Awarding Organisation and Higher Education Institution Handbook Incorporating standards and procedures for the accreditation of veterinary nursing qualifications Version 3
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Awarding Organisation and Higher Education Institution Handbook Incorporating standards and procedures for the accreditation of veterinary nursing qualifications. Version 3.0 Royal College of Veterinary Surgeons Belgravia House 62 64 Horseferry Road London SW1P 2AF Telephone 020 7202 0788 Email: vetnursing@rcvs.org.uk Internet: www.rcvs.org.uk RCVS 2017 www.rcvs.org.uk AO and HEI Handbook Updated December 2017 2
Contents Chapter 1 7 The basis for the accreditation of veterinary nursing licence to practise qualifications 7 Introduction 7 Definitions 8 Veterinary nursing licence to practise qualifications 9 Chapter 2 11 AO/HEI Accreditation standards 11 Introduction 11 AO/HEI Standard 1 The organisation 12 AO/HEI Standard 2 Sustainability 12 AO/HEI Standard 3 Qualification design and delivery 12 AO/HEI Standard 4 Qualification quality management 13 AO/HEI Standard 5 Assessment 13 AO/HEI Standard 6 Centre approval and quality assurance 14 AO/HEI Standard 7 Self-evaluation and reporting 15 Chapter 3 16 RCVS AO and HEI accreditation process 16 The initial accreditation 16 The accreditation process 16 Classification of accreditation 18 Summary of process for quality monitoring AOs and HEIs 18 Responding to reports 20 Appeals against decisions 21 Procedures for AOs and HEIs with the classification of terminal accreditation 21 Risk assessment 21 Summary of the process for the re-accreditation AOs and HEIs 22 Payment of fees 22 Appointment of external examiners 22 The Centre quality monitoring process 23 Staff and student interviews 23 Site visit - Centre 23 Site visit Training practice 24 Audit of assessments 24 Student Interviews 25 Oral report 25 www.rcvs.org.uk AO and HEI Handbook Updated December 2017 3
Formal report 25 Chapter 4 26 Approval of Centres and Training Practices 26 Approval of Centres 26 Approval of Training Practices 26 Chapter 5 28 The visiting team 28 The appointment of visitors and composition of the visitor team 28 Conflict of interest policy 29 Job Description and Personal Specification 29 Visiting team 29 Key tasks for a visitor 30 Visitor training 30 Time commitment 30 Expenses 30 Policy on managing potential conflicts of interest for visitation team members 31 Criteria used when selecting visitors 31 Impartiality 31 Conflicts of interest 31 Declaration 32 Guidance for visitors 32 Guidance for observers 33 Travel and subsistence 33 Chapter 6 35 Application for enrolment as a student veterinary nurse and registration as a veterinary nurse 35 Enrolment 35 Certification 35 Registration 35 Temporary Registration university students only 35 Graduation and admission ceremonies 36 RCVS Pre-registration examination 36 Chapter 7 38 RCVS Day One Competences for Veterinary Nurses and RCVS Day One Skills for Veterinary Nurses 38 Introduction 38 Chapter 8 39 The Veterinary Surgeons Act 1966 (Schedule 3 Amendment) Order 2002 39 www.rcvs.org.uk AO and HEI Handbook Updated December 2017 4
What can be delegated? 39 Extracts from Schedule 3 of the Veterinary Surgeons Act 1966 Treatment and operations that may be given or carried out by unqualified persons 40 Extract from Part I of the Schedule 40 Chapter 9 42 Accreditation Committee of Veterinary Nurse Education (ACOVENE) 42 Introduction 42 Chapter 10 43 Accreditation of qualifications delivered wholly or partially outside the United Kingdom 43 Introduction 43 Accreditation of Awarding Organisations/Higher Education Institutions and Qualifications outside the UK 43 Accreditation and quality monitoring of organisations and qualifications delivered partially outside the UK 44 Accreditation of UK qualification delivered wholly outside the UK 45 UK Work experience for Student Veterinary Nurse training 45 Annex 1 47 Application for accreditation or re-accreditation of an Awarding Organisation (AO) or Higher Education Institution (HEI) awarding veterinary nursing qualifications 47 Introduction 47 Guidance on completing the application form 48 AO/HEI Standard 1 The organisation 49 AO/HEI Standard 2 - Finance and sustainability 51 AO/HEI Standard 3 - Qualification design and delivery 52 AO/HEI Standard 4 - Qualification quality management 54 AO/HEI Standard 5 - Assessment 56 AO/HEI Standard 6 - Centre approval and quality assurance 60 AO/HEI Standard 7 - Self-evaluation and reporting 61 Supporting documentation 63 Annex 2 69 Centre Approval Standards 69 Introduction 69 Centre Standard 1 The organisation 70 Centre Standard 2 Financial integrity and market 71 Centre Standard 3 Human resources 72 Centre Standard 4 Centre management and communication 73 Centre Standard 5 Management and support of students 74 Centre Standard 6 Programme design 76 www.rcvs.org.uk AO and HEI Handbook Updated December 2017 5
Centre Standard 7 Practical placement arrangements 77 Centre Standard 8 Accommodation and practical teaching resources 79 Centre Standard 9 Learning resources 81 Centre Standard 10 Assessment and quality assurance 82 Centre Standard 11 Programme review 83 Annex 3 84 Training Practice Approval Standards 84 Introduction 84 TP Standard 1 The Organisation 85 TP Standard 2 Human resources 86 TP Standard 3 Clinical facilities 89 TP Standard 4 Clinical training resources 91 TP Standard 5 Delivery of training 93 TP Standard 6 Management, monitoring and review of training 96 TP Standard 7 Declaration 99 Annex 4 100 Example of a Memorandum of Understanding between the AO or HEI and the RCVS 100 Annex 5 103 Application for full accreditation 103 Annex 6 104 Visitors conflict of interest declaration 104 Annex 7 105 RCVS Day One Competences for Veterinary Nurses 105 Annex 8 116 RCVS Day One Skills for Veterinary Nurses 116 RCVS Day One Skills for Veterinary Nursing Small Animal 117 RCVS Day One Skills for Veterinary Nursing Equine 127 Annex 9 137 Veterinary Nurse Registration Rules 137 www.rcvs.org.uk AO and HEI Handbook Updated December 2017 6
