FORMAL APPEALS PROCESS GUIDANCE APPENDICES

Transcription

1 FORMAL APPEALS PROCESS GUIDANCE APPENDICES 1. Checklist 2. Information Templates 2.1. List of Attendees 2.2. Timetable 2.3. Venue Layout 3. Notes to Management Side 4. Appeal Hearing Protocol 5. Letters & Templates 5.1. R4-R6 (Step 1 Review) 5.2. Step 1 Proforma 5.3. A1-A B1-B C D Step 2 Proforma 5.8. E1-2

2 ARCP APPEALS CHECKLIST 1. SET-UP OF APPEAL PANEL Completed Notes Write to appellant to confirm receipt of request for appeal (A1) Write to management side to confirm appeal will be going ahead (B1) Meet with PG Dean to clarify suggested Chair & panel members Invite Chair and ask for 2 or 3 possible dates (C1) Contact appellant to confirm preferences for dates (A2) Chair Appellant Appellant Representative Contact management side to confirm preferences for dates (B2) Management Representative Management Admin Identify panel members and confirm preferences for dates (N.B. Panel members should be reviewed against the trainee s past assessments to ensure no duplication) (C2) External Representative Consultant from NW Deanery Consultant from NW Deanery Different Specialty Identify and confirm date with 2x note-takers Trainee Representative HR Representative Lay Representative Note Taker 1 Note Taker 2 Confirm final date with Chair (C3 CHAIR) and panel members (C3 PANEL) Confirm final date with management side. Include reminder of submission of paperwork with deadline for submission (no less than 10 working days prior to the appeal hearing) (B3) Confirm final date with appellant and confirm if bringing a representative/witness. Include reminder of submission of paperwork with deadline for submission (no less than 10 working days prior to the appeal hearing) (A3)

3 ARCP APPEALS CHECKLIST 1. SET-UP OF APPEAL PANEL Completed Notes Order Stationery 13x Large Lever Arch Files Tab Dividers (enough for 3 per Lever Arch File) 13x Envelopes/Packets to accommodate files for posting 13x A4 Note Pads A box of Pens/Pencils White copier paper Book 2x laptops for note takers on the day Identify venue (see 2. Venue Details) Finalise timetable (see 3. Timetable) Confirm date, time, venue details, timetable and list of panel members with Chair and panel members ask for preferred postal address for receipt of paperwork via courier (C4) Confirm date, time, venue details, timetable and list of panel members to appellant. Send reminder with regards to paperwork and deadline for submission with note that no paperwork will be accepted on the day. Request details of representative if not yet received (A4) Confirm date, time, venue details, timetable and list of panel members to management side. Send reminder with regards to paperwork and deadline for submission with note that no paperwork will be accepted on the day (B4) When received, acknowledge paperwork from appellant (A5) When received, acknowledge paperwork from management side (B5) All appeal hearing paperwork should be copied and distributed to all attendees no less than five working days prior to the appeal date. This should be sent via courier to ensure prompt delivery (D1) External Representative Consultant from NW Deanery Consultant from NW Deanery Different Specialty Trainee Representative HR Representative Lay Representative Management Representative

4 ARCP APPEALS CHECKLIST 1. SET-UP OF APPEAL PANEL Completed Notes Management Admin Appellant Appellant Representative Note Taker 1 Note Taker 2 2. VENUE DETAILS Completed Notes Identify appropriate venue with wi-fi connection a visit may be necessary to ensure correct layout Confirm 1 large secure room to accommodate room layout (attached as Appendix 1) Confirm 2 secure syndicate rooms for appellant/management side. N.B. These rooms should not be placed together Confirm lunch can be taken separately for panel members/appellant/management side this should be arranged to be taken in the separate rooms Water/Glasses should be made available in all rooms at all times Refreshments to be booked for start of day, morning break and lunch (as per the timetable) Name signs to be printed and arranged as per the room layout (attached as Appendix 1) Pens/Pencils/Pads to be made available for all attendees 3. TIMETABLE Completed Confirmed Timetable to be set up as per timings below 9.45am 10.45am Pre-briefing for panel 10.45am 11.00am Break 11.00am 1.00pm Appeal 1.00pm 1.30pm Lunch 1.30pm 2.15pm Panel discussion 2.15pm 2.45pm Notify appellant of decision 2.45pm 3.00pm De-brief During de-brief organiser to clarify with Chair if separate de-briefing

