Guidance documents and templates

This section features guidance documents and templates specifically for Patient and Public Involvement and Engagement (PPIE) related activities, including finance, People & OD and information governance resources.

The resources can be amended to reflect your PPIE activities. If you use our resources please let srbmh@manchester.ac.uk know if you have any feedback.

General

Document/web link	Description	Audience
Faculty standards and governance [PDF]	The Faculty’s Patient and Public Involvement and Engagement (PPIE) Forum has created aspirational standards for PPIE which will be supported through the Forum’s action plan (see below in PPIE Forum section).	Staff, students and Public Contributors

People

Document/web link	Description	Audience
Being a Public Contributor in the Faculty of Biology, Medicine and Health [PDF]	This welcome pack provides Public Contributors with key information about being a Public Contributor for the Faculty. If you would like a paper copy sent to you please email srbmh@manchester.ac.uk	Public Contributor
Template appointment letter (Public Contributor) [PDF]	A template appointment letter for new public contributors who are involved with the Faculty's teaching and research. This letter details all of the relevant information that Public Contributors need to know. The letter can be amended to suit your PPIE activity.	Staff and students
Public Contributor Training Programme [MS Word doc]	Created for Public Contributors to aid them with their PPIE, this programme features courses both internal and external to the University. Courses are optional and the majority are free to access online now. Includes: Data protection, IT skills and Science Communication and PPIE related courses	Public Contributors
Template appointment form (Public Contributor) [link to document to be added shortly]	In order to ensure that the University is GDPR compliant when collecting a person’s data only essential personal data can be collected. This form includes the essential data we need to collect when involving a Public Contributor in our research and teaching. This is collated using select survey. To access the survey please contact srbmh@manchester.ac.uk	Staff and students
Template appointment closure letter (Public Contributor) [link to document to be added shortly]	A template closure of appointment letter for Public Contributors when their involvement or engagement role is coming to an end. This is to confirm their exit from that specific role. This document can be amended to suit your PPIE activity.	Staff and students
Template role description (Public Contributor) [PDF]	A template role description for recruiting members of the public to a Public Contributor role. This document can be amended to suit your PPIE activity.	Staff and students
PEEP (Personal emergency evacuation plan) [website]	Public Contributors may need help and assistance to leave a building in the event of an emergency evacuation. This webpage contains links to information about: the actions needed when these people are identified, the questionnaires to be used to identify the specific needs of individuals, blank PEEP forms, and examples to aid completion of similar PEEPs.	Staff, students and Public Contributors
Template key information form (Public Contributor) [PDF]	A key information form for Public Contributors which features useful information related to their PPIE role. If you would like a printed copy please contact srbmh@manchester.ac.uk	Public Contributors

Information governance

Document/web link	Description	Audience
General Data Protection Regulation (GDPR) [link to document to be added shortly]	Due to the General Data Protection Regulation 2018 and the Data Protection Act 2018 all individuals have to provide their consent before their data is collected. This document details the information which must be provided to Public Contributors at the time data is requested so they are fully informed before they give their consent.	Staff and students
Public Contributor privacy notice [PDF]	A Public Contributor's privacy is very important to us. The University follows the General Data Protection Regulation (GDPR) and the UK Data Protection Act 2018 (DPA). This document sets out how we will collect, store, process and protect a Public Contributor's personal data.	Staff, students and Public Contributors