Chapter 1 The basis for the accreditation of veterinary nursing licence to practise qualifications Introduction As the professional regulatory authority for the veterinary professions, the RCVS maintains a register of veterinary nurses. Maintaining the register includes the approval of qualifications that can lead to professional registration; these are known as licence to practise qualifications. Qualifications that lead to registration can either be at Further Education (FE) or Higher Education (HE) level. The requirements for such qualifications are set out in the RCVS Registration Rules and the Standards detailed in this handbook. The RCVS must accordingly accredit all HEIs and AOs and the Veterinary Nursing qualification(s) they award that lead to professional registration, ensuring that they address the regulatory standards and the current RCVS Day One Competences for Veterinary Nurses and Day One Skills for Veterinary Nurses. The accreditation of such qualifications is undertaken by the Veterinary Nursing Education Committee on behalf of Veterinary Nurses Council. An Awarding Organisation (AO) or Higher Education Institution (HEI) accredited by the RCVS is permitted to award qualifications leading to entry onto the RCVS Register of Veterinary Nurses. AOs and HEIs must oversee the design, delivery and assessment of the qualification. This includes ensuring that Centres and Training Practices that deliver the qualification meet RCVS Centre and Training Practice Approval Standards (See Annexes 2 and 3). This document sets out the RCVS s standards, policies and procedures for the accreditation and quality monitoring of HEIs and AOs and their veterinary nursing licence to practise qualifications. It covers the procedures for the approval and quality monitoring of AOs and HEIs based in the UK and overseas. The term accreditation is used here to mean the process by which HEIs and AOs and their veterinary nursing licence to practise qualifications are approved by the RCVS. www.rcvs.org.uk AO and HEI Handbook Updated December 2017 7
Definitions Affiliated Training Practice A Training Practice approved by a Centre for the purpose of offering clinical placement/employment to students. Auxiliary Training Practice (atp) In cases where a prospective Training Practice does not have all of the specified resources necessary to meet full TP approval, but nevertheless could provide a good learning environment for a substantial part of practical training, a Centre could approve it as an auxiliary Training Practice (atp). Awarding Organisations (AOs) Organisations approved by a national regulatory authority and the RCVS. Training Practice (TP) A veterinary practice which meets RCVS standards for the approval of Training Practices. Centre An institution approved in accordance with standards set by the Veterinary Nurses Council to deliver a programme of veterinary nurse education. Clinical supervisor The person (MRCVS/RVN) appointed to recognise competence and make judgments about student performance and competence (for example clinical coach/assessor). Delivery sites An institution where veterinary nurse education is delivered. This could be a Centre or a branch/satellite of a Centre. Full time programme A programme of attendance that requires clinical placement rather than apprenticeships or employment. Head of Centre (HOC) A senior member of Centre staff (the official correspondent) responsible for the overall delivery of RCVS-approved licence to practise qualifications, in veterinary nursing. Higher Education Institution (HEI) Higher Education Institutions (universities) recognised by QAA and RCVS. Nominated signatory A member of the Centre veterinary nursing team responsible for signing RCVS enrolment and registration application forms. www.rcvs.org.uk AO and HEI Handbook Updated December 2017 8
Non-affiliated Training Practice A Training Practice approved by another Centre offering clinical placement to students. Primary Centre A Centre responsible for approving the resources and facilities of a TP and providing support and ongoing quality assurance. Quality assurance staff External verifiers, Internal verifiers and moderators who undertake quality assurance of the qualification delivery and assessment processes within a Centre. Regulatory Authorities The bodies responsible to Government for the regulation of nationally accredited awards. Student A person enrolled with RCVS for the purpose of undergoing veterinary nurse education. Veterinary nursing licence to practise qualifications Any UK AO or HEI that is considering offering a veterinary nursing licence to practise qualification must liaise with RCVS concerning its plans for the qualification at an early stage. The RCVS will make arrangements for one or more meetings to discuss the design, development, assessment and quality assurance of the qualification. For more information about the process for accrediting new qualifications, see Chapter 2 and Chapter 3. Accreditation of veterinary nursing qualifications is officially awarded by Veterinary Nurses Council via the VN Education Committee. Veterinary nurses who wish to practise in the UK must be registered as a veterinary nurse with the RCVS. In order to be entered in the register of veterinary nurses a person must: hold an approved vocational qualification and have completed practical training as specified by RCVS or hold an approved degree in veterinary nursing or other higher qualification in veterinary nursing and have completed practical training as specified below; or have passed the Part II veterinary nursing examination formerly administered by the College and have completed practical training as specified below; or hold the RCVS Certificate in Veterinary Nursing; or have undertaken training and obtained a qualification outside the United Kingdom and acquired skills and knowledge commensurate with the standards set by the Veterinary Nurses Council under article 14 of the Supplemental Charter for the training and education of persons wishing to be entered in the register of veterinary nurses. www.rcvs.org.uk AO and HEI Handbook Updated December 2017 9
