How many ‘pp’s in “portfolio”?

PAUL TOVELL

• “Does a 200 page portfolio have more chance of passing than a 20 page submission?”
• “How many documents does it take to prove you have met the criteria?”
• “Can I have an appendix of documents that do not fit anywhere else?”

The email discussion list LIS-CILIP-REG presents many questions like this, all from candidates who are struggling to condense large amounts of work into an impressive portfolio that will earn them chartership of CILIP. Under the 2005 regulations, much more emphasis is placed on the documentary evidence itself than on any supporting statement, so it is important to pick the right evidence, and let your portfolio speak for itself.

Use the criteria

But how do you start? CILIP helps you by providing four assessment criteria against which your application will be measured. This means that every document you include MUST demonstrate how you have met these criteria. You might like to organise your portfolio into four sections, based on these criteria – this will make it clearer to you and your assessor which of the criteria you are demonstrating in each document. Ultimately, however, it is entirely up to you how you organise it.

Every document really has to earn its place in your portfolio. This can lead to some tough decisions. If you have worked hard on something, and you are very proud of it, you might be desperate to use it as evidence. But be strict with yourself – if it does not demonstrate how you have met the criteria, it will do you no good to include it.

You have an easy head start with some compulsory documents – your annotated CV will link closely with the first of the criteria, and your PPDP with the second. Then you can start building up the portfolio. Each document you include must add something new to your body of evidence. For example, if you have already included a set of minutes to demonstrate your involvement in meetings, there is no point in adding another set from a different meeting, because it will not add anything new to your portfolio. Similarly, if you include a report that you have written on some new development, think very carefully before adding another report – will it show your assessor anything new?

Less is more

Once you have selected a small handful of documents for each of the criteria, you will probably start struggling to find documents that add anything new. In that case, it is time to stop gathering evidence, and resist the urge to squeeze more in “just in case”! Otherwise your portfolio could look unwieldy and sloppy.

By carefully selecting documents like this, you should not end up with hundreds of pages in your portfolio, because every document should be really earning its place. But if you do, here are some tips to reduce its size:
• Only put in the first page of any multiple-page documents. It does not matter if it cuts off mid-sentence, the assessors will realise that it goes on afterwards!
• Use a 12 point font, and stick to just one heading at the top of the page. Try and limit documents to one page in length, even if that involves cutting out a few lines. If it is in hard copy, consider reducing its size on the photocopier.
• Documents that cover more than one of the criteria are great to use: they will do twice the work in half the space!
Help your assessors
Presentation is important if you want to show clearly how you have met the criteria. This is why it helps if your portfolio has a clear structure, with a contents page. You might consider investing in a good quality folder or display wallet, which will also help your cause with the assessors. But make sure they do not need to do any extra work to see your evidence – stuffing multiple pages into a single wallet will not impress anyone!
Having assembled all your evidence, and checked that it addresses the criteria, you may still have great pieces of work that do not fit anywhere. Resist the urge to make them into an appendix! If you are not sure which criteria they meet, your assessors will be even less sure.
Finally, the easy way to limit your documents is the evaluative statement. You have 1,000 words to say briefly why each document is there. If you have more than 30, it will be a real struggle.

Paul Tovell
Librarian, Nottinghamshire County Council