• SETTING THE GOLD STANDARD IN AESTHETIC TRAINING

APPEALS PROTOCOL

Derma Medical aims to ensure all assessments and examinations are conducted fairly using content in-line with HEE recommendations and standardised objective assessments similar to postgraduate specialty training. Derma Medical is committed to ensuring that assessments are undertaken by adequately trained staff with the relevant expertise and experience in their respective field. Derma Medical has protocols of verification to ensure valid, reliable and consistent procedures apply when carrying out assessments to ensure fairness, consistency and no discrimination between candidates. Should candidates feel these procedures have not been met, they can utilise Derma Medical’s appeals protocol.
Any appeal submitted to Derma Medical is subject to review by Derma Medical’s Academic Faculty and Assessment Verifiers.

All complaints can be handled in two forms:

1) Informally –
This route would be directly via the assessor/examiner either in person or via e-mail to the Educational Director.

2) Formally –
Formal complaints/appeals must be submitted in writing via the complaints procedure to the Educational Director within 4 weeks of the event. Derma Medical assures to acknowledge receipt of a candidate’s appeal within 60 working days before conducting a review of the event. The review will involve contribution reports from both the Examiner and Verifier before being submitted to the Educational Director. Appealing candidates will be notified of the outcome within 30 days of the appeal and if satisfied, no further action will be taken. If the candidate remains dissatisfied, the appeal will be escalated to Derma Medical’s Academic Faculty for discussion and a joint decision. The appealing candidate will be informed of the outcome within 30 days of this meeting.

Following review by the Academic Faculty, there are two possible conclusions of the candidate’s appeal:

1) Successful Appeal
Candidates will receive a written apology from Derma Medical and, subject to the nature of the appeal, may be given the chance resit different stages of the assessment at no extra cost.

2) Unsuccessful Appeal
Candidates will receive documented reasoning for how this outcome was achieved. Any future assessments must be paid for. Records of all appeals, their investigations and findings will be retained for future use, should this require review.
Candidates who have been unsuccessful during any stages of their assessment will be allowed to re-sit. Once results have been accumulated and marked, Derma Medical will inform candidates of their performance and options for re-sit. Re-sitting candidates will have to pay a re-sit fee for the respective stage of their assessment. A total of 4 re-sit attempts are allowed for each stage of assessment.

Candidates who experience mitigating circumstances such as ill-health, bereavement or similar issues that may affect their examination performance should inform the training coordinator before their exam in order to make necessary adjustments. Examination fees may be adjusted for this purpose. Candidates informing the training coordinator after their exam dates may not be considered.

 

Statement of purpose

To enable learners to challenge decisions made by the centre in a constructive and open way and outline the learner’s rights to appeal to other parties where appropriate.

Decisions that can be appealed

Decisions that could be challenged include (but are not limited to):

  • Assessment results.
  • Application for Reasonable Adjustments and Special Consideration.
  • Action taken against you following an investigation into malpractice and maladministration.

 

How to apply for an Appeal

Your trainer should support you in requesting for a review or an appeal. Ordinarily, you would complete a review or appeal form, depending on your circumstances. If you are unsure whether you can appeal a decision, contact Annemarie Gillett  (managing director).

Appellants must include:

  • Clear reasons for the appeal;
  • All relevant supporting evidence, where applicable;
  • For the independent appeals stage, the application form must also contain clear reasoning as to why the appellant considers that IQ did not follow the required procedures during the appeals process or any other rationale for escalating their case to this stage of appeal.

Upon receipt of an appeal, we will acknowledge receipt of the appeal and carry out an initial assessment of the information / evidence required to deal with the appeal, and any additional information required.

We will review the decision with a person who was not involved in the outcome of the original decision, and communicate whether your appeal is successful to you in writing.

If you are not satisfied with the result of the appeal, or if you are appealing against a decision made by IQ, we will escalate these to IQ for consideration. We will support you in making your application. An administration fee is chargeable, but refundable if the decision is overturned.

In some cases, you may have a further avenue for appeals with other regulators or an ombudsman. For more information see IQ’s EAR / Review and Appeals Policies at:

  • EAR / Review: industryqualifications.org.uk/centre-portal/general-guidance/company-policies/enquiry-about-resultsreview-policy-procedure
  • Appeals : industryqualifications.org.uk/centre-support/general-guidance-for-centres/qualification-policies/appealspolicy

EQUALITY PROTOCOL

Derma Medical strongly opposes any acts of inequality and discrimination based on age, gender ethnicity, disability or religion. As such Derma medical has a policy for all candidates that the delivery or training and assessment is based solely on professional background, entry requirements and standardised assessments of the clinical procedures examined. Equally, staff appointment at Derma Medical follows the same protocols, whereby, employment is determined according to meeting set requirements and having the relevant credentials and criteria to conduct assessments as per HEE guidance.

Derma Medical respects candidates and staff from all religious or non-religious backgrounds, ethnicities and beliefs. Derma Medical has a zero-tolerance policy for victimisation, bullying or harassment and disciplinary action may be taken should any of these factors of the equality policy be breached.

All Derma Medical staff will be made aware of the equality protocol and will be briefed prior to each stage 2 or 3 assessment. Candidates will also be made aware of this upon delegate recruitment. Directors and supervisors will receive training on issues of equality and diversity upon appointment and employment practices and procedures will be reviewed regularly to ensure fairness to all staff and candidates alike.

Any member of staff or candidate who feels that this protocol has been breached, or that aspects of inequality or discrimination has occurred has two routes to raise their concerns:

1) Informally –
This route would be directly via the assessor/examiner either in person or via e-mail to the Educational Director.

2) Formally –
Formal complaints/appeals must be submitted in writing via the complaints procedure through our appeals protocol to the Managing Director.

HEALTH & SAFETY PROTOCOL

Derma Medical has set policies for ensuring health and safety of all staff, candidates and treated cosmetic models. All staff, candidates and patients are informed of Health and Safety matters prior to the course stages. The training premises at Derma Medical undergoes regular health and safety inspection checks ensuring a safe workplace for training purposes.