Qualifications achieved in the UK which enable holders to apply to enter the RCVS register of veterinary nurses must be approved by the RCVS in its capacity as the veterinary professional regulator. AOs/HEIs, their delivery Centres and affiliated Training Practices and of enrolled student veterinary nurses. Students not enrolled with the RCVS must not be delegated Schedule 3 nursing activities. Legal dispensations relating to veterinary practical work are extended to student veterinary nurses under provisions of the Veterinary Surgeons Act 1966. For this reason, the RCVS maintains a database of www.rcvs.org.uk AO and HEI Handbook Updated December 2017 10
Chapter 2 AO/HEI Accreditation standards Introduction The RCVS s principal aim in setting accreditation standards and evaluating AOs and HEIs against them is to ensure that the AOs/HEIs and their affiliated Centres; qualification will have acquired the knowledge and skills needed for the efficient practice of veterinary nursing enabling them to apply to enter the register of veterinary nurses. are well managed; run sustainably; To be accredited by the RCVS, the AO/HEI and its qualifications, must meet all the standards set out below including: have the appropriate resources (people, facilities and animals); provide a relevant curriculum; provide appropriate support to students in their learning; operate fair, valid and reliable assessment systems; operate robust quality assurance and quality enhancement mechanisms. This is what lies behind the veterinary nursing licence to practise qualification accreditation standards set out below. Compliance with all the standards provides an assurance that the qualification meets the needs of the veterinary profession. It guarantees that holders of the ensuring that students meet the RCVS Day One Competences for Veterinary Nurses and RCVS Day One Skills for Veterinary Nurses; providing adequate access to placements (or employment) for all students in a veterinary TP for the purposes of clinical training and assessment; complying with other policies published by the RCVS from time to time relating to veterinary nurse education. The AO/HEI accreditation application form containing the standards and additional guidance is located at Annex 1. www.rcvs.org.uk AO and HEI Handbook Updated December 2017 11
AO/HEI Standard 1 The organisation 1.a A senior member of AO or HEI staff (the official correspondent) responsible for the overall delivery of RCVS-approved licence to practise qualifications, in veterinary nursing, must be designated. 1.b Details of the location(s) at which the qualification is to be administered must be provided. 1.c Licence to practise qualifications must be accredited by a UK University/HEI or by an AO recognised by the UK national regulatory authorities. 1.d Applications must be made by the principal or chief executive of the AO or HEI. AO/HEI Standard 2 Sustainability 2.a Finances must be demonstrably adequate to sustain the educational programmes. 2.b AOs and HEIs must be able to demonstrate that the delivery of the proposed qualification is cost effective. 2.c AOs and HEIs must demonstrate that there is a sufficient need for all new qualification(s). AO/HEI Standard 3 Qualification design and delivery 3.a Licence to practise qualifications must address the RCVS Day One Competences for Veterinary Nurses and RCVS Day One Skills for Veterinary Nurses and, in the case of HE programmes, relevant benchmark statements. 3.b Licence to practise qualifications must contain the minimum Guided Learning Hours (GLH) as defined by the body entrusted for setting GLH for your sector. Prior to registration students must complete a minimum of 2,990 hours in duration, actively engaged in training (GLH and clinical placement), excluding annual leave and absence. 3.c Programmes of study delivered by Centres must incorporate a minimum of 1,800 hours of clinical work experience, to be gained in a veterinary practice registered with the RCVS as a Training Practice (TP) or an Auxiliary Training Practice (atp). This must be in addition to the GLH as set by the relevant bodies. It is the AO/HEIs responsibility to ensure these requirements are being met. www.rcvs.org.uk AO and HEI Handbook Updated December 2017 12
3.d Work-based learning requirements must articulate with the RCVS Day One Skills for Veterinary Nurses and be recorded and assessed in a format that is readily auditable and accessible to students, clinical supervisors and quality assurance personnel. 3.e Methods of summative assessment must be detailed within the modules. Assessments need to be valid and reliable and comprise a variety of approaches. Direct assessment of RCVS Day One Skills for Veterinary Nurses must form a significant component of the overall process of assessment. AO/HEI Standard 4 Qualification quality management 4.a AOs and HEIs must be compliant with all criteria stipulated by their accrediting national regulatory authority. 4.b Student selection criteria must be in place including the minimal acceptable qualifications to be achieved prior to commencing the qualification. The number of students registered for the qualification must be consistent with the resources available including the availability of sufficient Training Practices to enable the required clinical experience to be undertaken. 4.c AOs and HEIs must allow the RCVS access to people, premises and records relevant to the management and delivery of the accredited qualification, and must cooperate with RCVS quality assurance activities in relation to the delivery and assessment of such qualification(s). 4.d AOs and HEIs must employ sufficient suitably qualified staff to administer and quality assure the qualification(s). 4.e Quality assurance personnel must demonstrate, maintain and provide evidence to RCVS of relevant occupational and academic competence in relation to the evaluation of assessment materials and decisions. AO/HEI Standard 5 Assessment 5.a Qualification assessment strategies must be appropriate, valid and fair. A pass must be achieved in each assessment assessing the RCVS Day One Competences for Veterinary Nurses and RCVS Day One Skills for Veterinary Nurses. 5.b Reasonable adjustment, mitigating circumstances, fitness to practise policies and an appeals procedure must be in place, taking into account the licence to practise requirement for all students to achieve all competences contained in the RCVS Day One Competences for Veterinary Nurses and RCVS Day One Skills for Veterinary Nurses. www.rcvs.org.uk AO and HEI Handbook Updated December 2017 13
