MPS Guide

Guide to the information we publish

Background

The Freedom of Information (Scotland) Act 2002 (FOISA) requires that all Housing Associations/Co-operatives in Scotland must produce and maintain a publication scheme.   This must detail all of the key information that we publish and how you can access it.   This Guide to Information is our publication scheme, and contains links to where you can find all of the information listed online.

Glen Housing Association has adopted the Scottish Information Commissioner’s (SIC) Model Publication Scheme (MPS), and this Guide has been approved by the SIC.  

Formats other than online

All of the information listed is available on our website (unless stated), and completely free to access online.    However, we understand that not everyone will have online access and where this is the case you can contact us to view this in our office (where this would be convenient).

If you would like a printed copy of any of the information listed, unfortunately we may have to charge a small fee to provide this.   This fee will never exceed the cost of photocopying and postage – and we will let you know any total cost before we forward this to you.   

Our charges for providing any information detailed in this guide are summarised below:

Format

Charge

Online

Free

View at our office

Free

Print in black and white

5p per A4 sheet

Print in colour

10p per A4 sheet

Posted document

Cost of postage incurred

If you would like to request information that we publish in a format other than online, or arrange a visit to our office to view information, please contact:

The Corporate Manager, Glen Housing Association, 28 Heimdal Gardens, Glenrothes KY7 6TZ.  Tel: 01592 621188.  Email: info@glenhousing.co.uk

Information that we cannot publish

Whilst we will try to make all of the information we have detailed available, in rare cases there may be some information that we cannot make available.   For example, sometimes if we were to publish certain Committee/Board Minutes, it could reveal personal details about an individual.  This would be a breach of Data Protection legislation if we were to do so.   When this is the case, we will remove any personal details before publication and highlight where and why we have done so.

For how long will information be published?

We aim, where possible, to publish information for at least the current and previous two financial years.   When we review any document – e.g. our policies – to avoid confusion we will only publish the current version once it has been updated.   

Copyright and re-use

Where we hold the copyright on our published information, the information may be copied or reproduced without formal permission, provided that:

  • It is copied accurately
  • It is not used in a misleading context
  • The source of the material is identified

Contact us

If you have any queries about anything contained within this Guide to Information, or if there is some information that you cannot find that you would like to access, please contact:

The Corporate Manager, Glen Housing Association, 28 Heimdal Gardens, Glenrothes, Fife KY7 6TZ

Email:  info@glenhousing.co.uk

Tel: 01592 621188

The information that we make available to you

Under the MPS, the information we provide must be listed under certain “classes” of information.   These are the categories of information that are detailed below.    As FOI applies to other bodies and sectors across Scotland – such as Scottish Government and Councils for example –this means that not all of the categories in the MPS apply to housing associations/co-operatives.   

The details of all the information we hold under each of the classes that apply to our organisation, and hyperlinks to access this information when available online, are outlined below.

Class 1 - About Glen Housing Association

Information about Glen Housing Association, who we are, where to find us, how to contact us, how we are managed and our external relations.

 

Descriptions of who we are

 

Mission Statement

Business Strategy – About Page

Vision

Business Strategy – About Page

Values

Business Strategy – About Page

Corporate Objectives

Business Strategy – About Page

Area(s) of operation

Business Strategy – About Page

Key activities; strategic/corporate plan(s)

Business Strategy – About Page

Business Plan (or summary)

Link to Summary Business Plan – About Page?

Service Standards

Service Standards – Downloads Page

 

Location and opening arrangements

 

Address

Contact Us  and Footer

Telephone number and e-mail address for general enquiries (and dedicated lines where appropriate)

Contact Us  and Footer

Opening times

Contact Us and Footer

General contact arrangements

Contact Us & Footer

Leven Branch Office contact details

Contact Us

Contact details for making a complaint

Complaints Page

 

Information relating to Freedom of Information

 

Publication Scheme and Guide to Information

This Document

 

Charging Schedule for Published Information

This Document  (See Page 2)

 

