LAY ADVISORY PANEL FOR RESEARCH AND SERVICE PROVISION WITHIN THE ACADEMIC DIRECTORATE OF COMMUNICABLE DISEASES

TERMS OF REFERENCE

Name of the Panel

Communicable Diseases Lay Advisory Panel

Mission Statement

The role of the Panel is to give a lay perspective on and influence the research and service provision that is being undertaken within the Academic Directorate of Communicable Diseases. The purpose of the group is to consider the opinions of a diverse range of patients/carers.

The specific responsibilities of the Panel will be

  • Influencing the Directorate’s research and service provision direction by informing the research/service provision agenda
  • contributing research/service provision ideas
  • considering whether a research idea is worthwhile to patients and the public
  • considering whether potential changes to services are worthwhile to patients and the public
  • reviewing funding applications and producing/reviewing lay summaries
  • reviewing Ethics applications
  • helping to develop patient information sheets
  • advising on the recruitment of research participants into studies
  • advising on ways of sharing research/service provision results
  • representing the lay public at research/service provision meetings
  • assisting in raising awareness of research/service improvements across the departments.
  • commenting on the Directorate’s strategy

Frequency of Meetings

The panel will be set up as a pilot for 12 months in the first instance. Meetings will be held quarterly for 12 months.

During the meetings staff within the Directorate may present research-related and service provisions work for review. The Panel will discuss any general issues that relate to service provision and research. 20 representatives will be recruited to the panel although not all members will need to attend each meeting, invitees will depend on the subjects to be discussed at the forthcoming meeting. For example if the subjects to be discussed will be mainly Hepatitis focused, those members with experience in this area will be invited to the meeting. It may be that 10 – 12 members are invited to attend a particular meeting and to have decision making authority at least 60% of those invited will need to be present. Meetings that do not have at least 60% of invitees present will be re-arranged. Members that are unable to attend the meeting can put forward opinions by post or email.

Duration of Service

There will initially be a fixed-term appointment for 12 months at which time the benefit to members of the panel and the directorate will be reviewed. Members should try to attend all meetings unless personal circumstances make this impossible.

Members may step down from the Panel at any time without giving a reason. Resignation must be notified in writing to the Chair.

Recruitment

Leaflets and Patient Information sheets will be made available in clinic areas for Clinicians to provide to potential members. A mentor will be assigned to have an informal conversation with potential members to better inform them of the work of the Panel. The candidate will then be invited for interview. Successful candidates will be sent an induction pack and invited to participate for a three-month introductory period. At any point during this period the new member is entitled to step down.

Duties of the Chair

  • To chair the Panel meetings
  • To liaise with the Patient and Public Involvement lead within the Directorate to prepare agendas for future meetings and to monitor the circulation of information
  • To sign off study reviews as a true record of the Panel’s findings
  • To provide a point of contact for Panel members, and to support members in undertaking tasks

Duties of the Secretary

  • Record minutes of the Panel meetings
  • To record attendance and apologies
  • To arrange the completion and circulation of review forms
  • To arrange for researchers to attend meetings to discuss proposals

Confidentiality

All documents submitted for review will be treated as confidential. They can be discussed between Panel members and staff within the directorate, but not anyone outside the circle. Any discussion taking place in meetings will be regarded as confidential.

Conflict of Interest

There may be instances when Panel members find that they have a conflict of interest, such as personal or family involvement with a pharmaceutical company collaborating with a particular study. Members should declare any conflict of interest to the Panel and may be asked not to participate in that particular piece of work.

Mentorship

Panel members will be assigned a mentor for a minimum of the three month introductory period. There will be two elected mentors within the Panel.

Expenses

The directorate will pay childcare expenses and travel expenses to and from meetings. Refreshments will be provided at Panel meetings.

Review

Terms of Reference review: August 2013.

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