Fire exits and are clearly marked and equipment (including first aid boxes) provided in the event of a fire/accident. A fire warning alarm is sounded with clear instructions to collect on the field outside Euston Square should such an event occur. Access to emergency services is available should a situation occur that cannot be managed at Derma Medical’s training facility.

Prior to any stage of training or assessment, examiners and clinic coordinators carry out checks on equipment that will be used. Syringes and chemicals that are used during training are inspected to make sure these are in-date and stored at the appropriate temperatures prior to reconstitution. Injecting equipment and needles are appropriately stored and disposed after use in the sharps-bins provided. Sterile cleaning wipes and gloves are provided for hygiene purposes. These aspects, plus hand hygiene form part of the standardised assessment prior to carrying out treatments and will be inspected by the supervising examiners.

Violence is not tolerated at the training premises. 24 hour security is provided and relevant action will be taken if violent acts towards staff of candidates occur. If candidates partake in violence or any form of abuse towards each other or staff members, disciplinary action may be taken which could affect their award of credit.

Health and safety protocols are the responsibility of all staff involved in the running of the training stages and assessment, and will be reviewed annually for quality assurance purposes.

ENTRY CRITERIA FOR TRAINING

Derma Medical recognises the latest Health Education England (HEE) recommendations which outline the qualification requirements for delivery of nonsurgical cosmetic interventions. As such Derma Medical’s entry criteria for training have been adjusted to enable training of certain healthcare professionals that meet these requirements. The purpose of these training requirements, as outlined by HEE, and supported by Derma Medical is to equip our candidates with the level of skill, knowledge and experience to be able to carry out nonsurgical cosmetic injectable treatments confidently and independently to a curriculum standard that ensures patient safety.

Derma Medical will permit training of the following candidate groups at for Stage 1, 2 and 3 assessments:

• Level 6 professionals- This includes healthcare professionals who possess degrees in the following disciplines:
– Medicine
– Dentistry
– Nursing
– Pharmacy

• Members of professional registers who possess a valid licensing/registration number with the following organisations:
– General Medical Council (GMC)
– General Dental Council (GDC)
– Nursing & Midwifery Council (NMC)
– General Pharmaceutical Council (GPhC)

Candidates who meet the above criteria will be eligible for completion of training at level 7 in the delivery of nonsurgical cosmetic injectable Botulinum Toxin and Dermal Filler treatments. However, Derma Medical recognises that some of the above candidates may lack the ability to prescribe independently. As such, these candidates, in accordance with their professional registration and HEE requirements, must only practice under clinical oversight of a Medical, Dental, Nursing, Midwifery or Pharmaceutical professional who has independent prescribing rights. Derma Medical will ask for evidence of professional membership and independent prescribing rights prior to enrolment of training.

Derma Medical recognises that many of the above named professionals may have previously completed relevant training in nonsurgical cosmetic injectable interventions prior to the publication of new HEE guidelines. As such, Derma Medical has adapted/customised routes for eligibility for training for such groups. Please refer to our Recognition of Prior Learning (RPL) protocol for this.

International candidates are also eligible to train according to UK HEE guidance at level 7 but can also select individual course stages should they wish to practice solely in their country. To train at level 7 and complete all 3 stages, international candidates must demonstrate equivalent levels or undergraduate education and professional registration to UK candidates in their respective country. In some cases, certain applications may be considered individually to assess whether entry criteria are met.

RECOGNITION/ACCREDIATION OF PRIOR LEARNING

Derma Medical recognises that some healthcare professionals that meet the entry requirements may have already undertaken previous training in nonsurgical cosmetic injectable treatments. Some of these professionals may also be established with varying levels of experience since undergoing previous training. For this purpose, Derma Medical has devised a protocol for Recognition/Accreditation of Prior Learning, known as RPL/APL. RPL/APL enables suitable candidates to validate prior knowledge and experience in Botulinum Toxin A and Dermal Fillers through standardised assessments which meet the criteria for full accreditation without having to retrain through the full pathway of Derma Medical’s 3 stage assessment. Regardless of each candidate’s background and experience level, the RPL/APL stages of assessment that need to be completed to achieve a Level 7 qualification involve the same rigorous assessment to ensure that methods used remain fair, unbiased, reliable and of the same standard faced by any candidate going through each stage of assessment.

For delegates to be considered for RPL/APL, they must be able to provide valid and reliable evidence that meets Derma Medical Stage 2 and HEE requirements to ensure they have sufficient practical experience. The following criteria are acceptable for validation:

1) A clinical reference from a clinical supervisor/experienced clinician (see Clinical Supervisor requirements protocol) confirming that the candidate has observed and appropriately treated 10 botulinum toxin treatments on 10 different patients.

2) A clinical reference from a clinical supervisor/experienced clinician confirming that the candidate has observed and appropriately treated 10 dermal filler treatments on 10 different patients.

3) A portfolio of Before and after photographs for 10 supervised botulinum toxin treatments to which patients have consented to.

4) A portfolio of Before and after photographs for 10 supervised dermal filler treatments to which patients have consented to.

Candidates must meet all of the above criteria to be considered for RPL/APL. Once candidates have met these criteria they will be entitled to submit their evidence for review by one of Derma Medical’s academic faculty to ensure current standards are met. Submitting candidates will be made aware of the RPL/APL process, fees, timelines and the next steps required to achieve full accreditation.

Successful candidates will then be invited to take part at Derma Medical’s stage 3 assessment for theoretical and practical assessment. Upon successful passing of this stage, full level 7 accreditation can be awarded.

Derma Medical’s RPL/APL protocols will undergo annual review and be subject to inspection by external verifiers and quality assurers.

