Export your training record for annual appraisal

A clear learning record gives your annual appraisal a reliable account of the training you have completed. It can show mandatory NHS modules, professional development, local induction activities and national eLearning undertaken through the Gloucestershire Hospitals NHS Foundation Trust portal.

An exported record is useful because it brings scattered learning activity into one document. Rather than opening individual courses or searching through old emails, you can provide your reviewer with a dated summary of completed training, certificates and relevant learning hours.

The exact menu names may vary as the portal is updated. In most cases, the process involves signing in, opening your personal training history, choosing a date range, checking the displayed results and downloading the record in PDF or spreadsheet format.

For staff and learners in Australia, the same approach is useful when preparing evidence for a performance review, professional development plan or Ahpra continuing professional development record. The terminology may differ between an NHS appraisal and an Australian workplace review, but the need for accurate, accessible evidence is much the same.

Sign in and open your learning history

Use the Gloucestershire Hospitals NHS Foundation Trust eLearning portal through the approved staff or learner access route. Enter your usual account details and complete any multi-factor authentication step required by the organisation. Avoid using a shared computer without signing out afterwards, particularly in a clinical setting.

Once signed in, look for an area labelled something similar to “My learning”, “Training record”, “Transcript”, “Completed courses” or “Reports”. The portal may separate current assignments from completed learning, so check that you have opened the historical record rather than the list of modules still to be finished.

If you cannot see a training history, the account may be linked to a different learner profile or staff role. A course completed through a local system may also be recorded separately from national NHS eLearning. The eLearning Helpdesk can advise whether the activity should appear in the portal and can help resolve access problems by phone or email.

Choose the correct appraisal period

Before exporting the record, identify the dates covered by your appraisal. This may be a 12-month period, a probationary period or another cycle set by your manager. Enter the start and end dates carefully, using the format shown by the portal.

A broad date range can be useful when preparing a first draft, but it may include old or irrelevant courses. A narrower range makes the final report easier to review. Check the completion date rather than the enrolment date, as a course assigned in one year may have been finished in another.

Look for filters such as completed, passed, mandatory, optional or in progress. Do not present incomplete modules as completed training. If a required course has expired or is awaiting assessment, record its status accurately and keep any separate evidence showing that it has been booked or commenced.

Review the details before downloading

Read through the results before selecting the export option. Check your name, staff or learner identifier, course title, completion date, completion status and any expiry or renewal date. The record should make sense to someone who has not used the portal.

Pay special attention to duplicate entries. A module may appear once when assigned and again when completed, or a refreshed annual version may have a similar title to an earlier course. Retain the completed version that falls within the appraisal period and explain any unusual entries in your supporting notes.

If the report does not include learning hours, assessment scores or a certificate number, download the available record and collect those details separately. A certificate, confirmation email or screenshot may support the export, but screenshots should be used carefully because they can omit important context.

For Australian practitioners, this review is also relevant to Ahpra and National Board CPD expectations. Evidence should generally identify what was learned, when it was completed and how it relates to practice. An NHS course transcript may support a broader CPD portfolio, but it does not automatically replace any evidence required by an Australian employer, registration board or professional association.

Export the record in a useful format

Select the portal’s export, print or download function. PDF is usually the best format for an appraisal pack because it preserves the layout and is easy for a reviewer to open. A spreadsheet or CSV file can be useful when you need to sort courses, calculate learning hours or combine the information with other professional development activities.

If there is no direct download button, use the print function and choose “Save as PDF”. Review the print preview first. Make sure the course list is not cut off across pages and that the report includes the selected date range and your identifying details.

Give the file a clear name, such as Surname_Training_Record_Appraisal_2025.pdf. Avoid names such as download1.pdf, which can be confusing when several documents are attached to an appraisal submission. Save a working copy in a secure location and keep the original export unchanged.

Australian workplaces often use Microsoft 365, employee self-service portals or document management platforms for review paperwork. If your organisation requires a specific file type, retain the original PDF and create a separate converted copy rather than overwriting the source record.

Protect personal and workplace information

A training record can contain your name, employee number, job information and details about workplace compliance. Treat it as confidential employment information. Do not send it through a personal group chat, upload it to a public drive or leave a printed copy in a shared clinical area.

Use the approved NHS or workplace storage location when submitting the document. If sending it by email, confirm the recipient’s address and follow local rules for attachments. A password-protected file may be appropriate where the organisation permits it, but the password should be shared through a separate approved channel.

For Australian readers, the Privacy Act 1988 and the Australian Privacy Principles provide an important reference point for handling personal information. State and territory health privacy laws may also apply, including different requirements in New South Wales, Victoria, Queensland or Western Australia. The UK portal remains governed by the arrangements of its host organisation, so follow the Trust’s instructions when dealing with NHS records.

Using a personal laptop in a café in Sydney or Melbourne, or relying on an unsecured public Wi-Fi network while travelling, can create avoidable risks. Download the report through an approved connection where possible, lock your device and delete temporary copies from shared computers.

Use the export as appraisal evidence

Attach the training record to your appraisal paperwork with a short explanation of its relevance. Group courses under headings such as mandatory training, clinical safety, communication, leadership, information governance and role-specific development. This helps the reviewer connect completed learning with your duties and future objectives.

The export is evidence of activity, not a complete reflection. Add brief notes about how a course influenced your work, whether it changed a procedure or supported patient care, and what further development may be needed. Include certificates or reflective notes only when they add information that the transcript does not show.

If your appraisal is managed outside the Gloucestershire system, explain the source of the document. An Australian manager may recognise the learning as professional development but may not know the difference between NHS mandatory training, local Trust training and nationally available modules. A simple description prevents confusion.

Keep the final record with your other employment or CPD documents, following your organisation’s retention policy. Staff in regional Australia may need to work with limited connectivity, so storing an approved offline copy can be practical, provided it is encrypted and handled in line with workplace policy.

The essential record is the one that clearly shows what you completed, when you completed it and how it supports your role. Check the date range, verify every status, export a readable file and protect it as confidential information. A carefully reviewed training record turns your eLearning history into dependable evidence for an annual appraisal.