Association of Chartered Physiotherapists in Respiratory ... · Options Paper Template 30 Highlight Report Template 31 Annual Report Template 32 Affiliation Memorandum of Understanding

1

Association of

Chartered Physiotherapists

in Respiratory Care

Inspiring Excellence in Cardiorespiratory Care

Operations Manual, Policies and Procedures Jan 2016

INSERT NEW LOGO

HERE

Sharing Knowledge

and Skills

Facilitating

Research and Best

Practice Leadership and

Innovation Connecting People

“ ”

2

Contents

Introduction 3

Structure and Core Principles 4

Objectives 5

Constitution 6

Committee Members 11

Code of Conduct 12

Declaration Form 13

Committee Meeting Policy 14

Committee Meeting Process 18

Communication Policy 20

Conflict of Interest Policy 21

Conflict of Interest Declaration 22

Expenses Policy 24

Expenses Form 25

External Representation Form 26

Agenda Template 27

Minutes Template 28

Action Tracker Template 29

Options Paper Template 30

Highlight Report Template 31

Annual Report Template 32

Affiliation Memorandum of Understanding 34

List of Affiliated Groups 35

Job Descriptions 36

ACPRC External Representatives 49

Document Control

Version Date Revision Details Author(s)

1.0 10/3/16 First Draft and Collation of Documents Ian Culligan

3

1. Introduction

The Association of Chartered Physiotherapists in Respiratory Care (ACPRC) is a

professional network that aims to support physiotherapists who work in the field of

cardio-respiratory care. It is led by a committee of volunteers who represent the

specialty to the general public, NHS bodies, national charities, and other professional

organisations.

The ACPRC activities and processes are co-ordinated by a voluntary committee and

paid secretariat. Currently this organisation is part of the governance structure run

by the Chartered Society of Physiotherapy (CSP) which provides advisory and

financial support to professional networks.

The purpose of this document is to describe and document the policies, procedures

and structures which help the ACPRC to achieve its vision and deliver value to its

members.

4

2. Structure and Core Principles

2.1 Governance Structure

Mission Statement

‘Inspiring Excellence in Cardiorespiratory Care”

2.2 Mission Statement

“Inspiring Excellence in Cardio-respiratory Care”

2.3 Vision

Sharing Knowledge

and Skills

Facilitating

Research and Best

Practice Leadership

and Innovation Connecting People

5

ACPRC Objectives 2016

Objectives Lead(s) Deadline Progress

Status

1 Publish Annual ACPRC Journal 2016 UJ/EC TBC

2 Publish ACPRC Respiratory Review 2016 RS TBC

3 Commence ACPRC Conference Planning 2017

- **Plan for conference organisation support

- **Deadline for advertising campaign and initial event programme

ES Mar 2016

4 Update ACPRC Website to include Social Media MC Mar 2016

5 Formalise and Strengthen Links with Partner Organisations

- **ICS / BTS / ICCrPT / RespLeaders / CSP / Others……….

LG/IC Dec 2016

6 Identify Regional ACPRC Representatives and Scope of Role MS Dec 2016

7 Launch Marketing Campaign and ACPRC Rebrand

- **Dates need confirming

LB July 2016

8 Continue with Activities and Engagement for Oncall Project

- **Need specifics and deadlines

ES/SG Dec 2016

9 Deliver 6 Short Courses (Clinical and Research) across UK ES Dec 2016

10 Embed “Career Spotlight” as part of Monthly e-Newsletter HS Feb 2016

11 Revise Committee Documents, Policies, Structure and Job Roles IC Mar 2016

12 Deliver Evening Workshop for ERS Congress – London 2016 LG/IC Nov 2016

13 Deliver Respiratory ‘Event’ alongside ICCrPT as part of ER-WCPT Liverpool LG/IC Dec 2016

14 Explore use of XERO system to manage finances and accounts MP Dec 2016

ACPRC Objectives 2016-2020

Objectives Lead(s) Deadline Progress

Status

1 Develop National Database / Contact Forum for UK Respiratory Physios

2 Complete Oncall Project

3 Update BTS-ACPRC Physiotherapy Guideline

4 Develop National Audit Program

5 Formalise / Strengthen Relationships with University Programmes (UG/PG)

6 Develop ‘Bridging the Gap’ Toolkit – Theory to Practice

7 Develop Online Learning Opportunities

8 Develop Career Development Roadmap +/- Framework

9 Expand and Grow ACPRC Conference

10 Continue ACPRC re-structure including the option of salaried roles

Progress / Status Indicators

Deadline missed / Failure Likely

Behind Schedule / Small Risk

Progressing as planned

6

ACPRC Constitution

ACPRC Constitution

1.1

Title

The Association of Chartered Physiotherapists in Respiratory Care

1.2 Mission

Statement

“Inspiring Excellence in Cardiorespiratory Care”

1.3

Vision

� Facilitating research and best practice

� Sharing knowledge and skills

� Connecting People

� Promoting leadership and innovation

1.4

Membership

Full Membership – any current member of the Chartered Society of

Physiotherapy (CSP) or other UK registered healthcare professionals may

join the ACPRC on payment of the current membership fee.

Student Membership – is available at a reduced rate of 50% for one year,

following which they will become full members at the appropriate rate.

Overseas Membership – is available as full membership to those not

residing within the U.K. Overseas members must be members of their

resident country’s governing body.

Fee – The ACPRC membership year runs from January to December. The

annual fee is payable by 31st January. The annual fee will be set by the

Executive Committee and changes agreed by the membership at AGM. It

will be reviewed on an annual basis.

Membership Entitlements include: -

• Annual ACPRC Journal

• Annual ACPRC Respiratory Review

• Monthly ACPRC Newsletters

• Access to Wider Respiratory Network

o Includes preferential membership and conference rates

• Unlimited Access to the ACPRC Website and Resources

• Eligibility to Attend AGM/EGM

o Only full members have the right to vote

• Eligibility to Stand for Positions on the Committee (UK only)

• Access to ACPRC Central Resources

• Membership of ICCrPT

• Reduced rates for Conference and Short Courses

7

1.5

Executive

Committee

The ACPRC activities and processes are co-ordinated and led by a

voluntary committee. The ACPRC committee is made up of 5 core groups

as follows:

Executive

- Chair

- Vice Chair

Clinical Champions

- Critical Care Champion

- Surgical Champion

- LTC Champion

- Paediatric Champion

Research

- Journal Co-Editor

- Journal Co-Editor

- Research Officer

- Respiratory Review Editor

Engagement

- Publication Relations Officer (incl. Diversity Officer Role)

- Education Champion

- Newsletter Editor

- Website Manager

Executive Support

- Treasurer (incl. Membership Support)

- Secretariat – non-elected

- Co-opted Members – non-elected

• Committee members shall hold full membership of the ACPRC at the

time of nomination and throughout their time in post.

