Our pupillage policy

Recruitment and selection policy

1. It is Chambers’ policy to take on pupils of 6 months duration, although, in the case of 1^st 6 pupils, Chambers will usually invite an application to stay on for a 2^nd 6. Subject to sufficient funds being available, Chambers currently aim to offer up to 2 x 1^st 6 and 2 x 2^nd 6 pupillages each year. This, together with the recruitment procedures and criteria is reviewed annually by Chambers at the annual general meeting.

2. Pursuant to the Compulsory Funding Regulations, each pupil will receive funding of £5,000 payable in 6 equal monthly instalments. In the case of 2^nd 6 pupils this is by way of guaranteed earnings. In addition, also pursuant to the Regulations, chambers will pay for the reasonable travel expenses incurred by pupils travelling between court and chambers, save those incurred by 2^nd 6 pupils in respect of work in which they have been themselves instructed.

3. Chambers have delegated the selection of pupils to the Pupillage Committee. Members of the Committee are appointed by a ballot of all members of Chambers, save that the Head of Chambers is a member ex officio. All members of Chambers are encouraged to stand for the Committee, including junior members of Chambers and members of all practice groups. The current members of the Committee are:

Christiaan Moll (Called 1986) Ex officio
James Lofthouse (Called in 1996) Co-opted 2001
Lisa Johnson (Called in 1998) Elected 2004
Joseph Plowright (Called in 1999) Co-opted 2002

All members of the Committee are familiar with the contents of the Equality Policy for Chambers (“the Policy”) and the selection procedures and criteria.

4. Pupillage vacancies are advertised in the Bar Council’s Chambers Pupillages & Awards booklet, and in various other professional publications such as Counsel magazine. Chambers is a member of OLPAS. No pupils will be invited to join Chambers unless they have first come through Chambers’ selection procedure.

5. Selection of candidates for interview is carried out without discrimination in respect of race, colour, gender or marital status, nationality, ethnic or national origins, disability, sexual orientation, age, religion or political persuasion, as set out in the Policy. Candidates are required to apply through OLPAS in the autumn season.

6. Each application is objectively assessed on the basis of academic achievement, legal and other work experience, motivation/interest in Chambers’ practice areas and other relevant skills. At least two members of the Committee assess each application independently of one another. On completion of this process the most highly rated of the applicants are invited for interview.

The interviewing of applicants is carried out by three members of the Committee. In the event that a member of the Committee is unable to attend a scheduled interview (due, for example, to court commitments), then other members of Chambers will be co-opted onto the Committee to ensure that there are sufficient persons present at the interview.

No interview will be conducted by a single member of the Committee sitting alone. No decision with regards recruitment and/or selection of pupils will be taken by a single member of the Committee.

9. The interview is conducted by means of a set of pre-determined questions on legal issues and relevant questions arising from the applicant’s OLPAS application form. Each member of the Committee assesses the candidate’s answers individually and awards the applicant a mark out of ten which reflects the applicant’s comprehension of the issue(s), legal argument, oral presentation and persuasiveness, as well as the written application.

10. The highest scoring applicant(s) are then offered a Pupillage, subject to Chambers’ finances being such as to fund a pupil at the relevant time.

11. In the event of a tie in the scores attained by the applicants, the members of the Committee/Chambers present at interview will debate which applicant is to be preferred. A written record of the reasoned conclusions will be made and retained

12. Where references are requested, referees will be asked to supply information in relation to the predetermined selection procedure only. They will be provided with a copy of Chambers’ Equal Opportunities Policy and the letter sent will be a pro forma letter as set out in the Policy.

13. The terms of the pupillage offer are set out in writing to the successful candidates who are given 14 days to respond to the offer.

14. The Committee endeavours to notify all unsuccessful applicants in writing within two weeks of the end of the selection process, or earlier as the case may be.

15. Records of all applications and documentation relating to selection decisions are kept for a period of two years. The documents retained include the completed application forms and the marks attained at interview. Members of the Committee are happy to deal with any queries from unsuccessful candidates relating to the selection process.

