Process for the development and adoption of
SAAHIP Professional Policy

Subsequent to the tabling of a proposed process at the March Executive meeting and the submission of comment from branch committees, herewith the final process for the development and adoption of SAAHIP Professional Policy.

Background

The mechanism by which SAAHIP is able to express its opinion on matters of interest is by way of developing and disseminating professional policy. This may take different forms at different times. It may involve the commissioning of a position paper or it may involve the development, ratification and publication of a practice standard.

In order for this policy to be effective in advancing the interests of the Association and its members, it must be:

Other organisations have seen various ways of approaching this problem. For the Royal Pharmaceutical Society, the answer lies in special interest groups doing the identification and development work. The American Society of Health-System Pharmacists has recognised that its current process, which takes a minimum of one year, is inflexible, inefficient and therefore unsuited to a rapidly changing world. SAAHIP has therefore considered it necessary to adopt a flexible, quick, efficient way to produce such policy and one that will take account of the constitutional and external policy milieu in which we find ourselves.

The process

The process will involve 6 distinct steps:

·         Identification of the issue and the format to be followed

·         Identification and appointment of the drafting team

·         Drafting of the practice standard or position paper

·         Ratification by the National Executive

·         Discussion and adoption by the branches of SAAHIP

·         Final approval and dissemination by the National Executive

Each of these steps will be described in turn.

1.      Identification of the issue and the format to be followed

Issues may be identified in one of two ways: Firstly, any member or structure of the Association may identify issues that deserve attention. Such issues should be presented to Branch Committees, who will decide if the issue is already being addressed by some means, and whether it is of local or national concern. Issued identified as deserving national attention will be brought to the notice of the National Executive, as outlined below. Secondly, it will be particularly important for the interest groups and national portfolio holders to identify issues within their areas of responsibility or activity. Along with identifying the issue, a proposal to the National Executive (submitted via the National Secretary) should also indicated whether this should be dealt with in the form of a position paper or a practice standard. Position papers identify SAAHIP’s view with regard to an issue, usually one of a controversial nature. A practice standard will stipulate the minimum and desirable standards of practice or behaviour that the Association believes should be adhered to and aspired to by all its members, relevant to a particular topic. Submissions will be dealt with at the ordinary meetings of the National Executive. In addition, members of the National Executive may also identify topics at its meetings.

2.      Identification and appointment of the drafting team

The National Executive will identify, from its own, branch committees, interest groups or the broader membership, those persons who could quickly and with authority draft such a document. They will be mandated to do so on behalf of the National Executive. However, it will also be acceptable for proposers of such policy documents to suggest possible members of the drafting team.

3.      Drafting of the practice standard or position paper

The drafting team will use whatever material is available, may garner advice in any manner deemed appropriate and will draft the appropriate document for submission to the National within a stated timeframe. The team will ensure that all documentation produced has taken into account the particular demands of all practice settings in which SAAHIP members might find themselves. Position papers should avoid making statements on areas of practice which fall outside the ambit of SAAHIP membership.

4.      Ratification by the National Executive

Once deemed complete by the drafting team, the document will be submitted to the next ordinary meeting of the National Executive for ratification. Copies of the draft will thereafter be distributed to all branch chairs, so that discussion at branch level may occur. However, if the circumstances that gave rise to the preparation of the document are of such a nature that the Executive deems it necessary to reach completion without discussion at branch level, this will be allowed. Where necessary, voting on the matter at the National Executive will follow the ordinary procedure as stipulated in the Constitution.

5.      Discussion and adoption by the branches of SAAHIP

Before any documentation on professional policy is accepted as representative of the views of SAAHIP, such documentation will (unless the circumstances mentioned above apply) be presented at branch committees for comment and adoption. This must be done within a period specified by the National Executive. In the case of either a practice standard or position paper being so fundamentally different from previous Association policy as to require direction from General Council, then a motion to that effect should be put to the National Executive by any member who feels that this is the case. The document will then be submitted to the next meeting of the General Council in the form of a formal motion.

6.      Final approval and dissemination by the National Executive

Once comment has been received from the branch committees, or on expiration of the period given for such comment, the position paper or practice standard will be finalised by the National Executive and disseminated as an official, numbered SAAHIP document and will then be available for use by all members. Where appropriate it will also be published in FORUM and/or posted on the SAAHIP web site.

This process should not be confused with the manner in which SAAHIP responds to requests for input or public statements. As is explained in the Constitution, this is the prerogative of the President (see section 31.1.4). It is however consistent with powers vested in the National Executive in terms of that Constitution (see section 29.4)

It is hoped that by this method, SAAHIP can develop useful policy that is reflective of the membership’s views, but in a way that is not overly reliant on the infrequent meetings of the General Council.

Andy Gray
President

1 May 1999

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