Contact details and advice on making an FOI request

This Document and FOI Link  with FOI Request Form – KM to design Request form

Freedom of Information policies and procedures

Link to FOI Policy & Process on FOI Link – KM to develop –

Available after 23/10/19

Charging Schedule for environmental information provided in response to requests made under EIRs

FOI Page with link to EIR Info page

 

About our Governing Body

 

List of Governing Body Members

  • Names
  • when they became a governing body member
  • Professional biographical details
  • office-bearing responsibilities
  • when they became an office-bearer

 

Link to About/Board of Management Page with new section called

About our Governing Body

 

Description of the role of the Governing Body

  • governance structure chart (including sub-committees and working groups);
  • remits for governing body and any sub-committees

 

Link to About/Board of Management Page with new section called

About our Governing Body

Add Governance Structure Chart

Add Remits of Audit, Executive, Wider Role Working Group and

Health & Safety Committees

Add Governing Body Member’s Role Description

How to become part of the governing body

 

Link to Board Members Recruitment Policy & Process – already in downloads section and also About Page – Who Can Join the Board

 

About our staff

 

List of senior management team, including professional biography and contact details

 

Link to About/Staff page with new section called About our

Senior Management Team – also add in contact email addresses

for all staff on their photos?

Organisational structure

 

Link to About/Staff page with new section with

Organisational Structure

 

Governance Documents and Corporate Policies – CREATE NEW PAGE?

 

Rules/Articles

 

Link to the Rules

Standing Orders

Link to Standing Orders on Policies & Procedures page or move to this page?

Membership Policy

Link to Membership Policy on Policies & Procedures page or move to this page?

Code of Conduct for Staff

As above – Code of Conduct for Staff…..?

Code of Conduct for Governing Body Members

As above – Code of Conduct for (Governing) Body Members

– amend title in Policies page

Entitlements Payments and Benefits Policy (or equivalent, including arrangements for payments for expenses and subsistence)

As above – Entitlements, Payments & Benefits Policy…….?

Register of Interests

Link to “Our Governing Body”

Equalities Policy

Link to Equality & Diversity Policy on Policies & Procedures page or move here?

Health and Safety Policy

Link to H & S Policy Statement on Policies & Procedures page

Sustainability Policy

Don’t currently have one

 

Relationship with Regulators

 

Engagement plan with Scottish Housing Regulator

Link to the Regulator’s website

https://directory.scottishhousingregulator.gov.uk/2019%20Documents/Glen%20Housing%20Association%20Ltd%20EP.pdf

Assurance Statement

AVAILABLE FROM 31st OCTOBER 2019

Annual Return on Charter Submission to SHR

Link to Regulator’s website

https://directory.scottishhousingregulator.gov.uk/Pages/Datasets-and-Reports.aspx

Financial Returns to SHR

Link to Regulator’s website

https://directory.scottishhousingregulator.gov.uk/Pages/Datasets-and-Reports.aspx

Charter report to tenants

Link to Regulator’s website

https://directory.scottishhousingregulator.gov.uk/Pages/LandlordSummary.aspx?LAtoZNameQS=E637885E-CFA9-E311-93F1-005056B555E6

Internal and External Audit arrangements

 

KM speak to AD

 

Group Details

 

Details of our subsidiaries/parent organisation [DELETE AS APPROPRIATE OR IF NOT APPLICABLE]

 

Not applicable

 

Key Partnerships

 

Strategic agreements with other organisations

 

FHR –  http://www.glenhousing.co.uk/apply-for-a-house/

FHAAhttp://www.glenhousing.co.uk/new-developments

Class 2 – How we deliver our functions and services

Information about our work, our strategy and policies for delivering services and information for our service users.

 

How to use our services

 

List of services provided

Link to Services Page – update to be made to Home Insurance  as per email attached.

