1. Key Terms and Conditions
1.1 QED is an exclusive benefit for members of Tai Pawb. RSLs undertaking QED must be a member during the assessment period and for the whole time they hold the award. If membership lapses during the time the award is held, then QED will be automatically revoked.
1.2 Where Tai Pawb services are provided by one of our Associates, the organisation contracting the service agrees not to directly commission the Associate for any further work without going through Tai Pawb during the time the Associate is contracted by Tai Pawb and for at least 1 year following any termination of contract between Tai Pawb and the Associate. Organisations may contact Tai Pawb to request an exemption from this rule if they feel it is appropriate, for example if the service being contracted is not a service which Tai Pawb could otherwise provide.
2. Services
2.1 Signing the QED agreement commits the RSL to the timeframes agreed in the QED timeline. Tai Pawb is unlikely to be able to accommodate requests for changes to these dates once agreed. Tai Pawb will do its best to accommodate any requested changes where possible but failure to adhere to agreed timeframes may result in a delay to a future financial year, at that year’s QED cost, or cancellation with no refund of fees paid
2.2 The QED induction will not be provided until the services agreement has been authorised and Stage 1 fee paid.
2.3 Tai Pawb will make reasonable efforts to provide QED materials in an accessible format provided we are given sufficient advance notice of specific accessibility requirements. Members should inform Tai Pawb of any accessibility requirements relevant to virtual delivery such as low literacy or visual or hearing impairment.
2.4 The organisation contracting Tai Pawb’s services confirms that staff will be able to access any meetings and focus groups via the agreed online platform (usually Zoom or MS Teams).
3. Charges and Payments
3.1 Stage 1 will be invoiced as soon as the QED agreement is received and must be paid before induction takes place.
3.2 Stage 2 will be invoiced in advance of the first check in following agreement of the action plan and must be paid before the check in takes place.
3.3 Annual QED checks after achievement of the award will be taken as the free membership benefit using 3 credits.
3.4 QED is costed on the assumption that staff members will complete their survey responses online.
3.5 If non-virtual delivery is available by the time an RSL starts Stage 2, they may switch to non-virtual delivery for Stage 2 but will have to agree non-virtual Ts and Cs and fee level may vary.
4. Cancellations and Delays
4.1 Tai Pawb are under no obligation to re-arrange dates postponed or cancelled by RSLs, although will attempt to do so where possible. Please note that due to the high demand for QED, it is highly unlikely that Tai Pawb will be able to rearrange dates in the same financial year, and that any failure by RSLs to comply with agreed timescales and dates is likely to lead to significant delays and additional fees.
4.2 If an RSL chooses to delay or cancel any step of Stage 1 or cannot generate adequate survey responses to proceed, they will still be liable for the entire cost of the Stage 1 invoice. If the work is delayed until the following financial year, Tai Pawb reserves the right to charge an additional fee to reflect any increase to QED costs in the new financial year.
4.3 RSLs reserve the right not to proceed with Stage 2 after taking part in Stage 1. Tai Pawb should be informed before the first Stage 2 check in or we reserve the right to charge for Stage 2. Although those who do not proceed to Stage 2 will not receive the QED award, RSLs will retain ownership of their action plan and recommendations report, if created.
4.4 If an RSL is not ready for their Stage 2 assessment at the time agreed in the Stage 1 action plan, a time extension can be requested by the RSL or suggested by Tai Pawb. Any extension must be time limited and will be for a maximum of an additional 3-6 months. Extensions can be for a variety of reasons, including loss of key personnel or external unexpected pressures (such as the covid pandemic) – this list is not exhaustive. Any request for an extension from the RSL should be communicated to Tai Pawb in writing, with the reasons, as soon as the RSL identifies an issue. Tai Pawb will respond to any such request within 10 working days and arrange a meeting with the RSL to discuss and agree new timescales. Similarly, if Tai Pawb identifies that an extension is required, then they will contact the RSL as soon as they become aware and arrange to meet to discuss and agree new timescales.
- If a revised date falls within a new financial year Tai Pawb reserves the right to charge an additional fee to reflect any increase to QED costs in the new financial year. If Tai Pawb cannot find another suitable date within one year of the Stage 1 report, then the RSL will have to repeat Stage 1 at the fee level applicable on their re-start date before they can advance to Stage 2.
- If a meeting cannot take place due to IT problems, which are not the fault of Tai Pawb, the meeting will be treated as a cancellation.
