The British Dental Association is the national professional association for dentists. It strives to: promote the interests of members

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1 2.1 The BDA's Mission Statement The British Dental Association is the national professional association for dentists. It strives to: promote the interests of members advance the science, arts and ethics of dentistry improve the nation s oral health The BDA also strives to improve the pay and conditions of all dentists through national and local collective bargaining with Governments in England, Scotland Wales and Northern Ireland. Representatives are required to work within the policy guidelines set by the Association. 2.2 BDA Code of Conduct This Code of Conduct is designed to outline both the responsibilities of local representatives and the responsibilities of the BDA in supporting local activity (please see Appendix 1). The Code of Conduct specifies the guidelines in which local representatives must work in partnership with the BDA, members and employers. In instances whereby a local representative feels the level of support received from the BDA has been unsatisfactory they will be able to bring forward a complaint through the Industrial Relations officers and through their Regional and Annual AR meeting.

2 This is a voluntary Code of Conduct that specifies the key responsibilities of the AR. In the event that local representatives choose not to abide by this guidance the Association will refer to the Code in cases of discipline in accordance with the Articles of Association. Representatives must at all times act in such a way as to promote the aims and objectives of the Association. The BDA s Rules and Procedures are contained within the Articles of Association. BDA Policy is determined by the Executive Board. Policy for the CDS is determined by the CCCPHD which negotiates on behalf of all CDS Dentists. The Policy Directorate will provide ARs with policy statements and other information to guide them in local discussions. ARs within Devolved Countries must liaise with their National Office or lead IRO regarding any differences in policy following devolution. ARs must obtain the agreement of their IRO prior to invoking any formal procedures or entering into any agreements with NHS employers that relate to conditions of service. The role of the BDA Industrial Relations Officer is to represent members and conclude local agreements. This service is provided for the benefit of members who are entitled to access the services of an experienced professional in industrial relations. ARs are authorised to conclude local agreements only after they have obtained the agreement of their IRO, each region having been allocated a named IRO. Changes to contracts of employment and conditions of service must not be sanctioned unless the AR has written authorisation from the BDA IRO. Formal procedures such as the grievance or harassment procedure must not be invoked without reference to the BDA IRO. Both the AR and the BDA IRO should work together in partnership to obtain improvements in the employment conditions of BDA members. Recruitment of new members should be a priority for every AR, advice and assistance can be obtained from the BDA.

3 The Policy Directorate will monitor levels of membership in each Region. Where specific problems exist the BDA will work with ARs to increase membership in Trusts and within Regions. The Recruitment and Marketing Department will develop recruitment packs for CDS dentists to assist ARs with recruitment. The BDA will produce publicity designed to highlight the benefits of BDA membership for CDS dentists. ARs should take every opportunity to involve themselves in discussions on service development within the local health economy and should strive to maintain the profile of dentistry within their Trust. Changes within the NHS will continue to affect dentistry. Within the CDS are approximately 2000 Trust based dentists. The development of local commissioners and providers of NHS dental care requires the input of clinicians at local level to ensure appropriate service development. ARs should involve themselves in discussions relating to the delivery of health care in their locality. Dentistry should be a priority for all NHS providers. ARs should consult with members to ensure that the views of clinicians are considered by their employer. Accredited Representative Meetings The BDA organises regular training and Regional meetings, ARs should make every effort to attend and must contact the BDA if they experience any difficulties obtaining time off. ARs have a legal right to time off for legitimate trade union duties. Trusts will have policies on Facility Time for trade union representatives. The BDA will organise Regional AR meetings and regular retraining. ARs within Regions can decide to hold between 1 and 3 meetings per year. Relations between ARs and their IRO should be based on a partnership approach within the overall policy framework determined by the Association.

4 Relations between ARs and their IRO should be cordial and based on mutual respect. If an IRO makes a decision with which the AR disagrees the Head of Industrial Relations will review the decision. ARs have the right to raise complaints through their Regional Meeting and through the Annual AR meeting. In the event of a disagreement at local level the IRO will decide on the best course of action. Interpreting the Code of Conduct The Code of Conduct is voluntary however, in cases where an AR has consistently declined to abide by the Code the BDA may refer the matter to the AR Conduct Committee which will use the Code as a guide. The AR Conduct Committee has the authority to deselect ARs if their actions have brought the BDA into disrepute or if they have detrimentally affected the interests of BDA members. The Code of Conduct confers on ARs the right to receive appropriate support and guidance from the BDA and from their IRO In the event that an AR wishes to make a complaint please refer to section 2.3.

5 2.3 Data Protection Act Including FAQ s The Data Protection Act 1998 is based on the European Data Protection Directive. The Act applies to both manual and computerised personal information and emphasises the need for privacy and access by individuals. The people or organisations that gather and hold personal information are Data controllers. This document outlines the BDA s duties in relation to the responsible handling of members personal information. This document is, as the title suggests, subject to the Data Protection Act, and it is strongly recommended that Accredited Representatives are familiar with how the BDA puts it into practice, as we know this affects you directly. We fully understand and appreciate that ARs, need to have easy access to their local membership data for communications, and we have a clear procedure in place to do this if you plan ahead (please see Section 6 Keeping in touch with your members). You can also obtain members information via your local Human Resources Department or Clinical Director. We know that this particular policy can cause ARs serious frustration, but please, do not ask BDA staff to breach the Act, however rushed or problematic your query may be. BDA staff cannot knowingly break the law, even though we can see as well as you that it would sometimes be easier! We know the system can be frustrating, and we strongly urge forward planning on data requests! Contact We are encouraging contact with our Accredited Representatives via as it can be a quick, easy and free option to getting in touch. The Data Protection Act restricts what and how we can use the information you give us and you must agree to the use of your address. Therefore all members need to agree to the use of the information we collect. If you use to contact your members then you should ensure that you have their permission to contact them in this way as you will be contacting them in the name of the BDA. In Section 8 - Templates you will find a form which refers to Electronic Privacy and the Use of . Please ensure that you have this form completed by all your contacts for agreement of use of their addresses to comply with the DPA. Likewise the BDA must ask for use of addresses. If you are in doubt about any of the above information then please contact one of BDA s IRO officers.

6 2.4 BDA Complaints Procedure The BDA has a formal procedure for handling complaints. This breaks down into two main areas: complaints about policy, and complaints about services. This is generally the route for individuals complaints. This relates to policy in relation to dentistry, primary care etc and generally not to policies which explain how the BDA follows its legal obligations (such as the health and safety or data protection policy), which are managed by the BDA s management team, as are concerned with protecting members, staff and the organisation within the law. If you receive or would like to raise a complaint regarding matters relating to Accredited Representatives events, then please use the process outlined in Appendix Equal Opportunities Policy This policy sets out the BDA s commitment to Equality and Diversity and promoting equality of opportunity for all members, representatives and for staff. The policy sets out the legal duties that the BDA has to ensure that it does not either intentionally or unintentionally discriminate on the grounds of and individual or group s race, religion, age, gender, sexuality or disability. It also highlights the positive activities that the BDA undertakes to ensure it puts this policy into practice. This applies in the same way to ARs it does to BDA staff. As with the Code of Conduct, it is suggested that this policy should appear on the agenda at meetings at regular intervals (such as annually). The BDA will notify you should this document be revised. Again, should you receive or have a complaint regarding discrimination or harassment, you are strongly recommended to seek advice as soon as possible from one of the BDA IRO s.