• Prior to taking up their post, committee members will need to sign:

o Conflicts of Interest Declaration

o Terms of Appointment Form

• Changes to committee membership and/or governance structure must

be agreed by the committee and communicated to members at the

AGM.

1.6

Committee

Membership

Processes

• The existing Committee will discuss and plan for new committee

members in the Autumn committee meeting

• A call for new committee members will take place in October for a

period of 1 month through existing communication channels.

8

• Applications will be accepted until an agreed date in November, and

applications received after this date will not be considered.

• Voting will be open for no more than 28 days during November and

December.

• Election of committee members will be undertaken via the ACPRC

website on-line voting system by simple majority vote.

• In the event of a tie in votes, the final decision will be made jointly by

the Chair and Vice Chair. In the event of a tie, the Chair has the final

casting vote.

• Confirmation of new committee members will be communicated in the

January newsletter to the ACPRC membership

• Committee Roles will begin in the January each year.

• New Committee members will be expected to attend the AwayDay,

which will be communicated in advance to applicants.

1.7

Committee

Terms

• Committee members will remain in post for three years and are

eligible for two term periods (six years in total) with the exception of

Chair and Vice Chair.

o Chair and Vice-Chair are eligible for one term period. Vice Chair

will automatically transfer to Chair after 3 years when the

outgoing chair leaves.

o The Vice-Chair shall be elected from the main Committee

normally at the Committee meeting immediately preceding the

AGM. There is automatic succession from Vice-Chair to Chair.

o On completion of the term of office as Chair, the post holder

will stand down for a period of at least one year from any

committee role.

• After completing one or two terms, committee members may

subsequently stand for election to other posts.

• In the event of a committee position receiving no applications, the

outgoing post-holder will be given the opportunity to continue in post

for an additional 3-year term subject to committee approval.

1.8

ACPRC

General

Meetings

ANNUAL GENERAL MEETING (AGM)

• At least twenty-eight days clear notice of AGM will be given to all

members.

• This will usually be completed in April each year, and business shall be:

a) To receive and adopt the Annual Report and externally approved

accounts for the previous year.

b) To agree and adopt any changes to the ACPRC Constitution.

c) To transact any other business deemed necessary by the

committee.

9

EXTRAORDINARY GENERAL MEETING (EGM)

• The Secretary shall call to arrange the EGM on receipt of:

a) Instructions from the Core Committee

b) A written requisition signed by at least 25% of membership

• Fourteen clear days’ notice shall be given to all members.

• The business of an EGM shall be limited to that for which it was called.

1.10

Quorum

• The quorum for Core Committee meeting shall consist of at least 50%

of the total number of voting members at that time.

• The quorum of the AGM or EGM shall consist of at least 20 members

or one quarter of the membership, whichever is smaller at that time.

• The Chair reserves the right to exercise the casting vote.

1.11

Co-opted

members

• Any members thought necessary to the function of the ACPRC by the

committee may be co-opted at any time.

• These will usually be from the membership and will be brought in for a

specific function/work plan.

• Such role will not have automatic voting rights.

1.12

Cessation of

the group

• Cessation of the group may be done at the AGM or EGM.

• All members shall be given at least 28 days’ notice of a meeting for the

purpose of cessation.

• The association may be dissolved by a resolution passed by a two-

thirds majority of those members present in person and voting at such

a meeting. If such a meeting is not quorate a further meeting shall be

called within one month.

• Twenty-eight days’ notice of cessation shall be given to members.

• The distribution of the group’s assets shall be decided at this meeting,

then discussed and approved by the CSP Director of Finance. Any

funds held by the group at the time of cessation shall be returned to

the CSP who agree to hold funds in lieu of capitation fees and make

these available should the group reconvene

1.13

Relationship

with CSP

• No action shall be taken by the ACPRC in any matter affecting the

general policy of the CSP without consent of CSP Council.

1.14

Contracted

staff /

companies

• ACPRC has relationships with different external groups/individuals to

help run and complete business. These will be discussed and agreed by

the executive committee and disseminated to the membership via the

10

AGM as required.

• Such relationships may include regular or one off payment. All such

relationships should be underpinned by a formal agreement/contract

as required.

• These roles currently (2016) include:

o Secretariat (Angela Hurlstone)

o Arkom

o Xero

o Smart Debit

1.15

Approval Date

April 2016

1.16

Review Date

January 2017

11

ACPRC Committee Member Details

ROLE NAME Start Date End Date Previous

Terms

Status

Chair

Lizzie Grillo Jan 2015 Jan 2018 n/a Full

Vice Chair

Ian Culligan Jan 2015 Jan 2018 n/a Full

Treasurer

(incl. Member Support)

Melanie Palmer Jan 2015 Jan 2018 1 Full

Public Relations Officer

(incl. Diversity)

Laura Breach Jan 2015 Jan 2018 0 Full

Research Officer Frances Butler Jan 2015 Jan 2018

0 Full

Long Term Conditions

Champion

Rachael Colclough Jan 2016 Jan 2019 0 Full

Critical Care Champion Gareth Cornell Jan 2014

Jan 2017 0 Full

Paediatric Champion Lynn Schofield Jan 2015 Jan 2018

0 Full

Surgery Champion Charlotte Pereira Jan 2016

Jan 2019 1 Full

Publications Chair Una Jones Jan 2015

Jan 2018 1 Full

Education Champion Ema Swingwood Jan 2016

Jan 2019 0 Full

Respiratory Review Editor Robyn Stiger Jan 2016 Jan 2019

1 Full

Journal Co-Editor Una Jones Jan 2015

Jan 2018 1 Full

Journal Co-Editor Emma Chaplin Jan 2016

Jan 2019 1 Full

Newsletter Editor (co-opt) Helen Sanger Jan 2016

Jan 2019 0 Full

Website Manager Matt Cox

Jan 2005 Jan 2017 4 Full

On Call Project (co-opt) Sian Goddard

Jan 2014 Jan 2017 n/a Co-Opt

Regional Rep (co-opt) Mike Smith

Jan 2016 Jan 2018 n/a Co-Opt

Secretariat

Angela Hurlstone n/a n/a n/a Paid

12

ACPRC Code of Conduct and Declaration

Background

This code of conduct outlines the values, behaviours and standards expected of all

committee members or ACPRC members in the course of carrying out activities on

behalf of the ACPRC. Prior to appointment, all committee members should read this

code of conduct and sign the declaration at the bottom of the form.