Ethics

Document/web link	Description	Audience
The University's ethics decision tool [website]	Staff and students need to ensure that Patient and Public Involvement and Engagement (PPIE) is conducted in a safe, ethical way to the highest possible standards. Ethical approval (NHS or University) is not usually required for PPIE as it does not generally raise any ethical concerns for the people and the staff concerned. However, if you plan to consult patients and the public using formal research methods (e.g. surveys, focus groups, interviews) and plan to analyse the data and publish the findings as research, then the people that you are consulting are research participants and the usual governance approvals (including research ethics) are required. To find out whether your PPIE requires ethical approval please use the University's ethics decision tool.	Staff and students
Template risk assessment [PDF]	This risk assessment template has been adapted to help staff, students and Public Contributors plan and assess risk for all Patient and Public Involvement and Engagement (PPIE) activities. Although ethical approval (NHS or University) is not usually required for PPIE as it does not generally raise any ethical concerns for the people and the staff concerned, there may still be potential risks that need to reviewed and managed. This template risk assessment is specifically for PPIE and has been co-created with the University ethics team.	Staff, students and Public Contributors
Template consent form [PDF]	This consent form aims to explain the activities which the Public Contributor will need to consent to in order for us to remain complaint with GDPR (General Data Protection Regulation) and the Data Protection Act 2018.	Staff and students
Template distress protocol (PPIE) [PDF]	Whilst it is unlikely that involvement/engagement will result in a distressing situation, it is important to consider any required strategies to put in place prior to the activity to limit distress. This template has been amended specifically for PPIE activities.	Staff and students
Template Information Sheet [PDF]	This Template Information Sheet includes all the essential information you need to provide a Public Contributor about your PPIE activity before they make an informed decision to take part.	Staff and students
Distress Help Services (Public Contributors) [PDF]	A useful document for Public Contributors featuring contacts and resources for difficult and distressing situations. To be used in conjunction with the distress protocol.	Public Contributors
Distress Help Services (University staff and students) [PDF]	A useful document for staff and students featuring contacts and resources for difficult and distressing situations. To be used in conjunction with the distress protocol.	Staff and students
Impact of public involvement on the ethical aspects of research	A joint briefing from the Health Research Authority and INVOLVE on how public involvement can help in the ethical design and conduct of research.	Staff
Ethical approval for NIHR research projects	Find out whether you require ethical approval for public involvement with your NIHR research	Staff

Finance

Document/web link	Description	Audience
Fees and payments guidance (staff) [Word doc]	Fees and payments guidance for staff which includes details on the different ways Public Contributors can be compensated for their time.	Staff and students
Fees and payments (Public Contributors) [link to document to be added shortly]	Faculty fees and payments guidance for Public Contributors. Includes details on how you may be compensated for your time. For specific information regarding your PPIE activity please contact your staff contact.	Public Contributors
Template Public Contributor fees and payments record log [Excel spreadsheet]	A template document to aid Public Contributors with keeping track of the payments they receive for their PPIE work.	Public Contributors
Patient and Public Involvement and Engagement (PPIE) Costings Calculator [Excel spreadsheet]	The purpose of this tool is to facilitate costing of PPIE activities in a single spreadsheet to aid the creation of budgets for grant applications. Example costs are provided on the spreadsheet for you to alter for your PPIE.	Public Contributors
Template PR20 [Excel spreadsheet]	A template PR20 form for Public Contributors to be reimbursed for their reasonable costs of participating in research, teaching or a clinical trial.	Public Contributors
Cash advance request form [Word document]	A cash advance request form for staff wanting to compensate Public Contributors in cash payments on the day.	Staff
Cash return form [Word document]	A cash return form for paying in leftover cash from cash advance.	Staff
Template receipt [Word document]	A template receipt for Public Contributors to complete when receiving cash payments.	Staff and Public Contributors
NIHR: Budgeting for involvement	Practical advice on budgeting for actively involving the public in research studies from NIHR	Staff

PPIE groups

Document/web link	Description	Audience
Terms of reference [link to document to be added shortly]	A template terms of reference document which lists the purpose of the meeting/project, members, responsibilities etc. This document can be amended to suit your PPIE activity.	Staff and students
Example terms of reference [PDF]	An example terms of reference document for members of the Faculty's PPIE Forum. This includes member details, information about the frequency of meetings and the aims of the Forum.	Staff and students
Template ground rules [link to document to be added shortly]	Ground rules are an essential aspect of any PPIE activity to ensure that everyone involved knows what is expected of them.	Staff and students
Example ground rules [PDF]	Example ground rules for the Faculty's PPIE Forum.	Staff and students

