Freedom of Information Act 2000
Publication Scheme for Further Education:
Main categories:
These eight main groups (and the classes within them) form the MPS. They are in a logical order and no one single section has a higher status than another. The types of information and documents listed within the classes are examples only and not mandatory. The purpose of the examples is to indicate the type of information that should be made available, if held, via the MPS.
Some classes are 'Optional', that is an institution need not include these classes in their Publication Scheme (PS) but may still sign up to the MPS. All other classes are 'Core' and are compulsory. For further details see the Information Commissioners 'Explanatory Note', particularly sections 3.2 and 3.3.
The MPS has been drawn in such as way as to exclude classes of information that are exempt under the Freedom of Information Act or for which exemptions could be claimed. However, it is recognised that individual items of information or documents or parts thereof in a class may be exempt and these can be omitted if they are exempt, provided in all cases the institution makes clear what has been omitted and why. Personal data and information, which affect the commercial operations of an institution, are two examples.
The main groups of classes of information in the model publication scheme are:
- GOVERNANCE;
- FINANCIAL RESOURCES;
- HUMAN RESOURCES;
- PHYSICAL RESOURCES;
- STUDENT ADMINISTRATION AND SUPPORT;
- INFORMATION SERVICES;
- TEACHING AND LEARNING;
- EXTERNAL RELATIONS.
The headings used in this MPS are shown below:
- Class
- Examples of the type of information that fit in this class.
- Description
- A brief description to aid the public in understanding what the type of information is.
- Manner
- The media in which the information is to be provided, i.e. paper or electronically (via the Internet or email).
- Fee
- Whether there is a charge for any of the information within each class.
1. Governance:
Introduction.
This section covers information relating to the way the institution is governed and how decisions are made. It includes information on the legal status of the institution, which individual member of staff or group within the organisation is responsible for specific functions and where they fit in the overall structure of the organisation. In some instances information from committee minutes will be exempt from disclosure where it contains personal information, information that may damage the commercial interests of the institution or that may threaten the health and safety of specific individuals.
Paragraph No: 1.1:
Class: Legal framework.
Description: This class contains information relating to how the institution was established and its standing from the point of view of the law. Ultimately the corporate status of some FE 'corporations' will be conferred by the relevant statutes, in particular the Education Reform Act of 1988 and the Further and Higher Education Act 1992. The actual legislation is often already publicly available, for example on the HMSO web site (www.legislation.hmso.gov.uk/acts.htm) and need not be duplicated.
Every educational institution (University, Further or Higher Education College) has a legal basis, which forms its legal status. This legal status can have been obtained in a variety of ways such as by Instruments and Articles of Government, Charter or an Act of Parliament.
Manner: Electronic (on website).
Fee:-
Paragraph No: 1.2:
Class: How the institution is organised.
Description: This class contains information relating to how the individual units of the institution are organised and where each unit fits in the overall structure of the institution. Examples of the type of information in this class include:
- Organisational structure charts;
- Description of work/responsibilities of units.
Manner: Paper.
Fee: £10Paragraph No: 1.3:
Class: Information on the institutional context.
This class should include information to be made available by the College on:
Description: The College's mission statement.
Manner: Electronic.
Fee: Free.
Description: Relevant sections of the College's corporate plan.
Manner: Paper.
Fee: £10.
Description: Statement of the College's quality assurance policies and procedures.
Manner: Paper.
Fee: £10.
Description: The College's learning and teaching strategy and periodic reviews of progress.
Manner: Paper (included in corporate plan).
Fee: £10.
Paragraph No: 1.4:
Class: Management Structure.
This class contains information relating to how the institution's management structure is organised and the function and purpose of each part of the management structure. Examples of the type of information in this class include:
Description: Description of Governing Body. Included in the Instrument & Articles of Government
In many cases it will be appropriate to list the names of people who are members of the above, as they are matters of public interest.
Manner: Electronic.
Fee: Free.
Manner: Paper.
Fee: £10.