How to report a repair

 

Link to http://www.glenhousing.co.uk/repairs/

Right to Repair information

Link to http://www.glenhousing.co.uk/repairs/

How to apply for a house

 

Link to http://www.glenhousing.co.uk/apply-for-a-house/

How to get information about tenancy support

 

Link to Tenancy Sustainment Policy on Policies & Procedures Page

 

How to make a complaint

 

Link to Complaints page

http://www.glenhousing.co.uk/complaints/

How to speak to a housing officer

Email and Phone No.  on each Staff Member’s photo

How we consult with tenants and other customers to inform and improve service delivery and develop new services

 

Link to Get Involved Page

http://www.glenhousing.co.uk/get-involved/

 

Policies and Procedures

 

Allocations Policy 

 

Link to Policies Page

Adaptations Policy

No Policy but info on Services Page

http://www.glenhousing.co.uk/repairs/

Anti-Social Behaviour Policy

 

Link to Policy Page

Asbestos Management Policy

 

Please add to Policies and Procedures Page

Arrears Management Strategy

 

Link to Rent Arrears Policy on Policies Page

Asset Management Policy (including stock condition information)

 

As Above

Service Standards

 

Add to Policies page

Privacy Policy

 

Link to Policies page

Environmental Information Regulations Policy (EIR)

 

Combined with FOI Policy – Link to Policies Page with FOI & EIR Policy

Equality and Diversity Policy

 

Link to Policies Page

Estate Management Policy

Link to Policies Page

Health and Safety Policy and procedures

 

Link to H & S Policy Statement on Policies & Procedures page

Legionnaires Inspection/Prevention Policy

 

Link to Policies & Procedures page

WATER SYSTEMS – LEGIONELLA

 

Procurement Policy

 

Link to Policies & Procedures Page

Risk Management Strategy

 

Link to Policies & Procedures Page

Rent Policy

Link to Policies & Procedures Page

Repairs Policy

Link to Policies & Procedures Page

Sustainability Policy

 

Do not have one

Tenant Engagement Policy

 

Link to Tenant Participation Strategy on Policies page –

to be updated after 23rd Oct

Tenancy Sustainment Policy

Link to Policies & Procedures Page

Internal procedures relating to above (where available)

On Request (if available)

Class 3 – How we take decisions and what we have decided

Information about the decisions we take, how we make decisions and how we involve others. 

Governing Body Meetings

Governing body meeting minutes

On request

Governing body meeting reports/papers

On request

Governing body agendas

On request

 

Consultation and Participation

 

Tenant Participation Strategy

Link to Tenant Participation Strategy on Policies page –

to be updated after 23rd Oct

Consultation reports noting the outcome of any recent consultations with tenants/others

On request

Tenant Scrutiny Panel composition

On request
Class 4 – What we spend and how we spend it

Information about our strategy for, and management of, financial resources (in sufficient detail to explain how we plan to spend public money and what has actually been spent). 

 

Information about our accounts and budgets

 

Description of funding sources

 

Link to Annual Report 2019– move from Policies page? 

 

Audited accounts

Link to Report & Financial Statements to 31/03/19 –

move from Policies Page?

Budget policies and procedures

AD?

Budget allocation to key service areas

Link to Annual Report 2019

 

Our programme of work and projects

 

Brief details of any project funding and how it’s being spent

Link to Report & Financial Statements to 31/03/19 –

Link to the Annual Report 2019

Government Project Funding for Aids & Adaptations to properties

Ernest Cook Grant – Community Projects with Wildlife Gardener and

Collydean Primary School

Santander Grant – Workshops & Garden Activities at Aberlour

Childcare Trust property – McNally House – with Wildlife Gardener.

Capital works programme/plans information (annual programme figure)

Link to Capital Works Programme 2019/20

 

Spending relating to Staff and Governing Body

 

Expenses policies and procedures

Link to Entitlements, Payments & Benefits Policy (Aug 18) on

Policies page

Senior staff/governing body member expenses at category level e.g. travel, subsistence and accommodation

On request until 31st March 2020, thereafter available on this page.

Board member remuneration other than expenses

Not applicable.

Pay and grading structure (levels of pay rather than individual salaries)

Link to Staff Structure – About Page

General information about staff pension scheme

Link to EVH Terms & Conditions August 2018

Class 5 – How we manage our resources

Information about how we manage our human, physical and information resources.

