ARCS EMBRYOLOGY TRAINING GUIDE REGULATIONS AND POLICY

Please read this section carefully

TIMELINE AND PROCESS

● Supervisors and trainees must be registered as ARCS members
● Trainees will be expected to complete the written and practical training activities after a minimum of 2 years and within 4 years from their official training start date.
● Supervisors and trainees must provide an official start date for training.
● It is the supervisor’s responsibility to advise the secretariat by email, that the training is complete and request the certificate of completion.
● It is the supervisor’s responsibility to ensure that the work is the trainee’s own work.
● It is the supervisor’s responsibility to ensure that assignments are only accepted once they reach the standard demonstrated in the exemplars provided.
● The written element of all modules must be completed to be issued a formal certificate of completion.
● The supervisor must specify which modules do not conform with national regulations and consequently the practical element of the module cannot be attempted.
● Evidence of continued training must be submitted to ARCS on an annual basis using the Annual Record of Training proforma
● The trainee assignment titles must be agreed with the supervisor and recorded on the Annual Record of Training proforma
● The training documentation is provided on a trainee basis and should not be shared with other trainees

VARIATIONS IN TIMELINE AND PROCESS

If a trainee believes the training defined in the guide cannot be completed for any reason within the allocated maximum time frame from their official start date (maximum 4 years) 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 regarding the reasons for the delay.
● The ARCS Education 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. The new supervisor should provide a signed and dated copy of the ‘Embryologist Assigned as Personal Supervisor’ section of the application form 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 and a restart administration fee will be incurred for candidates removed from the register.
● Failure to maintain ARCS membership (more than 6 months late in paying membership fees) will result in automatic removal from the list of registered candidates. A restart of training will incur an administration fee.

ASSESSMENT AND CERTIFICATE

Evidence of continued training will be monitored by the ARCS Education Committee through the submission of an annual progress report signed by the supervisor and trainee.

All work will be assessed in-house by the designated supervisor. Disputes regarding completed assessment should be directed to the secretariat for resolution at an assessors meeting.

The wording of the certificate clarifies that the completion of the training programme does not deliver an educational qualification but provides certified evidence of training.

Certificates will be worded ‘This certifies that XXX has successfully completed the ARCS Embryology Training Guide 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 provided by the candidate’s supervisor 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 activities cannot be undertaken, 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 the assessment evidence is in line with National and or UK practice in HFEA licensed centres.

APPLICANT DECLARATION

I wish to register for the ARCS Embryology Training Guide

– I understand that ARCS receive payment to process my application, which is non-refundable.
– I will receive access to the modules and assessment documents for each module.
– I will receive certification on completion of the ARCS Embryology Training Guide
– I agree to the regulations of the ARCS Embryology Training Guide and to submit evidence with the signed declaration form provided with the ARCS Embryology Training Guide

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 the ARCS Embryology Training Guide fees and ARCS membership fees are payable for the duration of the training period and a current ARCS membership should be in place for a 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 Embryology Training Guide.

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.