Description: Codes of Conduct for members of governing bodies.
Manner: Electronic.
Fee: free.
Description: Description of the sub-structures and Committees supporting them. This may include Academic Boards, Boards of Governors and Steering Groups These may have 'Standing Orders' tha which indicate the mode of operation.
Manner: Electronic.
Fee: Free.
Manner: Paper.
Fee: £10.
Description: Terms of reference, membership and mode of operation of all boards and committees in the formal structure.
Manner: See 'standing orders'.
Fee: -
Description: Code of practice for College elections and committee procedures.
Manner: See 'standing orders'.
Fee: -
Description: Minutes and papers of Governing Body, Corporation meetings and Steering Groups, etc.
Manner: Paper.
Fee: £10.
2. Financial Resources:
Introduction.
This section covers information on the institution's strategy and management of financial resources. The Finance Division provides accounting, procurement and contracting services, helping to make best use of resources and fulfilling statutory responsibilities. Information that may damage the institution's commercial interests will be excluded from publication.
Paragraph No: 2.1:
Class: Finance.
Examples of the type of information in this class include policies and procedures relating to:
Description: Accounts.
Manner: Paper.
Fee: £10.
Description: Procurement.
Manner: Paper.
Fee: £10.
Description: Remuneration of senior staff as published in annual accounts.
Manner: Paper.
Fee: £10.
Description: Travel and subsistence.
Manner: Paper.
Fee: £10.
Paragraph No: 2.2:
Class: Resource planning.
This class should include information that defines how the college undertakes its planning and resource allocation, how it regulates the deployment of resources and how it publishes the outcomes. Examples of the type of information include:
Description: Financial regulations, including procurement policy.
Manner: Electronic.
Fee: Free.
Description: Annual accounts.
Manner: Paper.
Fee: £10.
Description: Annual budget (as appears in the final accounts).
Manner: Paper.
Fee: £10.
Description: Corporate plan/Mission statement.
Manner: Paper.
Fee: £10.
3. Human Resources:
Introduction.
This section covers information on the institution's strategy and management of human resources, rather than information relating to individual members of staff which is exempt from disclosure as personal information. The information available covers personnel policies and procedures (including terms and conditions of service including all current versions of the information specified in each class).
Paragraph No: 3.1:
Class: Employment and employee relations.
Examples of the type of information in this class include:
Description: Policies, statements, procedures and guidelines relating to recruitment.
Manner: Paper.
Fee: £10.
Description: Generic terms and conditions of employment.
Manner: Paper.
Fee: £10.
Description: Salary grades.
Manner: From SFCF.
Fee: -
Description: Collective bargaining procedures and consultation with recognised trade unions and professional organisations, and agreements reached.
Manner: From SFCF.
Fee: -
Description: Grievance procedures and policies.
Manner: Paper.
Fee: £10.
Description: Disciplinary procedures and policies.
Manner: Paper.
Fee: £10.
Description: Harassment and bullying policy.
Manner: Paper.
Fee: £10.
Description: Health and safety policy and procedures.
Manner: Paper.
Fee: £10.
Description: Public interest disclosure (for compliance with the Public Interest Disclosure Act).
Manner: Paper.
Fee: £10.
Description: Job vacancies.
Manner: Electronic.
Fee: Free.
Manner: Paper.
Fee: Free.
Paragraph No: 3.2:
Class: Equal opportunities /Diversity.
Examples of the type of information in this class include:
Description: Policies, statements, procedures and guidelines relating to the provision of equal opportunities with respect to age, race/ethnic origin, gender, religion and belief, sexual orientation, and disability.
Manner: Electronic.
Fee: Free.
Manner: Paper.
Fee: £10.
Description: Race Relations/Race Equality Policies, as required under the Race Relations Amendment Act of 2000.
Manner: Electronic.
Fee: Free.
Manner: Paper.
Fee: £10.
Paragraph No: 3.3:
Class: Staff development.
