For use with PQASSO 3 rd edition PQASSO Quality Mark peer review workbook level 1 EXAMPLE ONLY
How to complete the peer review workbook This is the PQASSO Quality Mark peer review workbook for organisations preparing for a PQASSO Quality Mark peer review at level 1. Organisations must log the evidence they have identified to demonstrate that they meet all the indicators of PQASSO at this level. PQASSO Quality Mark peer reviewers will use the peer review workbook to record the evidence they identify during the course of the peer review. The workbook is in 12 sections, following the 12 quality areas of PQASSO. For each quality area the workbook sets out the following: Indicator The first column numbers the PQASSO indicators by quality area, level, and indicator number. For example, quality area 5, level 1, indicator 3 would appear 5.1.3. Organisation s evidence The organisation should use this column to log all the evidence which they have identified to demonstrate that they meet each indicator. Organisations are encouraged to read Guidance on PQASSO Indicators and the suggested evidence contained in the PQASSO workpack before completing this column. Peer reviewer s notes This column will be completed by the peer reviewer(s) during the course of the peer review. Completing this form electronically This form has been designed to be completed electronically in Microsoft Word. Click onto the box you wish to enter text into and begin typing. The box will expand as you type into it. You can also move between boxes using the tab key. Completing this form by hand If you wish to complete this form by hand, ensure it is printed in its entirety. Please write clearly in black ink. Copyright Unless otherwise indicated, no part of this publication may be stored in a retrieval system or reproduced in any form without prior written permission from CES. To comply with copyright regulations, you must use the materials in this document only for the purposes intended, that is, in the course of an organisation s PQASSO Quality Mark peer review. These materials should not be changed and CES must be credited as the copyright owner. PQASSO Quality Mark Peer Review Workbook Level 1 (3 rd edition) - SAMPLE Charities Evaluation Services, 2013 Published by: Charities Evaluation Services 4 Coldbath Square London EC1R 5HL Website: www.ces-vol.org.uk Phone: 020 7713 5722 Fax: 020 7713 5692 Email: enquiries@ces-vol.org.uk CES is a registered charity (no. 803602) and company limited by guarantee, registered in England & Wales (no. 2510318). CES is a registered charity in Scotland (no. SCO40937). 1
Quality area 3 Leadership and management Level 1 The organisation has good leadership, promoting effective internal communication and commitment to the organisation s plans. Managers implement legal and statutory requirements and oversee the organisation s progress, development and quality. Indicator Organisation s evidence Peer reviewer s notes 3.1.1 6-weekly supervision scheduled for all staff members Training records show internal coaching sessions for staff Staff survey results Notes from team meetings 3.1.2 Schedule of monthly board meetings Staff presentations at board meetings Internal bulletins with formal and informal news circulated to staff and board 3.1.3 Mission statement Organisational chart Job descriptions Operational plan (discussed at every staff meeting) Staff have regular supervision in which upcoming work plans will be discussed. See supervision policy Minutes of team planning meetings 2
3.1.4 Memorandum and Articles of Association Accounts are audited annually Certificates of insurance for buildings, etc. Equal opportunities policy. Have a range of H&S policies for staff and training consultants. All new staff members receive an H&S induction We try to make sure that premises and venues are accessible and we put I alternative plans when appropriate Updates bulletins from local CVS Contract with local solicitors for HR updates Lead trustee approach: Board members take the lead on different areas of work (HR, Finance, Charity and Company law) and keep organisation up to date with changes 3.1.5 Reports to funders Annual budget Minutes of senior management team and special board meetings to discuss the budget Quarterly financial review against budget 3.1.6 Operational plan Funding applications Project plans including planning cycles Minutes and agendas of project meetings to review activities and progress Supervision notes 3
3.1.7 Invitations to sector events Diaries showing attendance and sector events Minutes of networking and partnership meetings Presentation delivered to local voluntary sector forum meeting 3.1.8 Minutes from PQASSO quality working meeting PQASSO self-assessment and action plan Representation on PQASSO working group from all staff levels and the board Dedicated PQASSO lead staff member Quality area 7 Managing money Level 1 The organisation meets all legal requirements in relation to money, and spends its money on agreed purposes. There are basic financial procedures in place. Indicator Organisation s evidence Peer reviewer s notes 7.1.1 Operational plan Budget Funding applications and information Risk assessment organisational risk and relevant action plan 7.1.2 Annual PAYE return in Payroll file Quarterly VAT returns in VAT folder 4
7.1.3 Memorandum and Articles of Association Electronic and paper accounting records Audited annual report and accounts in SORP format Finance policies and procedures 7.1.4 Annual budget Monthly management accounts that are reviewed separately Quarterly management accounts reviewed, annotated, forecasts revised and circulated to Board Board meeting minutes agreeing budget 7.1.5 Financial policies and procedures in place including petty cash, cheques, reserves, expenses. All approved by the Board and available in staff and volunteer handbook 7.1.6 Management accounts Copies of invoices and evidence of payment Bank reconciliation 7.1.7 Funders requirements and monitoring reports Spending records 5