Strategy and management of human resources 

We don’t have a Human Resources Strategy

Staffing structure

Link to Staff Structure – About Page

Human resources policies, covering:

  • recruitment
  • performance management
  • salary and grading
  • promotion
  • pensions
  • discipline
  • grievance
  • staff development
  • Maintenance and retention of staff records

 

Links on Policies page to:

Recruitment Policy

Code of Conduct for Staff

Dignity at Work Policy

Training, Learning & Development Policy

Link to EVH Terms & Conditions August 2018

Document Retention Policy (update available after Oct 23rd)

 

Internal procedures relating to the above (where available)

On request

Trade Union information

Link to EVH Terms & Conditions August 2018

Summary of professional organisations/trade bodies of which we are a member

  • EVH Supporting Social Employers
  • SFHA – Scottish Federation of Housing Associations
  • PAiH – Positive Action in Housing
  • CIH – Chartered Institute of Housing
  • FSA – Financial Services Authority
  • EAS – Energy Action Scotland
  • PATH – Positive Action Training in Housing
  • SHN – Scotland’s Housing Network
  • UC Advice – Universal Credit Advice
  • Fife Chamber of Commerce

 

 

Physical Resources

 

Management of our land and property assets, including environmental/sustainability reports

Link to Asset Management Strategy – Policies Page

General description of our land and property holdings

Link to Housing/Existing Estates

http://www.glenhousing.co.uk/existing-estates/

Estate development plans

Link to Housing/New Developments

http://www.glenhousing.co.uk/new-developments/

 

Information Resources

 

Records management policy and records management plan, including records retention schedule

Link to updated Document Retention Policy – Policies page –

Oct 23rd

Link to Fair Processing Notice – Policies page

Link to Fair Processing Notice – Employee & GBMs – Policies page

Data protection or privacy policy

 

Link to Privacy Policy in Policies page and at footer of website

Class 6 - How we procure goods and services from external providers

Information about how we procure works, goods and services, and our contracts with external providers.

 

Our Contractors and suppliers

 

Information about our key service delivery contractors who carry out:

  • responsive repairs
  • landscape maintenance
  • planned/cyclical maintenance

 

Link to Our Contractors

List of suppliers and contractors used by organisation (provided to staff under our Entitlements Payments and Benefits Policy)

 

Link to our Suppliers – IB & KM to develop

Link to Our Contractors

Information about regulated procurement contracts awarded (value, scope, duration)

No Regulated Procurement Contracts at 11th November 2019

 

Our Procurement

 

Procurement Policy and procedures

 

Link to Procurement Policy on Policies page

Information on how to tender for work and invitations to tender

 

Link to Procurement Policy on Policies page

Register of contracts awarded which have gone through formal tendering, including name of supplier, period of contract and value

On request but some data may be refused if commercially sensitive

Links to procurement information we publish on Public Contracts Scotland website

N/A

Framework Agreements

 

N/A

Class 7 – How we are performing

Information about how we perform as an organisation, and how well we deliver our functions and services.

Annual Report

Link to Annual Report 2019

ARC report to tenants

Link to Annual Report 2019

Performance Standards/indicators

Link to SHR Website – # https://directory.scottishhousingregulator.gov.uk/Pages/LandlordSummary.aspx?LAtoZNameQS=E637885E-CFA9-E311-93F1-005056B555E6

 

Benchmarking information

Link to SHR Website – # https://directory.scottishhousingregulator.gov.uk/Pages/LandlordSummary.aspx?LAtoZNameQS=E637885E-CFA9-E311-93F1-005056B555E6

 

Complaints policy, guidance and forms

Link to Complaints Policy on Policies page and Link to Complaints

Page

http://www.glenhousing.co.uk/complaints/

 

Complaints reports or equivalent to show how complaints are handled and influence service delivery (aggregate reports rather than individual outcomes).

On request

Class 8 – Our commercial publications

Information packaged and made available for sale on a commercial basis and sold at market value through a retail outlet e.g. bookshop, museum or research journal.