- If Tai Pawb is requested to repeat any aspect of QED, we reserve the right to charge the RSL a fee for providing this at our usual consultancy rates.
5. Going to Panel
5.1 At the final Stage Two meeting, progress made on the QED action plan and related evidence will be discussed. Tai Pawb will clearly communicate to RSL’s whether they think the organization is ready or not for the Panel within 10 days of this meeting, if all the required evidence has been submitted.
5.2 There are currently three different ways for a QED report to go to Panel for a decision.
- Tai Pawb assessors think the RSL has reached the required standard and made enough progress on their QED action plan. In this situation, Tai Pawb will write the Panel report, and share with the RSL who has 10 days to respond with any comments on factual accuracy. The report, with any revisions for accuracy, will then be sent to the QED Panel at least 10 days before the Panel meeting.
- Tai Pawb either thinks the RSL has almost reached the required standard or is not sure that they have, but they have already had an extension. In this situation, the RSL can decide to withdraw from the QED process at this time or make a request in writing to Panel for a further extension, setting out their reasons.
- Tai Pawb thinks the RSL is not ready, but the RSL believes it has made the required progress to achieve QED. In this situation, Tai Pawb will write the Panel report, and share with the RSL who has 10 days to respond and comment on factual accuracy and submit written evidence as to why they think they have achieved the QED standard. All of these documents then go to the Panel who make a final decision.
- At the final Stage Two meeting, progress made on the QED action plan and related evidence will be discussed. Tai Pawb will clearly communicate to RSL’s whether they think the organization is ready or not for the Panel within 10 days of this meeting, as long as all the required evidence has been submitted.
6. Expectations
6.1 It is the RSL’s responsibility to ensure that the correct people are available for any pre-arranged meetings or onsite assessments at the agreed times. If a failure to do so necessitates additional work for Tai Pawb, for example holding an additional meeting, Tai Pawb reserves the right to charge for this additional work at our published consultancy rates. Tai Pawb will agree dates of meetings with the RSL in advance and will only cancel in an emergency or unexpected situation.
6.2 All RSLs should provide a structure chart or explanation of the tiers, departments and responsibilities for staff members in advance of the induction.
6.3. RSLs are requested to circulate staff and stakeholder questionnaires and actively encourage their completion. Tai Pawb will not be able to proceed with QED if staff surveys have a response rate below a minimum level, to be agreed with the RSL.
6.4 Tai Pawb will agree realistic timeframes with RSLs for different aspects of QED, including questionnaire return, DTA completion and action planning. If an RSL does not adhere to the agreed timeframe, Tai Pawb reserves the right to delay the next stages of QED to a time that fits in with our workload. Where possible, we will aim to do this to a time that suits the RSL, but in some cases it might mean delaying the work by several months or pushing the next stage into a new financial year, with the charges that apply to that financial year. If we cannot agree a future date, then QED may have to be cancelled with no refund of fees already paid. Where the delay incurs costs for Tai Pawb, such as cancellation fees for an associate, Tai Pawb reserves the right to recharge this cost to the RSL.
6.5 RSLs will provide all relevant information to Tai Pawb, including that which may present the organisation in a negative light, such as potentially high-profile incidents or serious complaints.
7. General
7.1 All copyright and other intellectual property in all QED material including preparatory materials shall be and remains vested in Tai Pawb, unless expressly stated otherwise. Members and non-members shall not share Tai Pawb materials outside their own organisation or with anyone contracted by the organisation who is not a direct employee, unless with express permission of Tai Pawb.
7.2 Limitation of Liability
7.2.1 Tai Pawb does not accept any responsibility for any accident, injury or loss suffered by any person whilst participating in QED.
7.2.2 Tai Pawb accepts no responsibility for any loss incurred as a consequence of using any material or information provided as part of QED
7.3 Invoices must be paid within 30 calendar days of receipt.
7.4 Tai Pawb may use anonymised data gained through the QED process for the purposes of furthering our strategic objectives.
8. Deeds Not Words
8.1 Where an organisation has also signed the Tai Pawb Deeds Not Words Pledge and has committed to achieving QED, this will be taken into consideration as part of the QED process, in terms of workload and capacity.
8.2 Whilst there is no requirement for organisations to do DNW actions as part of QED, where such actions are relevant, they can be considered as QED evidence where appropriate.
8.3 In addition, where any organisations are working towards QED and DNW actions concurrently, their workloads/capacity will be considered when agreeing any work to be undertaken between stage 1 and stage 2 of QED (to achieve the standard)