5 ARCP APPEALS CHECKLIST 3. TIMETABLE Completed Confirmed meeting is required. Chair to dictate recommendation to PG Dean. 4. POST-APPEAL Completed Confirmed Organiser to arrange for Chair s recommendation to be forwarded to PG Dean within five working days of the appeal hearing Note-takers to produce first draft of appeal notes within five working days of the appeal hearing Chair to make comments/amendments on notes within a further five working days panel members to request any further comments/amendments on notes in writing within a further five working days Prepare letters from PG Dean to all members of the appeal panel thanking them for their contribution and asking for completion of feedback form (E1) PG Dean to write to the appellant and management side with the decision of the appeal panel and the final approved notes within fifteen working days of the appeal hearing (E2) Where trainee is to be released from training only, PG Dean to write to LEO/Medical Director with the decision of the appeal panel and a summary of appellant s training (E3) PG Dean to amend the training documentation where necessary Outcomes from appeal to be incorporated into the North Western Deanery Formal Appeal Guidance document where relevant

6 RECOMMENDATION OF RELEASE FROM TRAINING/EXTENSION TO TRAINING STEP 2 APPEAL ATTENDEES Name Title Chair PG Dean or nominated representative Position Note Taker Position Note Taker Position External Adviser from an adjacent region Position Consultant from NW Deanery Position Consultant from NW Deanery different specialty Position Trainee Representative Position HR Representative Position Lay Representative Lay Representative, Trainee who is appealing Trainee Trainee s representative BMA Representative Management case presenting Training Programme Director, Management case admin Specialty School Manager,

7 RECOMMENDATION OF RELEASE FROM TRAINING/EXTENSION TO TRAINING STEP 2 APPEAL TIMETABLE The main appeal hearing will take place in <RM>. <RM>.has been reserved for the Appellant & Appellant Representative. Refreshments & lunch will be provided in this room. <RM>.has been reserved for the Management side. Refreshments & lunch will be provided in this room am 11.15am Pre-panel meeting <Rm> 11.15am 11.30am Break (Appellant, Appellant Rep & Management side not present) 11.30am 1.30pm Appeal panel <Rm> 1.30pm 2.00pm Lunch <Rm> Appellant, Appellant Rep & Management side will take lunch in syndicate rooms 2.00pm 2.45pm Panel Discussion <Rm> 2.45pm 3.15pm Notify appellant of <Rm> decision 3.15pm 4.00pm Debrief (if required) <Rm> (Appellant, Appellant Rep & Management side not present) (Appellant, Appellant Rep & Management side not present)

8 STEP 2 APPEAL ROOM LAYOUT Lay Representative HR Representative Management Case - Admin Consultant Management Representative Panel Chair External Adviser Appellant Consultant Appellant s Representative Trainee Representative Note Taker Note Taker

9 Step 2 Appeal Hearing Notes to management side In the interests of a fair process it is important that the investigation process is thorough and balanced. All relevant information should be presented, whether it supports the Trainee s claims or not. Detailed notes of any possible mitigating circumstances for a trainee s poor performance should also be produced following detailed investigations. Once the investigatory period is over then the evidence bundle should roughly consist of the following: The Trainee s current post history The Trainee s performance in previous posts [up to a maximum of 2 years ago] The Trainee s annual review history The Trainee s study leave history The chronology of the main events/ concerns in the Trainee s programme It is also important that once the bundle has been submitted to the Dean for circulation, no additional information is added without disclosure. It is important that the trainee is fully aware of all the information used in evidence against them before the appeal hearing starts. It should also be noted that any disciplinary processes on the basis of misconduct running alongside the appeal process should be kept separate. The appeal process is only to consider the trainee s training performance review. In general: Pre-appeal: Ensure that all notes taken at any stage are fair and balanced and cannot be construed as being biased or discriminatory in any way. Keep in mind that any notes taken are subject to disclosure for any subsequent legal proceedings Do not be selective in the information used to come to a decision. It is important to show that all of the information available has been considered to build an accurate picture of the issues Compare how trainees with similar problems have been dealt with in the past to ensure consistency and limit the liability for any subsequent claims of discrimination. This would include subjective and statistical analysis