Pupillage

16. Each pupil is allocated a pupil master/mistress at the start of pupillage in the October of each year. Every effort is made to ensure that pupils are allocated a pupil master/mistress who specialises in any area of law in which the pupil has expressed an interest although pupils are actively encouraged to spend time with other members of Chambers to gain a broad experience of all types of work carried out. Pupil masters/mistresses are selected in accordance with The Consolidated Regulations of the Inns of Court and must be on the current register of pupil masters/mistresses in their Inn.

Duties of pupils

General duties of pupils

17. In so far as it is possible, in particular, during the 1^st six months of pupillage, pupils should sit with their pupil master or mistress unless otherwise advised. Every effort is made to ensure that a desk is made available for the pupil in his/her pupil master’s/mistresses’ room.

18. If it is not possible to sit with their pupil master or mistress, the pupil may use another spare room or desk with the permission of the tenant(s) who are using the room. If no tenant is in the room, a free desk may be used on the proviso that the pupil ensures that the room/desk is tidy on the return of the tenant concerned.

19. The Chambers' computer may be used by pupils when it is available. Pupils are encouraged to make use of the Internet, access to which can be gained, presently, via Chambers’ computer in room 57, for legal research.

20. The Clerks’ time is valuable. They are often very busy dealing with telephone calls, particularly between 4 p. m. and 6 p. m.. Consequently, personal telephone calls to pupils are discouraged. The reasonable use of telephones for the purpose of outgoing calls for personal use is permitted.

21. The Clerks’ room is operational between the hours of 8.30 a. m. and 6 p. m.. Often, members of Chambers will be at work before and after these times. If access to Chambers is needed at evenings and weekends, keys/swipecards can be provided on request for specific visits. Pupils will be given their own set of keys/swipecards to Chambers in the second six months of pupillage. Pupils are reminded at this time of the need to lock up Chambers after use.

22. The Clerks are:

Donna Parham: Senior Clerk
Fay Harris: Junior Clerk

23. The Clerks’ room should be avoided, where possible, between the hours of 4 p. m. and 6 p. m. when the Clerks are at their busiest.

24. There is a message book in the Clerks’ room which can be consulted during the day and should always be checked upon returning to Chambers.

25. The Clerks must be kept informed of the whereabouts of 2^nd 6 month pupils. Pupils must telephone the Clerk once their cases have finished.

26. All pupils must provide the Senior Clerk with details of their telephone numbers and addresses and any dates on which they will be unavailable.

27. Pupils are expected to behave with common sense and to display judgement whilst in chambers, for example, by not gossiping within earshot of lay or professional clients. Pupils must also be sensitive to the work habits of others and are expected to maintain client confidentiality at all times. Pupils are reminded of their duties under paragraph 603 of the Code of Conduct, a copy of which is kept in room 95. Failure to preserve client confidentiality is considered to be a breach of duty which may be referred to the Management Committee who may consider suitable disciplinary action.

28. A copy of the Pupillage File is available in room 57.

First 6 month pupils

29. Each 1^st 6 month pupil should be at court or in Chambers with their pupil master/mistress generally between 9.00 a. m. and 6 p. m.. 1^st 6 month pupils will not normally be expected to work longer hours, however, there are occasions when this may be necessary.

30. 1^st 6 month pupils are expected to undertake work for their pupil masters/mistresses and generally it is expected that the majority of their time will be spent with their pupil master/mistress. Pupils are, however, encouraged to spend time with other members of chambers at court and to complete paper work for them. Time with other members of Chambers should be arranged with the pupil master/mistress.

Second Six Month Pupils

31. In the 2^nd 6 months of pupillage, pupils may be expected to work longer hours, depending on their court commitments. 2^nd 6 pupils are expected to be in Chambers (subject to being in court or with their pupil master/mistress) between 8.30 a. m. and 6 p. m., since work will often come into Chambers in the mornings and the Clerks may be required to send out a pupil immediately.

32. On return from court, pupils must telephone and/or fax instructing solicitors with an attendance note immediately. A pro forma fax cover sheet is to be found in the Clerks’ room. Pupil masters/mistresses are expected to emphasise the importance of this duty, as a failure to comply with this requirement will be viewed as a serious breach of duty which may be referred to the management committee in order that appropriate steps may be taken to avoid repetition.