CLINICAL SUPERVISORS/TRAINERS

Derma Medical recognises HEE’s criteria for the provision of clinical supervision in the delivery of nonsurgical cosmetic injectable treatments. As such, Derma Medical abide by the following specifications amongst their clinical supervisors:

• All supervisors are registered with their relevant professional body & possess a relevant GMC/GDC/NMC/GPhC number.
• Have over three years of experience in the relevant cosmetic procedure being taught/assessed.
• All supervisors can provide clinical oversight and take direct responsibility for the consequences of treatment and clinical management of complications. As such all supervisors are able to prescribe accordingly
• All supervisors must demonstrate at least 25 hours CPD in Aesthetics

All clinical supervisors must be able to provide an up-to-date CV detailing the above, and are subject to inspection by external verifiers and quality assurers during their supervision.

LEARNER INDUCTION & SPECIAL CONSIDERATIONS

Derma Medical has specific protocols for delegate recruitment and joining instructions and endeavours to make this process clear to all potential delegates.

Derma Medical is committed to ensuring that delegates are appropriately placed on the course booked and provided with an induction- both upon booking and on arrival at their respective stage of training. Derma Medical procedures are attentive to the variety of backgrounds seen amongst all delegates and aims to identify respective learning needs and support structures for each delegate as required. Derma Medical policies aim to ensure all delegates are treated fairly and given equal opportunities to maximise retention of knowledge, practical experience and achievement at the various stages of assessment.

Prior to course enrolment, all delegates will be provided with the following information:

• Course structure
• Learning outcomes
• Progression pathways
• Teaching & Assessment methods
• Teaching materials

While Derma Medical staff will provide guidance, teaching and support, delegates are encouraged to take responsibility for their own learning needs with regards to booking in placements, log-book completion and booking examination dates. This will all be explained prior to course enrolment and reiterated at the beginning of each stage of assessment. Derma Medical endeavours to deliver high quality standardised training at each stage of assessment.

To ensure induction processes run smoothly, the following procedures will be conducted:

1. All delegates must provide their professional registration number prior to enrolment as per HEE requirements
2. Learning support needs are inquired about at the enrolment stage
3. Supervisors will monitor delegate ability, skills and progression during each stage of assessment to identify any specific learning support needs/special considerations.

Derma Medical will aim to meet the needs of all delegates prior to enrolment and during each stage of assessment. If resources for specific delegate needs are unavailable, delegates will be contacted directly on specific proceedings to organise alternative arrangements.

DIVERSITY AND EQUALITY POLICY

Derma Medical strongly opposes any acts of inequality and discrimination based on age, gender ethnicity, disability or religion. As such Derma medical has a policy for all candidates that the delivery or training and assessment is based solely on professional background, entry requirements and standardised assessments of the clinical procedures examined. Equally, staff appointment at Derma Medical follows the same protocols, whereby, employment is determined according to meeting set requirements and having the relevant credentials and criteria to conduct assessments as per HEE guidance.

Derma Medical respects candidates and staff from all religious or non-religious backgrounds, ethnicities and beliefs. Derma Medical has a zero-tolerance policy for victimisation, bullying or harassment and disciplinary action may be taken should any of these factors of the equality policy be breached.

Statement of Purpose

To ensure that assessment procedure is open, fair and free from bias and to the required standard – and that no disadvantage or advantage is accrued to any group of learners or individuals.

Diversity and Equality
We are committed to ensuring that there are no artificial barriers to entry or delivery of qualifications and that qualifications are:

• available to everyone who can achieve the required standard
• free from barriers which restrict access and progression
• free from overt or covert discriminatory practices
• able to accommodate reasonable adjustments of individuals
• free from any restrictions that are not legally required

We are committed to Diversity and Equality and our policy is to ensure that no person involved or associated with the organisation receives less favourable treatment on the grounds of their:
• Age
• Being or becoming a transsexual person
• Being married or in a civil partnership
• Being pregnant or on maternity leave
• Disability
• Race including colour, nationality, ethnic or national origin
• Religion, belief or lack of religion/belief
• Sex
• Sexual orientation
• or any other identifiable discriminatory cause

We will comply fully with the letter and spirit of all laws and directives in relation to diversity and equality. This includes, but is in no way limited to:

• The Equality Act 2010 that now encompasses:
o The Equal Pay Act 1970
o The Sex Discrimination Act 1975
o The Race Relations Act 1976
o The Disability Discrimination Act 1995
o The Employment Equality ( Religion or Belief ) Regulations 2003
o The Employment Equality ( Sexual Orientation ) Regulations 2003
o The Employment Equality ( Age ) Regulations 2006
o The Equality Act 2010 Part 2
o The Equality Act ( Sexual Orientation) Regulations 2007
o The Gender Recognition Act 2004
o The Sex Discrimination Act (Amendment) Regulations 2008

All Derma Medical staff will be made aware of the equality protocol and will be briefed prior to each stage 2 or 3 assessment. Candidates will also be made aware of this upon delegate recruitment. Directors and supervisors will receive training on issues of equality and diversity upon appointment and employment practices and procedures will be reviewed regularly to ensure fairness to all staff and candidates alike.

Any member of staff or candidate who feels that this protocol has been breached, or that aspects of inequality or discrimination has occurred has two routes to raise their concerns:
1) Informally
This route would be directly via the assessor/examiner either in person or via e-mail to the Educational Director.
2) Formally
Formal complaints/appeals must be submitted in writing via the complaints procedure through our appeals protocol to the Managing Director.

SAFEGUARDING YOUNG PEOPLE & VULNERABLE ADULTS POLICY

Statement of purpose

  • To promote an environment that is safe, where staff and learners treat each other with mutual respect and develop good relationships built on trust.
  • To raise the awareness of all staff, teaching and non-teaching, of the need to safeguard young people and vulnerable adults and of their rights and responsibilities in identifying and reporting possible cases of abuse.
  • To provide a systematic means of supporting young people and vulnerable adults known or thought to be at risk of harm.
  • To ensure that appropriate risk assessments are undertaken by IQ Centre’s and other managers to ensure that learners are safeguarded.
  • To ensure that relevant information about a young person or vulnerable adult at risk of harm is disseminated to appropriate staff within the centre on a ‘need to know’ basis.
  • To ensure that all staff who have access to young people or vulnerable adults have been checked for their suitability.

