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Freedom of Information - model publication scheme

Note: please see the information at the foot of the page: Freedom of Information - Charges Procedure for information about charges.

Who we are and What we do Organisational information, structures, locations & contacts
Legal Framework Information relating to the legal and corporate status of the college Information available by application to the Records Co-ordinator
Organisation of College Statutory Bodies Information available by application to the Records Co-ordinator
Organisational Structure - description of each unit and names & responsibilities of key people Information available by application to the Records Co-ordinator
Boards & Committees - Terms of Reference, Membership, Description

Corporation Board
Audit Committee
Curriculum & Quality Committee Estates Committee
Finance & Resources Committee
Higher Education Committee
Partnerships & Federations Committee
Joint Partnerships Meeting with Schools
Search Committee
Staffing Committee
Student Affairs Committee

Information available by application to the Records Co-ordinator

Departmental Structure & Senior Personnel Organisation chart
List of Partnerships and Companies owned Sufficient information to identify the relationship to the college eg business/professional/community Information available by application to the Records Co-ordinator
Location & Contact Details    
Student Activities Student Union & Other clubs, associations and non-academic activities

Sports at CCN: Climbing Club, Netball Team, Badminton Club, Football Team, Mountain Biking Club, Rugby Team and Yoga.

Information available by application to the Records Co-ordinator

What we spend and how we spend it Financial information - projected and actual income & Expenditure, procurement, contracts and Financial audit for current and previous 2 financial years
Funding/Income Sources of funding & income eg funding grants, tuition fees, endowment and investment income

Statutory Accounts.

Information available on application to the Records Co-ordinator

Budgetary and Account Information Annual statement of accounts & other information to allow the public to see where money is being spent, where it is or has been planned to spend it and the difference between one and another. Revenue budgets and budgets for capital expenditure included.

Statutory Accounts.

Annual Budgets and Capital Budgets.

Information available on application to the Records Co-ordinator

Financial Audit Reports  

Statutory Accounts.

Information available on application to the Records Co-ordinator

Capital Programme Info on major plans for capital expenditure including any public private partnership contracts

Information available by application to the Records Co-ordinator

Financial Regulations & Procedures   Information available by application to the Records Co-ordinator
Staff pay and Grading Structures May be provided as part of the organisational structure and should indicate for most posts levels of pay rather than individual salaries.

Staff Salary Grades, Job Descriptions

Information available on application to the Records Co-ordinator

Register of Suppliers Procurement and tender procedures and reports Details of procedures used for the acquisition of goods and services. Contracts currently available for public tender and reports of successful tenders

Significant Contracts List

Information available on application to the Records Co-ordinator.

Contracts Details only of contracts of sufficient size to have been through tendering process Information available by application to the Records Co-ordinator
What Our Priorities are and How we are doing Strategies and plans, performance indicators, audits, inspections and reviews. Material at least from the current and previous 3 years
Annual Report  

Statutory Accounts.

Information available on application to the Records Co-ordinator

Corporate and Business Plans   Information available by application to the Records Co-ordinator
Teaching and Learning Strategy   Information available by application to the Records Co-ordinator
Academic Quality and Standards Include internal procedures for assuring academic quality and standards and qualitative data on the quality and standards of learning and teaching

Assessment in Further Education Programmes
Conduct of Assessment Boards
Course Approval, Validation and Approval
Internal Inspection and Observation of Learning and Teaching Procedure
Learning and Teaching Policy
Monitoring and Reporting the Results of BTEC Programmes
Quality Framework
Tutorial Framework

Information available on application to the Records Co-ordinator

External Review Information Annual monitoring and review process plus statement of roles, responsibilities and authority of different bodies with the institution involved in programme approval and review. Information available by application to the Records Co-ordinator
Corporate Relations College links with employers and the development of learning programmes Information available by application to the Records Co-ordinator
Government and Regulatory Reports eg Accreditation and monitoring reports by professional, statutory or regulatory bodies and information the college is legally obliged to make available to funding and/or monitoring bodies Information available by application to the Records Co-ordinator
How we make Decisions Decision making processes and records of decisions. Information to be available from the current and previous 3 years.
Governing Body, Council, Academic Boards and Steering Groups Minutes Minutes of meetings where key decisions are made about operation of the college - excluding material that is properly considered to be private

Responsibilities of the Board:
Standing Orders Relating to Committees
Standing Orders relating to the Corporation

Information available on application to the Records Co-ordinator

Committees:
Corporation Board
Audit Committee
Curriculum & Quality Committee
Estates Committee
Finance & Resources Committee
Higher Education Committee
Partnerships & Federations Committee
Joint Partnerships Meeting with Schools
Search Committee
Staffing Committee
Staff Works Council
Student Affairs Committee

Information available on application to the Records Co-ordinator

Teaching and Learning Committee minutes  

Curriculum & Quality Committee
Higher Education Committee

Information available on application to the Records Co-ordinator

Minutes of Staff/Student Consultation meetings  

Student Affairs Committee

Information available on application to the Records Co-ordinator

Appointment Committees and procedures  

Staffing Committee
Recruitment and Selection for Employees Policy

Information available on application to the Records Co-ordinator

The College publishes selected Governance documentation and Minutes online. To access these please follow this link
Our Policies and Procedures Current written protocols, policies and procedures for delivering services and responsibilities
Policies and Procedures for conducting college business Codes of Practice, memoranda of understanding, procedural rules, standing orders and similar information. Procedures for handling request for information should be included.