This class does not apply to Glen Housing Association as we do not produce any publications for sale.

Not applicable

Class 9 – Our open data

Open data made available by us under the Scottish Government’s  Open Data Resource Pack and available under an open license.

This class does not apply to Glen Housing Association]

 

Not applicable

Key Differences Between MPF and MPS

SFHA/GWSF Model Publication Framework (MPF)

Information Categories (7)

SIC Model Publication Scheme (MPS)

Classes of Information (9)

Key Differences

About Us: Who we are and what we do

Class 1: About the Authority

Information about the authority – who we are, where to find us, how to contact us, how we are managed and our external relations

Whilst similar, the suggested content in the MPS is more detailed in this regard. 

However, the majority of additional content in the MPS is included elsewhere in the MPF under different categories – such as How key decisions are made.

One key difference is that that the MPS states that the Register of Interests should be published on the website, when the 2016 Framework recommended having this available for inspection.

The MPS also asks for a Publication Scheme/Guide to Information along with charging schedules for published information under FOISA and EIRs.

How we provide services

Class 2:

How we deliver our functions and services

Information about our work, our strategy for delivering functions and services and information for our services users

The MPS makes a distinction between functions and services and asks for the statutory basis of these to be stated. 

It is under this class that the majority of policies listed under the “key policies” section of the MPF would be included.

The MPS also refers to internal procedures.

How key decisions are made

Class 3:

How we take decisions and what we have decided

Information about the decisions we take, how we make decisions and how we involve others

Much of what is listed under “how key decisions are made” in the MPF (e.g. governance structure, standing orders, business plan) is included under Class 1 in the MPS (About the Authority).

One of the key differences is that whereas the MPF recommended the publishing of a “decisions taken” note of governing body meetings, the MPS requires that minutes are published.   It also requires the publication of governing body meeting agendas and reports.

Where the money comes from and how it’s spent

Class 4:

What we spend and how we spend it

Information about our strategy for, and management of, financial resources (in sufficient detail to explain how we plan to spend public money and what has actually been spent)

The main difference is that the MPS requires more detailed information about budgeting policies and procedures.

The MPS also refers to expenses for senior staff.

N/A

Class 5:

How we manage our human, physical and information resources

Information about how we manage the human, physical and information resources of the authority

There was no corresponding category of information for this class within the MPF. 

The MPF recommended that websites should carry a general statement that indicates the range of policies that are available on request/for inspection, in addition to those available directly from the website.  The MPS however, is more explicit in stating that HR policies and procedures should be published.

Who we work with, including the contracts that we have awarded under procurement legislation (i.e. regulated procurements) and our approved list of contractors

Class 6:

How we procure goods and services from external providers

Information about how we procure works, goods and services and our contacts with external providers

The MPS specifies that a register of contracts awarded which have gone through formal tendering, including name of supplier, period of contract and value should be published.

The MPS also recommends that procurement policies and procedures should be published, whilst the MPF only recommended that the policy be published.

Our Standards: How we measure and report performance

Class 7:

How we are performing

Information about how we perform as an organisation, and how well we deliver our functions and services

The MPS specifies some specific legislative requirements that do not in all cases apply to RSLs.

N/A

Class 8:

Our commercial publications (i.e. information available for sale)

Information packaged and made available for sale on a commercial basis

This category does not apply to RSLs.

N/A

Class 9:

Our open data

Open data made available by the authority as described by the Scottish Government’s Open Data Resource Pack and available under an open license.

This category does not apply to RSLs.

Key policies

N/A

There is no key policies section in the MPS, and instead policies will fit under the relevant Class of information – most commonly “how we deliver our functions and services”.

A key difference within the MPS is that in most cases, it states that procedures should also be published when publishing policies.

