Video Guides: MyRCVS and Stanley

This short video guide will take you through the steps required to log in to the online RCVS practice standards system, Stanley.

The login details for Stanley are the same as for your practice's RCVS My Account. If you don't know your login details, you can obtain these from the login page for My Account. However, before you continue, you must have access to the email address associated with the account in order to receive your username and a password reset.

If you don't know the email address associated with your practice's My Account, please contact the practice standards team by calling 020 7202 0767 or emailing [email protected].

Click on the My Account button in the top right hand corner of the RCVS website.

To obtain your username, click the reset my username link underneath the sign-in button. Enter the email address that is associated with your practice's My Account. Then type the text shown in the CAPTCHA image in the box below and click Submit.

Check your email for an RCVS username information request.

Click the reset my password link underneath the sign-in button. Enter your username and then type the text shown in the CAPTCHA image in the box below. Click Submit.

Check your email for an RCVS password reset request. Please note that, depending on your spam filter settings, this may appear in your spam folder.

Click the link in the email.

Choose a new password. Please note that this will be case sensitive. Enter the new password a second time to confirm it. Click Submit.

Your password has now been reset and you have been logged into My Account.

To log into Stanley, go to the RCVS website. Enter the username and password for your practice and click login.

You should now be logged in to Stanley and see the dashboard page.

Introduction

Hi, my name is Nim and I work in the practice standards team at the RCVS. In this video guide I'll show you how you can apply for your practice to join the practice standards scheme.

Once you have submitted an application, we will carry out an initial assessment of your practice within three to six months. So with this in mind, please only apply if you are sure you would be ready for an assessment within these timeframes.

All the premises in your practice group must join the scheme at the same time, but you do not need to submit a separate application for each premises.

Before we begin, you will need to log in to Stanley. Please watch our video guide on logging in to Stanley to find out how to obtain your details and login.

Creating a PSS event

Once you've logged into Stanley, you will be on the dashboard page. From here, click on the PSS events tab in the blue bar at the top of the page. Click create a new PSS event. Select the simulation event, then click on save new PSS event to create the event.

The simulation event will be listed under assessment events located in the PSS events area for your premises. Click on the event heading or on the eye symbol to the right hand side to enter the simulation event. Then go to the actions to take box at the top of the event page. Then click the green apply for the PSS program button. Finally, click send notification to apply for the PSS program to submit your application.

Processing your application

We will now process your application. Within the next week we will send you or your support office an invoice for the initial PSS application fee. Once the payment has been received, we will begin arranging your initial assessment and set up your initial inspection event.

Once we have done this, you will receive a notification on your dashboard asking you to select the species and accreditation that you wish to achieve at the assessment. Please watch our video guide on the pre-inspection stage to find out what you will need to do next.

Thank you for watching.

Stanley - online Practice Standards system Pre-inspection stage

Hi my name is Nim and I work in the Practice Standards team here at the RCVS. In this video guide I will talk you through the steps that you need to complete on Stanley in the pre-inspection stage of an initial, routine or upgrade accreditation assessment.

These include selecting your species and accreditation, accepting your Assessor and confirming requirements and uploading the documents. You can watch this video in full if you have not completed any of these steps or you can skip to the relevant sections by using the marker tool below. Now it's over to Megan to talk us through the first step in the process, selecting the species and accreditations that you wish to achieve at the assessment. Take it away Megan.

Stanley - online Practice Standards system Selecting your species and accreditation

You will receive a notification on your Stanley dashboard prompting you to select your species and accreditation. Click on the arrow in the notification. Read the instructions in the Actions to Take box and then click on the blue arrow to jump to the Species and Accreditation section. You can also find this by scrolling down the page.

Review the list of species types that your practice could be assessed along with the accreditation levels that you could achieve for each. Select an accreditation level for each species type treated at your premises. Remember your premises must be assessed for all species types that are treated.

Emergency Service Clinic is a separate accreditation that can only be achieved by small animal practices. It recognizes small animal practices that can deal with emergency and critical care cases without an appointment. To achieve this accreditation, you must meet the core and general practice requirements in all modules of the small animal standards as well as the emergency service clinic requirements in the emergency and critical care module, Module 6.

Select Not Treated at Premises if a species type is not treated. Do not leave any species type blank. For some accreditation levels you are required to answer questions about your premises to determine if certain standards apply. Select Yes or No to answer these questions.

Click Save Species and Accreditation Selection to save your selection.

