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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 | http://www.bloomtube.co.uk/schools Information available by application to the Records Co-ordinator |
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| Boards & Committees - Terms of Reference, Membership, Description |
Corporation Board Information available by application to the Records Co-ordinator |
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| Departmental Structure & Senior Personnel | Organisation Wall 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 | http://www.bloomtube.co.uk/ccn3/general/gethere.htm | |
| 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 |
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| 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 |
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| 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 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: Information available on application to the Records Co-ordinator Committees: Information available on application to the Records Co-ordinator |
| Teaching and Learning Committee minutes |
Curriculum & Quality Committee Information available on application to the Records Co-ordinator |
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| Minutes of Staff/Student Consultation meetings |
Student Affairs Committee Information available on application to the Records Co-ordinator |
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| Appointment Committees and procedures |
Staffing Committee Information available on application to the Records Co-ordinator |
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| 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: 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 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 Regulations for Students Other Student Policies: 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 Booklets |
| Procedures and Policies relating to Recruitment | Current vacancies | http://ccn.fejobs.com/ Recruitment and Selection for Employees |
| Code of Conduct for Members of Governing Bodies |
Responsibilities of the Board: Information available on application to the Records Co-ordinator |
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| Equality & Diversity | Policies, Statements, procedures and guidelines regarding equal opportunities |
Single Equality Scheme Information available on application to the Records Co-ordinator |
| Health & Safety |
Field Trips, Visits and Other Extra-Mural Activities Procedure Information available by application to the Records Co-ordinator |
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| Estate & Facilities Management | Disposals policy, estates strategy and plan, facilities management policies, grounds and building maintenance |
Financial Regulations 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 |
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| 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.bloomtube.co.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.bloomtube.co.uk/advice-shop | |
| Local Campaigns | http://www.bloomtube.co.uk/news | |
| Media Releases | http://www.bloomtube.co.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.
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