GUIDE TO INFORMATION
At a glance - terms used in this document.
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.
Enviromental Information Regulations (Scotland) 2004
Those organisations covered by EIRs have a duty to respond to requests for enviromental information
The Scottish Information Commissioner
Who is responsbile for ensuring that those bodies covered by FOISA and EIRs comply with the terms of the legislation
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).
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:
|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 firstname.lastname@example.org
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
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
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|
|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
|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
|CHA Business Plan|
Descriptions of the role of Governing Body:
|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|
|Charter report to tenants||Annual Return to Charter|
|Internal and External Audit arrangements||CHA Business Plan|
|Details of our subsidiaries/ parent organisation||N/A|
|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|
|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
|Strategy and management of human resources||CHA Business Plan|
|Staffing structure||CHA Business Plan|
Human resources policies covering;
|Internal procedures relating to the above (where available)|
|Trade Union Information||https://unitetheunion.org/|
|Summary of professional organisations/ trade bodies of which we are a member||Professional Organisation|
|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|
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:
|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|
|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|
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|