Employer applications can be submitted by anyone, however we would advise that the main point of contact for dealing with queries should submit the application to facilitate a speedy response.
Once submitted, the applicant can share the application to allow colleagues to view the responses. In order to access the application, all users must create their own account.
The online process will go live for new employer licence applications and amendments to existing employer licences in February 2022. To renew an existing employer licence, please use the amendment application form.
Notifications to employer licences or certificates should continue to be submitted to the ARSAC Support Unit via email (ARSAC@phe.gov.uk).
Create a JIRA account
Go to https://jira.collab.test-and-trace.nhs.uk/servicedesk/customer/portal/212/user/signup to create an account and enter your email address.
You will receive an email with a link to set up your password within 1 hour.
If you do not receive an email promptly, then please check your junk mail folder and contact your IT department to ensure emails from arsac@digitaltools.ukhsa.gov.uk are permitted. You can generate a new email to set up your password here https://jira.collab.test-and-trace.nhs.uk/servicedesk/customer/user/forgotpassword
Create an application
You will need the following details before you start:
- completed signed application form from the ARSAC Website
- email addresses of all MPE's and practitioners
- supporting documents, for example, IR(ME)R governance statement
Go to https://jira.collab.test-and-trace.nhs.uk/servicedesk/customer/portal/212 and login to your JIRA account
Follow the relevant link to submit a new employer licence or to amend or renew an employer licence.
Online form
Enter all your application information following the inline guidance.
Once you are happy with the application and you have included all the required attachments click Create.
You will not be able to submit your application until you have answered all of the questions.
If you make a mistake, please just let us know by adding a comment to your application, we will update your application for you.
Share your application
Use the Share button to add colleagues to your application. You will need to enter their email address in the box.
They will then also receive notifications about your application, see the application online in their portal and be able to respond to us about it.
Do not forward email notifications to others as they will not be able to respond to us unless they have been added to the application.
Ask a question or provide us with further information
We will add a comment on the ticket if further information is required. You will receive a notification by email of any requests.
You can add a comment on the request at any time to contact the Support Unit about your application. You can also attach documents such as updated application forms or other supporting information as requested.
You can reply to the email notification you receive to respond to us. If you are the original recipient of the notification then your response will be automatically added to the application.
If you want to share notifications with colleagues, please add them to the application rather than forwarding the notification.
You do not need to copy in the ARSAC email address or email the ARSAC Support Unit directly outside of the system.
You will receive automated reminders until your response has been received and your application has moved onto the next stage.
Monitoring your applications
You can view the applications that you have submitted under Requests in the top left corner of the screen.
You can also view all of your open applications here: https://jira.collab.test-and-trace.nhs.uk/servicedesk/customer/user/requests?status=open
You can tailor your view to see your Open or Closed applications, or search through all applications which you have been involved in.
Status will indicate where the application is in the review process. Possible statuses include:
- Application Received- Application has been logged on the system and we will get to it shortly
- Being Reviewed by Committee - Application is out with the committee for review
- Processing by Support Unit - The application is being checked and reviewed by the Support Unit Administrators and/or the Scientific Advisors
- Awaiting your response - We have asked you a question and are awaiting your response
- Awaiting Payment- Application has been processed by ARSAC but payment is outstanding.
- Awaiting Scottish Approval - Application has been processed by ARSAC and is awaiting final authorisation from Scottish Government officials.
- Application Approved - This application is complete and has been approved.
- Application Rejected - This application is complete and has been rejected.
- Withdrawn- Application has been cancelled by you or us
You will receive an email notification when the status of your application changes. Your application may go into a stage multiple times.
There are no set times for how long an application may be in each stage, this can depend on how complex the application is and how many applications we are currently processing.
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