33. Completed and endorsed backsheets and briefs must be handed to the Clerks ready for billing and diarising.

34. Pupils are advised to check in their papers that legal aid had been granted for each court appearance and when appearing in the Magistrates’ Court must, if necessary, complete the relevant legal aid forms. If in doubt as to the status of legal aid, the position should be checked with the Clerks.

35. Pupils are expected to behave and dress professionally at all times. They are encouraged to seek help with written and court work from other members of chambers in the event of difficulty although their pupil master/mistress is the first port of call. The Clerks have a list of the phone numbers of all tenants if it is necessary to contact a tenant at home.

36. Pupils must always act within their instructions. Wherever there is any doubt, the instructing solicitor must be contacted immediately.

37. Many Magistrates’ Courts sit on Saturday mornings. In order to retain the goodwill of solicitors who brief Chambers, it is essential that pupils can appear on the first appearance of defendants kept in custody overnight. The Senior Clerk will keep the telephone numbers of all pupils who will be expected to attend court on Saturday mornings if necessary, unless the Senior Clerk has been notified that the pupil will be unavailable in advance.

38. Pupils are expected to keep a record of their work, including the type of work, the fee paid and the instructing solicitors. This will be reviewed periodically.

39. Pupils are reminded of their responsibilities under paragraph 501 of the Code of Conduct namely that they must only accept instructions which they have sufficient experience and competence to handle.

Allocation of work to pupils and squatters

40. The Senior Clerk is responsible for the allocation of unnamed work to working pupils and squatters. The Senior Clerk is familiar with the Policy and Chambers’ policies for the fair distribution of work and is accountable to Chambers in this regard.

41. Subject to paragraph 53 below, all efforts are made to ensure that pupils and squatters receive an equal share of all court and paperwork which is unnamed on arrival in chambers. The Management Committee will, with the Head of Chambers (who, in any event is a member of the committee) will monitor, on a monthly basis, the distribution of work to pupils and squatters to ensure that this is being carried out in a manner which is fair and without discrimination.

42. A computer record of the work done and fees received by each of the pupils will be kept and monitored periodically by the Management Committee in consultation with the Senior Clerk. The data is retained and reviewed by an annual general meeting of Chambers as a whole. At such annual general meeting, the Equal Opportunities monitoring forms will also be reviewed.

43. Pupils are also asked to keep a record of their work which record will be monitored periodically by the Management Committee.

44. The Clerks are aware that they must not accede to discriminatory instructions from professional clients. Where there has been a request for the diversion of work and it is believed by the person being asked to make such a diversion that a request is as a result of prejudice based on race, ethnic origin, sex, religion or political persuasion on the part of the solicitor or client this will be reported to the Head of Chambers. The Head of Chambers will then report to the chairman of the appropriate Bar Council Committee.

Holidays

45. Chambers recognises that pupils need holidays. An allowance of two weeks for each six months holiday is permitted. Further, the date(s) of any proposed holiday should be discussed with pupil masters/mistresses at least a week before it is intended to be taken. In cases of any proposed holiday of a week or longer, these should be discussed with pupil masters/mistresses at least one month beforehand.

Duties of pupil masters/mistresses

46. Pupil masters and mistresses must be familiar with Chambers’ Equality Policy. This may be found in the Chambers’ Manual.

47. The pupil master/mistress must ensure that his/her pupil is familiar with the Code of Conduct and etiquette of the Bar.

48. Pupil masters/mistresses are obliged to hold regular meeting with their pupils. This should be at least once a month. The pupil’s progress, work and any problems should be discussed at these meetings.

49. Pupil masters/mistresses should monitor the progress of their pupils to ensure that male and female pupils of all ethnic groups are given the opportunity to experience the full range of training available in Chambers.

50. Each pupil master/mistress must be familiar with the relevant Pupillage Checklist and has a duty to ensure that the same is completed.

51. Pupil masters/mistresses must require his/her pupil to read his/her papers and draft pleadings and other documents including opinions and should require his/her pupil to accompany him/her to court and conferences so as to enable the pupil to gain appropriate experience and complete his/her checklist. Where necessary, arrangements should be made for the pupil to attend court/complete work for other members of Chambers, including junior tenants.

