RCR Contributors: Problem-solving policy and process

Contributors are vital to the RCR and play a key role in supporting excellence in medical imaging and cancer treatment. We are committed to supporting and recognising the impact our Contributors make. As part of being an RCR Contributor, all individuals are expected to champion our values and comply with the Contributor Code of Conduct.

All Contributors have an important role to:

• Demonstrate inclusive behaviours that are in line with the values of the RCR, including language that ensures our services are welcoming to all
• Be courteous and helpful to others
• Follow the RCR's policies, procedures, values and rules
• Carry out reasonable activities, as requested by the Contributor's staff contact, or expected as part of their role.

From time to time, issues and challenges ('problems') can arise during the course of contributing. In the vast majority of cases, these issues are resolved informally between Contributors, or between Contributors and staff. This will always be our preferred option. However, in some rare cases we do need to move to more formal processes.

Although Contributors are volunteers, meaning that they have no employment rights and can be required to step-down at any time, it is important that the RCR has a transparent process in place to support staff and Contributors to resolve any such issues or challenges, if informal approaches have not worked or are not appropriate. This problem solving policy provides staff and Contributors with a consistent, transparent process to address issues that may have arisen relating to Contributors' actions, inactions or behaviours. Any issues that arise informally or formally between Contributors, or between Contributors and staff or service users will be dealt with discretion and will be confidential to all, but those parties involved. This policy can be used to address concerns and complaints about any individual Contributor, including trustees and independent committee members.

Contributors, staff, members, Fellows or anyone who comes into contact with the RCR can raise concerns about Contributors through this policy. Issues raised under this policy may also require other policies to be used.

If a Contributor wishes to raise other issues about our functions, services, policies or a member of staff, this may be more appropriately done through our complaints procedure. If there are serious concerns about the activities of the charity, our assets or reputation, it may be appropriate to raise these concerns through our whistleblowing policy[PD1] .

The following principles provide the foundations of our problem solving approach:

Contributors will:

• Work in line with our Contributor Code of Conduct, a co-produced set of RCR and Contributor expectations
• Raise concerns as soon as possible with their staff contact, where issues arise.

The relevant volunteer staff contact will:

• Aim to fully look into the issue with the objective of resolving concerns quickly and informally, where possible
• Ensure that Contributors are treated fairly
• Consider Contributor wellbeing throughout
• Offer Contributors the opportunity to explain the situation from their perspective
• Demonstrate that we respect Contributors and are committed to good practice
• Make every effort to resolve issues informally where appropriate
• Consider any reputational aspects to the RCR relating to the problem
• Minimise any disruption to the RCR's work and the people involved

The policy operates in the context of RCR's values.

It is worth noting that Contributors give their time as volunteers to the RCR, they are not employed members of staff and, as such, are not subject to employment legislation. While the RCR relies on Contributors and they are at the heart of the College, any individual Contributor can step away from their College commitments at any time without reason and without notice, in the same way that the RCR can require any individual Contributor to step away from their College commitments at any time without reason and without notice. (The exceptions to this are the elected Officers who, as Trustees of the College, have a different set of responsibilities.) While it is important to understand this voluntary relationship, we would nevertheless normally follow the process below.

Please note that even during the informal process, a staff contact may make confidential notes about the discussions and outcome. These will be held securely by the HR Team.

If the informal process does not resolve an issue, then we will move to the formal problem solving process (below). This process is not time bound, but we would anticipate that Contributors are given a reasonable opportunity to meet any actions for improvement, as agreed at each stage. That said, we would not expect the full process to last any longer than 3-months. 

The staff contact and the HR team can decide to move a problem straight to the formal process if it is the most effective way of dealing with a situation. As such, the informal process is not a pre-requisite to the formal process outlined above.

*If a Contributor is asked to leave a role, they can request that the decisions is reviewed within 14 days if they feel the process hasn't been followed or if new information comes to light by emailing [email protected] with their reason for review. All information the Contributor wishes to be considered must be set out in their initial review request. Depending on the circumstances, the review process might involve an RCR Trustee on the review panel.

Removal from Contributor role

In exceptional circumstances the actions, inactions or behaviours from a Contributor may be so unacceptable that after initially reviewing the circumstances they will be required to step down from their role with no requirement for a formal process to be followed. The below list is not exhaustive but outlines circumstances where removal from a role without a formal process is likely to be warranted:

• Theft, fraud, dishonesty or deliberate falsification of RCR documents
• Violence or assault, abusive, discriminatory or offensive behaviour towards others
• Serious or repeated failure to comply with the RCR's policies, procedures, regulations or rules
• Serious breach of confidence
• Acts of abuse, discrimination, bullying or harassment
• Inappropriate or unauthorised contact with the media including social media (e.g. Facebook, Twitter).

We appreciate that it may be upsetting for a Contributor to be part of the problem-solving process and that this will need to be handled sensitively by our staff contact. Language should be inclusive and supportive and our preferred outcome is always that the situation is resolved and the Contributor continues to input positively as a part of the RCR. 

In return, during the process we expect Contributors to continue to uphold the values and behaviours of the RCR. Any unacceptable behaviours during the problem solving process, either towards another Contributor or a staff contact, will be taken seriously and may inform the decision making process.

We aim to preserve the anonymity of people reporting issues to us through problem solving on a case by case basis. If an individual raises a problem with a Contributor and wishes to keep their identity confidential, we do our very best not to disclose it without their consent. We will not tolerate anyone attempting to victimise or otherwise take action against an individual in any way for raising a concern.

If the situation arises where we are not able to resolve the concern without revealing an individual’s identity or where this is likely to become apparent, we will discuss how we may proceed with the individual concerned. In some cases, the evidence gathered as part of investigating an allegation may reveal or make it easy to infer the identity of the person who has provided that evidence. In that situation, we will speak to the affected people before proceeding.

In some rare situations the RCR may temporarily suspend a Contributor from their role, for example when there is evidence of unacceptable behaviour.

The decision to suspend a Contributor will involve the Director responsible for the area of activity and consideration will be given to whether there is a genuine need to suspend the Contributor during the process. 

Issues raised under this policy may also require other policies and procedures to be used, such as:

• Whistleblowing 
• Complaints procedure
• Contributor Code of Conduct 

Any problem solving conversation will be noted and retained confidentially by the RCR’s HR Team. 

• Policy last updated: May 2024