Public Involvement Partnership Principles

Purpose

This policy outlines the expectations and values that guide communication and collaboration between researchers, public contributors, and Patient and Public Involvement (PPI) Leads. It encourages respectful, inclusive, and transparent working relationships built on trust and mutual understanding. The goal is to establish an environment that is welcoming and supportive for those involved in public involvement activities and to ensure that the experience is rewarding and enjoyable. Public contributors and researchers will be provided with training and support to uphold these standards.

Shared Principles

To ensure collaboration between researchers and public contributors fosters a welcoming, supportive, and respectful environment, each party agrees to the following principles:

●  We recognise that we come from diverse backgrounds and experiences and will value, celebrate, and respect our differences and perspectives.

●  To foster an inclusive environment where everyone feels valued and respected, we will ensure we do not knowingly upset or offend people with our language or behaviours.

●  We will listen attentively and refrain from interrupting others when they are speaking.

●  We recognise that decisions might not always reflect our personal beliefs or opinions.

●  We commit to respecting confidentiality and sensitive information, and that this information will not be shared outside our involvement activities.

●  We accept personal responsibility for our contributions to projects and will avoid behaviour that could damage the project’s reputation.

Core Partnership Values

Our approach is based on the UK Standards for Public Involvement, guidance from the National Institute for Health and Care Research (NIHR), and the School of Dental, Health & Care Professions strategic values: inclusivity and diversity, transparency and accountability, collaboration, mutual respect and recognition, as well as flexibility and accessibility.

• Accessibility: All communication must be in plain English and available in alternative formats (e.g., large print, Easy Read, translation, or audio) upon request.

• Respect and Inclusion: Contributors should be treated as equal partners. Their time, experience, and input are valued.

• Confidentiality: All parties must uphold the agreed confidentiality boundaries.

• Trust and Relationship Building: We are dedicated to cultivating positive, open, long-term working relationships.

• Transparency: Contributors will be informed from the outset about how their input influences decisions and how involvement will operate.

• Flexibility and Responsiveness: We aim to meet people “where they are” by tailoring communication and engagement to individual needs.

Communication Commitments

• Each contributor will agree on suitable communication methods to suit their needs (e.g., email, phone, video, face-to-face).

• Contributors are encouraged to inform us of their communication preferences and any barriers to engagement so we can make reasonable adjustments.

• Where contributors encounter digital access barriers, we will consider alternative solutions (e.g., phone calls, postal correspondence, in-person meetings).

• Dates for public contributor meetings will be announced with as much notice as possible.

• Any agendas or materials will be provided beforehand in accessible formats.

• Contributors can nominate a support person or advocate to assist them when required.

Expectations of Researchers and Public Involvement Leads

Researchers collaborating with public contributors must ensure sincere engagement throughout the research process. This includes, but is not limited to, the following:

• Respect the communication preferences and accessibility needs of public contributors, ensuring that documentation and participation opportunities align with these.

• Respond promptly to contributor queries and requests.

• Use clear, jargon-free language in all communication.

• Clearly describe the purpose and scope of involvement opportunities.

• Respect contributors’ time by providing suitable payment, reimbursement, reward and recognition in accordance with the Public Involvement Reward and Recognition Policy.

• Keep public contributors informed with regular updates throughout the project's duration.

• Explain the influence of the involvement to the public contributor.

• Ensure proper data handling in accordance with GDPR.

Expectations of Public Contributors

As part of the partnership principles, researchers have specific expectations of public contributors. These include, but are not limited to, the following:

• Interact with the team respectfully and cooperatively.

• Inform the team of any updates to availability or requirements.

• Identify communication or access issues promptly.

• Maintain confidentiality where necessary.

• Uphold the values of public involvement and partnership principles.

Governance and Data Protection

• All engagement will adhere to UK GDPR and the Data Protection Act 2018.

• Personal data will be stored securely and used solely for agreed-upon purposes.

• Contributors will be provided with privacy notices and consent forms detailing their data rights.

Acknowledgements

We would like to thank Sharon Court (Portsmouth Hospitals University NHS Trust), Kate Henaghan-Sykes (University of Southampton), Gary Cooper, Kathleen Emerson, Mary Tunnell, Sue Heather, Mala Patel, Lucky Haque, Sandra Hall, and Gayle Shim for their valuable contributions to the development of this policy and for generously sharing their time, insights, and expertise.