Values

All committee members are expected to abide by the following fundamental values

that underpin all activities related to the ACPRC:

1. Accountability - Everything the ACPRC does will be able to stand the test of

scrutiny by the public, media, charities, regulators, stakeholders, government

and the courts.

2. Integrity and Honesty - These will be the hallmarks of all conduct when dealing

with colleagues across the ACPRC, and equally when dealing with individuals and

organisations outside ACPRC.

3. Transparency - An atmosphere of openness shall exist throughout the ACPRC to

promote confidence in the organisation by the public, media, charities,

regulators, stakeholders, and government.

Responsibilities

All committee members are expected to abide by the following statements in the

course of conducting ACPRC business in order to protect the reputation of the

organisation and physiotherapy profession:

• I will always strive to act in the best interests of the organisation.

• I will not break the law or go against professional standards in any aspect of my

role as committee member.

• I will always strive to establish respectful and courteous relationships with all I

come into contact with in my role as a committee member.

• I will declare any conflict of interest (COI) or circumstance that may be viewed by

others a COI as soon as it arises.

• I will not speak as a representative of the ACPRC to the media or in a public

forum without prior knowledge of the Chair or Vice-Chair.

• I will not personally gain materially or financially from my role unless in

accordance with signed contracts or agreements.

• I will treat any information relating to the business affairs or finances of the

ACPRC as strictly confidential, where knowledge or details of this information

was received as a result of this appointment

13

• I will observe all my obligations under the Data Protection Act which may arise in

connection with this appointment, acknowledging that data collected on behalf

of the ACPRC shall not be disclosed to any third party without prior written

consent.

• I will ensure that any costs or expenses incurred in fulfilling this appointment are

in line with the ACPRC expenses policy, or agreed in advance by the Treasurer

and Chair.

• I will take sole responsibility for all Tax and National Insurance responsibilities in

respect of any payments made to me by the ACPRC.

• I will take my appointment seriously and in particular

o Notify the ACPRC of any absence of > 2 weeks,

o Respond to requests for information, input and decisions in a timely

manner as described in the communication policy

o Read papers provided for committee meetings in advance of the

meeting

o Represent the majority of the membership as well as able

o Attend all committee meetings as able.

o Complete core aspects of role as laid out in job descriptions

o Complete of an annual work-plan as approved by the committee

Terms of Appointment Declaration:

I hereby accept my appointment to the role of …………………………………………………… on

the ACPRC committee. In accepting this position, I agree to act in accordance with all

ACPRC policies and procedures and abide by the code of conduct outlined in this

document.

I understand that substantial breach of any of the conditions stated on this code of

conduct may result in my immediate removal from the ACPRC committee.

Signed…………………………………………………………………………………………

Name…………………………………………………………………………………………

Date…………………………………………………………………………………………

Chair Signature…………………………………………………………………………………………

14

ACPRC Committee Meetings Policy

Area Statement

Frequency

1. A minimum of 3 committee meetings will be held per year.

1.1 One of the meetings will take place as part of the AwayDay

1.2 Additional meetings will take place in Spring and Autumn

Attendance

2. All committee members are expected to attend all committee

meetings.

Planning

3. At each committee meeting, the provisional dates and geographical

location of the subsequent 3 meetings should be agreed.

4. On confirmation of venue availability, finalised meeting details

should be sent out with the meeting minutes

Apologies and

Absences

5. Apologies should be sent by email to the Chair and Secretary prior to

the commencement of any meeting.

5.1 Any committee member sending apologies should make time to

read any papers and forward comments to the Chair in advance

of the meeting.

6. Failure to attend 3 consecutive committee meetings will result in a

formal review of the committee member’s role by Chair, Vice-Chair

and Committee Member.

7. Non-attendance and failure to send apologies to a meeting will

result in a formal written warning from the Chair (within 7 days),

unless exceptional circumstances are deemed to have prevented

attendance.

7.1 A third written warning will result in expulsion of the committee

member from the committee.

Meeting Agendas

8. Standing items will be present on the ACPRC Agenda in order to

meet the requirements of the constitution

9. An email reminder will be sent out to committee members 4 weeks

prior to a committee meeting requesting items for the Agenda to be

submitted to the Chair.

9.1 Requests to add items to the Agenda by committee members

should be made directly to the Chair no later than 3 weeks prior

to the meeting and are guaranteed inclusion on the Agenda.

15

9.2 Requests to add items to the Agenda must be supported by

accompanying documentation / narrative re: the need for their

inclusion.

9.3 Where a decision is required, a brief option paper should be

completed

10. The Agenda should be confirmed by the Chair no later than 2 weeks

prior to each committee meeting

11. The Agenda and accompanying papers should be circulated to

committee members no later than 1 week prior to the Committee

Meeting.

12. Requests for AOB items submitted to the Chair prior to the

commencement of the meeting must be considered by the Chair but

receive no guarantee of inclusion.

13. Requests for AOB items submitted to the Chair during the meeting

will receive no guarantee of consideration or inclusion by the Chair.

14. Overall responsibility for the content of the meeting Agenda lies

with the Chair and indicative times should accompany each Agenda

item to ensure the smooth running of the Committee Meeting.

Meeting Conduct

15. All committee meetings shall be chaired by the ACPRC Chair.

16. In the event of the Chair being unable to attend, the Vice-Chair will

be responsible for chairing the meeting

17. In the event of the Chair and Vice-Chair being unable to attend, a

majority decision will be sought from the committee via email re:

whether to proceed.

17.1 If a decision is made to proceed, the Chair and Vice Chair will

select a committee member to chair the meeting in their

absence

17.2 If a decision is made not to proceed, the Chair and Vice-Chair will

propose a new date/time for the meeting.

18. The Chair is responsible for ensuring that all committee members

have the opportunity to contribute to discussions.