If your practice is currently accredited and has previously been set up on Stanley then the options in the Species and Accreditations section will be pre-selected based on your current accreditation. Save the selection if you wish to remain at the same level or to achieve a higher or lower accreditation, amend the selection before saving.

Don't forget if your practice group has multiple premises, you must ensure that you have selected the species and accreditation for each premises to avoid delays in arranging your assessment. Use the Practice Structure or Quick Change Premises features to access the Stanley areas for your other premises.

Once you have selected your species and accreditation, a new tab called Accreditation will appear within the assessment event. This is where you will need to work through the scheme requirements and upload documents in advance of your assessment.

We will now assign an Assessor to carry out your assessment. This process may take a few weeks depending on when you select your species and accreditation. You will receive a notification on your dashboard once an Assessor has been assigned as well as an email to the address you have supplied. Thanks Megan.

Once an Assessor has been assigned, you will need to confirm that you are happy for them to carry out your assessment. You can also now start preparing for your assessment by confirming requirements and uploading the pre-assessment documents. Please jump to step 3 of this video if you'd like to learn how to do this but for now let's see how to accept your Assessor and arrange your date. Back to Megan.

Stanley - online Practice Standards system Accepting your assessor

You will receive a notification on your Stanley dashboard informing you that we have assigned an Assessor to your assessment event. Click on the arrow in the notification. Read the instructions in the Action to Take box then click on the blue arrow to jump to the Assessor section. You can also find this by scrolling down the page.

Find out more about your Assessor by reading their details and declaration of interest.

You will now need to decide whether to accept or reject your Assessor based on this information. If you have concerns about your Assessor please contact us to discuss these before rejecting them on Stanley. If you do reject the Assessor please add a comment clearly outlining your reasoning so that we can consider this when allocating another Assessor for you.

If you do not have any concerns about your Assessor, click Approve Assessor. Write a comment in the text box if you wish to add a note for the Assessor then click to confirm your approval of the Assessor.

The Assessor will show as approved in your assessment event. They can now contact you to arrange a date for your assessment.

If your practice group has multiple premises we will assign the same Assessor for each one. You will need to check that you have accepted the Assessor in the assessment events for each premises. Use the Practice Structure or Quick Change Premises features to access the Stanley areas for your other premises.

Your Assessor will usually contact you initially by telephone to arrange your assessment date but they may also send you an email or a Stanley message. They will also set a deadline by which the pre-assessment documents should be uploaded to Stanley. This is usually 1 month before the assessment date. We will input these dates into Stanley once they have been confirmed.

Thanks Megan. So to view your assessment dates in the Dates section of your assessment event, click on the PSS Events tab. Click on the event heading or the eye symbol to enter into the event, then scroll down to the Dates section at the bottom of the page.

You will now need to continue preparing for your assessment by confirming your requirements and uploading your pre-assessment documents.

Uploading pre-assessment documents

This step of the pre-inspection stage involves confirming the mandatory requirements and uploading your documents so that they can be reviewed by your Assessor before your assessment.

The deadline for uploading your documents is usually one month before the assessment date but your Assessor will confirm this with you when you are arranging the assessment date.

Once your deadline date has been set you will be able to see it in the Date section at the bottom of the Setup and Progress tab.

Before starting to upload your documents remember to make sure you have your digital versions of each document saved on your computer ready to go. There is a size limit of about five megabytes for each file that can be uploaded. This should be enough for the documents that you are required to upload. You will need to reduce the size of any files that are larger than this. Alternatively you could split them into multiple files to be uploaded separately.

Please also make sure you have redacted any personal or sensitive information from the documents that you are uploading so as to not infringe on sensitive data rules.

You will need to upload your documents in the Accreditation tab within your assessment event. The tab provides an overview of the practice standards modules and requirements that you will need to meet for the species and accreditation that you selected.

Click on a module heading to expand it and view the corresponding accreditation levels, then click on an accreditation level heading to expand it and view the corresponding requirements.

A single page symbol next to a requirement indicates that you will need to upload a document here and the number tells you how many documents are required.

Click on the text of a requirement to expand it. The Required Documents section lists the documents that you need to upload.

Before you can upload a document make sure you have confirmed that you are practicing the requirement at your premises. You can also confirm requirements as practice even if a document is not required in order to carry out a self-assessment of your practice.

To confirm a requirement as practice, just go to the Confirm section. Add any notes via reference about how you are meeting the requirement or just click Confirm as Practiced. A yellow box with a tick will then appear to the right-hand side of the requirement once this has been done.

A section called Attached Files will also appear once the requirement has been confirmed as practiced. Click on the heading to expand this section. The table will list any documents that you have already uploaded for this requirement.

