Preparation of the Examination Programme: The follow-up action as a result of the PEM will provide the information to compile an initial Examination Programme. This has to be distributed as soon as possible to allow those appearing at the hearing sessions to prepare any further written evidence requested by the Inspector and submit it in accordance with the agreed timetable.
Reminders for Documents: The chasing routine will become the mainstay of the PO’s role throughout the Examination process.
It is preferable to remind parties before they are due to submit further information rather than to wait until they are late, as this limits the time to rectify the situation. It is suggested that 2 weeks before a submission date is reached, a note is sent to each party reminding them of the deadline date and drawing attention to the consequences of a late submission.
Where representors’ further evidence (as requested by the Inspector) is late, it would be normal to press for use of written representations rather than cause delay to the programme if that would be the consequence of a failure to meet the deadline.
Appearance Information: The list of persons appearing at the hearing part of the examination needs to be finalised. Again, the LPA database should be used to gather, collate and hold this information.
Once this information has been received, consideration should be given to producing a composite form for each representor, listing their details, documents and issue(s) being considered. The Inspector is then able to use it to verify the attendees and documents/issue being considered.
Other Matters: There will be an ever-increasing number of visitors to the PO’s office as the hearing part of the examination looms ever closer. For a lot of individuals the process will be the first time they have been involved in a hearing and they may well be apprehensive and nervous. The advice given should be limited to suggestions as to how to how they answer the Inspector's questions and the merits of their request to change the DPD should not be discussed.
Make sure the venue is still booked! Also re-confirm the booking period in the light of any changes to the Examination Programme.
A map showing the venue should be sent to each participant showing the location of the examination room, car parking facilities, disabled access points, directions to the town centre for lunch etc.
Ensure the Inspector’s office is still available. It should be lockable, and equipped with a desk & chairs, a lockable drawer and IT equipment with Internet access.