19. All Committee Members are required to:

19.1 Play an active role at be attentive at all times during the

committee meetings

19.2 Behave in a professional manner and refrain from using

electronic devices for purposes other than those related to the

16

meetings - except during formal breaks.

19.3 Send reports or papers to the Chair in a timely manner as

outlined in the ‘Standard Meeting Process’ document

19.4 Ensure that any papers/reports are read prior to the start of the

meeting

Quoracy / Voting

for Committee

meetings

(see Constitution

for other details)

20. In order for the committee meeting to be quorate, there must be a

minimum of 50% of voting members present.

21. Voting rights lie only with those committee members who have

been elected by the membership.

21.1 Co-opted members are not allowed to vote on any issues.

22. In the event of quoracy not being achieved, decisions deemed

urgent by the Chair can be taken outside the meeting via email

communication – with consensus of a quorate number of members.

Actions and

Minutes

23. Minutes will be taken at each meeting by the secretary.

- In the event of the secretary being unable to attend, the Chair will

nominate a committee member to take minutes on their behalf.

24. Actions and associated deadlines will be verified at the end of each

meeting.

25. Minutes and formal action list will be written up and sent to Chair

and Vice-Chair for verification no later than 2 weeks following

committee meeting.

26. Chair and Vice-Chair will review minutes and return to secretary for

wider circulation no later than 1 week post-receipt.

27. Committee members will check actions assigned to them are

accurate at the earliest opportunity and advise the Chair if there are

any inconsistencies.

28. Minutes will be formally accepted as accurate record of meeting at

beginning of subsequent meeting.

Inter-meeting

updates

29. Committee members should update the Chair and Vice-Chair on

progress via the highlight reports, and should also escalate if co-

members are not contributing to actions where required.

Declaration of

30. Committee members are required to complete and return a DOI

17

Interests

form at the start of each year which will be reviewed by the Chair

and Vice-Chair.

30.1 Where a conflict of interest is identified, that committee

member will not be allowed to vote on matters associated with

the conflict as determined by the Chair.

Date Approved

[INSERT DATE]

Review Date

[INSERT DATE]

18

ACPRC Committee Meeting - Standard Procedure

Timescale

(no later than)

Actions Responsible

Ongoing

Complete or undertake any actions assigned in minutes ALL MEMBERS

Submit monthly Highlight Report to Chair ALL MEMBERS

Send apologies and any updates to Chair ALL MEMBERS

Ensure that cost-effective transport has been booked ALL MEMBERS

Book meeting rooms, AV equipment and refreshments Secretary

Prev. meeting Confirm dates, times and venues for future meetings Secretary

4 weeks prior

Send reminder email to committee members including following

information:

• Date/Time/Venue of Meeting

• Reminder to book transport if not done so

• Reminder to send Agenda item requests to Chair

• Reminder to send papers/reports to Chair

Secretary

3 weeks prior

Phone Call to discuss

• Agenda content

• Papers/reports required to support the meeting

Chair/Vice

Produce Draft Agenda for meeting Chair/Vice

Send email requesting papers/reports from committee members Secretary

2 weeks prior

Send papers/reports requested by Chair or provide reason if not able ALL MEMBERS

Phone call to discuss

• Final Agenda content

• Running Order and Timings

Chair/Vice

Produce final Agenda (incl. item timescales) for meeting Chair/Vice

Discussion with secretary to ensure confirmation of the following

documents:

• Final Agenda

• Accompanying papers/reports received

Chair +

Secretary

1 week prior

Send email to committee members including following documents:

• Agenda

• Accompanying papers/reports

• Venue directions

• Expense form

Secretary

• Print copies of Meeting Papers Secretary

• Read and digest any papers/reports received with Agenda ALL MEMBERS

Meeting Day

Prepare Meeting Room

• Collect/Setup Refreshments

• Setup AV equipment as necessary

Secretary

Attend on time ready to start meeting at allotted time ALL MEMBERS

Take comprehensive minutes in ACPRC template Secretary

Note all Actions throughout meeting and confirm at end of meeting Secretary

Confirm future meeting times/dates/venues Secretary

Circulate Expenses forms Treasurer

19

Timescale (No

later than)

Actions Responsible

2-weeks post Send minutes to Chair and Vice Chair for initial review and accuracy

checks

Secretary

3-weeks post Review minutes and return minutes to Secretary Chair/Vice-Chair

Disseminate minutes and actions to committee members Secretary

1 month post Last date to submit expense form to treasurer for claims associated

with committee meeting

ALL MEMBERS

2 months post Process expense payments/honoraria to committee members in line

with expenses policy

Treasurer

20

ACPRC Communication Policy

Format

Standards

Email

1. Email should be used for all standard ACPRC committee communication

1.1. Current email addresses on dropbox list to be used.

1.2. Changes to email addresses must be communicated with ACPRC committee

and updated in dropbox folder by individual members.

2. Committee members to ensure an out-of-office / auto-reply is on for periods

when they do not have access to email.

3. Recipients should respond to emails within 5 working days where possible

before a ’nudge/reminder’ is sent.

3.1. If a response is required sooner by the sender, this should be stated

explicitly in the Message AND Subject Line

3.2. If a response is required on same-day, phone calls/texts can be sent.

4. Subject Lines should be clear, informative and followed by one of these 4

statements where possible:

4.1. For Information / For Approval / For Decision / For Action

5. Key messages/actions for recipient should be summarised at beginning/end of

email, and emphasised in Bold or Underline to avoid them getting lost in

content.

Telephone

6. Time, expected duration and content of call to be agreed in advance.

7. One person to produce email summary of discussion during/after call and sent

to relevant parties (e.g. Chair/Vice-Chair)

7.1. To be sent out within 3 days of call

8. If more than 2 people are on a call (conference call) committee members must

join at the stated time.

8.1. Late arrivals to the call should be communicated in advance.

DropBox

9. All important documents to be uploaded to ‘Chair’ DropBox account.

Highlight

Report

10. All committee members to submit a monthly highlight report to Chair and Vice

Chair outlining progress with actions assigned to them

21

ACPRC Conflicts of Interest (COI) Policy

Title Commentary

Background

To preserve the integrity and reputation of the ACPRC as a professional organisation, it

is critical that all activities undertaken are free from conflicts of interest which may

perceived as be personal or commercial in nature.