5.c Mechanisms must be in place to allow Accreditation of Prior Learning (APL) to be taken into consideration. 5.d Appropriate security arrangements must be in place to safeguard the integrity of assessment processes. 5.e The design and quality assurance of assessments must be carried out by personnel who are specifically qualified to execute these functions. 5.f There must be procedures in place to maximise the fairness, validity and reliability of assessment outcomes, including but not limited to academic peer review of assessment content, proofing of scripts, supervision and invigilation, maintenance of records and moderation processes. 5.g There must be appropriate moderation processes in place to ensure parity within and between individual units of study, across the programme, with other institutions; and to ensure that each student is fairly treated. 5.h All modules or units of a qualification that address the RCVS Day One Competences for Veterinary Nurses and RCVS Day One Skills for Veterinary Nurses must include unseen independent examination as an element of the assessment strategy. 5.i Independently assessed Objective Structured Clinical Examination (OSCE), or a similarly robust, objective and evidence-based form of examination, must be employed to test the safe and effective acquisition of clinical skills. 5.j Practical assessment must be carried out by individuals who are specifically qualified to evaluate practical skills and performance, and who have sufficient occupational experience and qualifications to support safe and effective judgements of clinical competence. AO/HEI Standard 6 Centre approval and quality assurance 6.a Centres/delivery sites approved for the delivery of the accredited qualification must address the requirements for personnel, resources and facilities stipulated within the RCVS Standards and procedures for the approval and monitoring of Centres. 6.b AOs and HEIs must conduct a site visit, including an audit of facilities and resources, before approving any Centre/delivery site to deliver a licence to practise qualification. www.rcvs.org.uk AO and HEI Handbook Updated December 2017 14
6.c AOs and HEIs must conduct a minimum of one site visit to each approved Centre/delivery site and/or its affiliated Training Practices, annually, based on a documented risk assessment policy. 6.d Centres delivering a licence to practise qualification must be notified to the RCVS. 6.e AOs and HEIs must set in place binding agreements with Centres that articulate both their national and professional regulatory obligations. AO/HEI Standard 7 Self-evaluation and reporting 7.a AOs and HEIs must evaluate the delivery of a licence to practise qualification across all approved Centres and provide a report to the RCVS annually or when otherwise required to do so. www.rcvs.org.uk AO and HEI Handbook Updated December 2017 15
Chapter 3 RCVS AO and HEI accreditation process The initial accreditation This section sets out the Royal College of Veterinary Surgeons (RCVS) standards, policies and procedures for the accreditation of veterinary nursing qualifications, Awarding Organisations (AOs) and Higher Education Institutions (HEIs) awarding these qualifications. The accreditation process Any AO or HEI that is considering offering a veterinary nursing qualification must liaise with the RCVS at least one year before the first cohort is registered/enrolled for each new qualification. The RCVS will provide an initial consultation meeting to discuss the viability of the proposed programme. Draft plans for the design, delivery, assessment and quality assurance must be submitted together with a timeline for implementation. Plans for facilities, staffing and an indication of the intended student numbers along with evidence of the market research must be provided. The market research must demonstrate that there will be sufficient interest from candidates and employers. Most importantly there must be a willingness from employers to support the introduction of the new qualification by offering good quality clinical placements. RCVS will provide feedback on the draft programme, in terms of whether it appears to meet the current RCVS standards, policies and procedures for accreditation. Any obvious gaps will be identified, but it will be for the AO/HEI to determine how such gaps might be rectified. RCVS can provide advice on its standards, policies and procedures, but does not offer any form of accreditation at this stage. Once the application is accepted in principle, RCVS will confirm that the timetable/timeline for accreditation is appropriate and that there is sufficient time for RCVS VN Education Committee to consider the final report before the recruitment of the first cohort. VN Education Committee normally meets in March, July and December. Accreditation includes scrutiny of the organisation and qualification at one event. The completed application form along with supporting documentation must be received at least two months before the accreditation meeting or validation event. Visits will normally be conducted by one or more members of RCVS staff, who will be accompanied by visitor(s) appointed by VN Education Committee. This will usually include a student representative and an industry expert. On receipt of the completed application, arrangements will be made for one or more visits to include inspection of the AO/HEI and its approved Centres. Where the qualification is being delivered at degree level, RCVS must also attend the university validation and revalidation event(s) in relation to veterinary nursing qualifications. They must be represented on the validation panel. No qualification may be approved as a veterinary nursing licence to practise qualification otherwise. In order to ensure that all aspects of a qualification can be delivered to an acceptable standard, RCVS stipulates a minimum level of required facilities and resources to be provided by Centres. AOs and HEIs must ensure that Centres/delivery sites approved by them fully www.rcvs.org.uk AO and HEI Handbook Updated December 2017 16
