through the presentation with our voice over. We have created a guide on how to use zoom which we can give you. This will be saved as a MP4 file. Each file is about 1MB per minute. Zoom allows you to record a maximum of 40mins using the free programme, so each file is about 40MB - so small enough to store easily.

  • Storage of videos: Open up another file in your original dropbox file called ‘finished presentations - ready for upload’ and get trainees to put their completed presentations here.

  • General admin: I have created a new email for us via gmail : SAVEd.anaesthesia@gmail.com. You can use this to communicate with trainees e.g saying when new presentations are available etc. This also gives you access to google drive which provides you with an additional 15GB online storage if you need it.

  • Create a vimeoPro account so videos can be uploaded to the deanery website: I created our own vimeo account using our SAVEd.anaesthesia@gmail.com email account. Just go to www.vimeo.com. Its easy to do. You must have a vimeoPro account, not just basic. These educational tutorials are considered ‘commercial material’, therefore you must use a vimeoPro account to share them as per their terms and conditions. You can have 3 team members per vimeoPro account, so a deanery can pay for one account, and have 3 separate people using it for 3 separate projects. You just click on ‘+ new video’ to upload a new video to vimeo. The videos can have a password linked to them if you wish.

  • Creating links to be uploaded to the deanery website: Once the video has been uploaded to the vimeo account, it will create a ‘URL link’ which you can now share.

  • Upload links to deanery website: I do this myself, as I am admin. However, if you do not have this access, you can send the URL links for each video to whoever can update the website.

  • Make original powerpoint slides available : When you ask the trainees to upload their finished videos (ideally MP4 files) to the ‘completed presentations file’ in dropbox, also ask them to upload their original powerpoint slides to another file in dropbox called ‘original powerpoint slides’. From here you can choose to ‘share’ the slides, which creates a URL link, which can be copied and pasted and linked to the website. One problem has been that unless you have the business dropbox account, anyone who accesses these files can edit them. I felt that for data protection, its better to use google drive for this. Google drive allows you to stop anyone accessing the slides to edit them, therefore they are ‘read only’.

  • Create a feedback form for each presentation: Use ‘google forms’ to create a feedback form for each presentation. If you go into ‘settings’ for each form, and then ‘presentation’, you can write a confirmation note which gets sent to each trainee once the feedback form has been completed. They can use this for evidence for their portfolio. Then press ‘send’, and click on the ‘URL link’ sign, which will create URL link. This can then be copied and linked to each presentation.

  • Final website set up :  You should now have a URL link for the video (from vimeo), the original slides (from either drop box or google drive), and feedback form (from google forms). These can be uploaded onto the website. Once this is done, a trainee can just click on each of these links and it will direct them to the relevant presentation/form.​

  • Next phase of SAVEd anaesthesia - Set up weekly ‘live’ New Starter, Primary and Finals tutorials via zoom: Create a programme (try and stick to a similar programme which was originally created before Covid19), and allocate a ‘facilitator’ to each tutorial, who will ‘host’ the meeting. Ideally the person who originally wrote the tutorial, but not a necessity. The person facilitating just needs to be given enough time to read the presentation and around the topic, and come up with some exam questions etc. Need to set up a register for each session, and send a ‘zoom sign in’ link to the trainees to be invited to the zoom session. We are holding these at the trainees ‘usual tutorial’ times e.g. Primary tutorials on Tuesday afternoons. Ensure trainees complete feedback after each session.

©2020 by SATURN Severn Anaesthetic Technology Network