Waves Asset

ARCS Competency Portfolio Regulations and Policy

Please read this section carefully

Timeline and Process

  • Trainees will be expected to submit all core modules by the end of year 2, at the latest, from when their training officially starts.
  • Trainees must provide a formal application date, and also an official start/end date for training (as these may be different).
  • To submit core modules, assessment sheets and supporting evidence should be uploaded to the candidate’s ARCS CPD diary under the Academic category AC2 “Evidence for training’.
  • It is the candidate’s responsibility to advise the secretariat by email that modules are uploaded and ready for assessment.
  • Candidates can submit modules twice a year for the 1st March – the spring assessment round and/or the 1st September – the Autumn assessment round. Either assessment round is acceptable within the year completion period.
  • It is required you achieve a pass in all 3 core modules at a minimum to be issued a formal certificate.
  • Once core modules are submitted and a pass is successfully provided, trainees are eligible to apply for additional task based modules which should be completed at a minimum rate of one module per year. Candidates will automatically be sent information regards applying for task based modules when they receive their core module certificate.

Variations in timeline and process

If a Trainee believes any module, which they have applied for, cannot be completed for any reason within the allocated maximum time frame from their official start date (maximum 2 years for the 3 core modules and a further minimum of 1 year per task-based modules), please follow these steps:

  • Send a declaration to the secretariat stating that the candidate wishes to remain registered for certification.
  • Include a request for an extension to the following year, and a supporting note from their supervisor regards the reasons for delay.
  • The Training Committee will consider the reasons and confirm next steps with the Trainee, aiming to respond with a decision within 2 weeks of receipt.

A Trainee will inform the ARCS Secretariat immediately if they wish to request a variation in training, for instance a period of absence from work or a Supervisor change.

Should it be necessary to change supervisor then the ARCS secretariat must be informed and approve the new supervisor, who should provide a copy of Section 8 of this form, signed and dated, in advance of this happening.

Important:

Failure to contact the Secretariat in advance of a deadline with regards a request for extension, will result in automatic removal from the list of registered candidates. A restart fee of £100 will be incurred for candidates removed from the register.

Failure to maintain ARCS membership (more than 6 months late in paying membership fees, reviewed in April and October) will result in automatic removal from the list of registered candidates. A restart of training will incur a fee of £100.

Assessment and Certificate

  • Modules will be marked by 2 assessors who will be provided with the registration number of the candidate for identification purposes, so that these remain anonymous. Disputes regarding completed assessment should be directed to the secretariat for resolution at an assessors meeting.
  • Assessment of the portfolio evidence will result in a pass or fail. Feedback will be given by the assessors for failed modules/questions.
  • Wording of certificate clarifies that the modules are not educational qualifications but provide certified evidence of training.
  • Certificates will be worded ‘ This certifies that XXX has successfully completed ARCS approved transferable competency portfolio in reproductive science for modules: ‘ ( modules certified to be listed by name) as assessed in the workplace YYY between date1 and date2.’
  • The scope of practice may vary between applicants, the certification will therefore name the modules completed and also state that : ‘This certification has been issued in parallel to the evidence given in candidate’s portfolio which should be referenced to establish the candidates scope of practice and competency assurance’

Supervisors

At the Supervisor’s sole discretion and where appropriate, recent retrospective training /data (eg: training undertaken prior to the date of this application submission, can be signed off and included in the module submissions. Please note where this has been done.

Supervisors can claim 10 CPD points per year of supervision with suitable self-reflective notes.

The supervisor may transcribe a discussion with the candidate for evidence where appropriate to allow for learning styles and flexibility of evidence when a written response from the candidate may not be the most suitable method for demonstrating the evidence.

Where evidence cannot be provided, guidelines are to add the wording ‘I submit this evidence for certification of the module acknowledging that this task/knowledge is not within my current scope of practice’

Overseas

Modules are available for overseas candidates if they and their supervisor are ARCS members and that the assessment evidence is in line with UK practice at HFEA licensed centres

Application Declaration

I wish to register for the core modules.

– I understand that ARCS receive payment to process my application, which is non-refundable.
– I will receive the module documents and assessment document for each module.
– A letter(s) of achievement will be awarded on successful completion of each core module.
– I will receive certification on completion of all 3 core modules

I agree to the regulations of the scheme and to submit module evidence with the signed declaration form provided with the module paperwork

I agree to uphold the dignity and reputation of the profession of Clinical Embryology and to exercise professional skill and judgement to the best of my ability and to discharge my professional responsibilities with integrity.

I understand that Portfolio fees and ARCS membership fees are payable for the duration of the training period. A current ACE membership should be in place for a letter or Certificate to be provided.

I undertake to inform the ARCS Secretariat immediately if I wish to request a variation in my training, for instance a period of absence from work or a Supervisor change.

I have read the regulations and policy above and will comply with the regulations for the ARCS Competency Portfolio.

I certify that the information given on this application form and in any attachment is correct to the best of my knowledge and belief.

Should it be necessary to change supervisor then the ARCS secretariat must be informed and approve the new supervisor.