Teaching and learning

Document/web link	Description	Audience
Patient Information Forum (PiF): toolkit	A toolkit which supports the creation of high quality health information.	Staff

Patient and Public Involvement and Engagement (PPIE) Forum

Document/web link	Description	Audience
Patient and Public Involvement and Engagement Forum Action plan [PDF]	This document sets out the action plan for the PPIE Forum. The action plan supports the Faculty's Social Responsibility strategy, the University Public Engagement plan and the Inspiring our Communities strategy.	Staff, students and Public Contributors
Terms of reference [PDF]	Terms of reference for the PPIE Forum.	Staff, students and Public Contributors

Online/remote working resources

Document/web link	Description	Audience
How to effectively conduct Patient and Public Involvement and Engagement (PPIE) during and beyond the coronavirus pandemic [Word document]	A hints and tips resource on how to effectively conduct Patient and Public Involvement and Engagement (PPIE) during and beyond the coronavirus pandemic.	Staff, students and Public Contributors

Communications

Document/web link	Description	Audience
Podcast [link to be added shortly]
Email guidelines for Public Contributors [PDF]	Email guidelines for Public Contributors including best practice tips.	Public Contributors
Social media guidelines for Public Contributors [PDF]	Social media guidance for Public Contributors including University contacts and best practice tips.	Public Contributors
PPIE involvement advert template [Word document]	Template advert for promoting your PPIE involvement opportunity. Use for promoting on the Faculty’s Public Engagement Digest newsletter. Email to srbmh@manchester.ac.uk	Staff, students and Public Contributors
Social media guidance	Guidance on the use of social media to actively involve people in research by NIHR	Staff

Evaluation

Document/web link	Description	Audience
Evaluation – change to ‘Evaluating your Public Engagement’	These guides help you plan your evaluation for your public engagement activities.	Staff and students
Template evaluation report	Template evaluation report	Staff and students
Example evaluation report [link to document be added shortly]

External and other resources

Document/web link	Description	Audience
The Involvement Portfolio (NHS R&D Forum Service User and Carer Working Group) [website]	The Involvement Portfolio has been developed, by the NHS R&D Forum Service User and Carer Working Group. The tool is for those using health and social care services who are involved in voluntary or involvement activities such as consultation, committee membership, research and development, to record and provide evidence of their activities. Its use is voluntary and it is up to the individual how they use the portfolio, what they record and how they choose to use it in demonstrating their skills and expertise.	Public Contributors
A practical guide to patient and public involvement in lab-based research [website]	A practical guide to patient and public involvement in lab-based research. This guide details how laboratory-based researchers can involve patients and the public in their work. Created by UCLH BRC, Alzheimer’s Society and Parkinson’s UK, in partnership with patients, the public and researchers.	Lab-based researchers at all stages of their careers
Patient and public participation in health professional regulation	A PPI Good Practice Handbook for UK Health Care Regulators	Staff
Why involve members of the public in research?	A list of reasons why we should involve members of the public in research and how it adds value by the NIHR	Staff
PPIE resource	A resource for researchers by Parkinson’s UK	Staff
NIHR: Going the extra mile report	‘Breaking Boundaries’ strategic review of public involvement in the NIHR	Staff
Mental health researchers’ Toolkit	Royal College of General Practitioners toolkit for involving service users in the research process	Staff
Provision for Public Engagement: Ten Common Pitfalls	Wellcome’s ten common pitfalls of involving patients and the public	Staff
Working Together toolkit	West of England’s AHSN has developed a toolkit for health professionals on how to involve the public	Staff
UK Standards Implementation Stories	This handbook demonstrates the UK Standards for Public Involvement in action	Staff