 

 

Definitions

For the purposes of the Child and Vulnerable Adult Protection Policy

  • a ‘young person’ means any person under the age of 18 (i.e. those who have not yet reached their 18th birthday).
  • a ‘vulnerable adult’ means any person “who is or may be in need of community care services by reason of mental or other disability, age or illness; and who is or may be unable to take care of him or herself, or unable to protect him or herself against significant harm or exploitation because of mental or other disability, age or illness.”
  • ‘Staff’ means all employees, full-time and part-time, and all agency, contract and volunteer staff working for IQ group of companies. Key Safeguarding Principles The needs of the young person are paramount and underpin all child protection work and resolve any conflict of interests
  • All young people have the right to be safeguarded from harm and exploitation
  • IQ Centres have a responsibility to provide a safe environment and minimise risks of harm to young people’s welfare
  • Centre staff have a responsibility to identify young people who are suffering or likely to suffer significant harm and take appropriate action with the aim of making sure they are kept safe.
  • Responsibility for protection of young people must be shared because young people are safeguarded only when all relevant agencies and individuals accept responsibility and co-operate with one another
  • Statements about or allegations of abuse or neglect made by young people must be taken seriously

 

 

Responsibility for Child and Vulnerable Adult Protection

All IQ centre’s must ensure that they have the relevant DBS (Disclosure & Barring Service) checks in place for all front line trainers and personnel who come into contact with young adults under the age of 18. IQ Ltd will need to see evidence of these checks as part of the quality assurance process.

The nominated Director, Ann Marie Gillett, will be responsible for the implementation of the child and vulnerable adult protection policy and procedures. IQ Ltd will in addition have a Safeguarding and Protection team who will deputise for the Director and will also lead on the implementation of this policy in the areas of the company for which they have responsibility. The Safeguarding and Protection Team will include:

  • Dr Sanah Qasem (Clinical and Educational director) and Annemarie Gillett (Managing Director)

All staff are expected to contact one of the Safeguarding and Protection Team for advice, when necessary or to make referrals.

All staff will familiarise themselves with this policy as part of their induction and will be noted on each individuals training record. Refresher training will be provided to all employees to update on legislation changes.

 

Confidentiality, Reporting and Disclosure

We recognise the need to comply with relevant legislation and guidance in relation to data protection and confidentiality.

We also recognises that, where there are concerns about abuse or safeguarding, data sharing with appropriate agencies may be necessary even when it is contrary to the wishes of an individual.

The following will assist with making informed decisions about sharing data:

  • Staff know that they cannot promise confidentiality in all cases as they may have to pass on information to other professionals to keep the young person or vulnerable adult safe.
  • Staff will only share relevant confidential information, i.e. when disclosing information without consent the member of staff limits the extent of the disclosure to that which is absolutely necessary to protect the young person or vulnerable adult.
  • Referrals to other agencies such as Children’s Social Care should be made with the young person’s agreement where practicable. However, it may not be practicable to seek their agreement where, for example, seeking permission might place them or another person at risk of serious harm or where they are not mentally competent to give their agreement.
  • Disclosure of information can take place without consent in cases where this is justifiable in the overriding public interest – e.g. to protect the young person from significant harm.
  • In the context of child protection the welfare of the young person outweighs the family’s right to privacy.
  • Vulnerable adults may choose to remain at risk in dangerous situations. Professional staff may find they have no statutory powers in cases where the adult is judged to have sufficient capacity to make his or her own choices and refuses the help which staff feel is needed and where public interest considerations do not apply.

 

 

Record Keeping

An accurate record should be made whenever there is a concern about a child or vulnerable adult in terms of risk of harm or safeguarding.

The record should include:

i) Personal details of the child or vulnerable adult.

ii) The nature of the concern.

iii) The source(s) of information about the concern.

iv) Any advice given.

v) Whether confidentiality has been discussed with the child or vulnerable adult.

vi) Names of staff with whom discussed

vii) Details of action taken or any referral to an external agency

viii) Date and signature of the person making the record The government website can provide guidance and assistance on all safeguarding issues if not listed below: https://www.gov.uk/government/publications/safeguarding-policy-protecting-vulnerable-adults

 

Some Definitions of Abuse

a) Physical abuse this may take many forms e.g. hitting, shaking or poisoning a young person or vulnerable adult. It may also be caused when a parent or carer feigns the symptoms of, or deliberately causes, ill health to a young person or vulnerable adult.

b) Emotional abuse this is the persistent emotional ill treatment of a young person or vulnerable adult such as to cause severe and persistent effects on their emotional development.  Some level of emotional abuse is involved in most types of ill treatment of young people or vulnerable adults, though emotional abuse may occur alone.

c) Sexual abuse this involves forcing or enticing a young person or vulnerable adult to take part in sexual activities.   This may include non-contact activities such as looking at, or in the production of pornographic materials, watching sexual activities or encouraging young people or vulnerable adults to behave in sexually inappropriate ways.

d) Neglect involves the persistent failure to meet a young person’s or vulnerable adult’s basic physical and/or psychological needs, likely to result in the serious impairment of their health and development.  This may involve failure to ensure access to appropriate medical care or treatment.  It may also include neglect of basic emotional needs.

 

The Context of Abuse

e) Family Circumstances: Domestic Violence

i) Where there is domestic violence the implications for the vulnerable adult or young person at college and for younger children in the household must be considered.  Young people from families with a history of domestic violence often have behavioural difficulties, absenteeism, ill health, bullying, and drug and alcohol misuse.

f) Drug/alcohol abusing parents

i) There is an increased risk of violence in families where this occurs.  A young person at College may have to take on responsibilities for younger children in the family.

g) Forced Marriages

i) Forced marriage is an entirely separate issue from arranged marriage.  Forced marriage is a human rights abuse and falls within the Crown. Prosecution Service definition of domestic violence.  Young people at risk of a forced marriage are usually experiencing physical and/or emotional abuse at home.

h) Mental Health Issues

i) Self-harming and suicidal behaviour

ii) Self-harm, suicide threats and gestures by a young person or vulnerable adult must always be taken seriously and may be indicative of a serious mental or emotional disturbance.  The possibility that selfharm, including a serious eating disorder has been caused or triggered by any form or abuse or chronic neglect should not be overlooked.

i) Abuse by peer group: bullying, racism and abuse

i) Bullying is a common form of deliberately hurtful behaviour, usually repeated over a period of time, when it is difficult for the victims to defend themselves.

ii) It can take many forms, but the three main types are physical (e.g. hitting); verbal (e.g. threats); and emotional (e.g. isolating the individual).

iii) It may involve physical, sexual or emotional abuse including homophobic, sexual, racial or religious harassment, or behaviour which is offensive to those with learning or physical disabilities.

iv) Severe harm may be caused to young people and vulnerable adults by the abusive and bullying behaviour of their peers.  The damage inflicted by bullying is often underestimated and can cause considerable distress.  In extreme cases it can cause significant harm, including self-harm.

