Induction process

Governance Public Contributors Induction Process

Post recruitment we offer an induction support period to new ARC Governance public contributors that spans the first 6 months to a year depending on how things are going.

All time frames in this document are just an indication and what actually happens will depend on the numbers of people being inducted, the needs/availability of the new Public Contributors, timings of meetings and general workload/capacity of those managing the process.

0-3 months

Within the first 1/2 months: Introductory email sent and follow up 1:1 meeting post recruitment covering the following information:

• ARCs – Collaborating in applied health research | NIHR
• ARC Thames Valley – About us — NIHR Applied Research Collaboration: Thames Valley
• Themes – Themes — NIHR Applied Research Collaboration: Thames Valley
• PPI Pages – Patient and Public Involvement — NIHR Applied Research Collaboration: Thames Valley
• Our governance (share PPI in governance diagram)
• PPI Champions Group:
  • Meets every other month – usually 6 times per year.
  • Meets virtually with 1 or 2 in person meetings a year (with team building as required) – our ‘Ways of working’ document explores the different ways we work together.
  • We are guided by our: Terms of Reference; ground rules for meetings and conflicts of interest guidance. Along with other documents these outline the expectations and boundaries for Governance roles within the ARC.
  • Set up working groups/task and finish groups to take forward pieces of work e.g. recruitment materials. There is a process for deciding who gets involved with what projects.
  • The group is chaired by a public member, as per our Chairing procedures document.
• Theme PPI Champions – brief introduction to each theme (use web link) and ask if any special interest but no pressure to choose at this point.
• Payment process (share key points from document) key points:
  • You should always be advised when there is/isn’t a payment offered – in principle if we would like you to do something/attend something we will pay you. For ‘something of interest’ we do not pay for time (there are occasions where we may pay for expenses/joining fees)
  • Use NIHR rates – £150/day, £75/half day and £25/hr; occasionally we may offer a lower rate for attendance at some events.
  • Out of pocket expenses covered – travel/parking (within Oxford – onsite parking); carers costs etc – discuss any public travel/accommodation needs and we will book etc
  • Not through payroll
• Invite them to observe a meeting – can contribute if want to but no expectation.
• As a part of this process include a message that it is perfectly normal to feel overwhelmed by all the new and often complex information and that we will revisit it on several occasions.

Within 2/3 weeks of the induction meeting: send a follow up with a recap email covering the information from the meeting:

• Review discussion points and re-provide links to webpages discussed.  Share relevant documents and links for: payment policy; governance diagram; Terms of Reference, ground rules for meetings etc.
• Also include links to relevant opportunity outlets/newsletters:
  • Nuffield Department of Primary Care PPI List – Getting involved as a public contributor — Nuffield Department of Primary Care Health Sciences, University of Oxford
  • BRC PPI Opportunities – PPI | NIHR Biomedical Research Centre: Oxford
  • WT Newsletter – Working Together Partnership – Health Innovation Oxford & Thames Valley
  • People in Research – Home – People in Research
  • Be Part of Research – Be Part Of Research (nihr.ac.uk)

Within first 3 months (where possible): Observation meeting:

• Forward all papers sent to the PPI Champions group
• Reiterate they can contribute if they want to, but no expectation
• For Strategy Board Public Partners there will also be an opportunity to observe a Strategy Board Meeting.
• For Theme Champions there will also be an opportunity to observe a Theme Meeting (the process following on from this will vary depending on whether the person has already been inducted).

Within 2/3 weeks of observation: Email follow up to cover:

• Are they happy to continue, re-provide the theme options, provide details of the next meeting.
• If happy to continue, can we share their email with the PPI Champions group?
• Payment for recruitment and induction (interview, induction and observation) plus any relevant expenses
• What next – review after next meeting/within 3 months
• Share the ARC support and learning processes and operational information links and ask if they would like paper copies.

4-6 months

Usually in month 4/5 (but always after observation meeting and usually after at least one full attendance/involvement at a PPI Champions meeting): 2nd 1:1 meeting:

• The purpose of this is to find out how it is going and re-cap the information already shared.
• Are they interested in taking on a Theme PPI Champion role (if they haven’t already) – if they are ready to start this will trigger peer support/mentor role from existing theme champion.
• Find out if there is anything they would like to get out of being a PPI Champion.
• Have they come across any issues/concerns?
• Follow up with an email if needed – when and what’s needed will depend on what is agreed.

7-8 Months

Usually in month 7/8 (there should have been full attendance/involvement at one or more PPI Champions meetings): 3rd 1:1 meeting:

• The purpose of this is to find out how it is going and re-cap the information already shared.
• Look at level of involvement/engagement – is everyone happy?
• Are they interested in taking on a Theme PPI Champion role (if they haven’t already) – if they are ready to start this will trigger peer support/mentor role from existing theme champion.
• Find out if there is anything they would like to get out of being a PPI Champion.
• Have they come across any issues/concerns?
• Follow up with an email if needed – when and what’s needed will depend on what is agreed.

Assuming all is well we then follow the same pattern of support that we use for all PPI Champions:

• Ongoing support as required – where this does not happen naturally we offer the opportunity for 1:1 support once or twice a year.
• In person 1:1 support is offered and encouraged at least every 2 years

9-12 months

Where things are proving not to be straightforward we can add in an additional Induction 1:1 at 12 months:

• The purpose of this will depend a little on why things are delayed but generally the aim is to find out how it is going.
• Look at level of involvement/engagement – is everyone happy?
• Are they interested in taking on a Theme PPI Champion role (if they haven’t already)?
• Find out if there is anything they would like to get out of being a PPI Champion.
• Have they come across any issues/concerns?
• Follow up with an email if needed.

If things are not going well: (this process applies to all Public Contributors when things aren’t going well)

What do we mean:

• The Public Contributor is not happy
• There is a lack of engagement/involvement (e.g. not responding to emails/contact, not attending meetings without a valid reason, not turning up at pre-arranged meetings/conversations etc).
• Behaviour is causing concern to ARC staff or other Public Contributors (e.g. not following basic ground rules, lack of engagement in meetings, diverting the group with unrelated discussions etc).

Potential actions:

• Arrange an additional support meeting to discuss.
• Prolong induction support period (if still in induction period).
• Have a session on purpose of group and/or roles and/or ground rules.
• Check if the Public Contributor is happy and wants to continue (e.g. are there any issues making it difficult for them, are there things we can do differently etc).
• If there is a Peer Support arrangement in place potentially arrange a 3 way meeting, alternatively involve the Chair of the group if appropriate.
• Involve another member of the ARC team (usually the ARCs Senior Manager) if necessary (e.g. if the issue is with the PPI lead or the matter is out of the PPI leads control)

There may be difficult situations where we cannot resolve matters and it is not possible to continue and we need to let someone go or they choose to leave.  This should always be discussed with the ARC Senior manager before any final action is taken.

Timeline:

Month	1:1 sessions	Emails	Meetings
0	Recruitment chat	Offer
1		Send initial email with information and links to cover at first 1:1
2	Arrange first 1:1 – induction meeting		Observation meeting
3		Follow up email after first 1:1 session
4	Arrange 2nd 1:1 – how’s it going	Follow up after observation meeting	1st full meeting
5
6
7	Arrange 3rd 1:1 – theme allocation if not already progressed	Follow up action re theme allocation or anything else that comes up.
8
9
10	Usually not needed but may continue induction if any issues arise, there are delays in the process etc.
11
12

Please note there may be additional activities for some roles (e.g. Strategy Board Public Partners)