meet the RCVS Centre Approval Standards (Annex 2), and are subjected to annual quality monitoring. Affiliated veterinary Training Practices are an essential and integral element of a Centre s resource. They support delivery of the required clinical veterinary nurse education that is a critical element of veterinary nurse qualifications. RCVS stipulates minimum standards for Training Practice approval. This is contained in the RCVS Training Practice Approval Standards (Annex 3). AOs and HEIs must ensure that Centre approval and quality monitoring mechanisms include the approval and quality assurance of sufficient Training Practices to service the proposed number of students. At the accreditation/validation event, the RCVS representatives provide a factual summary of the strengths and weaknesses of the AO or HEI in relation to RCVS standards, policies and procedures. The RCVS representative makes no announcement concerning accreditation, as this is a decision to be taken later by the RCVS VN Education Committee. The RCVS must be included in the circulation of draft and final HEI validation reports, along with the responses and supporting evidence for conditions and recommendations. Any actions set by the RCVS must be included as a condition of the validation of the course. Within a month of a visit, a draft report is prepared by the RCVS visitors. Each standard will be evaluated in a section of the report. The report indicates ways in which the AO or HEI complies or does not comply with the accreditation standards. Recommendations are written with enough information to be helpful to visitors on subsequent visits, as well as the AO or HEI. The draft report is forwarded to the AO or HEI which is invited to comment on its factual accuracy and to agree the timeline proposed for closure of actions, where applicable. Comments must be received within 21 days. The report and associated conditions and recommendations are then considered by the VN Education Committee, which will confirm accreditation status. It is advisable to commence recruitment onto the programme only once accreditation has been confirmed. The RCVS can supply forthcoming meeting dates to assist you with planning your events. Accreditation and RCVS enrolment of students will depend upon the satisfactory resolution of the conditions. If all of the necessary facilities, resources and support systems for the proposed qualification and its delivery are in place, approval will be offered on a provisional basis (see accreditation classification below). Students registered for the qualification with provisional approval must be informed of the accreditation status. A letter must be sent to students detailing the situation and warning them that additional assessment in the form of the RCVS pre- registration examination may be required prior to them applying to enter the register. The contents of the letter must be approved by the RCVS. The University must also clarify that the programme is subject to approval by the RCVS on all marketing materials. RCVS will undertake regular quality monitoring activities. Initial accreditation and quality monitoring reports are published on the RCVS website and copies provided to QAA or Ofqual. Where possible, partner colleges will be given a copy of their Centre and TP reports to comment on the factual accuracy of the content. Once the first cohort of students is nearing completion of the qualification, RCVS will www.rcvs.org.uk AO and HEI Handbook Updated December 2017 17
consider an application for full accreditation (Annex 5). This will usually occur after all RCVS standards have been met, and final assessments and procedures have been audited and deemed satisfactory. The AO/HEI must provide the RCVS with the schedule of assessment at the earliest possible time. If full accreditation is granted, holders of the qualification will be able to apply to enter the RCVS register of veterinary nurses without further assessment. If the programme is deficient and continues to be provisionally approved, or, in serious cases of noncompliance, terminally approved, holders of the qualification must pass the RCVS preregistration examination before applying to enter the RCVS register of veterinary nurses. A certificate will be issued confirming accreditation. A contract, ie a Memorandum of Understanding will be drawn up between the RCVS and the AO/HEI and between the RCVS and each Centre approved by the AO/HEI to deliver the qualification. Examples of the Memorandum of Understanding are located in Annex 4. Classification of accreditation Options for decisions on accreditation of veterinary nursing qualifications (Subject to annual quality monitoring.) Full accreditation for 5 years is given to qualifications that meet, or exceed, all the accreditation standards. Full accreditation for a shorter period if significant deficiencies are identified in an existing programme: accreditation will be subject to the deficiencies being address within a specific period. The RCVS will normally undertake a full programme review before the end of the accreditation. Provisional accreditation is granted for AOs/HEIs with new qualifications that have made substantial progress towards meeting the accreditation standards. Once the first cohort of students completes the qualification, a provisionally accredited AO or HEI may apply to the RCVS for full accreditation. Students undertaking provisionally accredited qualifications will be required to pass the RCVS preregistration examination. Provisional accreditation will not normally exceed five years. Accreditation denied where the RCVS considers that the deficiencies are so serious that they are unlikely to be rectifiable within a reasonable period of time. Terminal accreditation may apply if the AO/HEI is unable to meet RCVS s standards, or if they voluntarily close. The procedures for terminal accreditation must be followed. Summary of process for quality monitoring AOs and HEIs Changes to any aspect of the qualification including changes to units/modules, assessment and key staff must be notified in writing to RCVS. Any changes will need to be approved by the VN Education Committee. It is advisable to notify RCVS of changes in advance of their meetings, (dates available on request). Accreditation is normally for a period of five years. During this time the RCVS will undertake monitoring activity to include: visits to Centres; visits to Training Practices; www.rcvs.org.uk AO and HEI Handbook Updated December 2017 18
