ACC
Council Meeting Minutes
Canterbury
Hall, Cartwright Gardens, London
Tuesday 16 March 2004
Tony Parkin Chairman
Katie Waters Secretary
John Wolstenholme Treasurer
Lyndsey Connell, Mike Creasy, Val Davison, Amanda Dixon-McIver, Rod Howell, Peter Howard, Hazel Harvey-Smith, Ros Hastings (RJH), Gordon Lowther, Kim Smith, Nick Telford
1. Apologies for absence.
Apologies for absence were received from Malcolm Ferguson-Smith, Lorraine Gaunt, Rob Morgan, Selwyn Roberts and Chris Wragg.
2. Minutes of the meeting held on Tuesday 2 December 2003.
6.2
Date for Edinburgh meeting is 2009.
16 Date of next meeting 16 March.
3. Safety Advisor’s Report.
There was no report.
4. NEQAS
4.1 Performance criteria:- Constitutional criteria have been agreed by NQAAP. The
Haematological criteria are currently in draft and will be reviewed after the current AML and ALL rounds.
4.2 Website:- The online EQA and website have been reviewed by the NEQAS Steering Group. The initial pilot was successful. The web site has information about the Scheme and access to on-line EQA. More information about the on-line EQA and its additional educational benefits will be discussed on Monday 19 April at the ACC Spring meeting. Immediate access to the web site will be arranged at the Spring meeting for interested parties. Individual lab names and passwords will then be issued to all laboratories in due course. The Participants Manual has been updated and will be put on the website. The website will have one practise case and then two FISH pilots (1 case each for Constitutional and Haematological) in the near future. All laboratories will have access to the pilots, whether enrolled for both schemes or not, to gain experience in using the website.
4.3 EQA rounds:
The Postnatal reports have been distributed and two poor performers were identified and have received additional rounds of slides.
AML:- Reports are being finalised by the Steering Group Executive and should be
ready shortly.
Prenatal:- Returns should have been received last week. Several laboratories’ slides have not been received back yet.
ALL:- Due back within the next fortnight.
Haematological EQA will be reviewed after the two current haematological rounds are complete.
4.4 Scheduled Pilots:-
Prenatal QF-PCR EQA– will be jointly organised with Molecular Genetics NEQAS during June/July 2004. Information has been circulated to laboratories, and will be available at the forthcoming best practise meeting on QF-PCR.
FISH – will include both Constitutional and Haematological. Haematological FISH will involve interphase FISH.
4.5 April 2004 - March 2005 – Diary to be sent out to participating laboratories soon.
April 2004:- CML (2 cases); Validated blood slides; Solid Tissues.
September 2004:- Prenatal; AML; ALL.
Revalidation (enrolment) will occur in June. Despite additional EQA rounds covering more of the diagnostic service, prices for next year will be either static or lower for all but one UK laboratory.
5
Education
and Training.
5.1.1 Leaflets are being updated for University Careers Departments and any enquirers. Council agreed to Careers as a link site from the ACC website.
Action: Mike Creasy.
5.1.2 First A Grade training course (Postnatal) – feedback received from 8/20 trainers. ETC has already acted on comments from trainees. Next training course to be held in Newcastle. Heather Ward will be the Prenatal facilitator and Gavin Cuthbert the Oncology facilitator. A disc with training course presentations will be given to trainees and sent to training laboratories.
5.1.3 Molecular Genetics Study Day for A grade trainees to be organised in June 2004 by Jonathan Waters.
5.1.4 the ACC ETC website will be updated.
Action:
Kim Smith will send information to Mike Creasy.
5.1.5 Assessments - Internal Assessors have completed formal training and observation and are now undertaking assessments observed by external assessors. Final assessment schedule - An email sent on 8 October 2003 to Heads of Department (HoD) and the website gives information on final assessments dates.
5.1.6 Clinical Scientist posts in the NHS. HoDs have supplied data on staffing and vacancies. This information will be forwarded to the DoH Workforce Review Team who will use the data for workforce modelling to predict training needs and number of posts to be commissioned. The vacancy burden is approximately 5 – 6% workforce. It was also noted that 9% of the workforce is trainees. It was noted that one lab’s data submission is incorrect. This will be corrected and then data will be sent to HoDs.
Action:
Kim Smith
5.2.1 A workforce meeting with the Department of Health (DoH) is scheduled for 18 March 2004, Kim Smith, Val Davison and Tony Parkin to attend.