Conflicts of interest may arise where an individual’s personal (or family) interests and

loyalties conflict with those of the ACPRC. Such conflicts may create problems such as:

• Inhibiting free and fair discussion

• Decisions being taken that are not in the best interests of the ACPRC

• Risking the impression that the ACPRC has acted improperly.

The aim of this policy is to protect the ACPRC and committee members from any

impropriety or appearance of impropriety.

Declaration

Standards

1. All committee members will complete a COI declaration form on an annual basis

and submit it to the Chair prior to the first committee meeting of the calendar year.

1.1. Failure to complete a COI declaration will result in a committee member being

prevented from participating or voting at the committee meetings.

1.2. The COI register will be reviewed on an annual basis by the Chair and Vice Chair

prior to the commencement of the first committee meeting.

2. Declaration of COI will be the first agenda item at any committee meeting.

2.1. Members will be asked to declare any COI that they may have in relation to an

agenda item.

2.2. Members will be asked to declare any new COI not contained on the register,

regardless of agenda items.

2.3. If an individual fails to declare an interest that is known to the Chair, the Chair

should declare that interest for the benefit of the committee.

3. Enquiries relating to potential COI’s should be directed to the Chair in writing.

3.1. If an enquiry is received it will be discussed with the committee and the

individual member concerned.

3.2. Should a COI be confirmed, the Chair may ask the member concerned to step

down from the committee.

4. In the event of the committee having to decide upon a question in which a member

has a COI, this will be recorded in the minutes.

4.1. Nature of COI and steps taken to resolve COI should be reported.

5. Any committee member with a potential COI must not be involved in managing or

monitoring a contract in which he/she has an interest.

5.1. Monitoring arrangements for such contracts will include provision for an

independent challenge of invoices.

5.2. Termination of the contract will take place if the relationship is deemed

improper.

22

ACPRC Conflict of Interest Declaration Form

I wish to declare to the ACPRC that my only interests in pharmaceutical & medical

equipment industries and any other interests which could potentially conflict with

my work are as follows:

1. Personal Interests over last 12 months

This section includes the following:

• Fees received (e.g for lectures, advisory committees or consultancy services)

• Personal Travel Grants/Hospitality/Expenses for Conferences

• Shares in relevant companies

Company Nature or Purpose of

Payment / Benefit

Amount in £

2. Non-personal interests

This section includes the following:

• Fees and grants paid to your department for which you have direct

responsibility, and used for research, education, equipment, salaries etc

• Benefits in kind and fees for your own work if you do not benefit personally


Payment / Benefit

Amount in £

3. Other interests that may be seen as potential conflicts


Payment / Benefit

Amount in £

23

4. Additional planned interest for 2015

In this section, please list activities which are either very likely or certain


Payment / Benefit

Amount in £

If you are in doubt about what to declare, please seek advice from the Chair.

Declaration

• I have read and understood the Conflicts of Interest Policy

• I confirm that the information on this form is complete and correct to the

best of my knowledge.

Signed…………………………………………………………………………………………………………….

Name…………………………………………………………………………………………………………….

Date…………………………………………………………………………………………………………….

24

ACPRC Expenses Policy

1. All claims must be accompanied by a valid receipt for audit purposes.

2. Prior approval must be sought from the Chair in the event that expense exceeds

stated limits, or falls outside ACPRC expense standards guidance.

3. All payments should preferably be made via Internet banking.

4. In the event of any dispute over expenses payment, the Chair’s decision is final

The following are the agreed expenses that may be claimed by ACPRC committee

members when incurred in connection with activities associated with the ACPRC.

EXPENSE TYPE PAYMENT LIMITS

Accommodation

Payment Limits:

• £100 per night (£180 in Central London)

- Accommodation will be paid where an overnight stay is necessary

- Accommodation will be paid in other circumstances where it will allow

cheaper travel costs and reduce the overall cost to ACPRC.

Travel

By Car:

• £0.40 per mile will be paid for the first 50 miles of any return journey.

• £0.25 per mile will be paid for all subsequent miles of any return journey.

(Should not exceed the ordinary standard class rail fare between destinations)

By Public Transport:

• Standard class travel should be booked at all times

• Saver/Advance tickets must be booked for rail travel where possible.

• Peak fares and tickets bought on the day should be avoided at all costs

Sustenance

Meal Allowance

• Where not provided during the course of ACPRC-related activity, meal

claims can be made up to the following amounts as follows:

• Breakfast – £7.50

o If not provided by accommodation

o In the event of leaving house before 6:30am for travel purposes

• Lunch - £7.50

o If not provided by ACPRC or ACPRC-related activity.

• Dinner - £15.00

o In the event that arrival home from travelling is after 7:00pm

• N.B. Alcoholic drinks will not be paid for by expenses.

Caring responsibilities

Payment Limits:

• Up to £50.00 per child per day (or £4.00 per hour)

• Claims can be made for children or relatives (not animals)

• Approval must be sought from Chair prior to submitting this claim

Honorarium

• An honorarium of £150, (incl. membership fee) will be paid annually to

each member of the committee providing the post is filled for a full year.

• Job shares will receive half each.

25

ACPRC Committee - Expenses Claim Form (2016)

Claimant Details

Name

Address

Date of Activity

Capacity in

Which Claim is

Made:

Description of Activity

Date of Claim

Travel Expense Details

Date From (Location)

To (Location)

Transport (Car/Train/Taxi..)

Mileage (if car)

45p first 50miles

25p subsequent miles

Travel Claim Amount (£)

Receipt (please �)

Accommodation Expense Details

Date From Date To Hotel Name Location Hotel Claim Amount (£)


Other Expense Details

Date Expense Description Comments / Additional Info Other Claim Amount (£)


Payment Details

Bank Name Sort Code Account Number TOTAL

CLAIM Amount (£)

Declaration Treasurer Details

• I certify that the above claim is in respect of ACPRC

Business and in line with ACPRC Expenses Standards

• I understand that I am responsible for settling my Tax

and N.I responsibilities for ACPRC expenses

Signature:

Please send completed forms and receipts to:

Melanie Palmer

81 Catherine Street or email to:

St Albans [email protected]

Hertfordshire

AL3 5BP

26

ACPRC External Organisation Representation Form

Background

• External organisations and groups frequently ask the ACPRC for representation

to support their work and provide a respiratory +/- physiotherapy perspective.

