RCR Contributors: Problem-solving policy and process

Contributors are vital to the RCR and play a key role in supporting excellence in medical imaging and cancer treatment. We are committed to supporting and recognising the impact our Contributors make. As part of being an RCR Contributor, all individuals are expected to champion our values and comply with the Contributor Code of Conduct.

All Contributors have an important role to support the delivery of RCR goals by: 

• Demonstrate inclusive behaviours that are in line with the values of the RCR, including language that ensures our services are welcoming to all 
• Be courteous and helpful to others 
• Follow the RCR’s policies, procedures, values and rules 
• Carry out reasonable activities, as requested by the Contributor’s staff contact, or expected as part of their role to an appropriate standard. 

From time to time, issues and challenges (‘problems’) can arise when a Contributor or group of Contributors fail to meet these expectations. In the vast majority of cases, these issues are resolved informally between Contributors, or between Contributors and staff, with feedback and support provided. However, if problems persist or they are deemed to be significant enough to be managed more purposefully, then this policy outlines the process that will be followed. 

This policy provides a transparent process for resolving issues when informal approaches have not worked or are unsuitable. It ensures staff and Contributors can address concerns about actions, inactions, or behaviours consistently and transparently. All matters, whether between Contributors, or between Contributors and staff or service users, will be handled discreetly and confidentially by those directly involved. This policy applies to any individual Contributor, including trustees and independent committee members. 

Contributors generously give their time to the RCR as volunteers and are therefore not subject to employment legislation. While they play a vital role at the heart of the College, any Contributor may step away from their commitments at any time without reason or notice, and in the same way, the RCR may also require any individual Contributor to step away from their College commitments at any time without reason and without notice.  (The exceptions to this are the elected Officers who, as Trustees of the College, have a different set of responsibilities.)  While it is important to understand this voluntary relationship, we would nevertheless normally follow the process below.

Contributors, staff, members, Fellows or anyone who comes into contact with the RCR can raise concerns about Contributors through this policy. Issues raised under this policy may also require other policies to be used. In the first instance, feedback should be given to the relevant Contributor, when appropriate.  Concerns should be raised with the Contributor Officer or Head of HR, alternatively concerns can be sent in writing to [email protected].

If a Contributor wishes to raise other issues about our functions, services, policies or a member of staff, this may be more appropriately done through our complaints procedure. If there are serious concerns about the activities of the charity, our assets or reputation, it may be appropriate to raise these concerns through our whistleblowing policy. 

The following principles provide the foundations of our problem solving approach:

Contributors will:

• Work in line with our Contributor Code of Conduct, a co-produced set of RCR and contributor expectations 
• Raise concerns as soon as possible with their staff contact, where issues arise.

The relevant RCR staff contact will: 

• Liaise with the Contributor Officer and the Head of HR 
• Explore the issue, ensuring to review any relevant documentation and, where appropriate, speak to any relevant parties, such as the individual who raised the concern, the Contributor and/or the relevant Officer 
• Make every effort to resolve issues quickly and informally, where appropriate 
• Ensure that Contributors are treated fairly 
• Consider Contributor wellbeing throughout 
• Offer Contributors the opportunity to explain the situation from their perspective where appropriate and possible 
• Demonstrate that we respect Contributors and are committed to good practice 
• Consider any reputational aspects to the RCR relating to the problem 
• Minimise any disruption to the RCR’s work and the people involved 

The policy operates in the context of RCR's values.

The relevant RCR Officer will maintain oversight throughout the process and may lead the process directly. In some cases, it may be appropriate for the RCR Officer to delegate the matter to the appropriate Contributor/s to take forward and where suitable, discussions may be chaired by the Committee Chair or Lead Contributor.  In all cases, a Head of Team or Senior Manager will also be involved in the process. 

This process is not time bound, but we would not expect the full process to last longer than 2 months.

If a Contributor is asked to leave a role, they can request that the decision is reviewed within 5 working days if they feel the process hasn’t been followed or if new information comes to light by emailing [email protected] with their reason for review. All information the Contributor wishes to be considered must be set out in their initial review request. Depending on the circumstances, the review process might involve an RCR Trustee on the review panel. 

Removal from Contributor role 

In exceptional circumstances the actions, inactions or behaviours from a Contributor may be so unacceptable that after initially reviewing the circumstances they will be required to step down from their role with no requirement for this process to be followed. The below list is not exhaustive but outlines circumstances where removal from a role without process is likely to be warranted: 

• Theft, fraud, dishonesty or deliberate falsification of RCR documents 
• Violence or assault, abusive, discriminatory or offensive behaviour towards others 
• Serious or repeated failure to comply with the RCR’s policies, procedures, regulations or rules 
• Serious breach of confidence 
• Acts of abuse, discrimination, bullying or harassment  
• Inappropriate or unauthorised contact with the media, including social media 

We appreciate that it may be upsetting for a Contributor to be part of the problem solving process and that this will need to be handled sensitively by our staff contact. Language should be inclusive and supportive and all staff will work to resolve the situation professionally. 

In return, during the process we expect Contributors to continue to uphold the values and behaviours of the RCR. Any unacceptable behaviours during the problem solving process, either towards another Contributor or a staff contact, will be taken seriously and may inform the decision making process.   

It is expected that the matter, and any related discussions or correspondence, will be kept confidential by the Contributor.

We aim to preserve the anonymity of people reporting issues to us through problem solving on a case by case basis. We do our very best to not disclose the identities of involved individuals without their consent and will be transparent if this isn’t possible, including if the evidence gathered may reveal or make it easy to infer the identity of the person who has provided that evidence.  We will not tolerate anyone attempting to victimise or otherwise take action against an individual in any way for raising a concern. 

In some rare situations the RCR may immediately and temporarily suspend a Contributor from their role, for example when there is evidence of unacceptable behaviour. 

The decision to suspend a Contributor will involve the Director responsible for the area of activity and consideration will be given to whether there is a genuine need to suspend the Contributor during the process.  

Issues raised under this policy may also require other policies and procedures to be used, such as: 

• Whistleblowing 
• Complaints procedure
• Contributor Code of Conduct 

All information and data will be handled in accordance with our data protection policy and membership privacy notice. 

Policy last updated: November 2025