10 The appeal hearing protocol Pre-hearing 4.1 Chairperson welcomes members of the Panel and leads introductions 4.2 Chairperson confirms that the Panel is properly constituted and that due process has been followed. 4.3 Panel confirms that they have received the relevant evidential information within the time limits specified and have had the opportunity to review it 4.4 Each Panel member should be given a chance to raise any issues for discussion from written evidence in the bundles provided 4.5 Following the discussion the Chairperson will identify the key points of contention and where possible the Panel will agree the areas of responsibility and questioning that each member will explore at the Hearing proper Hearing The notes of this stage are not routinely shared with the Appellant (nor their representative), or the STC management team 4.6 Chairperson welcomes the Appellant and his representative and the Management/ Specialty team 4.7 The Panel introduce themselves including their job title and role on the panel (e.g. Specialty Representative, Trainee representative etc) 4.8 Chairperson opens proceedings by describing the reasons for the Hearing (i.e. RITA E, ARCP Outcome 3) and the order in which representations will be made: The Appellant will make his/ her oral representations first The Appellant should begin by summarising the core reasons for the Appeal before going on to give more detailed representations (Trainee should be informed to prepare for this beforehand) The Management/ Specialty team will then have an opportunity to raise questions and clarify points relating to the Appellant s written and oral representations The Panel will then have the opportunity to raise questions and clarify points relating to the Appellant s written and oral representations

11 4.8.4 The Management/ Specialty team then make their oral representations The Appellant and his/ her representative will then have an opportunity to raise questions and clarify points relating to the Management/ Specialty team s written and oral representations The Panel will then have an opportunity to raise questions and clarify points relating to the Management/ Specialty team s written and oral representations 4.9 If the Appellant does not have representation with them then the Chairperson should confirm that the Appellant is happy to proceed Representations will then be made in the order outlined in section Once the representations and questions stage has finished the Chairperson should ask the note taker(s) whether any part of the proceedings so far need clarification in the interests of an accurate record being produced 4.12 The Hearing will then be closed and the Appellant and his/ her representative, and the Management/ Specialty team will leave the room 4.13 The Chairperson should inform the Appellant that the outcome of the appeal will be communicated to him/ her within two working days starting from the next working day after the close of the appeal. For the purposes of this section communication will be at the point that the notification is either posted by royal mail or sent by , not the date it is received There may be hearings where the Appellant will be informed of the Panel s decision orally after the Deliberations stage. If this is to be the case then the Chairperson should inform the Appellant of this after the deliberations stage below Deliberations 4.14 Chairperson leads the discussion and the Panel will seek to clarify whether points arising out of written and oral representations have been satisfactorily answered 4.15 Chairperson will then confirm with the Panel that they are able to come to a decision, and whether this decision is unanimous. If the decision is not unanimous it is up to the Chairperson to assist the Panel in reaching a fair and equitable decision 4.16 If the Appellant is to learn of the decision during the Hearing, as per section above, then all parties should be called back into the room. The Chairperson will then inform the Appellant of the Panel s decision, the reasons

12 for the decision reached, and any further actions or recommendations that the Panel has decided to impose 4.17 Any recommended follow on actions should be documented Post-Hearing administration 4.18 If the Appellant was not informed of the Panel s decision during the Hearing then the Chairperson should inform them by letter sent electronically and by recorded delivery as soon as possible and within two working days, starting from the first working day after the Hearing has closed The note taker(s) should type up the notes of the Hearing and forward to the Chairperson for initial amendments within five working days of the Hearing. The Chairperson should then make any amendments necessary and return to the note taker within a further five working days. This copy will then be considered to be the final copy subject to amendments made by panel members. The final copy should be circulated by the note taker to Panel members as soon as it received back from the Chairperson and the Panel should be given a further five working days to make amendments Once the final copy has been agreed by the Chairperson and the Panel it should be circulated to all persons who were present at the appeal Hearing, and any other persons who may need to know of any actions/ recommendations made. If any party wishes to make additional alterations at this point then they can do so in writing within ten working days of receipt The Postgraduate Dean, through the nominated deputy, should arrange for the Appellant s Record of Training to be amended 4.22 Any actions taken as a result of recommendations made as per section 4.17 should be documented