observation and audit of examinations and assessments; audits of the AO or HEI systems; interviews with students. RCVS requires AOs and HEIs to provide a self-evaluation report (SER) annually. This must contain the following: list of all Centres and delivery sites where the qualification is being delivered; details of all non-compliances against the RCVS Standards for the Approval of Centres; detailed information about the recruitment, retention and outcomes of students both currently and in comparison, with the previous three years. This information should be given as an overview and for individual Centres/delivery sites. A template for the report is available from the RCVS and will be sent to AOs/HEIs before the end of each year. Visits may be more frequent during the early establishment of a programme to ensure that the professional requirements of veterinary nurse education, including the quality of clinical skills training, placement and assessment, are adequately addressed. RCVS will inform AOs and HEIs, Centres and TPs of an impending visit with a minimum of four weeks notice. Arrangements will be made with each site individually. In some instances, we may request Centre personnel to be present during a TP visit. A plan detailing the documents and information required during the visit will be sent at least two weeks in advance of the visit date. Oral feedback will be given at the end of the visit. All reports will be sent to the AO or HEI directly, and a copy of the Centre and TP reports will be sent to the Centre to verify accuracy. Once a visit has been organised it cannot normally be cancelled because the visiting team will have made travel and accommodation arrangements. If postponement is agreed, then any costs incurred may be passed onto the AO/HEI. AOs and HEIs must ensure that RCVS has reasonable access to all sites of interest. This includes Centres, delivery sites and training practices. Failure to provide the RCVS with full access could impact the accreditation of the AO/HEI. Where access is denied we will request the AO/HEI use their powers to provide access. Where RCVS has reason to believe that a Centre continually does not meet RCVS Centre approval standards and the AO or HEI is not managing this adequately, RCVS reserves the right to cease enrolling a new cohort until such time that we are satisfied that all non-compliances have been addressed. The quality monitoring activity of the AO or HEI will increase. Where an AO/HEI Centre delivery site remains high risk and consequently incurs additional RCVS resources, a fee may be payable for further audit activity to occur. Fees would be dependent on the nature of the additional RCVS involvement. In exceptional circumstances the RCVS reserves the right to visit an AO/HEI, Centre or affiliated Training Practice at any reasonable time. Notice of two working days will normally be given. An RCVS representative may, without notice, visit Centres when examinations are being held. Centre staff should be instructed to cooperate with any visit and provide the visitors www.rcvs.org.uk AO and HEI Handbook Updated December 2017 19
with access to the test room. Visitors will have a letter of authorisation from the RCVS along with photo ID in the form of a driving licence or passport. Draft reports will be sent to the AO or HEI within six weeks of the visit. Where the audit involves visits to several Centres/TPs the report will be sent within a month of the last visit. The AO or HEI will be given 21 days to comment on the accuracy of the report. If no comments are made and the signed report is not returned within 21 days of receipt it will be assumed that the contents have been accepted. The AO/HEI will be informed that this is the case. Final reports will be presented to the RCVS VN Education Committee, published online and sent to Ofqual or QAA. Where the RCVS, deems, on the basis of quality monitoring or other information available to it, that there may be cause for concern it will consider: the revocation of accreditation; the imposition of new or additional conditions on an existing accreditation; a reduction in the current period of accreditation; cease further student enrolment; impose the RCVS pre- registration examination. The following procedures will apply: The RCVS informs the AO or HEI of its concerns, the grounds on which they are based and if necessary requests a meeting with the senior team. If it is felt that the conditions on the accreditation are being met or likely to be met in the near future the RCVS may affirm the accreditation for a specific period subject to satisfactory evidence being provided. In the event that the conditions on the accreditation are not being met and are unlikely to be met in the near future the RCVS may: place further conditions on the accreditation. RCVS could specify actions to be taken or issues to be addressed by the AO or HEI and/or further restrict the period of accreditation. An organisation with such conditions on its accreditation may apply for reinstatement of its full accreditation at any time subject to the normal procedures for review of accreditations; or withdraw accreditation from the AO or HEI if it considers that the organisation is unable to meet RCVS standards, policies and procedures in a manner compatible with RCVS requirements. The RCVS will inform QAA or Ofqual of its decision and students on the course may be required to undertake and pass the RCVS VN pre-registration examination before applying to enter the RCVS register for veterinary nurses. Responding to reports Where there are significant conditions outlined in the accreditation or quality monitoring report the AO/HEI is expected to submit an action plan outlining how and when each action will be completed. The date for submission will be agreed by RCVS. Evidence to demonstrate that each action has been completed must be provided before the action can be closed. www.rcvs.org.uk AO and HEI Handbook Updated December 2017 20
