Trust Board paper submission procedure
Version
9
Name of responsible (ratifying) committee
Director of Corporate Affairs
Date ratified
January 2014
Document Manager (job title)
Director of Corporate Affairs
Date issued
20TH January 2014
Review date
January 2016
Electronic location
Corporate Policies
Forms & Resources
Related Procedural Documents
None
Key Words (to aid with searching)
Trust Board; Submission; Cover Sheet; Paper; PHT;
Preparation; Secretary; Board of Directors; NHS Trust
Management; Committee Procedures
Version Tracking
Version
Date Ratified
Brief Summary of Changes
Author
9
January 2014
Appendix A changed to include new cover sheet.
Changes in job titles
Peter Mellor
Trust Board paper submission procedure. Issue 9. 20/01/2014
(Review date: April 2016)
Page 1 of 6
CONTENTS
1.
2.
3.
4.
5.
6.
7.
INTRODUCTION.......................................................................................................................... 3
PURPOSE ................................................................................................................................... 3
SCOPE ........................................................................................................................................ 3
DEFINITIONS .............................................................................................................................. 3
DUTIES AND RESPONSIBILITIES .............................................................................................. 3
PROCESS ................................................................................................................................... 3
STYLE AND FORMAT ................................................................................................................. 4
Appendix A : Cover Sheet ……………………………………………………………………………………5
(Please use this cover sheet as a template)
Trust Board paper submission procedure. Issue 9. 20/01/2014
(Review date: April 2016)
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1. INTRODUCTION
This policy is designed to provide clarity regarding the preparation and management of Trust
Board papers.
2. PURPOSE
The purpose of this policy is to ensure consistency in the preparation and submission of Trust
Board papers.
3. SCOPE
This policy applies to all staff within the Trust, the MDHU (Portsmouth) and Carillion Service
Limited.
4. DEFINITIONS
Policy
A policy can be defined as a high level statement of intent or set of principles with widespread
application that provide a basis for consistent decision-making and resource allocation.
5. DUTIES AND RESPONSIBILITIES
Trust Board
The Trust Board has overall responsibility for ensuring that, through good procedural document
management, the organisation complies with all legal, statutory and good practice
requirements.
6. PROCESS
In order to be consistent in the preparation and submission of papers for Trust Board, the
following process should be followed.
a. All papers must be approved by the relevant sponsoring Executive Director, before
submission to the Director of Corporate Affairs for inclusion, via the Board Secretary.
b. Papers are to be prepared and laid out in accordance with the guidance within this paper and
within appendix A. The relevant Executive Director is to ensure that the cover sheet is
completed and that the paper is presented in accordance with the guidance within this paper.
c. Papers must be with the Trust Board Secretary no later than ten days prior to the Trust Board
meeting, unless advance approval is sought from the Director of Corporate Affairs. This is to
allow time to prepare reading packs and distribute them to Executive and Non Executive
Directors one week before the meeting.
Trust Board paper submission procedure. Issue 9. 20/01/2014
(Review date: April 2016)
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7. STYLE AND FORMAT
The following layout is to be used when preparing a Trust Board paper:
Font
Use Arial
Size 11
Text to be justified
Margins
Top, Bottom Left and Right margin all at 2cm
The PHT Logo (below) must be included in the TOP
RIGHT hand side of the first page, (cover sheet only):
Header
This must include:
Footer
Page number x of y - centered.
Cover Sheet
See Appendix A
a.
This is to be a continuation from the cover sheet so
only one paper per item is submitted.
b.
Include Header on first page and Footer information as
described above.
a.
Papers to be sent to the Director of Corporate Affairs
and Trust Board Secretary.
b.
Papers to be submitted 10 working days (2 weeks) prior
to the Trust Board meeting. Any request for an
extension to this deadline will need to be sought in
advance from the Director of Corporate Affairs.
c.
Director of Corporate Affairs to accept/decline paper
following consideration with the Chairman.
Main Paper
Deadline for
Submission
Trust Board paper submission procedure. Issue 9. 20/01/2014
(Review date: April 2016)
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APPENDIX A: Cover Sheet
(Delete as appropriate and include month – ALL IN CAPITALS)
TRUST BOARD PUBLIC OR PRIVATE - MONTH 2013
(TB Secretary to complete)
Agenda Item Number:
Enclosure Number:
Subject:
Prepared by:
Sponsored by:
Presented by:
Purpose of paper
Key points
members
for
Trust
Board
Briefly summarise in bullet point
format the main points and key
issues that the Trust Board
members should focus on including
conclusions and proposals
Options and decisions required
Clearly identify options that are to be
considered and any decisions
required
Next steps / future actions:
Clearly identify what will follow the
Trust Board’s discussion
Consideration of legal
(including
Equality
Assessment)?
issues
Impact
Consideration of Public and
Patient
Involvement
and
Communications Implications?
Links to Portsmouth Hospitals
Framework/Corporate Risk Register
NHS
Trust
Board
Strategic
Aims,
Assurance
Strategic Aim
BAF/Corporate Risk Register
Reference (if applicable)
Risk Description
CQC Reference
Committees/Meetings at which paper has been approved:
Trust Board paper submission procedure. Issue 9. 20/01/2014
(Review date: April 2016)
Date
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Trust Board paper submission procedure. Issue 9. 20/01/2014
(Review date: April 2016)
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