ASSESSMENT/INTERNAL VERIFICATION POLICY

Derma Medical sets out standards to make sure all candidates are examined fairly in a standardised manner. To achieve this a verification procedure exists before, during and after assessments (written or practical) are undertaken. Verification aims to observe the performance of examiners to ensure equal weighting and moderation is provided so that all candidates are subject to consistency of examinations. Whilst all assessments are carried out through standardised and objective tick-box criteria, there are sections set-out for further comments. The purpose of this is to feedback to delegates where they have been unsuccessful or failed to achieve a certain standard. These comments are checked by verifiers and fed back following review to ensure fairness, quality and consistency to all delegates.

To ensure standardisation is accurate between examiners, verifiers assess the following criteria:

1) Time taken for each assessment

2) Accurate completion of assessment forms

3) Comparison of different examiners comments/assessments on the same assessment. Verifiers will be invited to assess the efficacy of assessments at Derma Medical’s Stage 3 assessments. There will be at least one verification session every 4 months to ensure standards are met.

The ultimate aim of Derma Medical’s verification protocol is to ensure the following is achieved:

  • All examinations are fair
  • All examinations and candidate instructions are clear
  • All examinations are set at an appropriate standard
  • All examinations cover key elements across the curriculum as set-out by Health Education England guidance
  • There is no discrimination amongst candidate
  • Examiners/Supervisors are appropriately supported
  • Pass/fail criteria are clear to both examiners and candidates
  • Assessments are reliable, valid and consistent to all candidates

 

Statement of purpose

  • To ensure that assessment methodology is valid, reliable, open and prevents disadvantage by ensuring the process is open, fair and free from bias to the required standard.
  • To ensure that there is accurate and detailed recording of assessment decisions

 

Prior Assessment

We will assess the skill level of candidates and only enter them for assessments / exams when they are ready. When doing this consider:

  • The other qualifications that the candidate has achieved
  • The prior work experience/training undertaken by the candidate

 

Recognition of Prior Learning

Recognition/Accreditation of prior learning or experience (RAPL) is an assessment process which enables recognition of achievement from a range of activities using any valid assessment methodology. Evidence submitted for RAPL must be authentic, current, relevant, sufficient, and in accordance with any requirements and assessment strategy as set out in IQ’s qualification specifications.

 

Reasonable Adjustments

A reasonable adjustment may be unique to that individual.

Whether an adjustment will be considered reasonable will depend on a number of factors which will include, but are not limited to:

  • the needs of the disabled candidate;
  • the effectiveness of the adjustment;
  • the cost of the adjustment; and
  • the likely impact of the adjustment upon the candidate and other candidates.

 

Special Consideration

Candidates will be eligible for special consideration if they have been fully prepared and have covered the whole course but performance in the examination, or in the production of controlled assessment/coursework, is materially affected by adverse circumstances beyond their control. These include:

  • temporary illness or accident/injury at the time of the assessment;
  • bereavement at the time of the assessment (where whole groups are affected, normally only those most closely involved will be eligible);
  • domestic crisis arising at the time of the assessment;
  • serious disturbance during an examination, particularly where recorded material is being used;
  • other accidental events at the time of the assessment such as being given the wrong examination paper, being given a defective examination paper or CD, failure of practical equipment, failure of materials to arrive on time;
  • participation in sporting events or other competitions at an international level at the time of certification, e.g. representing their country at an international level in football or hockey;
  • failure by the centre to implement previously approved access arrangements.
  • When candidates have been fully prepared for the specification but the wrong texts have been chosen, special consideration may be given at the discretion of the awarding body. Centres are advised that it is their responsibility to ensure that the correct texts are taught. Where this has not happened there can be no guarantee that a candidate will
  • receive special consideration. Such instances will be investigated by the awarding body on a case by-case basis.

In all cases, IQ’s special consideration policy/procedure will for any formal request.

Assessors

  • Ensuring that assessment is carried out
  • Ensuring that workplace personnel who contribute to assessment decisions, operate within centre procedures and that necessary information for internal verification activities is complete and available to the internal verifier
  • Taking into account the particular assessment requirements of the candidate
  • Ensuring that each candidate is aware of his/her responsibility with regard to the qualification
  • Judging students’ work against performance criteria
  • Identifying candidates’ achievements
  • Identifying gaps in achievements
  • Giving constructive feedback to the candidate
  • Meeting regularly with other assessors and the Internal Verifier in order to ensure a consistent approach
  • Explaining and confirming assessment decisions with Internal Verifier
  • Maintaining their own records of each candidate’s achievement

 

Internal Verifiers

Centres must carry out internal verification and standardisation of assessments and assessors to ensure that effective learning in accordance with the accreditation requirements has been achieved, and each assessor is correctly interpreting and applying the requirements of the units consistently.