Responsibilities of the Board:
Standing Orders Relating to Committees
Standing Orders relating to the Corporation
Election of Staff to the Board
Election of Staff to the Works Council
Risk Management Statement and Strategy

Information available on application to the Records Co-ordinator

Student Charter

Procedures and Policies relating to Academic Services (Some of these policies etc may already be covered n 'What Our Policies are etc' Additional policies may include policies & procedures relating to changing course, regulations and policy on student assessment, appeal procedures and policy on breach of assessment regulations

Conduct of Assessment Boards
Assessment in Further Education Programmes
Cheating and Plagiarism (FE Programmes)
Cheating and Plagiarism (HE Programmes)
Course Approval, Validation and Approval
Exam Suppport for Students with Learning Difficulties or Disabilities
Internal Inspection and Observation of Learning and Teaching Procedure
Learning and Teaching Policy
Mitigating Circumstances and Special Allowances Procedures
Quality Framework
Tutorial Framework 

Information available by application to the Records Co-ordinator

Procedures and Policies relating to Student Services Include student admission and registration, accommodation, management of the student records system, the assessment of external qualifications, internal student complains and appeals, code of student discipline

Admissions and Review Panel Procedure
Admissions Statement and Procedure
Assessment Appeals Procedure
Monitoring and Reporting the Results of BTEC Programmes

Regulations for Students
Student Absence Procedure
Student Conditions of Use of IT Systems
Student Disciplinary Procedure

Other Student Policies: 
Alcohol and Drugs
Bullying and Harrassment
Child Protection
Exam Support for Students with Learning Difficulties or Disabilities
Disruptive Behaviour in the Classroom
Key Skills
Skills for Life
Students' Use of Mobile Devices

Information available by application to the Records Co-ordinator

Procedures and Policies relating to Human Resources Full range of HR policies and procedures eg generic terms and conditions of employment, collective bargaining and consultation with trade unions, grievance, disciplinary, harassment and bullying, public interest disclosure, staff development (induction, probation, appraisal, promotions). The following information is available on application to the Records Co-ordinator

Staff Handbook

Policies & Procedures
CRB Disclosures - Storage and Disposal
Employee Capability Handling
Employee Development
Employeee Disciplinary Procedure
Employee Exclusivity of Service
Employee Flexible Working
Employee Grievance Procedure
Employee Harassment
Employee Sickness Absence Procedure
Employee Sickness Leave
Equality Impact Assessments
Family and Dependants Leave
Home Working
Maternity Leave Guidance
Parental Leave
Probationery Procedure
Raising Concerns
Recruitment and Selection for Employees
Redundancy Handling
Retirement
Sickness Absence Management Procedure
Single Equality Scheme
Talent Strategy

Booklets 
Adoption Leave
Family & Dependants Leave
Maternity Leave
Parental Leave 

Procedures and Policies relating to Recruitment Current vacancies Recruitment and Selection for Employees
Code of Conduct for Members of Governing Bodies  

Responsibilities of the Board:
College Governors Code of Practice

Information available on application to the Records Co-ordinator

Equality & Diversity Policies, Statements, procedures and guidelines regarding equal opportunities

Single Equality Scheme
Staff Training Programme

Information available on application to the Records Co-ordinator

Health & Safety  

Field Trips, Visits and Other Extra-Mural Activities Procedure
Health and Safety for Students
Health and Safety Guidance for Heads of Schools
Health and Safety Handbook
Health, Safety and Welfare

Information available by application to the Records Co-ordinator

Estate & Facilities Management Disposals policy, estates strategy and plan, facilities management policies, grounds and building maintenance

Financial Regulations
Estates 10 Year Plan
Estates Services Statement
Travel Plan

Information available on application to the Records Co-ordinator

Complaints Policies and Procedures Include covering requests for information and operating the Publication Scheme Complaints Procedure
Data Protection and FOI Requests Policy
Records Management and Personal Data Policies Information Security Policies, records retention and archive policies, data protection (including data sharing) policies Data Protection and FOI Requests Policy
Data Protection Compliance Policy
Document Retention Policy
Fair Processing Notice (Students)
Staff Conditions of Use of IT Systems
Student Conditions of Use of IT Systems
Charging Regimes and Policies Details of Statutory charging regimes. Charging Policies should include charges made for information routinely published and clearly state what costs are to be recovered together with the basis on which thy are made and how they are calculated The College currently makes no charge for information provided but reserves the right to review this policy.
Lists and Registers Current information 
Information the college is legally required to hold in publicly available registers  