To attach a file, click on the Attach File heading to open this section. The File Requirements Information section provides details of the accepted file types.

Find the relevant file on your computer. Click within the rectangular box to search for the file on your computer then double click on it to attach it.

So have you got all that? We're nearly there. Maybe it's time to pause the video and grab a cup of tea then we can start the next section.

Attaching existing files

Right so now we're going to see how to attach existing files. As well as uploading new files you can also attach a file that you have already uploaded to another requirement in the Accreditation tab.

Files that have already been uploaded are shown in the Attach Existing File to This Requirement section below the drag and drop box. Click on the bullseye symbol next to a file to attach it to the current requirement.

If there are multiple premises in your practice group and a document also applies to another of the premises, you will only need to upload it once to the relevant requirement for the main premises. Your Assessor will simply assume that the document applies to all the other premises.

Likewise, if multiple species are treated at an individual premises and a document applies to all species, you will only need to upload it once to the requirement for the main species type.

Files that you have attached to a requirement are listed in the Attached Files section. You can edit the details of an attached file by clicking on the pencil symbol which is on the right-hand side.

Here you can add a description if you'd like to. You can also add an expiry date as well as replace the file with another one. You can also select to share a file with other premises in your practice structure but only if it's relevant to them.

Please do not select to share a file if your practice is part of a large practice structure such as a corporate group. If you do the file will be shared with all the premises within that structure, not just those in your immediate practice group. The file is unlikely to be relevant to these other premises and it may be confidential to only your practice.

You can also click to download an attached file or delete it from the requirement.

Once you have uploaded all the required documents, scroll all the way up to the top of the page and click the Event is Ready for Pre Inspection Review button. You will need to do this for all premises in your practice group.

Your Assessor will now review your documents in advance of your assessment. They may leave you some pre-inspection feedback and/or flag requirements to be addressed at your assessment. You should only take action in response to these comments if your Assessor specifically asks you to.

Don't forget that your Assessor will only be able to review your documents and write your report following the assessment if you have clicked the Event is Ready for Pre Inspection Review button.

So that covers everything you need to complete in the pre-inspection stage of your practice standards assessment. Please watch our next video guide on the post inspection stage to find out what you need to do once your assessment has been carried out. Thank you for watching.

Introduction

Hi my name is Lawrence and I work in the Practice Standards team at the RCVS. In this video guide I will talk you through the steps that you need to complete on Stanley in the post inspection stage of an initial, routine, upgrade, accreditation or spot check assessment. These include viewing your assessment report, uploading and submitting evidence and completing your assessment. You can watch this video in full or you can skip to the relevant sections by using the marker tool below.

Review Report

After your assessment, your Assessor will submit their feedback to the Practice Standards team. Their comments will be reviewed and a review report should be released to you within six to eight weeks. This report will show the outstanding requirements you need to complete as well as general feedback comments your Assessor may have.

Discussed some outstanding issues at your assessment, but you should not take any action to resolve these or upload evidence to show that you have done so until you have received your review report. This is because the approved comments in your report may differ from those provided during the assessment and we don't want you to spend time and effort and possibly even money unnecessarily.

You will receive a notification on your dashboard as well as via email once your review report has been created. To view your report, click on the arrow in the notification then click on the Assessment Report tab in your assessment event. A PDF version of your report can be found in the Review Reports section. Click on the Download symbol to download the report.

The review report contains your Assessor's general comments, areas of best practice and any recommendations they have for you. It also lists the requirements that were met at your assessment along with feedback from your Assessor on what the issues were and the evidence that you need to provide to show that they have been resolved. The evidence deadlines for each requirement is also listed.

As well as the review report, the requirements that weren't met are shown in the Mandatory Requirements Currently Under Review section at the bottom of the Assessment Report tab. These will appear as red until they have been resolved. You can expand each module and accreditation level to view the requirements that weren't met. You can then expand an individual requirement to view your Assessor's feedback comments as well as the evidence deadlines.

Don't forget if there are multiple premises in your group, you will need to go to the assessment event for each of the premises to view its review report and mandatory requirements currently under review. Use the Quick Change Premises or Practice Structure features to go to the PSS Events area for your other premises. You will need to address each issue outlined in your Assessor's feedback comments and provide the requested evidence by the specified deadlines.

If all the requirements were met at your assessment then well done, you have passed outright and your administrator will confirm with you that your assessment is complete. You can still view your Assessor's general comments via the Assessment Report tab.