This class should include information on staff development and training, including induction programmes, probation and appraisal. Examples of the type of information in this class include:
Description: Induction - details of areas covered and procedures.
Manner: Paper.
Fee: £10.
Description: Policies and procedures relating to probation.
Manner: Paper.
Fee: £10.
Description: Policies and procedures pertaining to appraisal.
Manner: Paper.
Fee: £10.
Description: Policies and procedures relating to the on-going development of staff, including schemes such as Investors in People.
Manner: Paper.
Fee: £10.
4. Physical Resources:
Introduction.
Institutions are often substantial land and property owners in their own right. Classes in this section cover information at a strategic level relating to the institution's management of its physical resources. Information that provides specific details of the institution's future plans to alter its estate (e.g. proposals to purchase additional property) may be exempt from disclosure where such disclosure would damage the institution's commercial interests. footnote 1.
Paragraph No: 4.1:
Class: Estates.
Examples of the type of information in this class include:
Description: Estates strategy and plan.
Manner: Paper.
Fee: £10.
Description: Grounds maintenance and upkeep.
Manner: Paper.
Fee: £10.
Description: Building maintenance and upkeep.
Manner: Paper.
Fee: £10.
Description: Disposal policies.
Manner: Paper.
Fee: £10.
Description: Map of main site.
Manner: Electronic.
Fee: Free.
Description: Address of main site and any other locations.
Manner: Electronic.
Fee: Free.
5. Student Administration and Support:
Introduction.
This section contains information on how the institution manages the administration and progression of their students from admission to course completion, including student support services. Information available within this section does not include specific student personal details, by virtue of being personal information.
Paragraph No: 5.1:
Class: Information on student admission, progression and completion.
This class should include information recommended to be made available by the Cooke report under this heading (as above). footnote 2.
Description: Student qualifications on entry.
Manner: Paper.
Fee: £10.
Description: The range of student entrants classified by age, gender, ethnicity, socio-economic background, disability and geographical origin as returned to LSC.
Manner: Paper.
Fee: £10.
Description: Student progression, retention and completion data.
Manner: Paper.
Fee: £10
Free - if supplied as part of prospectus.
Description: Data on qualifications awarded to students
Manner: Paper.
Fee: £10.
Free - if supplied as part of prospectus.
Paragraph No: 5.2:
Class: Student administration.
This class should include information relating to all areas of the maintenance of individual student records, including policies and procedures covering the management of the student records system itself, and the division of responsibilities between central registry staff, school/faculty/college staff and the students themselves. Examples of the type of information in this class include:
Description: Registry student records policies and procedures documents.
Manner: Paper.
Fee: £10.
Description: Registry security and data protection policy and procedure documents.
Manner: Paper.
Fee: £10.
Paragraph No: 5.3:
Class: Student admission and enrolment.
This class should include information relating to the admission/enrolment of new students, including policies and procedures covering the assessment of external qualifications, the creation of student records, the coordination of student funding arrangements and the division of responsibilities between central admissions or equivalent and college/school/faculty staff. An example of the type of information in this class is:
Description: Admissions and enrolment policies and procedures documents.
Manner: Within prospectus.
Fee: Free.
Paragraph No: 5.4:
Class: Student discipline.
This class should include information relating to the conduct of disciplinary proceedings against students. Examples of the type of information in this class include:
Description: Code of student discipline and other policy and procedure documents
Manner: Paper.
Fee: £10.
Description: Internal student complaint and appeals procedures.
Manner: Paper.
Fee: £10.
Paragraph No: 5.5
Class: Student learning support services.
This class should include information on student support services from an academic and learning perspective, particularly those not covered under Information Services. This will also likely appear in the Student Handbook and Prospectus in some form. Examples of the type of information in this class include:
Description: Learning development and support Personal development advice.
Manner: Paper.
Fee: £10.
Description: Services for students with special needs.
Manner: Paper.
Fee: £10.
Free if part of enrolment query.
Paragraph No: 5.6:
Class: Student policies.
This class should include a guide to all student policies issued by the institution:
Description: Student Charter.