• Where possible, committee members will attend on behalf of the ACPRC and

report back through existing governance structures.

• On occasions, non-committee members of the ACPRC may be approached to

represent the profession due to specialist area of expertise or knowledge of a

subject area.

o A named point of contact from the ACPRC will be appointed to receive

verbal or written updates and provide support where necessary to the

ACPRC member representatives.

o ACPRC members representing the ACPRC are eligible to claim expenses

incurred in line with the ACPRC expense policy

This document outlines the responsibilities and standards expected of ACPRC

members when representing the physiotherapy profession on behalf of the ACPRC.

External Group Name

ACPRC Representative(s)

ACPRC Committee Contact

As a representative of the ACPRC, I will;

• give the ACPRC committee advance notice if I am are unable to attend a

meeting or contribute to a piece of work.

• ensure that I represent the profession and specialty to the best of my

knowledge and understanding

• seek support and guidance from the ACPRC committee where necessary.

• adhere to the standards laid out in the code of conduct

• adhere to the expenses policy in the event making an expense claim.

• provide a report to my named committee contact on or before date required.

I hereby confirm that I agree to the standards outlined above and have received a copy of

the ACPRC Code of conduct and Expenses policy.

Signed (ACPRC Member)…………………………………………………………………………………………………….

Name………………………………………………………………………………………………………………………………….

Date……………………………………………………………………………………………………………………………………

**Return of completed form by email is valid for proof of signature**

27

ACPRC Committee Meeting

[INSERT DATE AND TIME]

[INSERT VENUE]

[Special Instructions – e.g Refreshments/Parking…]

AGENDA

“Inspiring Excellence

in Cardio-respiratory

Care”

Item

No

Agenda Item Type Time /

Duration

Lead Supporting

Documents

1 Welcome, Introductions and Apologies Standing Item

2 Declaration of Conflicts of Interest Standing Item

3 Review Minutes /Sign-off Standing Item

4

5

6

7 Next Meeting Information Standing Item

28

ACPRC Committee Meeting

[INSERT DATE AND TIME]

[INSERT VENUE]

MINUTES

“Inspiring Excellence

in Cardio-respiratory

Care”

In attendance

Name Initials Committee Role

Apologies received

Name Initials Committee Role

Summary of Actions

No. Action Responsible Due

1 2

Minutes of Meeting

Item

No.

Minutes Actions

assigned to

1 Welcome / Apologies

1.1

2 [Insert Agenda Item]

2.1

3 [Insert Agenda Item]

3.1

Date of Next Meeting – [INSERT]

29

ACPRC Committee Meeting Actions Tracker

Meeting Date

Action Lead(s) Deadline Progress

Status

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

17

Progress / Status Indicators

Deadline missed / Failure Likely

Behind Schedule / Small Risk

Progressing as planned

30

ACPRC Options Paper – Committee Meeting

Committee Meeting Date

Agenda Item

Background / Summary

Description of Option 1 Strengths Weaknesses




Recommendation

Prepared By

Date

31

ACPRC Monthly Highlight Report

Committee

Member

Committee Role

Chair Use Only

Month / Year

Support / Action Required

Date Submitted

Workplan Review Required

Actions / Areas of Work

(Planned)

Activities Undertaken

Previous Month

Activities Planned

Next Month

Comments

1

2

3

4

5

6

7

Additional Activities

(Unplanned)

Description of Activity Comments

1

2

3

4

5

6

7

32

ACPRC Annual Report for Jan-Dec [INSERT]

Organisation Name Association of Chartered Physiotherapists in Respiratory Care

Operational Address ACPRC Secretariat Office, PO Box 4460, Slough, SL33FU

Website www.acprc.org.uk

AGM Meeting Date [INSERT]

Committee Description, Mission Statement and Vision

[INSERT FROM OPERATIONS MANUAL]

Committee Structure


Committee Membership


Membership Summary

[Previous Year] [Current Year] % Change

Full Members

Student Members

Overseas Members

TOTAL MEMBERS

ACPRC Work Plan Review [INSERT PREVIOUS YEAR]

Every year the ACPRC committee meets to review the progress of the previous year

and set the work plan for the coming year.

The following objectives were set for [INSERT PREVIOUS YEAR] and agreed at AGM.

OBJECTIVE PROGRESS / UPDATE

[INSERT OBJECTIVES]

33

The ACPRC receives a number of requests for support, guidance or input throughout

the year. A summary of these additional activities is presented below.

ACTIVITY DESCRIPTION PROGRESS / UPDATE

[INSERT ACTIVITY]

Chair’s Summary

[INSERT CHAIR’S SUMMARY]

Finance Summary

[INSERT FINANCE SUMMARY]

34

Memorandum of Understanding – Affiliation

Organisation 1 – ACPRC

Organisation 2 – [INSERT]

This document summarises the roles and responsibilities of each organisation named above

in respect of their professional affiliation with each other.

The ACPRC will:

� Provide support with promoting short courses / study days

� Provide support with administering payment for short courses / study days

� Offer preferential rates to members of [INSERT] for conference

� Provide access to ACPRC social media and communications channels through

PRO.

� Manage[INSERT] subscriptions and member database

The [INSERT] will:

� Ensure that all SIG members are ACPRC members

� Ensure that the Chair is an ACPRC member

� Provide the ACPRC with a copy of their annual report at the end of each year

� Provide the ACPRC with a copy of committee meeting minutes

� Provide the ACPRC with details of short course / study day content for

approval prior to publishing

� Offer preferential rates to members of ACPRC for conferences / study days

Signed (Chair Organisation 1)…………………………………………………………………. Date:……………………

Signed (Chair Organisation 2)…………………………………………………………………. Date:…………………….

Failure to uphold these roles and responsibilities may result in the termination of affiliation.

35

ACPRC List of Affiliated Groups

Affiliated Groups Chair / Lead Report Info

PICU SIG

ECMO

Pulmonary Rehab

ACPC

ACPCF

ACPCR

Congenital Heart Disease Louisa Nunez

36

ASSOCIATION OF CHARTERED PHYSIOTHERAPISTS IN RESPIRATORY CARE

“INSPIRING EXCELLENCE IN CARDIORESPIRATORY CARE”

JOB DESCRIPTION

ROLE SUMMARY

Chair

This role provides the direction and leadership for the committee. They are the

outward facing committee member. They are the Chair of the Committee and

should be the back bone of the structure and function of the ACPRC

CORE ROLE/RESPONSIBILITY

1 To be a member of the ACPRC with an interest and experience in respiratory physiotherapy. To

have served on the ACPRC committee for at least two years and to have served as Vice Chair for at

least two years.