Register of Members Interests

Information available on application to the Records Co-ordinator

Asset Registers Some information from capital asset registers to be available

Asset Register

Information available on application to the Records Co-ordinator

Disclosure Logs Information that has been provided in response to request should be readily available. Information available by application to the Records Co-ordinator
The Services We Offer Include leaflets, guidance and newsletters
Prospectus and Course Content   http://www.ccn.ac.uk/courses
Health Advice    
Careers Advice   Information available by application to the Records Co-ordinator
Chaplaincy Services   Information available by application to the Records Co-ordinator
Services for which the College is entitled to recover a Fee together with those Fees   Information available by application to the Records Co-ordinator
Sports and Recreational Facilities   Information available by application to the Records Co-ordinator
Museums, Libraries, Special Collections and Archives Include Guides to Collections and scope and availability of catalogues Information available by application to the Records Co-ordinator
Conference Facilities   Information available by application to the Records Co-ordinator
Advice and Guidance   http://www.ccn.ac.uk/advice-shop
Local Campaigns   http://www.ccn.ac.uk/news
Media Releases   http://www.ccn.ac.uk/news

FREEDOM OF INFORMATION – FEES PROCEDURE

City College Norwich is committed to meeting its obligations under the Freedom of Information and other access legislation as decreed to government.

We will consider all requests for information on their merits and aim to send a response within 20 working days, or 40 calendar days for requests for personal information, handled under the Data Protection act.  If we are unable to give an answer within the allotted time, we will let you know and tell you how much longer we need.

Requests for Personal Information under the Data Protection Act

Where a request is made for access to personal information held by the college, a charge of £10 will normally apply.  This includes any photocopying which we need to do.

The College reserves the right to waive this fee for existing staff and for applicants who are in receipt of benefit providing that proof of current benefit entitlement is provided when requested.

Request for Information under the Freedom of Information Act

The Freedom of Information Act and the associated Fees Regulations stipulate that we cannot levy a fee for information unless the amount of time taken to locate the information exceeds 18 hours.  However, we are allowed to charge for disbursements related to the provision of information and any reformatting requested by the applicant provided we ensure that applicants are aware of any charges.

For any information which is provided in hard copy our rates for photocopying/printing, reformatting and postage will normally be as follows:

Table of Charges

  • A4 black and white - 5p per printed side
  • A4 colour - 25p per printed side
  • A3 black and white - 10p per printed side
  • A3 colour - 50p per printed side
  • Alternative media - Charge to be agreed in advance on request

Printouts from a PC   

  • A4 black and white - 5p per printed side
  • A4 colour - 25p per printed side

Postage - At the prevailing Royal Mail rates

Charges for retrieving the information

The Freedom of Information Act gives public bodies two options for handling difficult or voluminous requests: to either charge or refuse to answer the request.  On assessing your request, we will first inform you that your request will exceed the appropriate limit of £450, which is set by government, and discuss ways in which you can reduce your request to bring it within the appropriate limit. 

In order to assess whether the appropriate limit has been exceeded we will take into account the staff time, charged at a rate of £25 per hour, involved in the following:
•    Finding out if we hold the information requested
•    Locating information or documents
•    Retrieving information or documents
•    Extracting, editing and blanking out exempt information from documents

In cases where we do not hold the requested information, the time taken to determine whether or not we hold it may be charged if the 18 hours is exceeded.

Aggregated requests
If we receive two or more related requests within a period of 60 consecutive working days from an individual or different individuals who appear to be acting together or as part of a campaign, the costs of complying with the individual requests are aggregated.  If the total is found to be in excess of the appropriate limit, we treat the set of requests as a single request that exceeds the appropriate limit.  For example a request made by 2 individuals, each amounting to £300; added together the total costs are £600 and therefore exceed the appropriate limit of £450.  The college can charge each applicant £300 (together with any disbursement charges). 

Payment
If a charge is to be levied, we will notify you in a Fees Notice.  We are not obliged to respond to a request unless the fee is paid within three months.

Charges for Environmental Information
The Environmental Information Regulations allow authorities to levy a "reasonable" charge for the provision of information. As long as the cost of locating the information is likely to be below the "appropriate limit" set by the Freedom of Information legislation, we will only charge you for printing, photocopying and postage, at the same rate as for Freedom of Information requests.
Where charges apply, we will send you a fees notice as soon as possible specifying what you have to pay. We must receive payment from you before we can supply you with the information which you have requested. If we do not receive payment from you within 60 working days for Environmental Information requests we will treat your request as having been withdrawn.
 

Subject access request

HE student records are held for 50 years after the individual has completed his/her course or left the College.  This information is retained in order that the College is able to support requests for confirmation of Awards or modules achieved which may be required for career progression purposes.  Students wishing to access the information which the College holds on them are able to do so by completing and submitting a Subject Access Request form below.  A fee of £10 is levied for Subject Access Requests.