GUIDE TO INFORMATION

At a glance - terms used in this document. 

FOISA

Freedom of Information (Scotland) Act 2002 

Places a duty on those organisations covered to proactively publish certain types of information; and to respons to requests for information; and to provide advice and assistance to those making requests for information. 

EIRs

Enviromental Information Regulations (Scotland) 2004 

Those organisations covered by EIRs have a duty to respond to requests for enviromental information

SIC

The Scottish Information Commissioner 

Who is responsbile for ensuring that those bodies covered by FOISA and EIRs comply with the terms of the legislation

MPS

Model Publication Scheme

Produced by the SIC - this details all of the information that thsoe subject to FOISA should publish (if they hold it). 

Guide to Information  A guide that all organisations subject to FOISA and adopting the MPS must produce to help people access the information it makes available.
Classes of Information 

Nine broad categories describing the types of information authorities should publish (if they hold it). 

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. 

Copperworks Housing Assocaition has adopted the Scottish Information Commissioner's (SIC) Model Publication Scheme 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 everyon will have online access and where this is the case you can contactus 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 free 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 10p per side of A4
Print in colour 20p per side of A4
CD Rom 50p per CD-ROM
Posted document/ CD Rom Cost of postage

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: 

Gillian Spence, Corporate Governance Officer on 0141 471 7821 or email gillianspence@copperworks.org.uk

Charges for information which is not available under the scheme

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

General information requests

  • There wil 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 we hold the information can be released. Charge 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 Enviromental Information: Enviromental informations is provided under the EIRs rather than FOISA

The rules for charging for enviromental information are slightly different. 

We do not charge for the time to determine whether we hold the enviromental 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 chagre. 

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 Copperworks Housing Association of providing the information: 

  • Photocopying is charged at 10p per A4 sheet for black and white copying, 20p per A4 sheet for folour 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 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 this 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 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 excesive, 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. 

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 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 - top 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: 

COPPERWORKS HOUSING ASSOCIATION
43 Tharsis Street
Royston
Glasgow
G21 2JF
gillianspence@copperworks.org.uk
0141 471 7821

The information that we make avilable to you

Under the MPS, the information we provide must be listed under certain "classes" of information. These are 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 inthe 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 oulined below. 

Information  Where to access

Class 1 - About Copperworks Housing Association

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

Descriptions of who we are

Mission Satement About us
Vision About us
Values About us
Corporate Objectives CHA Business Plan
Area(s) of operation Our Properties
Key activites; strategtic/ corporate plan(s) CHA Business Plan
Business Plan (or Summary) CHA Business Plan
Customer Code/ Charter. Service Standards Service Standards

Location and opening arrangements

Address Street View
Telephone number and e-mail address for general enquiries (and dedicated lines where appropriate) Contact us
Opening Times Contact us
General Contact Arrangements Contact us
Local/ Area office contact details Contact us
Contact details for making a complaint make a complaint

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 (see page 2)
Freedom of Information policies and procedures Freedom of Information and Enviromental Information Policy
Charging Schedule for enviromental information provided in response to requests made under EIRs  This Document (see page 2)

About our Governing Body

List of Governing Body Members

  • Names
  • When they became a governing body member
  • Proffessional biographical details
  • Officebearing responsibilities
  • When they became an office-bearer
CHA Business Plan

Descriptions of the role of Governing Body:

  • Governance structure chart (including sub-committees and working groups)
  • Remits for governing body and any sub-committees
Standing Orders
How to become part of the governing body Become a committee member

About our staff

List of Senior management team, including professional biography and contact details Our Staff
Organisational structure CHA Business Plan

Governance Documents and Corporate Policies

Rules/ Articles Copperworks Housing Association Rules
Standing Orders Standing Orders
Membership Policy Membership Policy
Code of Conduct for Staff Code Of Conduct For Rsl Staff
Code of Conduct for Governing Body Members Code of Conduct for Governing Body Members
Entitlements, Payments and benefits Policy (or equivalent, including arrangements for payments for expenses and subsistence). Entitlements Payments And Benefits Policy
Register of Interests Register of Interests
Equalities Policy Equality & Diversity Policy
Health and Safety Policy Health And Safety Policy Statement
Sustainability Policy Sustainability Policy

Relationship with Regulators

Engagement plan with Scottish Housing Regulator SHR Engagement Plan
Assurance Statement Annual Assurance Statement 2021
Annual Return on Charter Submission to SHR Annual Return to Charter 
Financial Returns to SHR

Financial Projections

Loan Portfolio Return

Charter report to tenants Annual Return to Charter
Internal and External Audit arrangements CHA Business Plan

Group Details

Details of our subsidiaries/ parent organisation N/A

Key Partnerships

Strategic agreements with other organisations N/A

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 CHA Business Plan
How to report a repair report a repair
Right to repair information Right to Repair
How to apply for a house Our Properties
How to get information about tenancy support Welfare and Money Advice
How to make a complaint Make a complaint
How to speak to a housing officer Our Staff
How we consult with tenants and other customers to inform and improve service delivery and develop new services Tenant Participation Strategy and Action Plan