Different charging Schedules
within GHA guide to information

Summary of different Charging Schedules from Edinburgh Leisure’s Guide to Information

This section explains when we may make a charge for our publications and how any charge will be calculated.  There is no charge to view information on our website or at our premises.  We may charge for providing information to you, but we will charge you no more than it costs us to do so. We will always tell you what the cost is before providing the information to you. Our photocopying charge per side of paper is shown in the tables below:

Black and White Photocopying

Size of Paper

Pence per sheet

A4

10p

A3

20p

Colour Photocopying

Size of Paper

Pence per sheet

A4

20p

A3

40p

Alternative Formats

Format

Charge

Computer Discs

50p

Postage Costs

Postage costs may be recharged at the rate we paid to send the information to you. Our charge is for sending information by Royal Mail First Class. 

When providing copies of pre-printed publications, we will charge no more than the cost per copy of the total print run.   We do not pass on any other costs to you in relation to our published information. 

Charges for information which is not available under the scheme

If you submit a request to us for information which is not available in this Guide, the charges will be based on the following calculations:

General information requests 

  • There will be no charge for information requests which cost us £100 or less to process 
  • Where information costs between £100 and £600 to provide you may be asked to pay 10% of the cost. That is, if you were to ask for information that cost us £600 to provide, you would be asked to pay £50 calculated on the basis of a waiver for the first £100 and 10% of the remaining £500
  • We are not obliged to respond to requests which will cost us over £600 to process
  • In calculating any fee, staff time will be calculated at actual cost per staff member hourly salary rate to a maximum of £15 per person per hour
  • We do not charge for the time to determine whether we hold the information requested, nor for the time it takes to decide whether the information can be released. Charges may be made for locating, retrieving and providing information to you
  • In the event that we decide to impose a charge we will issue you with notification of the charge (a fees notice) and how it has been calculated. You will have three months from the date of issue of the fees notice in which to decide whether to pay the charge. The information will be provided to you on payment of the charge. If you decide not to proceed with the request there will be no charge to you.

Charges for Environmental Information Environmental information is provided under the EIRs rather than FOISA. 

The rules for charging for environmental information are slightly different. 

We do not charge for the time to determine whether we hold the environmental information requested or deciding whether the information can be released. Charges may be made for locating, retrieving and providing information to you e.g. photocopying and postage.

If we decide to impose a charge, we will issue you with notification of the charge and how it has been calculated. The information will be provided to you on payment of the charge.

If you decide not to proceed with the request there will be no charge to you. Charges are calculated based on the actual cost to Edinburgh Leisure of providing the information:

  • Photocopying is charged at 10p per A4 sheet for black and white copying, 20p per A4 sheet for colour copying.
  • Postage is charged at actual rate for Royal Mail First Class.
  • Staff time is calculated at actual cost per staff member hourly salary rate to a maximum of £15 per person per hour.

The first £100 worth of information will be provided to you without charge.

Where information costs between £100 and £600 to provide, you will be asked to pay 10% of the cost. That is, if you were to ask for information that cost us £600 to provide, you would be asked to pay £50, calculated on the basis of a waiver for the first £100 and 10% of the remaining £500. 

Where it would cost more than £600 to provide the information to you, however, we will ask you to pay the full cost of providing the information, with no waiver for any portion of the cost.

Charges for requesting for your own personal data

There is no charge for requesting your own personal data under the General Data Protection Regulation (GDPR) Subject Access Request. We must provide a copy of the information free of charge.

However, we can charge a ‘reasonable fee’ when a request is manifestly unfounded or excessive, particularly if it is repetitive. We may also charge a reasonable fee to comply with requests for further copies of the same information. This does not mean that we can charge for all subsequent access requests. The fee must be based on the administrative cost of providing the information.

Further information on GDPR can be found on the Information Commissioner’s Office website. Click here to access.

Contact us

28 Heimdal Gardens
Glenrothes, Fife, KY7 6TZ

Telephone: 01592 621188
Fax: 01592 621199
Email: info@glenhousing.co.uk

Office Opening Hours:
Mon-Thurs 9am-5pm, Friday 9am-4pm

Legal notice

Financial Services Authority Reg No. 2435R(S)
Scottish Housing Regulator Reg No. HAL267
Scottish Charity No. SC031874

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