Nominate someone for a Suitably Qualified Person role

General 

This guide describes how establishments should apply to nominate someone for a Suitably Qualified Person (SQP) role, in exceptional cases only, as described below.

Inspectors in the Animals in Science Regulation Unit (ASRU) will assess the application and make a decision based on the person’s suitability.

The Suitably Qualified Person role 

Normally, the Named Veterinary Surgeon (NVS) is the named person on the establishment licence (PEL) who advises on the health, welfare and treatment of animals at the establishment. They will be a member of the Royal College of Veterinary Surgeons (RCVS) with expertise in laboratory animal medicine for the species being used.

A person other than a vet may be named on the PEL in place of an NVS in the following exceptional cases only:

• there is no vet available - ASRU will normally consult the RCVS to check if there is a suitable member
• they have proven expertise in the health and welfare of the species held and the procedures carried out at the establishment

The SQP will:

• ensure action is taken to protect animals where there is concern for their health or welfare
• carry out the same responsibilities as the NVS, except for the provision of controlled drugs and prescription-only medicines or therapeutic substances

For a full SQP role description, read section 8.7 (and section 8.6 on the NVS role) in the guidance on the operation of the Animals (Scientific Procedures) Act 1986 (ASPA).

Before you apply 

Establishments must ensure the following before nominating someone for an SQP role: 

• there is no vet available with the right expertise
• they have agreed to be nominated
• the establishment licence (PEL) holder (or legally accountable person) supports the nomination
• they meet all the mandatory training requirements, or they have grounds for exemption
• the named training and competency officer (NTCO) has endorsed their training and exemptions:
  • the nominee has discussed their training and exemptions with the NTCO
  • the NTCO has checked their mandatory training certificates
  • the NTCO has checked any certificates and evidence to support exemption requests, and emailed them to ASRU Licensing: asulicensing@homeoffice.gov.uk
• you have added the nominee as a user on the Animals in Science Procedures e-licensing system (ASPeL)
• they have updated their training and exemptions in their training record in ASPeL
• you can describe how they demonstrate the recommended skills and experience
• they have no significant conflict of interest, and their declaration form is held on record at the establishment

Ensuring mandatory training requirements are met

Nominees must have completed all the mandatory training in the last 5 years before starting the role, unless they have grounds for exemption. This means they have equivalent training or professional experience which makes the training unnecessary.

The inspector will consider each case individually. 

If all training is complete 

Nominees should update their ASPeL training record with the: 

• certificate number
• accrediting body or course provider
• award date

You do not need to email the mandatory training certificates to ASRU.

If the nominee is asking for an exemption 

Nominees can ask for an exemption if they have equivalent training or professional experience which makes the training unnecessary. Examples of grounds for exemption are set out under each module in mandatory training modules and exemptions.

Nominees should make exemption requests in their ASPeL training record stating: 

• the grounds for the exemption
• the animal species covered

The NTCO will need to provide additional information to support exemption requests.

Additional information to support exemption requests 

The NTCO should provide evidence to show that the nominee has met the learning outcomes for the modules, with the species they’ll be working with. Examples of relevant evidence could include: 

• digital copies (images or PDFs) of certificates of overseas accredited training
• a list of the species used, and the techniques undertaken, preferably shown in training and competence records
• a summary of in vivo work performed, and the species used, including specific successes and failures
• a certificate of competence or letter of endorsement from previous employers or trainers (preferably vets), to verify all of the following:
  • the nominee’s in vivo experience (including species used)
  • their competence in relation to their work with animals
  • their suitability to continue the work

They should email the relevant certificates and supporting evidence to ASRU Licensing: asrulicensing@homeoffice.gov.uk

Mandatory training modules

This section sets out the mandatory training modules required for an SQP role, along with examples of grounds for exemption.

You should refer to the module learning outcomes in annex A of the guidance for training and continuous professional development under ASPA. Links for each module part are included below.

L and E1

• Legislation (section 1)
• Ethics, animal welfare and the 3Rs (section 2)

They can ask for an exemption if in the last 5 years, they have, for example :

• held a project licence (PPL) or personal licence (PIL)
• been an NVS  or Named Animal Care and Welfare Officer (NACWO)
• met the same learning outcomes through higher level training in animal technology or equivalent training outside the UK

K (theory)

• Humane methods of killing (section 6.1)

They can request an exemption if in the last 5 years, they have, for example:

• held a PPL or PIL
• been an NVS or NACWO

E2

• Ethics, animal welfare and the 3Rs (section 9)

They can ask for an exemption if in the last 5 years, they have, for example:

• held a PPL
• been an NVS or NACWO
• met the same learning outcomes through higher level training in animal technology or equivalent training outside the UK

Recommended training modules

PPL

• Experimental design (section 10)
• Design and management of procedures and projects (section 11)

The SQP should ideally complete the PPL module so they can understand the requirements for PPL holders and provide informed advice to them.

Module Local

• Introduction to the local environment (section 50)

The SQP should be aware of the local structure for management and responsibilities relating to animal use at their establishment, including how key roles and related tasks are carried out.

Skills and experience 

In the application, you will need to describe how the nominee has proven expertise in the health and welfare of the species held and the procedures carried out at the establishment.

Conflict of interest declaration

Any person working under the Animals (Scientific Procedures) Act 1986 (ASPA) should avoid conflicts of interest that may affect their judgement. This is particularly important for the SQP, being responsible for animal welfare.

Before starting their role, all nominees must complete a declaration form and submit it to the PEL holder (or named person responsible for compliance). You can find an example declaration form on GOV.UK.

In the named person application, establishments will be asked to confirm that the declaration form has been completed and a record kept at the establishment.

You do not need to send the declaration form to ASRU Licensing.

Make a conflict of interest declaration.

How to apply 

Establishments must submit the application in ASPeL.

ASRU will contact you with their decision or if they need more information. 

Contact ASRU 

If you have any questions, contact asrulicensing@homeoffice.gov.uk.