ACCESS TO COLLEGE INFORMATION

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1 ACCESS TO COLLEGE INFORMATION This document will be made available in other languages and formats upon request from Reaseheath College employees and students (or their parents/carers) Version: 1 Date of Issue June 2014 Review Date: May 2016 Lead Director Persons Responsible for Update Clerk to the Board Clerk to the Board Approved on: 5 June 2014 Approved by Published Reaseheath College Board, Search and Governance Committee Staff Intranet and College Website Date of Equality analysis May

2 REASEHEATH COLLEGE BOARD ACCESS TO COLLEGE INFORMATION Introduction 1. The Board conducts its business in accordance with the seven principles of public office as set out in the Nolan Committee s Report on Standards in Public Life. In order to conform with these principles, the minutes of Board and Board Committee meetings are available on the web site ( The agenda, reports and minutes of meetings are also available in the library at the College for inspection during normal College opening hours by anyone who is interested. Policy 2. This document sets out the policy of the College Board in relation to access to information and should be read in conjunction with the College Freedom of Information Policy. Information about Board activities is generally available to the public on request. In particular, the documents listed at Appendix 1 are readily available for inspection. Access to College Documentation 3. Any person wishing to inspect the documents listed in Appendix 1 may do so by contacting the Clerk to the Reaseheath College Board between the hours of 9.30am and 3.00pm on Monday, Tuesday, Thursday and Friday. 4. Copies of most documents are available electronically. If hard copy is preferred, documents are available free of charge or in some cases for a charge to cover the cost of copying. 5. The College will consider making available documents in formats other than written, if a request is submitted to the Clerk to the Board, stating the reasons why such a request is made. The College reserves the right, however, to decline the availability of documents in formats other than written (i.e. hard copy or electronic), where the work involved would be excessive and prohibitively expensive. Confidential Information 6. Some information held by the College is confidential, and will be withheld from any documentation or other information generally provided. Information falling into the categories listed in Appendix 2 would normally be withheld until such time as the Board, through its Search and Governance Committee, had decided to release documents. Documents marked will remain confidential in perpetuity. 2

3 7. If any request is turned down on grounds of confidentiality, the College will give the reason for denying access. Response to Enquiries 8. The College will respond to reasonable requests to provide information other than that listed in Appendix 1 and will do so within 15 working days. Where the information can be collated easily, it will be provided at a nominal charge. Where significant work is involved, requiring more than three hours of staff time, the College reserves the right to charge for this time and any other costs incurred. Any such charge will be notified in advance to the person making the request to check that they wish to proceed. Alternative information or information sources will be given, where possible. Where the work involved is excessive the College reserves the right to decline to provide information requested, subject to the provisions of the Freedom of Information Act Complaints 9. The College has established a procedure for dealing with complaints. Any person with a complaint about the availability of information should raise their complaint under this procedure. Copies of the procedure can be obtained from the Vice Principal s office. Documents Generally Available Appendix I Agendas, papers and minutes of the Reaseheath College Board and the Audit, Finance and General Purposes, Search and Governance and Quality and Standards Committees Statement of policy on attendance at governing body and committee meetings Summary financial statements Annual financial statements and annual report Student Charter Charter for Employers The college prospectus Summary of the college inspection report Information on examination results Registers of members interests Code of conduct 3

4 Instrument and articles of government Standing Orders Procedure on Whistle-blowing (Note: Many of these items are available on the College website ( and /or in the College Library). Criteria for Confidentiality Appendix II Personal information relating to an individual Information provided in confidence by a third party who has not authorised its disclosure Financial or other information relating to procurement decisions, including information relating to the College negotiating position, during the course of those negotiations Information relating to the negotiating position of the College in employment relations matters, during the course of those negotiations Information relating to the negotiating position of the College where the Corporation is satisfied in good faith that disclosure might harm the College or its competitive position Legal advice received from or instructions given to the College legal advisers Information planned for publication in advance of that publication Any information which would contravene the requirements of the Data Protection Act Information not otherwise covered above, but considered to be commercially sensitive. 4

5 Equality Analysis Form 1. Author: Jackie Schillinger Date analysis commenced: May Brief Description of Strategy, Proposal, Policy, Procedure or Practice The policy provides details internally and externally on access to information on the College Revised Access to Information policy in accordance with scheduled review date. 3. Relationship where appropriate with other policies/procedures or practice This policy is related to the Freedom of Information policy 4. Does the Strategy, Proposal, Policy, Procedure or Practice impact on the College, learners, employees or others? If yes, the document is equality relevant. If not please record the reasons for this decision. The Policy is applicable to all stakeholders in the College 5 i Who are the Key Stakeholders involved with this analysis: Governors and all external applicants for College information 5ii Identify source of stakeholder views: This is a review to an existing policy. It has reviewed the availability of college information and made some minor updates as appropriate, for example most documents are now available electronically. In addition, a reference has been made to the related College Freedom of Information Policy and the Freedom of Information Act It has been referred to the Equality and Diversity Committee and to the Governing Body Search and Governance Committee for information and approval. 5

6 6. Summarise the key comments and evidence from stakeholders which reflects upon how the proposed document assists in meeting the three aims of the Public Sector Equality Duty. G11 No substantive revisions are required as documents are readily available. What evidence has been collated to inform this analysis. If there is no evidence available, detail should be provided for this decision. Characteristic Comments Age Disability Gender Transgender Race or ethnicity Religion or belief Sexual orientation Pregnancy / maternity Marriage or Civil partnership (only in respect of eliminating unlawful discrimination) age Access to Information will depend on the nature of the applicant s specific disability. If a document in either an electronic or hard copy written format does not meet the disability need, the College will consider a request on how the specific need can be met. gender gender race or ethnicity religion or belief sexual orientation Access to Information can be obtained both internally and externally Not relevant No major change needed: NO Adjustment required: NO SMART actions required to address any Equality & Diversity issues raised through consultation: Proposed Date of Equality Analysis review: May

7 When this form is completed, please send it with the relevant Strategy, Proposal, Policy, Procedure or Practice for validation by the Senior Management Team. Authorised by the Senior Management Team: Date: May 2014 Copy to the Clerk to the Board (Policies only) Date: June 2014 Copied received by the PA to the Clerk to the Board Date: June

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