An Internal verifier should:

1. Establish procedures to develop a common interpretation of standards between assessors

2. Plan regular meetings with assessors to discuss assessment decisions and verification issues

3. Sample regular evidence of the assessment decisions made by all assessors across all aspects of assessment to monitor and ensure consistency in the interpretation and application of standards

4. Establish record-keeping systems and documentation used for assessment and internal verification

5. Support assessors by offering guidance and advice on a regular basis

6. Internal Verifiers are not permitted to IV their own assessment.

In addition to the above, the Internal Verifier has following responsibilities:

  • To ensure that the assessors are appropriately qualified and that CPD is maintained
  • To maintain and monitor arrangement for processing assessment information
  • To provide confirmation to awarding bodies that assessment practice is to national standards through the quality system, procedures and records.
  • To sample the records of assessors to monitor consistency of assessment standards
  • To observe (where appropriate) a sample of assessments taking place to monitor consistency of assessment decisions
  • To support the assessors through offering guidance and advice
  • To act according to agreed procedures when disputes and appeals arise
  • To ensure that opportunities are made for each disputes and appeals arise
  • To ensure that opportunities are made for each candidate to achieve the required levels for each unit of the study programme
  • To maintain regular contact with assessors

 

There will be at least 1 nominated internal verifier for each qualification a centre delivers.

All team leaders / internal quality assurers to be suitably qualified and also meet any occupational requirements.

 

Internal moderators/verifiers cannot verify their own assessments.

 

Sampling and Verification Plan

Internal verification should allow centres to evaluate the quality of formative guidance given to learners it is vital that the IQA/IV participates in the process at different stages in their work, not just upon completion. This might include reviewing learner work:

  • Early on in the programme
  • When one or two of the units or requirements are completed.

Interim internal quality assurance enables problems to be identified at an earlier stage and prevent disagreement of assessment judgements at a later stage. It can also highlight individual needs for support or development which in turn may be used to develop the team as a whole. Similarly it provides an opportunity to identify and share good practice within the team.

 

Assessment sample size for internal verifiers

There is no algebraic formula to determine sample size for internal verification but a well-constructed sample should consider so far as possible the following points:

  • Issues identified at previous external verification or centre risk assessments.
  • The full range of units and qualification attainment assessed by each assessor.
  • The full range of grading criteria (e.g. not met, pass, merit, distinction), including review of all borderline results.
  • The full range of methods of assessment and evidence.
  • New Qualifications / Units: When a unit or programme is first introduced, the internal verifier should increase the verified sample by at least 20%.
  • New members of staff: All assessments should be internally verified by an experienced assessor / internal verifier until such time the internal verifier is happy to reduce the sample size. New or inexperienced assessors should be shadowed or signed off by an experienced assessor for an appropriate period and should have a larger sample of internally verified by a verifier of at least 50%.

All verification protocols are documented and retained by Derma Medical for the benefit of both candidates and examiners. The records will form part of Derma Medical’s audit and annual review to meet regulatory guidelines set by HEE and Ofqual. Examiners will be informed of both positive and negative feedback, with recommendations for change should errors/concerns arise. Any additional training will be provided by Derma Medical should this be needed to ensure set standards are met.

COMPLAINTS POLICY

Derma Medical aims to ensure all assessments and examinations are conducted fairly using content in-line with HEE recommendations and standardised objective assessments similar to postgraduate specialty training. Derma Medical is committed to ensuring that assessments are undertaken by adequately trained staff with the relevant expertise and experience in their respective field. Derma Medical has protocols of verification to ensure valid, reliable and consistent procedures apply when carrying out assessments to ensure fairness, consistency and no discrimination between candidates. Should candidates feel these procedures have not been met, they can utilise Derma Medical’s appeals protocol.
Any appeal submitted to Derma Medical is subject to review by Derma Medical’s Academic Faculty and Assessment Verifiers.

All complaints can be handled in two forms:

1) Informally
This route would be directly via the assessor/examiner either in person or via e-mail to the Managing Director.

2) Formally
Formal complaints/appeals must be submitted in writing via the complaints procedure to the Managing Director within 4 weeks of the event. Derma Medical assures to acknowledge receipt of a candidate’s appeal within 60 working days before conducting a review of the event. The review will involve contribution reports from both the Examiner and Verifier before being submitted to the Educational Director. Appealing candidates will be notified of the outcome within 30 days of the appeal and if satisfied, no further action will be taken. If the candidate remains dissatisfied, the appeal will be escalated to Derma Medical’s Academic Faculty for discussion and a joint decision. The appealing candidate will be informed of the outcome within 30 days of this meeting.

Following review by the Academic Faculty, there are two possible conclusions of the candidate’s appeal:

1) Successful Appeal
Candidates will receive a written apology from Derma Medical and, subject to the nature of the appeal, may be given the chance resit different stages of the assessment at no extra cost.

2) Unsuccessful Appeal
Candidates will receive documented reasoning for how this outcome was achieved. Any future assessments must be paid for. Records of all appeals, their investigations and findings will be retained for future use, should this require review.
Candidates who have been unsuccessful during any stages of their assessment will be allowed to re-sit. Once results have been accumulated and marked, Derma Medical will inform candidates of their performance and options for re-sit. Re-sitting candidates will have to pay a re-sit fee for the respective stage of their assessment. A total of 4 re-sit attempts are allowed for each stage of assessment.

Candidates who experience mitigating circumstances such as ill-health, bereavement or similar issues that may affect their examination performance should inform the training coordinator before their exam in order to make necessary adjustments. Examination fees may be adjusted for this purpose. Candidates informing the training coordinator after their exam dates may not be considered.

If you remain unsatisfied with your complaint, you have a right to escalate your complaint to our awarding organisation in line with IQ’s Complaints Policy and Procedure:   industryqualifications.org.uk/centre-portal/general-guidance/company-policies/iq-enquiries-and-complaints-procedure

DATA PROTECTION & RETENTION POLICY

 

  • We are registered with the Information Commissioner’s Office (ICO) and abide by Data Protection Legislation.
  • We will put in place technical, organisational and security measures are in place to prevent unauthorised access to or loss and / or destruction of information, and report any breaches to the relevant party (including IQ).
  • Before we process your data, we will obtain written consent from you that it will be processed in accordance with our data protection notice.
  • You can request copies of your personal data by asking for a Subject Access Request. We charge £10, in accordance with statutory guidelines.