Manner: Paper.
Fee: £10.
Free to all enrolled students.
Paragraph No: 5.7:
Class: Student welfare.
Examples of the type of information in this class include:
Description: Welfare/advice services.
Manner: Paper.
Fee: £10.
Free to all enrolled students.
Description: Counselling service.
Manner: Paper.
Fee: £10.
Free to all enrolled students.
Description: Careers services.
Manner: Paper.
Fee: £10.
Free to all enrolled students.
Description: Financial support, including EMAs and ALGs.
Manner: Paper.
Fee: £10.
Free to all enrolled students.
Paragraph No: 5.8:
Class: Student Associations and Activities (Optional, but strongly recommended).
This class should contain information relating to the operation and activities of the Students' Union and other clubs, associations and non-academic activities that are organised for or by the students. Examples of information include:
Description: Students' Union Constitution, List of Officers.
Manner: Electronic.
Fee: Free.
6. Information Services:
Introduction.
This section covers those functions within the institution that provide access to information to the student body and both academic and administrative staff. These include libraries, computing services and information support services.
Such functions may be managed separately from each other, or in various combinations. These services routinely explain their facilities (and the conditions of their use) to students, staff and the general public, and it is information of this nature that is included within this section.
Information services inevitably hold large quantities of personal data that are exempt from general disclosure.
Paragraph No: 6.1:
Class: Availability and conditions of use of facilities.
Information in these classes provides details about who can access systems and services and the facilities that they can access. They also provide assurance for external bodies/individuals that rules exist to ensure that breaches of conditions of use (e.g. breach of copyright, email spamming of an external site) are appropriately dealt with. Examples of the type of information in this class include:
Description: Opening hours of libraries, helpdesks, etc, scheduled maintenance times of systems.
Manner: Paper.
Fee: £10.
Free to all enrolled students.
Description: Who is allowed to use the facilities (for example, categories of persons and their associated rights/levels of access).
Manner: Paper.
Fee: £10.
Free to all enrolled students.
Description: The general rules and conditions of use (e.g. no smoking/drinking/eating, the existence of policies with regard to law such as copyright, computing code of practice, data protection). For other student policies, see reference to other relevant student policies in PS.
Manner: Paper.
Fee: £10.
Free to all enrolled students.
Description: There should be a pointer to other codes of conduct or rules external to the institution which that may apply to the user (e.g. JANET acceptable use rules, Athens registration rules).
Manner: Paper.
Fee: £10.
Free to all enrolled students.
Manner: Electronic.
Fee: Free.
Free to all enrolled students.
Description: Access to/use of Archives, including how far back in time information exists and if so to what extent it is available. footnote 3.
Manner: Paper.
Fee: £10.
Free to all enrolled students.
Description: Details of logging, monitoring and procedures followed in case of breach of conditions of use should also be included here.
Manner: Paper.
Fee: £10.
Free to all enrolled students.
Paragraph No: 6.2:
Class: Mission statements and related documents.
Description: This class should include information regarding the aims of the department in context of its place in the organisation, a definition of the service provided and, where appropriate, service level agreements.
Manner: See earlier reference.
Paragraph No: 6.3:
Class: Policies with regard to data and information.
Information in this class offers assurances to data subjects, whether they are individuals or companies that deal with the institution, that data relating to them is being handled well, minimising the risk of unauthorised access or disclosure. Examples of the type of information in this class include:
Description: Security policies (i.e. how the data is protected). It could be argued that provision of information on this could risk a crime being committed, so it might be exempt or certain parts would not be published. (This is only really an issue where the security policy is explicit enough to include detailed description of implementation. Clearly disclosure of this sort of information could potentially lead to a crime under the Computer Misuse Act).
Manner: Paper.
Fee: £10.
Description: Data retention and archive policies (how long it is kept for, what happens to it after the need for it has passed, anonymising data to keep for statistics).
Manner: Paper.
Fee: £10.
Description: Data protection statements/policies.