Policies and Procedures

Allocations Policy Allocations Policy
Adaptations Policy Adaptations Policy
Anti-Social Behaviour Policy Anti-Social Behaviour Policy
Asbestos Management Policy Asbestos Policy
Arrears Management Policy Rent Arrears Policy
Asset Management Policy (including stock condition information) Asset Management Strategy
Customer Care Policy Service Standards
Data Protection Policy CHA Privacy Policy
Enviromental Information Regulations Policy (EIR) Freedom Of Information And Environmental Information Policy
Equality and Diversity Policy Equality & Diversity Policy
Estate Management Policy Estate Management Policy
Health and Safety Policy and procedures Health And Safety Policy Statement
Legionnaires Inspection. Prevention Policy Water Systems And Legionalla Policy
Procurement Policy Procurement Policy
Risk Management policy Risk Management Policy
Rent Setting Policy Rent Setting Policy
Repairs Policy Right To Repair Policy
Sustainability Policy Sustainability Policy
Tenant Engagement Policy Tenant Participation Strategy and Action Plan
Tenant Sustainment Policy  Tenant Services
Internal Procedures relating to above (where available) CHA Business Plan

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 Documents
Governing body meeting reports/ papers Documents
Governing body agendas Documents

Consultation and Participation

Tenant Participation Strategy  Tenant Participation Strategy and Action Plan
Consultation reports noting the outcome of any recent consultations with tenants/ others Tenant Satisfaction Survey Results
Registered Tenant Organisations RTO Procedure

Class 4 - What we earn 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 Signed Accounts
Audited accounts Signed Accounts
Budget policies and procedures Financial Regulations
Budget Allocation to keyt service areas Budget

Our programme of work and projects

Brief details of any project funding and how it's being spent Documents
Capital works programme. plans information (annual programme figure) Investment Plan 2019-22

Spending relating to Staff and Governing Body

Expenses policies and procedures Committee Members Expenses Policy
Senior staff. governing body member expenses at category level e.g. travel, subsistence and accommodation  Signed Accounts
Board member remuneration other than expenses  N/A
Pay and grading structure (levels of pay rather than individual salaries) EVH Grading Guidelines
General information about staff pension scheme http://www.tpt.org.uk/schemes/shaps-db-member/home

Class 5 - How we manage our resources

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

Human Resources

Strategy and management of human resources CHA Business Plan
Staffing structure CHA Business Plan

Human resources policies covering; 

  • recruitment
  • performance management
  • salary and grading
  • promotion
  • pension
  • discipline
  • grievance
  • staff development
  • maintenance and retention of staff records
Documents
Internal procedures relating to the above (where available)

Alcohol and Substance Misuse Policy

Code Of Conduct For Rsl Staff

Dignity at Work Policy

Disciplinary Policy

Flexi-Time Policy

Flexible Working Policy

Grievance Policy

Lone Working Policy

Staff Expenses Policy

Staff Training and Development Policy

Stress Management Policy

Trade Union Information https://unitetheunion.org/ 
Summary of professional organisations/ trade bodies of which we are a member Professional Organisation

Physical Resources

Management of our land and property assets, including enviromental/ sustainability reports Asset Management Strategy
General descriptions of our land and property holdings Asset Management Strategy
Estate development plans Asset Management Strategy

Information Resources

Records management policy and records management plan, including records retention schedule CHA Privacy Policy
Data protection or privacy policy CHA Privacy Policy

Class 6 - How we procure goods and services for 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 services delivery contractors who carry out: 

  • responsive repairs
  • landscape maintenance
  • planned/ cyclical maintenance
Entitlements Payments And Benefits Policy
List of suppliers and contractors used by organisation (provided to staff under our Entitlements Payments and Benefits Policy) Entitlements Payments And Benefits Policy
Information about regulated procurement contracts awarded(value, scope, duration) Contracts Register

Our Procurement 

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 Contracts Register
Links to procurement information we publish on Public Contracts Scotland website Contracts Register
Framwork Agreements  N/A

Class 7 - How we are performing

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

Annual Report Available on request
ARC report to tenants Annual Return to Charter
Performance Standards/ Indicators CHA Business Plan
Benchmarking information CHA Business Plan
Complaints policy, guidance and forms Complaints Handling Procedure
Complaints reports or equivalent to show how complaints are handled and influence service delivery (aggragate reports rather than individual outcomes) Available on request

Class 8 - Our commercial publications

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

This class does not apply to Copperworks Housing Association as we do not procure any publications for sale  N/A

Class 9 - Our Open Data 

Open date made available bu us under the Scottish Government's Open Date Resource Pack and available under open license. 

This class does not apply to Copperworks Housing Association N/A