13 Please Contact: Direct Line: Fax: Your Ref: Our Ref: R4 DATE ADDRESS Fax: Step 1 Review I am writing in response to your letter to Professor Jacky Hayden requesting an appeal following the outcome of your ARCP on date. The first stage of the appeals process is to organise a Step 1 review with the Deanery, Trainee, Training Programme Director and Regional Advisor. This discussion provides the opportunity for the group to reach a common understanding of issues and decide on the best course of action. I am in the process of arranging a date and time for the discussion to go ahead and will be in touch shortly as soon as this is confirmed. In the meantime, if you have any queries concerning the appeals process, please do not hesitate to contact me. Yours sincerely Job Title cc. Director of Hospital Training Training Programme Director Regional Advisor Specialty School Manager

14 Please Contact: Direct Line: Fax: Your Ref: Our Ref: R5 DATE ADDRESS Fax: Step 1 Review I am writing with regards to your letter requesting an appeal following the outcome of your ARCP on date. The first stage of the appeal, the Step 1 review, has been arranged for time, date, venue (directions enclosed for information). Please report to the 4 th floor reception on your arrival. This meeting will provide the opportunity for further discussion on the outcome issued at your ARCP and I would be grateful if you can confirm your attendance. If you wish to submit any further evidence to be considered at the review, can you please forward for my attention by deadline at the latest. Yours sincerely Job Title cc. Panel Members Specialty School Manager Principal HR Manager, GMW/PAT

15 Please Contact: Direct Line: Fax: Your Ref: Our Ref: R6 DATE ADDRESS Fax: Step 1 Review I am writing to confirm the outcome of the Step 1 review, which took place on date. As you are aware, the opinion of the panel was that the previous recommendation of recommendation was upheld. I enclose/will forward in the near future the notes of the meeting for your information. You have the right to a Step 2 appeal, where an independent panel will be convened to consider the evidence, and trainees do have the right to be represented at the appeal. Further information on the Review and Appeal procedures are contained within Section 7 of the Gold Guide, which can be accessed online at I also attach a copy of the appeals hearing protocol, which also gives further information as to how such an appeal is undertaken. As discussed at the meeting, if you wish to proceed, you must put your reasons for requesting an appeal in writing to the Postgraduate Dean by date, which allows for 10 working days from the date of the Step 1 discussion. In the meantime, if you have any further queries on the appeals process, please do not hesitate to contact me. Yours sincerely Job Title cc. Panel Members Specialty School Manager Postgraduate Dean

16 Principal HR Manager, GMW/PAT 2

17 Notes of Step 1 Discussion held <Date> at <Venue> Panel: <Panel members> In Attendance: <Name> Trainee Specialty Year of Programme Previous Review Training Number Current Placement Estimated CCT Date Current Review PANEL REVIEW OF EVIDENCE MEETING WITH TRAINEE OUTCOME RIGHT TO STEP 2 APPEAL END OF REVIEW Chair s Signature: 1

18 Please Contact: Direct Line: Fax: Your Ref: Our Ref: TRAINEE INTIALS/Step2/A1 DATE ADDRESS Secondary Care Education Section Floor 3 Fax: Website: Step 2 Appeal I am writing in response to your letter to Professor Jacky Hayden requesting an appeal following the outcome of your ARCP on date and the Step 1 review on date. We are in the process of arranging a date and time for the appeal to go ahead, however, due to the nature of the panel involved and the 6 week consultant notice period, I would ask that you please be patient as it may take a couple of weeks to determine this. I will be in touch as soon as we have some provisional dates. In the meantime, if you have any queries concerning the appeals process, please do not hesitate to contact me. Yours sincerely, Job Title

19 Please Contact: Direct Line: Fax: Your Ref: Our Ref: TRAINEE INTIALS/Step2/A2 DATE ADDRESS Secondary Care Education Section Floor 3 Fax: Website: Step 2 Appeal I am writing to confirm that the Deanery is currently in the process of arranging the Step 2 Appeal that you requested following the outcome details that was issued to you on date. The following dates have been proposed by the Chair and I would be grateful if you can let me know if you are UNABLE to attend on any of these: List dates We will follow the colour Guide in preparation for this appeal and need to coordinate diaries for a group of busy clinicians; therefore I would appreciate a response from you by deadline. If I do not hear from you by this date, I will assume that you are available on all of the suggested dates. Once the date is confirmed, I will be in touch again to confirm how the appeal will run and how to submit your case paperwork. I look forward to hearing from you. Yours sincerely, Job Title cc. Appellant s Representative