2 To be responsible for ACPRC work, finances and actions

3 To liaise with external groups to promote the vision of the ACPRC and represent both the

committee and membership at all times.

4 To be the point of contact and where appropriate the voice of the ACPRC for external

organisations such as BTS, ICS, NICE, PCRS, BLF & CSP.

5 To tactfully and responsibly answer queries and comments from ACPRC members and external

bodies or individuals.

6 To ensure that ACPRC is represented on the BTS Standards of Care Committee and Education

Committee.

7 To communicate with the Vice Chair and ensure that work is divided between post holders to

adequately prepare the Vice Chair to take over the Chair after two/three years.

8 To motivate, guide and support the ACPRC champions and ACPRC committee members.

9 To effectively chair committee meetings. To compile the Agenda for all committee meetings and

the annual Away Day meeting.

10 To ensure that a Chair’s report is completed and circulated to all ACPRC committee members

prior to the quarterly meetings and to compile an annual report for the AGM.

11 To ensure that the ACPRC work plan is formulated annually and the progress of this is monitored

during the year. To review the previous year’s work annually and feedback to members at the

AGM and through the newsletter.

12 To ensure adequate and timely communication to all members of the committee about relevant

updates with support of the Vice Chair

13 To work with other committee members and ACPRC members to organise study days or an ACPRC

Conference.

14 To contribute to the monthly ACPRC electronic newsletter as required

In recognition for the considerable contributions required from committee members, they will receive a small honorarium and will be

granted honorary membership for the duration of their service as committee members. This is subject to completion of their roles

and responsibilities, including follow guidance as laid out in the standard operating procedures of the committee.

It is understood that circumstances change and it is not always possible to fulfil the requirements of the role. Should that be the case,

resignation should be offered to the Chair & an effort made to continue the post until a co-opted committee member can be found.

37



JOB DESCRIPTION

ROLE SUMMARY

Vice Chair

This role supports the chair in providing the direction and leadership for the

committee. They are the outward facing committee member. They support the

Chair in their committee lead role and should be the back bone of the structure

and function of ACPRC

CORE ROLE/RESPONSIBILITY: TO SUPPORT THE CHAIR IN THESE ROLES

1 To be a member of the ACPRC with an interest and experience in respiratory physiotherapy. To

have served on the ACPRC committee for at least two years. This post will be voted for by the

committee members

2 To be responsible for ACPRC work, finances and actions

3 To liaise with external groups to promote the vision of the ACPRC and represent both the

committee and membership at all times.

4 To be the point of contact and where appropriate the voice of the ACPRC for external

organisations such as BTS, ICS, NICE, PCRS, BLF & CSP.

5 To tactfully and responsibly answer queries and comments from ACPRC members and external

bodies or individuals.

6 To ensure that ACPRC is represented on the BTS Standards of Care Committee and Education

Committee.

7 To communicate with the Vice Chair and ensure that work is divided between post holders to

adequately prepare the Vice Chair to take over the Chair after two/three years.

8 To motivate, guide and support the ACPRC champions and ACPRC committee members.

9 To effectively chair committee meetings. To compile the Agenda for all committee meetings and

the annual Away Day meeting.

10 To ensure that a Chair’s report is completed and circulated to all ACPRC committee members

prior to the quarterly meetings and to compile an annual report for the AGM.

11 To ensure that the ACPRC work plan is formulated annually and the progress of this is monitored

during the year. To review the previous years work annually and feedback to members at the

AGM and through the newsletter.

12 To ensure adequate and timely communication to all members of the committee about relevant

updates with support of the Vice Chair

13 To work with other committee members and ACPRC members to organise study days or an ACPRC

Conference.







38

39



JOB DESCRIPTION

ROLE SUMMARY

Treasurer

This role underpins the committee and supports and directs the committee with

reference to financial commitments. The individual in this post should act as

gatekeeper to support the ACPRC to make measured decisions about financial

commitments.

Membership Role

This is primarily completed by the secretary, however the Treasurer should also

be able to support in this role if required.


1 To be a member of the ACPRC with an interest and experience in respiratory physiotherapy.

2 To manage the ACPRC financial accounts

3 To accurately record all financial transactions

4 To pay all invoices and expenses in a timely manner

5 To ensure accounts are audited annually and prepared for the AGM

6 To pay all committee members expenses and ensure they are within the set guidelines

7 To complete relevant paperwork and information for relevant external companies and agencies

including the CSP, Smart Debit etc.

8 To ensure that a Treasurers report is completed and circulated to all ACPRC committee members

prior to the committee meetings and to compile an annual report for the AGM.

9 To communicate with the Chair and Vice Chair to ensure they are up to date with the workplan

relevant to this role on a monthly basis in their ‘highlight report’

10 To take part in the development of the ACPRC work plan and to ensure this work plan is

progressing throughout the year

11 To tactfully and responsibly answer queries and comments from ACPRC committee members,

members and external bodies or individuals relevant to this role or within remit of the individuals

experience

12 To take part in committee activities as agreed at committee meetings and as part of the annual

work plan

13 To work with other committee members with all tasks within other areas of the ACPRC Vision







40



JOB DESCRIPTION

ROLE SUMMARY

Clinical Champion

To be a member of the ACPRC with an interest and experience in the specific

Champion area of physiotherapy. To represent this area of cardio-respiratory

physiotherapy and ensure that the membership are represented within all areas

of the ACPRC Vision.



2 To be a point of contact within the ACPRC for physiotherapists within the UK who have a special

interest in the specific Champion area of physiotherapy.

3 To disseminate information that could influence clinical practice and service development within

the specific Champion area of Physiotherapy through: ACPRC Newsletter, Social Media etc.

4 To work with other committee members and ACPRC members to organise short courses and

specific sessions which form part of the ACPRC bi-annual Conference.

6 To represent the ACPRC at relevant conferences and national meetings linked their champion post

7 To ensure the champion area of the website is kept up to date and relevant

8 To ensure that a Champion report is completed and circulated to all ACPRC committee members








experience


work plan


14 To contribute to the ACPRC publications as required






41



JOB DESCRIPTION

ROLE SUMMARY

Research Officer

To be a member of the ACPRC with an interest and experience in the promotion

of research. To represent this area of cardio-respiratory physiotherapy and

ensure that the needs of the membership are represented within all areas of the

ACPRC Vision.