Appeals against decisions The RCVS appeals procedure can be requested from the VN Department. An institution must inform the Registrar of its intention to appeal not later than two weeks from receipt of the accreditation report. The appeal must be made in writing by the Principal or Chief Executive of the AO/HEI no later than six weeks from receipt of the accreditation report. Procedures for AOs and HEIs with the classification of terminal accreditation The classification of terminal accreditation is intended to protect the interests of students who enrolled before accreditation was withdrawn. Terminal accreditation may continue no longer than necessary to protect the educational interests of such students. Provided the AO or HEI complies with the conditions for terminal accreditation, students enrolled on the programme before terminal accreditation was assigned will be able to apply to enter the register once they have completed the qualification. If the AO or HEI registers students after terminal accreditation is assigned, then these students will not be enrolled with the RCVS and will not be able to apply to enter the register. During the first three months after the assignment of terminal accreditation, the AO or HEI must submit a detailed plan describing how it will ensure that the educational interests of the students will be met. Each year that the AO or HEI holds terminal accreditation status, they must provide a detailed report to the RCVS describing how the plan is being followed and how it has been altered with respect to students who entered before terminal accreditation was assigned. immediately cease enrolment of additional students; draft a letter to existing students detailing the situation and warning them that additional assessment may be required prior to them applying to enter the register. The contents of the letter must be approved by the RCVS; commit resources adequate to complete the education of currently enrolled students; ensure that deficiencies cited do not worsen. During a period of terminal accreditation, representatives from the RCVS will continue quality monitoring activity. If an AO/HEI on terminal accreditation fails to abide by this procedure, RCVS may terminate its accreditation immediately, such that no further holders of the qualification will be eligible to register with the RCVS unless they undertake and pass the RCVS pre-registration examinations. Risk assessment Following each quality monitoring activity RCVS will complete a risk assessment. The risk assessment uses a risk management strategy to determine the likelihood that the AO/HEI will not meet the accreditation standards and the impact this will have. Each accreditation standard is given a score based on the information gathered during quality monitoring activity. The results of the risk assessment will be used to determine future quality monitoring activity. To maintain accreditation status, the AO/HEI must: www.rcvs.org.uk AO and HEI Handbook Updated December 2017 21
Summary of the process for the reaccreditation AOs and HEIs One year before the accreditation of the AO or HEI is due to lapse; RCVS will contact the AO or HEI and give notice of the need to prepare for re-accreditation. For HEIs this will often be held in conjunction with the university. RCVS will try to accommodate dates to meet the requirements of all parties. At this stage the AO or HEI should prepare the information detailed in the accreditation application form (Annex 1). Re-accreditation will follow the same process as described above for initial accreditation. Full accreditation status will remain if there are no major concerns. Payment of fees The fee for accreditation and re-accreditation covers the five-year accreditation period including the annual quality monitoring. However, if there is a need for visits over and above those normally undertaken then RCVS reserves the right to charge additional fees to cover its administrative costs. For up to date information on the accreditation fees, please contact the RCVS. Appointment of external examiners AOs and HEIs accredited to award veterinary nursing qualifications must appoint an external examiner to evaluate the assessment. External examiners must be professionally (occupationally) competent; normally a veterinary nurse (RVN or REVN) or registered UK practising veterinary surgeon (MRCVS). They must also be academically qualified to evaluate assessment processes. It is accepted that in some AOs or HEIs more than one external examiner may be employed (one professionally competent and one academically qualified) to ensure that both criteria are met. External examiners should be qualified as a minimum at the level to which they would be examining. External examiners should possess substantial post-qualification experience (normally at least four years) working in a position of responsibility that actively involves the training and assessment of veterinary nurse students. They must also demonstrate current veterinary nursing knowledge and clinical skills and be conversant with the RCVS Day One Skills for Veterinary Nurses and the RCVS Day One Competences for veterinary nurses. An examiner should cease to be acceptable if they had been out of clinical practice and the educational system for more than five years. External examiners must be impartial and should have no previous close involvement (within the last five years) with the organisation which might compromise their objectivity A Curriculum Vitae and Memorandum of Understanding between the examiner and the AO/HEI should be provided to the RCVS on appointment of the external. Further guidance may be found in the AO/HEI and RCVS MoU (Annex 4). External examiners must be in a position to quality-assure all aspects of assessment practice relating to a veterinary nursing qualification. This includes the Objective Structured Clinical Examination, written examinations/assignments and assessments undertaken to demonstrate competence against the RCVS Day One Skills for veterinary nurses. There will also be a requirement for the external examiner to access the Day One Skills logs of the students. This means they must have sufficient experience and academic credibility to advise www.rcvs.org.uk AO and HEI Handbook Updated December 2017 22