20 Please Contact: Direct Line: Fax: Your Ref: Our Ref: TRAINEE INITIALS/Step2/A3 DATE ADDRESS Secondary Care Education Section Floor 3 Fax: Step 2 Appeal Thank you for your dated date confirming your availability for date of appeal for the above appeal. This date has now been confirmed to hear your appeal and this will take place from time (full timetable and venue to be confirmed in due course). You may submit further written evidence to support your appeal prior to the hearing. All the written evidence that you wish the panel to consider should be forwarded to me at the above address and should arrive no later than noon on date. Your evidence should begin with a summary of the core reasons for the appeal before continuing with more detailed representations. I have enclosed a copy of the appeal hearing protocol for your information. Please note that additional written evidence will not be permitted on the day of the hearing. You have the right to be accompanied by a friend, colleague or representative of your professional body and I would appreciate it if you could confirm at your earliest convenience the name, title and contact details for your representative. If you wish to be represented by a member of the legal profession then you must agree this with us first. For further information on the appeals process, you should refer to section 13 of the Orange Guide or section 7 of the Gold Guide, which can be accessed on-line at or I will write to you in due course to confirm the venue, full timetable and list of appeal hearing panel members. In the meantime, if you have any queries relating to this appeal, please do not hesitate to contact me. Yours sincerely Job Title cc. Encl. Trainee s Representative

21 Please Contact: Direct Line: Fax: Your Ref: Our Ref: TRAINEE INTIALS/Step2/A4 DATE ADDRESS Secondary Care Education Section Floor 3 Fax: Website: Step 2 Appeal Date Venue For your information, please find attached a timetable, directions to venue and list of panel members relating to the above appeal. Following my previous letter of date, may I also please remind you that your written evidence to support your appeal should be forwarded to me at the above address and should arrive no later than noon on date. Paperwork submitted after this time will not be accepted. Please also note that additional written evidence will not be permitted on the day of the hearing. You will be forwarded full copies of the written evidence relating to the appeal as soon as possible, but no later than 5 working days prior to the appeal hearing date. I would be grateful if you could confirm, by return , your preferred postal address at which to receive the appeal documentation via courier. The documentation will require a signature on delivery. In the meantime, if you have any further queries relating to the appeal, please do not hesitate to contact me. Yours sincerely Job Title cc. Appellant Representative

22 Please Contact: Direct Line: Fax: Your Ref: Our Ref: TRAINEE INTIALS/Step2/A5 DATE ADDRESS Secondary Care Education Section Floor 3 Fax: Website: Step 2 Appeal I am writing to acknowledge receipt of your written evidence in relation to the above, which was received on date. May I please remind you that no additional written evidence will be permitted on the day of the hearing. You will be forwarded full copies of the written evidence relating to the appeal as soon as possible, but no later than 5 working days prior to the appeal hearing date. I note that you have not yet confirmed if you will be accompanied by a friend, colleague or representative. If this is the case, can you please confirm the name, title and contact details for your representative via as soon as possible. In the meantime, if you have any further queries relating to the appeal, please do not hesitate to contact me. Yours sincerely Job Title cc. Appellant Representative

23 Please Contact: Direct Line: Fax: Your Ref: Our Ref: TRAINEE INTIALS/Step2/AB1 DATE ADDRESS Secondary Care Education Section Floor 3 Fax: Website: Step 2 Appeal - Trainee I am writing to inform you that following the Step 1 review on date, trainee has written to the Postgraduate Dean requesting a Step 2 appeal. We are in the process of arranging a date and time for the appeal to go ahead, however, due to the nature of the panel involved and the 6 week consultant notice period, it may take a couple of weeks to determine this. I will be in touch as soon as we have some provisional dates. I have included some notes that you may find useful in relation to the evidence you will need to provide for the appeal and a copy of the appeal hearing protocol. In the meantime, if you have any queries concerning the appeals process, please do not hesitate to contact me. Yours sincerely, Job Title cc. Specialty School Manager

24 Please Contact: Direct Line: Fax: Your Ref: Our Ref: TRAINEE INITIALS/Step2/B2 DATE ADDRESS Secondary Care Education Section Floor 3 Fax: Website: Step 2 Appeal: Trainee, Specialty I am writing to confirm that the Deanery is currently in the process of arranging the Step 2 Appeal for the above trainee. The following dates have been proposed by the Chair and I would be grateful if you can let me know if you are UNABLE to attend on any of these: List dates We will follow the colour Guide in preparation for this appeal and, as you are aware, need to coordinate diaries for a group of busy clinicians within a short timescale; therefore I would appreciate if you are able to be flexible when considering your availability. Once the date is confirmed, I will be in touch again to confirm how the appeal will run and how to submit your case paperwork. I look forward to hearing from you. Yours sincerely Job Title cc. SSM