Manner: Paper.
Fee: £10.
Description: Policies on
CCTV monitoring, RIPA, etc.
Manner: Paper.
Fee: £10.
Paragraph No: 6.4:
Class: Procurement and disposal policies.
Information in this class offers assurances that monies are being appropriately spent and assurances that procurement is fair and open. The disposal policies also assure that the institution is making correct and appropriate use of funds. Examples of the type of information in this class include:
Description: Policies relating to the procurement and disposal of equipment.
Manner: Contained within financial regulations.
Description: Collection management/preservation strategy (including policy on disposal of stock).
Manner: Contained within financial regulations.
Paragraph No: 6.5:
Class: Scope of collections held.
Examples of the type of information in this class include:
Description: Guides to collections.
Manner: See earlier references to libraries.
Description: Scope and availability of catalogues.
Manner: See earlier references to libraries.
7. Teaching and Learning:
Introduction.
This section contains information regarding the management of teaching and learning within the institution including mechanisms for reviewing and ensuring the quality of teaching provided. (Institutions may be required to make available much of the information included within this section as part of the recommendations of the Information on quality and standards in higher education ('Cooke Report') see above.)
Paragraph No: 7.1:
Class: Academic year dates.
Description: This class should include information on the dates for the current academic year as well as future academic years (as far as is known).
Manner: Electronic.
Fee: Free.
Paragraph No: 7.2:
Class: Further course information.
This class should include information relating to particular schools and departments, also information relating to programmes and qualifications. Examples of the type of information in this class include:
Description: Term dates.
Manner: In prospectus.
Fee: Free.
Description: Structure of courses
Manner: In prospectus
Fee: Free
Description: Qualification gained.
Manner: In prospectus.
Fee: Free.
Description: Changing courses.
Manner: Paper.
Fee: £10
Free to enrolled students.
Description: Work experience.
Manner: Paper.
Fee: £10.
Free to enrolled students.
Paragraph No: 7.3:
Class: Information on internal procedures for assuring academic quality and standards.
This class should include information about the institution's internal quality audit programmes and annual review. It should also include information on the FE college's internal procedures for assuring academic quality and standards. Examples of the type of information in this class include:
a) Information on programme approval, monitoring and review:
Description: Programme specifications.
Manner: Available from exam board websites.
Description: Annual monitoring and review processes.
Manner: Available from exam board websites.
Description: Accreditation and monitoring reports by professional, statutory or regulatory bodies.
Manner: Available from exam board websites.
b) Information on assessment procedures and outcomes:
Description: Assessment strategies, processes and procedures.
Manner: Available from exam board websites.
Description: The range and nature of student work.
Manner: Available from exam board websites.
c) Information on student satisfaction with their college experience, covering the views of students on:
Description:Arrangements for academic and tutorial guidance, support and supervision.
Manner: Paper.
Fee: £10.
Description: Library services and IT support.
Manner: Paper.
Fee: £10.
Description: Suitability of accommodation, equipment and facilities for teaching and learning.
Manner: Paper.
Fee: £10.
Description: Perceptions of the quality of teaching and the range of teaching and learning methods.
Manner: Paper.
Fee: £10.
Description: Assessment arrangements.
Manner: Paper.
Fee: £10.
Description: Quality of pastoral support.
Manner: Paper.
Fee: £10.
d) Information and evidence available to teams undertaking internal reviews of quality and standards in relation to:
Description: The effectiveness of teaching and learning, in relation to programme aims and curriculum content as they evolve over time.
Manner: Paper.
Fee: £10.
Description: The range of teaching methods used.
Manner: Paper.
Fee: £10.
Description: The availability and use of specialist equipment and other resources and materials to support teaching and learning.
Manner: Paper.
Fee: £10.
Description: Staff access to professional development to improve teaching performance, including peer observation and mentoring programmes.
Manner: Paper.
Fee: £10.
Description: The use of external benchmarking and other comparators.
Manner: Paper.
Fee: £10.