on best assessment practice and challenge inadequacies where these arise. External examiners are required to quality assure examinations and all types of assessments to ensure that they remain valid, fair, consistent and appropriate. Such measures must include scrutiny of assessment materials prior to delivery, moderation processes and security arrangements before during and after the assessment. They therefore need to have up to date knowledge of the assessment methods being used. AOs and HEIs will be expected to provide the protocol for appointment of an external examiner for the RCVS to check that there criteria are being adhered to. AOs and HEIs are required to disclose their external examiner reports to the RCVS. Observations within these reports that reflect a risk to quality will be reported to the RCVS VN Education Committee. The Centre quality monitoring process The RCVS quality monitoring process for Centres delivering veterinary nursing qualifications is based on the size and perceived risk of the affiliated AO/HEI. Each Centre/delivery site will be visited at least once every five years. Quality monitoring activities will consist of, but are not limited to: audit of Centre facilities, equipment and resources; audit of TP facilities, equipment and resources (arranged directly with the TP); programme design and attendance; Staff and student interviews Whilst most visits to Centres and their affiliated Training Practices are arranged in advance, the RCVS reserves the right to visit any Centre without notice. RCVS will inform the Centre and/or Training Practice directly of an impending visit with a minimum of four weeks notice. In some cases, we may request Centre personnel to be present during a TP visit. Site visit - Centre A Centre site visit will be undertaken approximately every five years. RCVS may elect to undertake a visit on a shorter timescale if significant changes are identified by the AO/HEI annual self-assessment reports, or if any new risks come to light during the normal audit cycle. In exceptional circumstances the RCVS reserves the right to visit a Centre at any reasonable time. Notice of two working days will normally be given. The aim of a site visit is to evaluate systems for ensuring staff, physical resources and quality assurance mechanisms are in place to support the qualification, the clinical training and practical assessment of students. The RCVS visiting team will direct its activities through the nominated Head of Centre, including all requests for information. The visit date will be negotiated a minimum of four weeks before the visit is due to take place. The visit agenda will be set in advance with events and timings agreed at the start of the visit. The Head of Centre will provide an executive overview of the Centre, its progress, proposed future developments and the present situation. moderation of assessment; RCVS Day One Skills for Veterinary Nurses, assignments, examinations. Interactions between the visiting team and the Centre should have a collegial tone, be based www.rcvs.org.uk AO and HEI Handbook Updated December 2017 23
on mutual trust and have a desire to arrive at a full understanding of the current status of the Centre. The Centre should provide a meeting room with working space for up to three people and, ideally, room to meet with key members of Centre staff and students during the visit. However, meetings with staff and students could take place elsewhere if more convenient. The visitors room should also have space for prepared files of key information to be examined (this will be identified on the prepared agenda) along with laptop facilities. Ideally the room should be lockable so that confidential information and visitors laptops can be secured when the room is left from time to time. The visitation team may wish to undertake a tour of teaching accommodation and supporting facilities which may include: teaching and seminar rooms, including practical classrooms and laboratories; IT facilities used by your students; animal facilities used by your students integral to the programme; equine facility and farm if relevant to your provision; takes place at more than one Centre site, a longer visitation may be required. Where RCVS has reason to believe that a Centre continually does not meet RCVS Centre approval criteria and the AO/HEI is not managing this adequately, RCVS reserves the right to cease enrolling a new cohort of students until such time that we are satisfied that all non-compliances have been addressed. The quality monitoring activity of the AO/HEI will increase. Site visit Training practice Site visits for quality assurance purposes will be made to a Centre s linked Training Practices during the quality audit cycle. These visits will be arranged directly with the Training Practice personnel. In addition to meeting clinical supervisors and students, the visitors may audit facilities and evidence that has been cited for work-based assessment. The visitors must therefore have access to relevant areas of practice premises, and to such materials as radiographs, case records and, duty rotas that may have been cited in assessments, during the visit. In some cases, where observation of assessment and quality assurance is required, it may be necessary for quality assurance personnel from the Centre to be present at the TP visit, and to have access to the Day One Skills log. library Audit of assessments You should ensure your clinical teaching resources are available for audit. Equipment, such as surgical instruments, drapes, radiography equipment, must be evident and in serviceable condition for teaching purposes. Please ensure you notify the RCVS in advance if the tour of your facilities will involve visits to more than one teaching site. Where facilities are spread over different sites, or teaching Audit of assessment will form part of the audit cycle. A minimum of four weeks notice is given when requesting documentation. This may be carried out as part of a Centre/TP visit or as a desk based activity. Where the RCVS is remotely sampling assessment activity, the Centre must send assessment results along with the moderation reports and external examiner reports, where available, for all assessments from the previous year(s). A www.rcvs.org.uk AO and HEI Handbook Updated December 2017 24