5.2.2 90 trainee posts originally offered in White Paper posts will now be funded for 4 years, 2004/05 up to 20 posts in Clinical Cytogenetics; up to 8 trainees for Molecular Genetics; and up to 2–3 trainees for Biochemical Genetics.
For 2004/05 starters, host laboratories have been identified for 16 of the training posts in Clinical Cytogenetics.
5.2.3 DoH has offered 3 regional trainer posts for Clinical Cytogenetics. Job descriptions for these posts were discussed. The regional trainers will broadly cover the North, Middle and South of England. Travel expenses still need to be agreed, e.g. to visit trainees.
John Wolstenholme asked if DoH assessors will still assess trainees progressing from A to B grade, half way through their contract. Lorraine Gaunt, as Chair of Genetics DoH Assessors will be asked for guidance. It was also acknowledged that A and B grades will not exist after Agenda for Change has been implemented, and noted that future pre-registration training is likely to include an MSc. component.
Action:
Katie Waters to write to Lorraine Gaunt.
5.2.3 A national strategic trainer post is being proposed. This post could operate jointly with Molecular Genetics.
ETC has drafted job descriptions for a joint appointment, and also one for a dedicated Clinical Cytogenetics appointment. The national trainer would be appointed at C Grade with MRCPath, and would be expected to liase with DoH and Academic Institutes to establish MSc/ Vocational degrees. Alternatively, a suitably qualified and experienced academic could be appointed (without MRCPath). The person specification was amended to include MRCPath and State Registration for C grade appointment, or equivalent. It was agreed that the post could be C grade or C grade with discretionary points. It was recognised that line management accountability of trainers required further discussion with DoH.
Action : Val Davison, Kim Smith and Tony Parkin to discuss with DoH.
Katie Waters asked how the advert would be placed so trainers are regionally placed. Kim Smith replied that the remit was to cover and work across England but the trainer’s base may be the applicant’s current employing laboratory. Council agreed to include technical training in the trainer remit and to argue for additional trainer posts. Selwyn Roberts may be able to ask the Welsh Office to follow any decisions made on training for England. Likewise, Gordon Lowther may be able to do the same in Scotland.
5.2.4 John Wolstenholme discussed whether the ETC budget should be run as a separate account given the increasing expenditure on A Grade training. No decision was taken to change current arrangements.
5.2.5 The DoH Professions in Healthcare Science leaflet on Clinical Cytogenetics has been updated by Tony Parkin.
5.3.1 Most respondents were in favour of option 2 put forward in the consultation document. Council took the decision to allow graduate technical staff as ordinary members, and non-graduates as associate members. All ACC ordinary members have equal rights and can stand for election to Council and its Offices. If sufficient technical staff join the ACC, the Association will have a mandate to represent the whole workforce in Clinical Cytogenetics including supporting future technical State Registration. It was agreed that BSHG and HoD would informed of the decision by letter and JLC would disseminate information to junior members. It was also agreed to prepare an information sheet for technical staff who might be considering joining the ACC
Action: Katie Waters, Tony Parkin, Lyndsey
Connell and Rob Morgan There may be a need for rule changes if Council
representation needs restructuring. As
an interim arrangement, to provide technical representation until such staff are
elected to Council, expressions of interest will be sought from technical
members to be co-opted onto Council.
5.3.2 It was agreed that the ACC temporarily seek administrative assistance to help with the ACC membership database, etc with the cost invoiced to John Wolstenholme
Action:
Tony Parkin to
approach BHSG for administrative support via Ruth Cole
5.3.3 Mike Creasy commented that the ACC may need to re-register with the Data Protection Act (DPA) if ACC intends to extend the information kept on the membership database or if an indicative register for technical staff is started. Rod Howell to check situation with BSHG office.
Action:
Rod Howell
5.3.4
John Wolstenholme commented whether the ACC should change from a Friendly
Society to a Charity/Limited Company.
This would make changes to the rules simpler.
Council agreed that the current arrangements should continue.
5.3.5 Differential membership fees were discussed, eg. one rate for staff at AfC 7 or higher, and a lower rate for staff at AfC 6 or lower. Tony Parkin agreed to raise at BSHG Council.
Action:
Tony Parkin
5.3.6 Rod Howell in his role as ACC Archivist to retain a record of names of individuals who have passed DipACC exam. Council will formally thank Sheila Cross for her administrative help with this exam over many years.
Action:
Tony Parkin
5.3.7 Tony Parkin has signed 11 PCCC certificates during the past three months.
5.4
Professional Standards Committee.
There was no report.
6. Chairs
Report.