 

Record Retention

  • We will retain sufficient assessment and verification records to allow for review of assessment over time.
  • The following documents are retained for a period of at least 3 years:
  • Learner application records (prior learning)
  • Record of achievement / tracking documents
  • Assessment plans, action plans, and feedback reports
  • Audio / video recordings of assessments
  • Investigation and interview records
  • Internal quality verification sampling plans, records and feedback reports
  • Staff recruitment, DBS and competency records (NB: Time requirements may vary depending on the regulator’s requirements, any variation will be noted in specific qualification specifications and those take precedence)

 

Retention of assessment evidence

  • Your assessments will not usually be returned to you until we complete verification; unless we make a copy.
  • We will retain a digital copy of your portfolio of assessment evidence for a period of at least 3 years, unless it is not practicable to do so.
  • We may have to ask you to provide your portfolio back to us for review within 3 years.

 

Data Protection Notice

We, Derma Medical, are required to comply with the provisions of the Data Protection Act 1998 (the ‘Act’) in relation to how we handle any personal data which we obtain from you. Any personal information gathered will only be used in the context of your studies with us. We may also collect sensitive personal data relating to you but only with your explicit consent in advance.

We may process all the information we obtain from you to enable us to fulfil our contractual obligations to you.

We may also request further information from third parties or shall disclose your details to other selected third parties, such as IQ, their regulators or industry bodies. In disclosing your personal details to us, you agree that we may process and in particular may disclose your personal data:

  • As required by law to any third parties
  • To IQ, who will process your personal data in accordance with their Data Protection Policy (available at: http://www.industryqualifications.org.uk/website-privacy-policy#section-0)

ENVIRONMENTAL POLICY

We are committed to minimizing the environmental impact of our operations through the adoption of sustainable practices and continual improvement in environmental performance. We aim to develop a sustainable business that is financially viable, environmentally sustainable and socially equitable.

In order to achieve this, we will:

1. Ensure we comply with legislation, regulations and codes of practice on environmental matters relevant to our operations

2. Be conscious of the environment beyond our immediate operations and take steps to prevent pollution and minimise environmental harm and nuisance through:

a. Minimising our business travel and focusing on greener travel where possible

b. Reducing the consumption of resources such as paper and plastic

c. Minimising the volume of waste generated and maximise reuse, recycling and energy recovery from waste

3. Monitor and continually improve our environmental performance through :

a. Reassessing changing technology, business requirements and best environmental practices

4. Develop sustainable supply chains by using wherever appropriate suppliers that have environmental standards compatible with our own.

MALPRACTICE & MALADMINISTRATION POLICY

Derma Medical takes has strict protocols for any acts that violate, threaten or disturb events during any of the 3 stages of assessment. Any breach of practice is taken seriously and will be thoroughly investigated and/or penalised.

Staged assessments are subject to inspection by external verifiers and quality assurers who aim to ensure candidate assessments remain fair, standardised and robust throughout. Suspected breach of practice, misconduct or accusations will be raised as a ‘Malpractice incident report’ and reviewed by third parties and appropriate action taken.

Statement of purpose

The policy aims to protect the integrity of qualifications and centres by taking steps to identify and minimise the risk of malpractice by staff or learners, respond to any incident of alleged malpractice promptly, objectively and fairly.

This policy also provides centres with an outline of actions that should be taken in the event that any malpractice and maladministration is identified by a centre, and also actions that IQ will take to address those concerns.

According to JCQ guidelines for “Suspected Malpractice in Examinations and Assessments”;

“Malpractice which includes maladministration and non-compliance, means any act, default or practice which is a breach of regulations or which:

Compromises, attempts to compromise, or may compromise the process of assessment, the integrity of any qualification or the validity of a result or certificate and / or  Damages the authority, reputation or credibility of any awarding body or centre or any officer, employee or agent of any awarding body or centre.”

Any allegation or instance of malpractice must be reported to IQ immediately and failure to do so is itself malpractice.

Each case of suspected malpractice and maladministration will be considered on an individual basis, however, until the matter has been investigated, qualifications will not usually be processed to prevent potential further adverse effect.

Policy Owner

Head of Centre

Scope

This policy covers actual or suspected malpractice or maladministration perpetrated by learners, centres, or IQ members of staff.

Prevention of Malpractice

Centres should seek to avoid potential malpractice by:

  • Explaining roles and responsibilities of learners in the learning and assessment process; and unacceptable practice
  • Informing learners of the potential penalties for attempted and actual incidents of malpractice
  • Showing learners the appropriate formats to acknowledge sources and record cited texts / other materials and information sources
  • Asking learners to declare that their work is their own

 

Examples of malpractice / maladministration

At learner / candidate level:

  • Copying of assessments from course mates.
  • Presenting another learners work as their own or plagiarism from external sources.
  • Taking unauthorised materials into an examination room.
  • Impersonating other candidates, or allowing themselves to be impersonated during an assessment, or colluding in the act of impersonation.
  • Obtaining, receiving, exchanging, or passing on information related to an assessment or examination taking place by; talking, written paper or notes or any information passed on by electronic means.
  • Unauthorised access to any IQ assessment or examination paper.
  • Failure to follow the instructions of the invigilator.
  • Claiming false accreditation of prior learning.

At centre staff level:

• Allowing candidates access to previous assessments or examination papers without approval.

• Photocopying assessments or examination papers without approval.

• Changing the date of an assessment/examination without approval.

• Obtaining unauthorised access to assessment material prior to an assessment or examination.

• Assisting or prompting students with answers.

• Failing to keep completed assessments or examination scripts secure.

• Failing to send completed assessments or examination scripts to IQ on the prescribed day.

• Failing to supply an appropriate invigilator i.e. with no knowledge of the subject being assessed / examined.

• Failing to complete internal assessment, failing to record results in the prescribed way, failing to return completed work in accordance with awarding body regulations.

• Failing to conduct internal assessment using agreed assessment criteria.

• Failing to adhere to security regulations.

• Failing to comply with minimum Guided Learning Hours.

• Failing to comply with assessment or examination regulations, procedures or guidance documents.

• Allowing learners to access unauthorised materials during an assessment.

