ACCESS TO COLLEGE INFORMATION
This document will be made available in other languages and formats upon request from Reaseheath College employees and students (or their parents/carers)
Version: 1
Date of Issue June 2014
Review Date: May 2016
Lead Director Clerk to the Board
Persons Responsible for Update Clerk to the Board
Approved on: 5 June 2014
Approved by Reaseheath College Board, Search and
Governance Committee
Published Staff Intranet and College Website
Date of Equality analysis May 2014
REASEHEATH COLLEGE BOARD ACCESS TO COLLEGE INFORMATION
Introduction
1. The Board conducts its business in accordance with the seven principles of public office as set out in the Nolan Committee’s Report on Standards in Public Life. In order to conform with these principles, the minutes of Board and Board Committee meetings are available on the web site (www.reaseheath.ac.uk/aboutthecollege/thecollegeboard). The agenda, reports and minutes of meetings are also available in the library at the College for inspection during normal College opening hours by anyone who is interested.
Policy
2. This document sets out the policy of the College Board in relation to access to information and should be read in conjunction with the College Freedom of Information Policy. Information about Board activities is generally available to the public on request. In particular, the documents listed at Appendix 1 are readily available for inspection.
Access to College Documentation
3. Any person wishing to inspect the documents listed in Appendix 1 may do so by contacting the Clerk to the Reaseheath College Board between the hours of 9.30am and 3.00pm on Monday, Tuesday, Thursday and Friday.
4. Copies of most documents are available electronically. If hard copy is preferred, documents are available free of charge or in some cases for a charge to cover the cost of copying.
5. The College will consider making available documents in formats other than written, if a request is submitted to the Clerk to the Board, stating the reasons why such a request is made. The College reserves the right, however, to decline the availability of documents in formats other than written (i.e. hard copy or electronic), where the work involved would be excessive and prohibitively expensive.
Confidential Information
6. Some information held by the College is confidential, and will be withheld from any documentation or other information generally provided. Information falling into the categories listed in Appendix 2 would normally be withheld until such time as the Board, through its Search and Governance Committee, had decided to release documents. Documents marked † will remain confidential in perpetuity.
7. If any request is turned down on grounds of confidentiality, the College will give the reason for denying access.
Response to Enquiries
8. The College will respond to reasonable requests to provide information other than that listed in Appendix 1 and will do so within 15 working days. Where the information can be collated easily, it will be provided at a nominal charge.
Where significant work is involved, requiring more than three hours of staff time, the College reserves the right to charge for this time and any other costs incurred. Any such charge will be notified in advance to the person making the request to check that they wish to proceed. Alternative information or information sources will be given, where possible. Where the work involved is excessive the College reserves the right to decline to provide information requested, subject to the provisions of the Freedom of Information Act 2000.
Complaints
9. The College has established a procedure for dealing with complaints. Any person with a complaint about the availability of information should raise their complaint under this procedure. Copies of the procedure can be obtained from the Vice Principal’s office.
Appendix I Documents Generally Available
Agendas, papers and minutes of the Reaseheath College Board and the Audit, Finance and General Purposes, Search and Governance and Quality and Standards Committees
Statement of policy on attendance at governing body and committee meetings
Summary financial statements
Annual financial statements and annual report
Student Charter
Charter for Employers
The college prospectus
Summary of the college inspection report
Information on examination results
Registers of members’ interests Code of conduct
Instrument and articles of government
Standing Orders
Procedure on Whistle-blowing
(Note: Many of these items are available on the College website
(www.reaseheath.ac.uk/aboutthecollege/thecollegeboard) and /or in the College Library).
Appendix II Criteria for Confidentiality
Personal information relating to an individual†
Information provided in confidence by a third party who has not authorised its disclosure†
Financial or other information relating to procurement decisions, including information relating to the College negotiating position, during the course of those negotiations
Information relating to the negotiating position of the College in employment relations matters, during the course of those negotiations
Information relating to the negotiating position of the College where the Corporation is satisfied in good faith that disclosure might harm the College or its competitive position
Legal advice received from or instructions given to the College legal advisers†
Information planned for publication in advance of that publication
Any information which would contravene the requirements of the Data Protection Act
Information not otherwise covered above, but considered to be commercially sensitive.
Equality Analysis Form
1. Author: Jackie Schillinger Date analysis commenced: May 2014
2. Brief Description of Strategy, Proposal, Policy, Procedure or Practice
The policy provides details internally and externally on access to information on the College
Revised Access to Information policy in accordance with scheduled review date.
3. Relationship where appropriate with other policies/procedures or practice
This policy is related to the Freedom of Information policy
4. Does the Strategy, Proposal, Policy, Procedure or Practice impact on the College, learners, employees or others? If yes, the document is ‘equality relevant.’ If not please record the reasons for this decision.
The Policy is applicable to all stakeholders in the College
5 i Who are the Key Stakeholders involved with this analysis:
Governors and all external applicants for College information
5ii Identify source of stakeholder views:
This is a review to an existing policy. It has reviewed the availability of college information and made some minor updates as appropriate, for example most
documents are now available electronically. In addition, a reference has been made to the related College Freedom of Information Policy and the Freedom of Information Act 2000.
It has been referred to the Equality and Diversity Committee and to the Governing Body Search and Governance Committee for information and approval.
upon how the proposed document assists in meeting the three aims of the Public Sector Equality Duty.
No substantive revisions are required as documents are readily available.
What evidence has been collated to inform this analysis. If there is no evidence available, detail should be provided for this decision.
Characteristic Comments
Age Access to Information is the same regardless of age
Disability Access to Information will depend on the nature of the applicant’s specific disability. If a document in either an electronic or hard copy written format does not meet the disability need, the College will consider a request on how the specific need can be met.
Gender Access to Information is the same regardless of gender
Transgender Access to Information is the same regardless of gender
Race or ethnicity Access to Information is the same regardless of race or ethnicity
Religion or belief Access to Information is the same regardless of religion or belief
Sexual orientation Access to Information is the same regardless of sexual orientation
Pregnancy / maternity Access to Information can be obtained both internally and externally
Marriage or Civil partnership (only in respect of eliminating unlawful discrimination)
Not relevant
No major change needed: NO Adjustment required: NO
SMART actions required to address any Equality & Diversity issues raised through consultation:
Proposed Date of Equality Analysis review: May 2016
Policy, Procedure or Practice for validation by the Senior Management Team.
Authorised by the Senior Management Team:
Date: May 2014
Copy to the Clerk to the Board (Policies only)
Date: June 2014
Copied received by the PA to the Clerk to the Board
Date: June 2014
