Model Publication Scheme
A guide to 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 the 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
Descriptions of who we are
Information about Glen Housing Association, who we are, where to find us, how to contact us, how we are managed and our external relations.
| Information | Where to access |
|---|---|
| Mission | About Page |
| Vision | About Page |
| Values | About Page |
| Corporate Objectives | About Page |
| Area(s) of operation (Operational Objectives) | About Page |
| Key activities; strategic/corporate plan(s) | About Page |
| Business Plan (or summary) | Business Plan Summary |
| Service Standards | Service Standards |
Location and opening arrangements
| Information | Where to access |
|---|---|
| Address | Contact Page Footer |
| Telephone number and e-mail address for general enquiries (and dedicated lines where appropriate) |
Contact Page Footer |
| Opening times | Contact Page Footer |
| General contact arrangements | Contact Page Footer |
| Leven Branch Office contact details | Contact Page Footer |
| Contact details for making a complaint | Complaints Page |
Information relating to Freedom of Information
| Information | Where to access |
|---|---|
| Publication Scheme and Guide to Information | This Page |
| Charging Schedule for Published Information | Freedom of Information Page |
| Contact details and advice on making an FOI request | Freedom of Information Page Freedom of Information Request Form |
| Freedom of Information policies and procedures | Freedom of information Policy |
| Charging Schedule for environmental information provided in response to requests made under EIRs | Freedom of Information Page Environmental Information Page |
About our Governing Body
| Information | Where to access |
|---|---|
| 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 |
Board of Management Page |
| 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 |
Board of Management Page Governance Structure Chart Governing Body FAQ Remit Of The Audit Committee Remit Of The Health & Safety Committee Remit Of The Executive Committee Governing Body Members Role Description Role Description for Chairperson, Vice-Chair & Secretary |
| How to become part of the governing body | Board Members Recruitment Policy & Process Board of Management Page |
About our staff
| Information | Where to access |
|---|---|
| List of senior management team, including professional biography and contact details | Staff Page |
| Organisational structure | Staff Page |
Governance Documents and Corporate Policies
| Information | Where to access |
|---|---|
| Rules/Articles | Rules Document |
| Standing Orders | Standing Orders Policy |
| Membership Policy | Membership Policy |
| Code of Conduct for Staff | Code Of Conduct - Staff |
| Code of Conduct for Governing Body Members | Code Of Conduct - Governing Body Members |
| Entitlements Payments and Benefits Policy (or equivalent, including arrangements for payments for expenses and subsistence) | Entitlements, Payments & Benefits Policy |
| Register of Interests | Board of Management Page - Bio |
| Equalities Policy | Equality & Diversity Policy |
| Health and Safety Policy | Health & Safety Policy |
Relationship with Regulators
| Information | Where to access |
|---|---|
| Engagement plan with Scottish Housing Regulator | Scottish Housing Regulator’s Website |
| How we are regulated | Scottish Housing Regulator’s Website |
| Assurance Statement | Scottish Housing Regulator’s Website |
| Annual Return on Charter Submission to SHR | Annual Return on Charter Submission to SHR |
| Financial Returns to SHR | Scottish Housing Regulator’s Website |
| Charter report to tenants | Scottish Housing Regulator’s Website |
| Internal and External Audit arrangements | Internal Audit Plan |
Key Partnerships
| Information | Where to access |
|---|---|
| Strategic agreements with other organisations | Fife Housing Register Fife Housing Association Alliance |
Class 2 – How we deliver our functions and services
How to use our services
Information about our work, our strategy and policies for delivering services and information for our service users.
| Information | Where to access |
|---|---|
| List of services provided | Services Page |
| How to report a repair | Repairs Page Report a Repair Form |
| Right to Repair information | Repairs Page |
| How to apply for a house | Apply for a house Page |
| How to get information about tenancy support | Tenancy Sustainment Policy |
| How to make a complaint | Make a Complaint Page |
| How to speak to a housing officer | Staff Page |
| How we consult with tenants and other customers to inform and improve service delivery and develop new services | Get Involved Page |
Policies and Procedures
| Information | Where to access |
|---|---|
| Allocations Policy | Allocation Policy |
| Adaptations Policy | Adaptations - Repairs Page |
| Anti-Social Behaviour Policy | Anti-Social Behaviour Policy |
| Asbestos Management Policy | Asbestos Management Policy |
| Arrears Management Strategy | Rent Arrears Policy |
| Asset Management Policy (including stock condition information) | Asset Management Strategy |
| Service Standards | Service Standards |
| Privacy Policy | Privacy Policy Page |
| Environmental Information Regulations Policy (EIR) | Freedom of information Policy Freedom of Information Page Environmental Information Page |
| Equality and Diversity Policy | Equality and Diversity Policy |
| Estate Management Policy | Estate Management Policy |
| Health and Safety Policy and procedures | Health & Safety Policy Statement |
| Legionnaires Inspection/Prevention Policy | Water Systems Health & Safety Manual |
| Procurement Policy | Procurement Policy |
| Risk Management Strategy | Risk Management Policy |
| Rent Policy | Rent Policy |
| Repairs Policy | Repairs Policy Right To Repair Policy |
| Tenancy Sustainment Policy | Tenancy Sustainment Policy |
| Tenant Participation Policy | Review in progress |
| Internal procedures relating to above (where available) | On request (if available) |
Class 3 – How we take decisions and what we have decided
Governing Body Meetings
Information about the decisions we take, how we make decisions and how we involve others.