6.1
Agenda for Change Group. This
Group with support from the Federation of Clinical Scientists has submitted Job
Assessment Questionnaires (JAQs) for three Clinical Scientist jobs to the
National Profiling Group:- Head of large Department; Head of large Section and
Clinical Scientist. The Group
is also working on the profiling of technical grade jobs with support from
Amicus. Birmingham, Newcastle and Liverpool have offered to
help with providing technical job profiles. JAQs will be discussed at the Heads
of Departments Meeting 11 May at the Royal College of Pathologists.
6.2
Council members have been to two meetings on the proposed career pathway
for Healthcare Scientists. Tony
Parkin, Val Davison and John Wolstenholme attended a workshop on 9-10 December
2003, which introduced the nine-stage career pathway, and discussed options for
State Registration of all Healthcare Scientists.
Tony Parkin, Val Davison and Stuart Imrie attended a workshop on 11-12
March 2004 to discuss how the career pathway stages link into National
Occupational Standards (NOS). The
meetings were summarised, and the key outcomes will be discussed at the Heads of
Departments Meeting in May.
6.3
Council noted the DoH consultation document on Statutory State
Registration of Healthcare Support Staff, but decided not to formally respond.
6.4 Tony Parkin attended the Federation Health Care Scientists (FHCS) meeting on 16 January 2004. Janet Smith (Biochemist) will represent the Clinical Scientists (Life Science Disciplines) on the Federation Executive. The Federation has noted its concerns about implementing so many simultaneous major initiatives e.g. Career Pathway/National Occupational Standards/Agenda for Change. The Federation has a website at www.fedhcs.net, and is being hosted at the Institute of Biomedical Scientists (IBMS), with £30,000 of DoH funding to establish activities.
6.5 Tony Parkin attended an Association of Clinical Scientists (ACS) meeting on 20 January 2004. The grandfather arrangements for HPC registration will end in July 2005. Closure of employment for Clinical Scientists will occur on the same date. The ACS is drafting a quality assurance document on the standard required for Clinical Scientist registration, at masters level. ACS fees have increased by 30% to cover registration and assessment expenses. HPC is scoping continual professional development (CPD) schemes for maintenance of registration. Peter Sharp is replacing Ian Barnes as ACS Chair.
6.6 Tony Parkin and Katie Waters attended the BSHG meeting on 21 January 2004. Tony Parkin will replace Lorraine Gaunt on the Joint Committee for Medical Genetics (JCMG). The “Consent and Confidentiality” document is to be published by the Royal College of Physicians, on behalf of JCMG. In future, there will be two representatives per discipline (so as an interim arrangement, two from the three current ACC representatives will attend each meeting, and one representative will lapse). Peter Harper is creating an archive of eminent Geneticists’ records – the BSHG has donated £500. The JLC agreed to forward the ACC list of ten eminent Cytogeneticists to Peter Harper.
Action:
JLC
6.7 Tony Parkin attended an information technology data standards meeting in Genetics on 19 December 2003, hosted by the Manchester Genetics Reference Laboratory. This project will examine data standards in Genetics, and scope tracking systems for samples, results and billing across the UK.
7.
Genetics Commissioning Advisory Group (GenCAG)
The report was circulated to Council members by Val Davison.
This was Val’s last meeting, and the BHSG will write to ACC for a
nomination for a new GenCAG member who is familiar with Commissioning.
8 UK Cancer Cytogenetics Group
Nick Telford reported on the UKCCG meeting held on 12 November 2003. Christine Harrison provided an update on the ALL database. The ISCN Committee is to meet at the end of the year to address FISH issues. The UKCCG will contact UK laboratories beforehand for contributions.
9
RC Path report.
There was no report.
10.
JLC Report.
A registration workshop was held on 12 December 2003, run by Hazel Harvey-Smith, and a report will be published in the BHSG newsletter. Hazel Harvey-Smith will run a JLC session at the ACC Spring meeting in York. The JLC will send a questionnaire to all laboratories to find out the number of persons that it is representing. The JLC is also compiling a list of terms for junior members to explain the abbreviations used in Council minutes and other documents. Hazel Harvey-Smith will represent the ACC at the DOH Healthcare Scientist Recruitment and Retention Roadshow on 30 March 2004.
Action: JLC to provide Katie Waters with an acronyms list to attach to minutes.
11.
Treasurers report.
The Auditors approved the ACC accounts in December 2003. Increased expenditure is expected with forthcoming ETC courses. The ACC is financially sound.