2 To represent the area of research within all areas of cardio-respiratroy physiotherapy

To work with the secretariat and other champions to organise short courses, evening workshops

and conferences

To work with the publications chair to ensure that relevant workplans are jointly developed and

completed


the specific are of research through: ACPRC Newsletter, Social Media etc.













experience


work plan








42



JOB DESCRIPTION

ROLE SUMMARY

Education

Champion


of education. To represent this area of cardio-respiratory physiotherapy and

ensure that the educational needs of the membership are represented within all

areas of the ACPRC Vision.



2 To represent the area of education within all areas of cardio-respiratroy physiotherapy

To work with the secretariat and other champions to organise short courses, evening workshops

and conferences

To ensure that different methods of education are considered by the committee including

courses, conferences, elearning, SIM etc


the specific are of education through: ACPRC Newsletter, Social Media etc.













experience


work plan








43



JOB DESCRIPTION

ROLE SUMMARY

Newsletter Editor

To be a member of the ACPRC interested in ensuring committee activities are

communicated effectively to the membership and all stakeholders via the

electronic newsletter. To be part of the committee with the specific role of

connecting people (this includes the committee, membership and external

stakeholders)



2 The Newsletter Editor is responsible for securing and co-ordinating regular content for the

monthly electronic newsletters. This involves receiving a large number of varied contributions

from different sources, formatting text, inputting into an e-template and emailing to members.

3 This post along with other posts in the publications committee may also take on the role of

publications Chair to help co-ordinate the production of publications

4 An annual newsletter timetable should be completed and kept up to date.

5 To ensure that all those contributing to the newsletter are given adequate notice of deadlines and

their contributions received and reviewed in a timely manner

6 All news items added to the newsletter should also be uploaded to the website / highlighted on

social media. Although this is not the specific role of the newsletter editor, this individual should

ensure that such items are added to the website by the relevant individual (E.g. the Champions).

7 To support the PRO in ensuring that there is relevant content within the newsletter and this is co-

ordinated with other aspects of marketing and communcation to membership and stakeholders

8 To work with the Chair, Vice Chair, PRO and website manager to ensure all communication to the

wider membership via the newsletter, website and social media is up to date and co-ordinated.



10 To represent the ACPRC at relevant conferences and national meetings linked their area of

experience or newsletter activities

11 To ensure that a report is completed and circulated to all ACPRC committee members prior to the

committee meetings and to compile an annual report for the AGM.







experience


work plan


44




and responsibilities. including follow guidance as laid out in the standard operating procedures of the committee.



45



JOB DESCRIPTION

ROLE SUMMARY

Public Relation

Officer

To be a member of the ACPRC interested in ensuring committee activities are

visible to the committee, membership and all stakeholders. To be part of the

committee with the specific role of connecting people (this includes the

committee, membership and external stakeholders)

Diversity Role (incorporated into PRO Role)

The ACPRC acknowledges that each of its members is unique and it is imperative

to embrace and celebrate the individual differences of our members. It is the role

of the Diversity officer to ensure that the ACPRC promotes inclusion and that any

changes within the organisation actively ensure this continues. This includes

facilitating access to information, resources and activities for all members.



2 The PRO will often co-ordinate or lead the below tasks rather than have a direct hand in all the

activities, in acknowledgement of the specialties and experience within the group and Committee.

3 To promote the activity of the group to the public, membership and stakeholders. This will include

both NHS, DOH and other commitees but may also include the press where relevant.

4 To be responsible for the group display board and the material for display at national meetings,

congress and other appropriate events. The ACPRC banner etc is held by the secretariat.

5 To keep the Committee abreast of opportunities for marketing and increasing the visibility and

profile of the organisation

6 To support the education champion and secretariat in supporting the relationship with companies

providing sponsorship and support for courses and specific work plans.

7 To work with the Chair, Vice Chair, newsletter editor and website manager to ensure all

communication to the wider membership via the newsletter, website and social media is up to

date and co-ordinated.


the specific are of research through: ACPRC Newsletter, Social Media etc.




experience or PRO activities







46



experience


work plan








47



JOB DESCRIPTION

ROLE SUMMARY

Journal Editor

To be a member of the ACPRC interested in research and best practice. If able

some experience with journal reviews and/or education would be desirable. To

be part of the committee with the specific role of promoting research and best

practice (this includes the committee, membership and external stakeholders)



2 The Journal Editor is responsible for securing and co-ordinating regular content for the annual

journal. This involves receiving a large number of varied contributions from different sources and

co-ordinating the review of content.

3 This post along with other posts in the publications committee may also take on the role of

publications Chair to help co-ordinate the production of publications

4 An annual timetable for the production of the journal should be adequately communicated to

members, committee members to ensure the journal meets the relevant deadlines

5 To ensure that all those contributing to the journal are given adequate notice of deadlines and

their contributions received and reviewed in a timely manner

6 Relevant information for contributors available on the website should be kept up to date

7 If relevant to develop the content and production of the journal to keep it current and if required

develop content and propose changes to the wider committee.




experience or newsletter activities









experience

15 To take part in committee activities as agreed at committee meetings and as part of work plan








48



JOB DESCRIPTION

ROLE SUMMARY

Resp. Review Editor


of research and publications. To be responsible for the production of a bi-annual

respiratory review document.



2 To be a full particpating member of the publications group and to co-ordinate the vision of the

ACPRC in promition of research and best practice

3 The responsibility of the Respiratory Review Editor is to produce the bi-annual Respiratory

Review.

4 To recruit, retain and co-ordinate a team of reviewers and ensure they are able to complete their

review to a relevant timeline

5 To lead any relevant development of this publication in order to keep it relevant and interesting

to membership




expertise or their post

8 Outside of completion of the respiratroy reivew, to support other publications to be delivered

including the journal, website and newsletter









experience


work plan








49

ACPRC External Representation / Groups 2016

Group / Organisation / Project ACPRC Representative Report Info

BTS Education Committee Harriet Shannon

BTS Standards of Care Una Jones

Respiratory Coding Group Maria Buxton / Lizzie Grillo

CSP PhysioWorks - COPD Ian Culligan