Collecting chartership evidence using a Google form - Jo Alcock Consulting
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Collecting chartership evidence using a Google form

Collecting chartership evidence using a Google form

This week’s chartership chat we’re going to try theming the discussion. We had a great suggestions from one of the attendees, Kelly Quaye:

[blackbirdpie url=”!/kcquaye/status/175305291225763843″]

It’s a really common topic people want to discuss so I think it will be a really useful conversation. In preparation for the conversation I thought I’d share the methods I’m using to collect information about my activities and potential evidence, the main one of which is a Google form.

There are a number of different tables or matrices for collating information about your evidence and I thought it would be useful to set one up as a Google spreadsheet and populate it using a Google form. The idea is that I can use the form to add information to the spreadsheet from anywhere at any point without having to load a document up first.

This is the form I complete (you’ll probably want to click for a larger version):

Chartership evidence collection form

Chartership evidence collection form

This is what it looks like once the information is in the spreadsheet:

Chartership evidence collection spreadsheet

Chartership evidence collection spreadsheet

I’d be happy to share the template with anyone wanting to do similar or you can set up your own:

  1. Log into Google Docs
  2. Click Create and choose either a form or a spreadsheet (whichever you feel more comfortable for creation – both results in same end product)
  3. Add the areas you want to record and set up the form so it’s easy to complete (e.g. tickboxes for marking criteria)
  4. Share the form to the different places you may want to add information from (I sent it to my email and starred it so that it’s always in my inbox, set it as a bookmark in my browser, and set a shortcut on my iPhone)
  5. Start recording anything you do that might be relevant to chartership

Other tools I’m using for chartership

I spend a whole lot of time online but not always in the same location, so I needed to set up tools so that wherever I am on whatever device, I have access to the key information. I’m using the following tools to help with this:
  • I’m using a PBworks wiki to collect information and this is helping me get more of an overview of where I am at and start building the different elements of the portfolio (this is also shared with my mentor so she can comment on my progress and make suggestions).
  • Any raw evidence (i.e. non-web based) is stored in Dropbox in an Evidence folder.
  • I’m using Evernote to collect any tweets I post tagged with #chartership, and copies of any emails in my chartership folder (I set this up using IFTTT). I’m also sending some things to Evernote from other emails and creating notes directly in there.
  • I’m using Twitter to discuss chartership with other people going through the process as well as mentors who offer support

What is anyone else doing? Any useful tools or tips for organising chartership information using online tools?

Please join us on Thursday March 15th on Twitter using #chartership to share your ideas.

  • Isabel Taylor
    Posted at 09:08h, 14 March Reply

    Great post. I like the form you’re using, I’ve been using the matrix downloaded from the CILIP website and saving it in Dropbox but setting something up on Google Docs would probably be easier. I’ve been using Dropbox to save anything that might be useful.

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  • Misshelved Librarian
    Posted at 21:15h, 14 March Reply

    I have to admit that the using  the Google Docs in that way is a brillant idea.

  • ellyob
    Posted at 13:25h, 19 March Reply

    I really like this idea, very simple and effective – which makes the likelihood of filling it out far greater. I took a similar (but more low tech) approach by using Toodledo, so I have a task for each of my PPDP objectives, then in the notes I have listed any evidence I have collected (or ideas) against that objective, they get – DONE written next to it once it’s completed.

    I’ve been using Google Docs to store my PPDP, CV and evidence. I’ve found it really useful to collocate all of my documents in one place and it has saved me from version control nightmares.

    • Jo Alcock
      Posted at 17:26h, 19 March Reply

      That’s a good idea. I have Chartership as a section in my online to-do list (Nirvana) but hadn’t thought about the different PPDP areas. I might start tagging my to-do items with the areas.

      Totally agree about version control – love Google Docs for this! I’m hoping to set up another form in a similar way to record any training I’ve done (not just for chartership, it’s something I used to keep track of in a Word document but haven’t for a while and wish I had kept it up).

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  • disqus_gmkMAUuocs
    Posted at 13:14h, 20 May Reply

    I’m just starting on my Chartership journey. I’ve been keeping evidence in an email folder as i dont think we have access to dropbox. Could I ask if you could share the form with me, Jo, as I think it would be very beneficial and havent got time to set one up myself (or the know-how either!).
    Karen (

    • Jo Alcock
      Posted at 13:25h, 20 May Reply

      Hi Karen – certainly, that’s not a problem. I’ll share a copy with you.

      If you fancy using Dropbox for storing evidence, it is free for a basic account (which should give plenty of storage for chartership requirements) – you can set one up at (this link is a referral link so will give us both a little extra storage space).

      • disqus_gmkMAUuocs
        Posted at 13:27h, 20 May Reply

        Thank you very much! I’ve just investigated dropbox and I think my partner has it at home. I’ll get him to give me a rundown later! 🙂

  • Aurélie
    Posted at 13:30h, 08 June Reply

    Thank you very much Jo, it is a very clever way to archive evidence!
    I’ll be keeping this post preciously for future reference.

    • Jo Alcock
      Posted at 10:57h, 10 June Reply

      Glad you found it useful Aurélie 🙂

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