25 Please Contact: Direct Line: Fax: Your Ref: Our Ref: TRAINEE INTIALS/Step2/B3 DATE ADDRESS Secondary Care Education Section Floor 3 Fax: Step 2 Appeal: Trainee I am writing to confirm that a date has now been confirmed to hear the above Step 2 appeal and this will take place from time & date (full timetable and venue to be confirmed). You may submit further written evidence to support the decision made by the original annual review panel. All the written evidence that you wish the panel to consider should be forwarded to me at the above address and should arrive no later than noon on date. Please note that additional written evidence will not be permitted on the day of the hearing. I attach some guidance on preparing the management case and a copy of the appeal hearing protocol for your information. I will write to you shortly to confirm the venue, full timetable and list of the appeal hearing panel members but, in the meantime, if you have any queries relating to this appeal, please do not hesitate to contact me. Yours sincerely Job Title cc. SSM

26 Please Contact: Direct Line: Fax: Your Ref: Our Ref: TRAINEE INITIALS/Step2/B4 DATE ADDRESS Secondary Care Education Section Floor 3 Fax: Website: Step 2 Appeal Trainee Date Venue For your information, please find attached a timetable, directions to venue, a list of panel members and a copy of the appeal hearing protocol relating to the above appeal. Following my previous letter of date, may I also please remind you that the deadline for submission of your written evidence is no later than noon on date. Paperwork submitted after this time will not be accepted. Please also note that additional written evidence will not be permitted on the day of the hearing. You will be forwarded full copies of the written evidence relating to the appeal as soon as possible, but no later than 5 working days prior to the appeal hearing date. I would be grateful if you could confirm, by return , your preferred postal address at which to receive the appeal documentation via courier. The documentation will require a signature on delivery. In the meantime, if you have any further queries, please do not hesitate to contact me. Yours sincerely Job Title cc. SSM

27 Please Contact: Direct Line: Fax: Your Ref: Our Ref: TRAINEE INITIALS/Step2/B5 DATE ADDRESS Secondary Care Education Section Floor 3 Fax: Website: Step 2 Appeal I am writing to acknowledge receipt of your written evidence in relation to the above, which was received on date. May I please remind you that no additional written evidence will be permitted on the day of the hearing. You will be forwarded full copies of all written evidence relating to the appeal as soon as possible, but no later than 5 working days prior to the appeal hearing date. If you have any further queries relating to the appeal, please do not hesitate to contact me. Yours sincerely, Job Title cc. SSM

28 Please Contact: Direct Line: Fax: Your Ref: Our Ref: TRAINEE INITIALS/Step2/C3 CHAIR <DATE> <> <ADDRESS> Secondary Care Education Section Floor 3 Fax: Step 2 Appeal: Trainee Thank you very much for agreeing to chair the formal appeal hearing relating to trainee. The panel has been convened to take place from time, date (full timetable and venue to be confirmed). The paperwork relating to the appeal hearing will be forwarded to you as soon as possible but no later than 5 working days prior to the appeal hearing taking place. If you would like a briefing meeting prior to the appeal hearing, please can you liaise with contact on tel no who will arrange a convenient time and will also be able to assist you with any travel or accommodation arrangements that you may require. I will write to you shortly to confirm the venue, timings and the full list of the appeal hearing panel members but, in the meantime, if you have any queries relating to this appeal, please do not hesitate to contact me. Yours sincerely Job Title

29 Please Contact: Direct Line: Fax: Your Ref: Our Ref: TRAINEE INITIALS/Step2/C3 PANEL DATE ADDRESS Secondary Care Education Section Floor 3 Fax: Step 2 Appeal Date Thank you very much for agreeing to act as role on panel representative for the above formal appeal hearing. The panel has been convened to take place from time on date and is due to end at approximately time. The documented evidence relating to the appeal hearing will be forwarded to you as soon as possible but no later than 5 working days prior to the appeal hearing taking place. I will write to you shortly to confirm the venue, full timetable for the day and the list of the appeal hearing panel members but, in the meantime, if you have any queries relating to this appeal, please do not hesitate to contact me. Yours sincerely Job Title

