Appeals

The process applies to termination of UK-CAB membership, suspension or removal from the UK-CAB message boards and removal of community representatives by the Steering Group.

It will be adapted to cover other unforeseen circumstances where the Steering Group considers it appropriate to use. In these cases, the people concerned will be informed of any changes or additions to the process (practically, this is likely to be after an appeal to reconsider a decision has been sent to the Steering Group).

Process

The member wishing to appeal should write to the Chair of the Steering Group setting out why he or she thinks the decision is unfair within 28 days. The member should provide a postal address, email address and telephone number where he or she can be contacted.

The appeal will be acknowledged when it is received.

The Steering Group will consider the appeal within 28 days of receipt.

The Chair may consult others if appropriate, for example the lead of a committee on which a community representative serves. Discussions, including consultations with others, will be confidential to the Steering Group and will not be disclosed.

The appeal will have one of three outcomes:

  • The original decision stands.
  • The original decision will be revoked unconditionally.
  • The original decision will be revoked, provided the member meets certain conditions. The member will agree to and observe these conditions or else the original decision will stand.

The Steering Group’s decision is final.

The Chair will write to notify the member of the outcome within 7 days of a decision being reached.

The outcome may be reported to other members, for example if the appeal relates to suspension or removal from the UK-CAB message boards it will be noted on the message boards.

Once the appeal is concluded, correspondence relating to the appeal will be lodged with the secretariat.

Confidentiality of information

The Steering Group will keep information and discussions about the appeal private and confidential.

The member will keep information and discussions about the appeal private and confidential.

The Steering Group will decide if a breach of confidentiality invalidates an appeal. If a breach is the result of the member’s action, for example circulating information to other people about an appeal by email, the Steering Group will usually decide (1) the process remains valid (2) the original decision stands.

Limits

Appeals may not be made on behalf of other members.

An appeal against a decision may be made once.

There is no appeal against the outcome of an appeal. The outcome of an appeal may not be the subject for a complaint.

The Steering Group will not consider appeals it believes are vexatious, frivolous or malicious.

The Steering Group’s decision will be valid even if the timescale is not observed.

NOTE: Communication may be via the secretariat or directly to the Chair. “Write” means an email or letter. Generally, appeals made via emails will be handled by email – likewise for letters.

Complaints

The process applies to all aspects of running the UK-CAB and the actions of members within or on behalf of the UK-CAB. Complaints may be made by members or relevant other parties, for example the chair of a BHIVA writing group, leader of a clinical trial for which UK-CAB is providing representation.

Concerns may be raised informally with the Steering Group or secretariat without constituting a complaint. The aim is to ensure the UK-CAB runs smoothly and fairly.

Concerns about the discussion message boards may be resolved more quickly by contacting the moderators.

Process

The person wishing to complain should write to the Chair of the Steering Group setting out the details of the complaint. The member should provide a postal address, email address and telephone number where he or she can be contacted.

The complaint will be acknowledged when it is received.

The Steering Group will consider the complaint within 28 days of receipt.

The Chair may consult others if appropriate, for example the lead of a committee on which a community representative serves. Discussions, including consultations with others, will be confidential to the Steering Group and will not be disclosed.

The Steering Group will consider the matter and decide how it should be addressed.

If the Steering Group believes the complaint is justified, the actions it will take to resolve the issue will be set out together with a timescale. A Steering Group member will be appointed to ensure that any actions to resolve the issue are taken in a timely fashion.

The Steering Group’s decision is final.

The Chair will write to notify the person complaining of the outcome within 7 days of a decision being reached.

The outcome may be reported to other members.

Once the complaint is concluded, correspondence relating to the complaint will be lodged with the secretariat.

Confidentiality of information

The Steering Group will keep information and discussions about the complaint private and confidential.

The member will keep information and discussions about the complaint private and confidential.

The Steering Group will decide if a breach of confidentiality invalidates a complaint.

Limits

Complaints may not be made on behalf of other members.

There is no appeal against the outcome of a complaint. The outcome of an appeal may not be the subject for a complaint. The outcome of a complaint may not be the subject of a further complaint.

The Steering Group will not consider complaints it believes are vexatious, frivolous or malicious.

The Steering Group’s decision will be valid even if the timescale is not observed.

NOTE: Communication may be via the secretariat or directly to the Chair. “Write” means an email or letter. Generally, complaints made via emails will be handled by email – likewise for letters.

Published: October 13, 2010
Last edited: January 20, 2011