12. Correspondence.
12.1 Tony Parkin has received an email from Barbara Gibbons, indicating that she is pursuing contact with the Home Office about recognition of Clinical Cytogenetics as a Shortage Occupation.
12.2 A Royal College of Pathologists consultation document on structures to support Clinical Scientist Post Registration Training was received and circulated to Council members. Tony Parkin sent a collective response. Graham Beastall has thanked the ACC for its comments.
12.3 Matthew Day has contacted Tony Parkin. He represents an on-line publishing company, that is interesting in publishing and maintaining a database for genetic syndromes. Council decided that this was occurring via European Cytogenetics Association (ECA) databases, and that other no action was necessary.
13. Matters
Arising.
13.1 Tony Parkin will exchange letters with Katie Waters to confirm Ros Hastings’ involvement (as UKNEQAS Scheme Organiser for Clinical Cytogenetics) with the ACC Professional Standards Committee
13.2 There will be a Heads of UK Cytogenetics Services Meeting on 11 May at the Royal College of Pathologists, London. Heads, or a Deputy at B17+, will be invited to attend. Preliminary agenda:
· Agenda for Change / proposed Career Pathway.
· Education and Training – Regional and National trainers
Action:
Tony Parkin/Val
Davison to ask Sue Hill, Chief Scientific Officer, if she is able to give a talk
‘an overview of changes affecting Healthcare Scientists’.
13.3 The consultation document on technical membership will now be removed from the ACC website.
Action:
Mike Creasy
14. Applications
for membership.
BSHG approved eight applications for membership on 21 January 2004. Kim Smith agreed to encourage A grades at ACC training courses to join the ACC, likewise the JLC will encourage membership. Rod Howell suggested an information pack for A Grades: “What the ACC can do for you”. Hazel Harvey-Smith agreed to produce a first draft.
Actions:
Kim Smith, and Hazel
Harvey-Smith.
15. Any
Other Business
15.1 Kim Smith stated that the Chromosome Abnormality Database was planning a website, so that enquiries can come in via email. Claire Scott has put together a draft of this site and is discussing this with David Bishop (who produced the Cytogenetics NEQAS website). The CAD is looking for continuing funding from the Birth Defects Foundation.
15.2 International CVS database. John Wolstenholme reported that the USA National Institute of Health (NIH) bid was unsuccessful, but have been invited to resubmit. European data could be included in with UK data, provided appropriate permission can be obtained.
15.3 John Crolla had circulated feedback from a meeting on the Human Tissue Bill held in Cambridge. This Bill is currently being debated, although the ACC has no mechanism to input other than via Members of Parliament or the Lords.
15.4 Peter Howard and John Wolstenholme represented the ACC at a workshop on Healthcare Scientists Leadership.
15.5 John Wolstenholme (Board Member) reported that the ECA would welcome a UK venue for it biannual meeting in either 2007 or 2009. The venue must have a lecture theatre to seat up to 800, with a second theatre to seat up to 400, and further space for parallel sessions, posters, food and refreshments, etc. There must be good transport links from across Europe. ECA would carry the financial risk, and assist with organisation. Edinburgh was suggested, since this City had volunteered to host the ACC Spring meeting in 2009; a joint ACC/ECA meeting could be an alternative. John Wolstenholme will ask Eddy Maher whether this might be possible.
Action: John Wolstenholme
15.6 AGM. Katie Waters has arranged an alternative time slot at the annual BSHG meeting on Tuesday at 2.30pm in one of the small lecture theatres.
Action:
JLC to mention to
delegates at ACC Spring meeting and encourage attendance at AGM.
15.7 Council Nominations for 2004. Katie Waters wishes to stand down as Secretary (after standing for one extra year as previously agreed); one Ordinary Member post is vacant, and Lyndsey Connell to stand down this year.
Action:
Katie Waters to circulate nomination papers.
Mike Creasy will stand down as a Trustee this year – Council needs to propose his successor.
Council also needs to nominate a NQAAP representative to replace Val Davison.
15.8 Mike Creasy will stand down as ACC Webmaster, and a new Webmaster/mistress is required.
Action: Katie
Waters and Mike Creasy to write advert for next BSHG newsletter.
15.9
John Wolstenholme has circulated an updated ACC headed letter template
that includes the new Registered Office address.
16.
Date and Venue if next meeting.
1 June 2004, at Canterbury Hall, Cartwright Gardens, London.
Future 2004 meeting dates are confirmed as:
7 September 2004, to be held in Birmingham
7 December 2004, in London
Action:
Rob Morgan to book and confirm venues.