At awarding organisation level:

  • Providing coaching or training to training providers and / or candidates using material from confidential external assessments
  • Allowing certification on the basis of incomplete or incorrect assessment records
  • Assisting or prompting students with answers.
  • Failing to comply with awarding organisation regulations and procedures.
  • Failing to keep assessments and examination paper contents secure.
  • Failing to keep logins and database contents secure e.g. Data Protection Act.
  • Failing to send results and paperwork in accordance with policies and procedures.
  • Failing to keep assessment records, scripts and other materials secure.
  • Failing to send papers and other assessments to assessors in accordance with policies and procedures.
  • Failure of assessors, examiners and verifiers to retain, provide and return documents in accordance with policies and procedures.
  • Failing to attend to operational requirements in accordance with policies and procedures.
  • Showing a consistent lack of punctuality.
  • Inappropriate correspondence with centres and prospective centres.

 

Suspected Malpractice at Centre or Learner level

If the centre has reason to believe that malpractice or maladministration has occurred:

• The centre should report the occurrence to the IQ’s Quality Assurance team as soon as practicable. Where applicable, centre staff may notify IQ through IQ’s Whistle Blower Policy (IGG/0.1/013).

• The accused should be made fully aware of any breach of IQ regulations in writing as soon as possible, with the possible consequences of their alleged actions.

• The Head of Centre should submit a full written report of the case with supporting evidence to IQ. • The person accused of malpractice must be given the opportunity to respond to the accusation in writing.

• In serious cases, a director will have the power to suspend a member of staff, with full pay, pending investigation of the allegations. Suspension in these circumstances does not constitute disciplinary action.

• Learners should be made aware of the enquiries and appeals process if malpractice is established by the learner.

• If an interview with the accused is required, it must be conducted in the presence of the Head of Centre or other appropriate senior staff member. The Centre should ensure that two people are present that an accurate record of the meeting is made and forwarded to IQ as part of the supporting evidence. The accused must be given the opportunity to be accompanied by a person of their choice and should sign the record to indicate its accuracy.

• Any further action will be in the form of a detailed investigation and report from the centre, implemented by the Head of Centre. The report should contain:

  • Statement of circumstances and facts surrounding the investigation.
  • Written statements from all staff concerned.
  • A written statement from the learner(s) concerned.
  • Any extenuating circumstances e.g. medical reports.
  • Details of centre’s procedure for informing learners of IQ’s regulations.
  • Any unauthorised materials found during assessment / examination.
  • Learner’s work or assessment materials relevant to the investigation.
  • Relevant registers or other records of attendance (copies).
  • Relevant schemes of work (copies).  A written record of any interviews that have taken place.

In dealing with cases of malpractice, centres should be cognizant of any potential conflicts of interest that may be accrued. IQ’s Quality Assurance team reserve the right to observe or conduct any of the above actions, or to conduct its own investigation in to the matter where it feels that it is necessary.

Notification to relevant organisations

In line with conditions of recognition, IQ will inform:

  • The relevant regulatory authorities where any event has occurred or is likely to occur that could have an Adverse Effect
  • The centre, where malpractice, maladministration or any other occurrence may affect a centre undertaking any part of the delivery of a qualification which IQ makes available
  • Another awarding organisation, where malpractice, maladministration or any other occurrence may affect that awarding organisation.

Where criminality is suspected, IQ will also report the matter to the police or other relevant statutory agency.

Application of sanctions

All factors will be considered in determining whether any sanction should be levied. The least severe sanction or penalty will be considered first. Sanctions may be decided by IQ.

Learner Sanctions

Learner sanctions could include, but are not limited to:

• The learner is issued with a warning.

• The learner may lose all marks related to that particular assessment.

• The learner may lose all marks related to that particular unit.

• The learner may be disqualified from the whole qualification.

• The learner may be periodically barred from registering on qualifications / training.

• The learner may be banned from registering on qualifications / training.

• In the case of significant malpractice the incident may be reported to other awarding bodies, the regulators and/or the police.

Staff Sanctions

Please refer to the Disciplinary Policy. In general; staff sanctions could include, but are not limited to:

  • The member of staff being issued with a written warning.
  • The member of staff being issued a final written warning.
  • The member of staff must be supervised by another member of staff for a set time period.
  • The member of staff is required to undertake further training prior to conducting further responsibilities.
  • The member of staff is suspended for a period of time.
  • The member of staff may be banned from being involved in the delivery of IQ qualifications.
  • The member of staff being demoted.
  • The member of staff being dismissed.

 

Centre Sanctions

Centre sanctions could include, but are not limited to:

• The centre is issued a written warning,

• The centre may be required to produce an action plan or to address specific action points,

• The centre is required to take specific steps to rectify any issues arising from the occurrence,

• The centre may have direct claims status removed for some or all approved qualifications,

• The centre may have its approval status removed for some qualifications, or some centre staff,

• The centre may be required to operate under specific conditions, i.e. requiring all examinations to be invigilated by an external party nominated by IQ.  The centre’s approval status is suspended and is not allowed to register or certificate any further learners temporarily.

• The centre may have its centre approval status removed.

Suspected Malpractice by an IQ Employee

The centre should report this to IQ immediately, in line with IQ Whistle Blower’s Policy if necessary. The enquiry will be dealt with the Investigation Policy and Procedure, IQ’s Disciplinary Procedure or other applicable policy / procedure as necessary.

Outcome of IQ Employee Investigations

IQ will not normally disclose the outcome of internal investigations relating to IQ members of staff. However, where decisions are made arising out of those investigations that impacts the centre’s status or learner achievements, IQ will advise the centre on those impacts and decisions accordingly.

Decisions

The outcomes of any alleged malpractice investigations is to be communicated as soon as possible after the decision has been made, unless it is not practical to do so. If the decision is referred to IQ, IQ will make the decision known to the nominated party at the centre.

It is the responsibility of the centre to communicate those decisions to staff, learners and any other individuals affected by the decision. Where the centre has ceased working with IQ, decisions may be communicated directly to learners.