Upload Evidence

Once you have resolved an issue, you will need to upload the requested evidence to the relevant requirement. Click on the Assessment Report tab. Scroll down to the Mandatory Requirements Currently Under Review section. Expand the relevant module, accreditation level and requirement. Click on Attach Files then click on Attach File.

Find your relevant evidence file on your computer. Single click on the file and hold, drag it across and drop it into the rectangular box with the dashed border. The file will automatically save to Stanley. Alternatively, click within the rectangular box to search for the file on your computer then double click on it to attach it.

After you've attached your evidence, you'll also need to indicate on the system that a requirement has been addressed. Go to Add Feedback and type in any further comments you might have to support your evidence. Select Yes in response to Has the Issue Been Resolved, then click Save Feedback. A green light bulb will show next to the requirement indicating that you've addressed the issue.

If you are providing written confirmation that an issue has been resolved, you can add this as feedback in the Add Feedback section. You should then click to indicate that the issue has been resolved before saving your feedback.

Once you have uploaded all the evidence that is due by the latest deadline, you can click the Ready for Post Inspection Re-review button in the Actions to Take box.

Remember, if there are multiple premises in your practice group, you'll need to upload the evidence that's due for each premises to its assessment event. Your Assessor will now review your evidence to confirm that the issues have been resolved. This process can take up to three weeks.

You will receive a notification on your dashboard once your evidence has been reviewed and your updated report has been produced. Click on the arrow in the notification then click on the Assessment Report tab. You can download a copy of the latest version of your report which will show all of the requirements that are still outstanding from the Review Report section.

In the Mandatory Requirements Currently Under Review section, the requirements that have been confirmed as resolved by your Assessor will now show as green.

If you uploaded evidence that was not satisfactory, the requirement will still be marked as not met and you will see a blue exclamation mark symbol next to it. There will also be an updated feedback comment for the requirement and a new evidence deadline will have been set. Please contact your Assessor directly via Stanley if any instructions regarding the evidence are not clear. If you did not upload any evidence against a requirement then it will still be marked as not met.

You will now need to upload the evidence that is due by the next deadline following the same process as before. Remember to click the Ready for Post Inspection Re-review button in the Actions to Take box once your new evidence has been uploaded.

Confirmation

Once all of the outstanding requirements have been resolved, you will receive a notification on your dashboard to confirm that your event is complete.

We will send confirmation of your accreditation by email along with copies of the PSS accreditation logos. If there are multiple premises in your group and there is still evidence due for your other premises, you will need to continue uploading evidence until all of the assessment events are complete. We will then confirm compliance for the practice group as a whole. We will send your accreditation certificate to you shortly after you have been confirmed as compliant, as long as all outstanding fees have been paid.

Thanks for watching.

Hi my name is Nim and I work in the Practice Standards team here at the RCVS. In this video guide I'll show you how to use Stanley to change between each of the premises in your practice group.

It is only possible to change between premises when logging in as the main premises in your group. If you don't already know the login details for your main premises, watch our video guide on logging in to Stanley to find out how to obtain these.

You can use either the Practice Structure or the Quick Change Premises feature to switch between the premises. These can be found in the PSS Events tab or within the assessment event itself.

From your dashboard, click on the PSS Events tab in the blue bar at the top of the page. Click on the Practice Structure to reveal an overview of the structure of your practice group. You can then click on the arrow symbol next to a premises to go to the PSS Events area for that premises.

To use the Quick Change Premises feature, click on the Quick Change Premises to reveal a drop down menu of all the premises in your group. The premises that you are currently on will not show in this drop-down list. If the drop down list contains many premises, you will only be able to search for premises by typing its name, postcode or RCVS reference number into the search bar at the top of the list. Select a premises from this list to go to its PSS Events area.

If your practice is part of a large structure such as a corporate group, then we recommend using the Quick Change Premises feature as it only shows the premises in your immediate practice group, whereas Practice Structure shows all the premises in the group.

I hope this video helped. Thanks for watching.

This short video guide will take you through the steps to change your password in My Account.

Click on the My Account button in the top right hand corner of the RCVS website.

Click the Reset My Password link underneath the sign-in button.

Enter your username then type the text shown in the capture images in the box below.

Then click Submit.

Go to your email inbox and look for an email titled RCVS Password Reset Request.

Click the link in the email.

Choose a new password. Please note this must be case sensitive. You'll need to enter the password twice to confirm it.

Enter the text in the capture images in the box below.

Click the Submit button.

Your password has now been reset and you are logged into My Account.