Paragraph No: 7.4:
Class: Staffing structure of schools/departments.
This class should include information about staff roles within schools and departments, together with organisational charts. Examples of the type of information in this class include:
Description: Job titles of academic staff and support staff .
Manner: Paper.
Fee: £10.
Paragraph No: 7.5:
Class: Student assessment strategy.
This class should include information on the regulations and/or policy governing student assessment. Examples of the type of information in this class include:
Description: Examination periods.
Manner: Available from the examination body websites.
Description: Examination regulations.
Manner: Available from the examination body websites.
Description: Appeal procedures.
Manner: Available from the examination body websites.
Description: Policy on plagiarism.
Manner: Available from the examination body websites.
Description: External examination bodies.
Manner: Available from the examination body websites.
Paragraph No: 7.6:
Class: Tuition fees.
This class should include information relating to tuition fees for UK students, EU students and other international students, including information on when tuition fees will be payable and how to pay. Examples of the type of information in this class include:
Description: Information for home/EU students.
Manner: Paper.
Fee: £10.
Description: Information for international students.
Manner: Paper.
Fee: £10.
Description: Information on other charges.
Manner: Paper.
Fee: £10.
Free to enrolling students.
8. External Relations:
Introduction.
This section covers information relating to the institution's relationship with its external environment. These include the formal reports the institution is required to provide to its funding bodies footnote 4, arrangements with other institutions, how it manages its relationship with the local community and how it retains contact with its former staff and students.
By virtue of its nature most institutions will probably find that the majority of these classes are already made available to the public in some means. Members of the public are also likely to find the same or related information is available from the external partners with which the institution has links.
Paragraph No: 8.1:
Class: Government and Regulator relations.
This class relates to the information that the institution is legally obliged to make available to its funding and/or monitoring bodies footnote 5. Such material may provide information as to how well the institution is performing. Examples of the type of information in this class include:
Description: Estyn Inspections (for FE).
Manner: Available on Estyn website.
Paragraph No: 8.2:
Class: Marketing and recruitment.
This class should include publications relating to student recruitment ( UK and International), including the college prospectus. It will also include information related to the learning experience. There will be some overlap with Student Administration and Support. Examples of the type of information in this class include:
Description: Prospectus.
Manner: Paper/Electronic.
Fee: Free.
Description: Open days.
Manner: Paper/Electronic.
Fee: Free.
Description: Entry requirements.
Manner: Paper/Electronic.
Fee: Free.
Paragraph No: 8.3:
Class: Public relations.
This class should contain information that is created specifically by the institution to help publicise its facilities and activities. The majority of such information will have been created for prospective and current students, but may still be of considerable interest to those wishing to know more about what the institution has to offer and the activities of its students and staff. Examples of the type of information in this class include:
Description: Prospectus.
Manner: Paper/Electronic.
Fee: Free.
Description: Course brochures.
Manner: Paper.
Fee: £10.
Description:Newsletters and magazines.
Manner: Paper.
Fee: Free.
Description:Current information provided to an enrolled student (i.e. contents of the 'welcome pack').
Manner: Paper.
Fee: £10.
Free to enrolled students.
Footnotes
- Footnote 1 :The types of information and documents listed in the classes are examples only and not mandatory, e.g. 'Cleaning policies'. The purpose of the examples is to indicate the type of information that should be made available, if held, via the MPS.
Back to referring text one - Footnote 2: Where applicable for colleges who carry out HE work. Information on quality and standards in higher education: Final report of the Task Group, HEFCE
02/15 March Report, 2002 (Cooke report).
Back to referring text two - Footnote 3: Institutions may wish to indicate that only information back to a certain point will be available through its publication scheme.
Back to referring text three - Footnote 4: Where these are already in the public domain web links should be provided or details of how they can be obtained.
Back to referring text four - Footnote 5: Many of these may already be published, but an institution may wish to provide links to them in these cases.
Back to referring text five
An 'enrolled student' means a student enrolled at Saint Brendan's Sixth Form College.