52. The Pupil master/mistress must, during the 2^nd 6 months of pupillage, liaise with the Management Committee to satisfy him/herself that his/her pupil is receiving a fair distribution of unnamed work. The monthly computer records produced should be made available to the pupil master/mistress. The pupil mater/mistress should ask their pupils at this monthly review whether they feel that the distribution of work has been fair.

53. The pupil master/mistress must, during the 2^nd 6 months of pupillage, monitor the pupil’s court appearances and/or paperwork and satisfy him/herself that the pupil is sufficiently competent to continue receiving work of a similar nature. In the event that the he/she is not satisfied the pupil may be prevented from receiving any further court or paper work. The pupil must be notified immediately of any such decision which must be taken in consultation with the pupil.

54. Pupil masters/mistresses must ensure that his/her pupil obtains the appropriate Certificates at each stage of his/her pupillage.

55. Pupil masters/mistresses must ensure that the pupil is familiar with Chambers’ grievance procedure and that they are introduced to the Chairman of the Pupillage Committee (presently Lisa Johnson) at the start of his/her pupillage.

Grievance procedure

56. In the event that a pupil has a complaint about any aspect of their pupillage or they feel that they have been discriminated against, victimised or harassed on the ground of race, ethnic origin, sex or marital status, religion or political persuasion in contravention of the law or of the Code of Conduct they should first raise the matter with their pupil master/mistress if practicable. If they feel unable to do so for any reason then they should approach either Chairman or other member of the Committee who will assist in the informal resolution of grievances.

57. The Committee are responsible for the investigation of complaints which cannot be resolved informally by the Pupillage Chairman. Any such complaint (which should be made in writing) will be dealt with in the strictest of confidence so far as is possible and appropriate in the circumstances. The Committee have responsibility for investigating the complaint and will deliver a response within 28 days wherever practicable.

58. In the event that a complaint is substantiated, written report will be prepared and the matter will be referred to the Management Committee who will take appropriate remedial action.

59. Chambers undertakes that no pupil will be victimised or suffer any detriment because of a complaint made in good faith.

60. Pupils should contact the Bar Council if necessary for further advice. The Bar Council’s Equal Opportunity Officer’s telephone number is 020 7242 0082.

Recruitment of junior tenants

61. Chambers have a positive policy of considering all its pupils for tenancy at the end of the pupillage period. Each pupil is considered solely on his or her merits based on work carried out and their performance in any assessments completed during pupillage.

62. Factors such as availability of space and volume of work are not generally considered to be relevant. Chambers’ discrimination policy (as summarised in paragraph 5 above) is applied in respect of recruitment of junior tenants. No applicant will be discriminated against.

63. Applications for tenancy should be submitted to the Head of Chambers with a covering letter and CV. Any references and any additional supporting information should be attached to the application.

64. Any application is then considered at the next scheduled Chambers’ meeting, or, as appropriate, an EGM is then called to consider the applications. In order to succeed the applicant must obtain votes in favour from at least two-thirds of the existing full tenants and not merely those attending the meeting. Voting by proxy is permissible, but discouraged.

Pupillage extension

65. Applications for a 2^nd 6 from 1^st 6 pupils will be considered at the chambers meeting nearest to the end of the 1^st 6, alternatively at an EGM. In order to succeed the applicant must obtain votes in favour from over half the number of the existing full tenants and not merely those attending the meeting. Voting by proxy is permissible, but discouraged.

66. Each pupil that has not been taken on as a tenant will be seen/spoken to by their pupil master or mistress after the decision has been made. Chambers will give as much assistance in finding other Chambers as possible.

67. In the event that a pupil is not taken on as a tenant in Chambers, they will generally be entitled to a period of "squatting”. No application is necessary for an initial period of squatting which will normally be allowed, subject in all cases to the discretion of Chambers when the tenancy decision is made. In the event that a period of squatting is approved, this will be in the first instance be a period of three months. If an extension of this time is required, then an application must be made a month in advance of the end of the period to the Committee. The matter will then be referred to a full Chambers meeting.