| Information | Where to access |
|---|---|
| Board of Management Meeting Minutes | Board of Management Meeting Minutes to June 2023 |
| Board of Management Meeting Agendas & Minutes | Board of Management Meeting Agendas & Minutes from August 2023 |
| Board of Management Meeting Agendas | On request to June 2023 |
Consultation and Participation
| Information | Where to access |
|---|---|
| Consultation reports noting the outcome of any recent consultations with tenants/others | On request |
| Tenant Scrutiny Panel composition | On request |
| Tenant Participation Policy | Review in progress |
Class 4 – What we spend and how we spend it
Information about our accounts and budgets
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 | Where to access |
|---|---|
| Description of funding sources | Annual Report |
| Audited accounts | Report & Financial Statements |
| Budget policies and procedures | Financial & General Regulations Policy |
| Budget allocation to key service areas | Annual Report |
Our programme of work and projects
| Information | Where to access |
|---|---|
| Brief details of any project funding and how it’s being spent |
Report & Financial Statements Annual Report Cyclical and Planned Maintenance Programme 2026-27 Scottish Goverment Project Funding for Aids & Adaptations to properties |
| Capital works programme/plans information (annual programme figure) | Capital Programme not finalised for 2023/24 |
Spending relating to Staff and Governing Body
| Information | Where to access |
|---|---|
| Expenses policies and procedures | Entitlements Payments & Benefits Policy |
| Senior staff/governing body member expenses at category level e.g. travel, subsistence and accommodation | On request |
| Board member remuneration other than expenses | Unpaid Volunteers |
| Pay and grading structure (levels of pay rather than individual salaries) | On request |
| General information about staff pension scheme | EVH - Terms & Conditions |
Class 5 – How we manage our resources
Human resources
Information about how we manage our human, physical and information resources.
| Information | Where to access |
|---|---|
| Staffing structure | Staff Page |
| Human resources policies, covering: recruitment, performance management, salary and grading, promotion, pensions, discipline, grievance, staff development, maintenance and retention of staff records. | Recruitment Policy Staff Dignity at Work Policy Learning & Development Policy EVH - Terms & Conditions Document Retention Policy |
| Internal procedures relating to the above (where available) | On request |
| Trade Union information | EVH - Terms & Conditions |
| 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 Elmhurst Energy |
Physical Resources
| Information | Where to access |
|---|---|
| Management of our land and property assets, including environmental/sustainability reports | Asset Management Strategy |
| General description of our land and property holdings | Existing Estates Page |
| Estate development plans | New Developments Page |
Information Resources
| Information | Where to access |
|---|---|
| Records management policy and records management plan, including records retention schedule | Document Retention Policy Data Retention Schedule Fair Processing Notice Employee & GBM Fair Processing Notice |
| Data protection or privacy policy | Privacy Policy Footer |
Class 6 - How we procure goods and services from external providers
Our Contractors and Suppliers
Information about how we procure works, goods and services, and our contracts with external providers.
| Information | Where to access |
|---|---|
| Information about our key service delivery contractors who carry out: responsive repairs landscape maintenance planned/cyclical maintenance | Our Contractors Page |
| List of suppliers and contractors used by organisation (provided to staff under our Entitlements Payments and Benefits Policy) | Entitlements Payments & Benefits Policy |
| Information about regulated procurement contracts awarded (value, scope, duration) |
Approx £2m, Window & Door Replacements to 320 properties over 4 year term Links to procurement information we publish on Public Contracts Scotland website |
Our Procurement
| Information | Where to access |
|---|---|
| Procurement Policy and procedures | Procurement Policy |
| Information on how to tender for work and invitations to tender | Procurement Policy |
| 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
How we are performing
Information about how we perform as an organisation, and how well we deliver our functions and services.
| Information | Where to access |
|---|---|
| Annual Report | Annual Report |
| ARC report to tenants | Annual Report |
| Performance Standards/indicators | Scottish Housing Regulator Website |
| Benchmarking information | Scottish Housing Regulator Website |
| Complaints policy, guidance and forms | Complaints Handling Procedure |
| 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.
Class 9 – Our open data
Open data made available by us under the Scottish Government’s Open Data Resource Pack and available under open licence.
This class does not apply to Glen Housing Association.