30 Please Contact: Direct Line: Fax: Your Ref: Our Ref: TRAINEE INITIALS/Step2/C4 DATE ADDRESS Secondary Care Education Section Floor 3 Fax: Step 2 Appeal Trainee, Specialty Date Venue For your information, please find attached a timetable for the day, directions to the venue, a list of panel members and a copy of the appeal hearing protocol, relating to the above formal appeal hearing. I have also included an expenses claim form, which will be paid on receipt. The full documentation relating to the appeal hearing will be forwarded to you as soon as possible, but no later than 5 working days prior to the appeal hearing date. I would be grateful if you could confirm, by return , your preferred postal address at which to receive the appeal documentation via courier. The documentation will require a signature on delivery. In the meantime, if you have any further queries relating to the appeal, please do not hesitate to contact me. Yours sincerely Job Title

31 Please Contact: Direct Line: Fax: Your Ref: Our Ref: TRAINEE INITIALS/Step2/D1 DATE ADDRESS Secondary Care Education Section Floor 3 Fax: Step 2 Appeal Documentation Trainee, Specialty Date Venue Further to my letter dated date, please find enclosed a copy of the written evidence supplied by both the appellant and management side in relation to the above Step 2 appeal. Also attached is a copy of the formal appeal hearing protocol, timetable, list of attendees and venue details, including room layout. I would be grateful if you could confirm receipt of this folder by either ringing my above direct line or ing me at the above address. I look forward to meeting you on the day. In the meantime, if you have any further queries, please do not hesitate to contact me. Yours sincerely Job Title

32 Notes of Step 2 Appeal Hearing for <TRAINEE>, <NTN> <VENUE> Attendees: Chair External Advisor Consultant from NW Deanery Consultant from NW Deanery Trainee Representative HR Representative Lay Representative Note Taker Note Taker Appellant Appellant s Representative Management Case Presenting Management Case - Admin PRE-PANEL DISCUSSION APPEAL HEARING APPELLANT ORAL CASE QUESTIONS FROM MANAGEMENT SIDE PANEL QUESTIONS TO APPELLANT 1

33 Notes of Step 2 Appeal Hearing for <TRAINEE>, <NTN> <VENUE> MANAGEMENT ORAL CASE QUESTIONS FROM APPELLANT PANEL QUESTIONS TO MANAGEMENT SIDE QUESTIONS FROM APPELLANT CONCLUSION OF HEARING POST-HEARING PANEL DISCUSSION ISSUES FOR THE RESPONSIBLE OFFICER 2

34 Notes of Step 2 Appeal Hearing for <TRAINEE>, <NTN> <VENUE> NOTICE TO APPELLANT OF DECISION CHAIR S RECOMMENDATION TO POSTGRADUATE DEAN CHAIR S SIGNATURE Chair s Signature: END OF HEARING 3

35 Please contact: Professor Jacky Hayden Direct Line: Fax: Your ref: Our ref: E1 DATE Fax: Re: Step 2 Appeal DATE I would formally like to thank you, on behalf of the Deanery, for your commitment of time and attendance at the above appeal. I have attached a feedback form and would appreciate it you could find time to complete this and return to Emma James. We will use any feedback in planning for future appeals. Yours sincerely PROFESSOR JACKY HAYDEN Dean of Postgraduate Medical Studies Encl. Page 1 of 1

36 Please contact: Professor Jacky Hayden Direct Line: Fax: Your ref: Our ref: E3 Date Fax: Step 2 Appeal - Date I am writing to confirm the outcome of the above appeal. As you are aware, the decision of the panel was to decision, **and I can confirm that the no months exceptional additional training time has been approved. This will run from the date of the original ARCP panel, which was date. **Delete where applicable Please find attached the final copy of the appeal notes. These have now been considered by the panel and approved by the Chair. If you or your representative wish to make any additional alterations at this stage, can you please do so in writing within five working days of the date of this letter, i.e. by Date at the latest. The attached notes will not be amended but your comments will be added as a formal addendum. Yours sincerely PROFESSOR JACKY HAYDEN Dean of Postgraduate Medical Studies cc: Trainee Representative for appellant letter SSM for management side letter Page 1 of 1