Clerks Briefings November 2018 Welcome Your facilitator is: Ruth - PDF document

Clerks’ Briefings November 2018 Welcome Your facilitator is: Ruth Kessell Agenda • ACTIVITY: Procedures Quiz • National updates • GDPR 1 year on • Retention and archiving papers • Local updates • ACTIVITY: Competency Framework: Competency 4 – People & Relationships • Training • Recruitment & reminder! HO186 Procedures Quiz Further information may be found in the Governance Handbook and the DfE Statutory Guidance on Constitution, August 2017 Governor Services 1

* LATEST NEWS * 1. Keeping Children Safe In Education updated September 2018 https://www.gov.uk/government/publications/keeping-children-safe-in- education--2  Removal of disqualification by association for schools  Section 128 checks – those barred from managing schools  GSCB presentation summary of latest changes https://www.gscb.org.uk/i-work-with-children-young-people-and- parents/safeguarding-in-education/ * LATEST NEWS * 2. GIAS – some schools still have no information online https://www.gov.uk/guidance/get-information-about- schools#update-your-details 3. New Complaints Guidance from DfE - due Spring 2019 4. Updated guidance from DfE: Making significant changes to an existing academy https://www.gov.uk/government/publications/making-significant- changes-to-an-existing-academy General Data Protection Regulation (GDPR) • Do you know who the DPO is for your school? • What is your role in providing information to the DPO? • Have you discussed your role with your DPO concerning holding records and data at home? • Have you ensured your school has access to governor papers if you are away or ill? • Have arrangements been discussed for retention of papers and handover if clerk changes? Governor Services 2

Molly Kirkham IMS Traded Services Records Manager For advice contact: schoolsrm@gloucestershire.gov.uk Retention & Archiving Toolkit for schools Information Management Toolkit for Schools V5, Feb 2016 https://irms.org.uk/page/SchoolsToolkit • News Aug 18: due for review to ensure GDPR compliance “Where records have been identified as being worthy of permanent preservation arrangements should be made to transfer the records to the County Archives Service. The school should contact the local record office if there is a requirement to permanently archive the records” Retention & Archiving County Archive • Collections Management Team at Gloucestershire Archives 01452 425294 and/or email at archives@gloucestershire.gov.uk • Deposits can be made at any point in the year • Contact the Collections Management team beforehand for advice and to make appointment to visit • Advice sheet available on website: www.gloucestershire.gov.uk/archives • Electronic records can be accepted, advice available by emailing as above. • Compile a list of items to be deposited Governor Services 3

Retention & Archiving Record Keeping What should clerks keep on file? Instrument of Government / Articles Meetings: Agendas, of Association & Funding Agreement supporting papers, minutes Governor attendance Standing orders / Code of Conduct register Terms of Reference Declarations of interest Annual Planner Governor skills audit Governor details Governor training record Governor Services Retention & Archiving Record Keeping What should also be kept on file by the school? AGM minutes AGM Reports Action Plans created by Trusts & Endowments the GB (SDP) Records of Complaints Policies Proposals to change status Reports presented to GB (Including Academy) Governor Services Retention & Archiving Information Management Toolkit for Schools, Feb 2016: • What should be kept permanently? • What should be kept a minimum of 6 years? • What should be kept for a minimum of 3 years? Governor Services 4

Retention & Archiving Permanent: • Principal set of signed minutes with agenda and all supporting papers referenced in minutes • Instrument of Government / Articles of Association • Trusts & Endowments managed by the board Retention & Archiving Life of document + minimum of 6 years: • Annual reports (AGM) +10 years • Reports presented to the GB but not referenced in minutes • Papers relating to the AGM • Records relating to complaints (review after 6 years, may need to be held longer if contentious) • All records relating to the appointment of a Headteacher Retention & Archiving Life of document + minimum of 3 years: • Action Plans created and administered by the GB (Business Plan, SDP) • Policy documents created and administered by the GB * • Inspection copies held of minutes/papers (may have redacted info) • Proposals concerning change of status of a maintained school (includes becoming academy) Governor Services 5

Retention & Archiving Top Tips: • Full dates on all documents – Year is often missed off minutes! • Name of school must be clearly identified! • Page 1 of X – easy to spot if one is missing • Minutes: Chair initial each page and sign at end • Use treasury tags not rubber bands, staple or paper clips – these perish • Rainbow of folders for 7 years Local updates • School email addresses for governors • Chair@ email • Records for terms of office – plan ahead • Required reading for maintained schools: Constitution Statutory Guidance Aug 2017 and Roles, Procedures & Allowances regulations 2013 • Eligibility and recruitment rules for each category of governor • No voting by email or proxy in maintained schools, academies may differ, check Articles of Association for your school • Websites – some still not showing the statutory information: clerks need to feed this information to the web-manager Clerking Competency Framework April 2017 1. Understanding governance 2. Administration 3. Advice and guidance 4. People and relationships Governor Services 6

Competency 4: People & Relationships Professional clerking plays an important role: • ensure that the board has accurate records of its people and their skills • contribute to induction and training of new board members. • build and maintain professional working relationships as the foundation for providing impartial advice and support. • establish open communication and ensure smooth information flow between the board, the executive leaders and also staff, parents and the local community. Competency 4: People & Relationships • Record keeping • Succession planning • Recruitment & induction • Working with the chair & head • Communication with all governors • Communication with stakeholders DfE Advice & Guidance Regulations – legislation www.legislation.gov.uk Statutory Guidance www.gov.uk/government/collections/statutory ‐ guidance ‐ schools#governance Departmental Advice www.gov.uk/government/collections/departmental ‐ advice ‐ schools Governor Services 7

Training for clerks Training for new clerks: Introduction for new clerks – overview of role & focus on administration and compliance with the statutory duties Head, Chair & Clerk All 3 attend to work together on understanding how to support each other to promote effective governance Supporting effective governance through minute taking What it says on the tin The experienced clerk For clerks 18 months+ into the role – providing advice and guidance, complaints, hearings, succession planning, archiving papers Training for clerks Training for new clerks • Mon 3 December Gloucester Rugby Club 09.30–15.30 • Thurs 28 Feb 2019 Cheltenham Chase Hotel 09.30–15.30 Head, Chair & Clerk • Wed 06 Mar ‘2019 Cheltenham Regency 09.30–12.00 • Wed 20 Mar 2019 Cheltenham Regency 09.30–12.00 Supporting effective governance through minute taking • To be confirmed for the Spring term The experienced clerk • Look out for this in the summer term Remember your CPD is important! Training for governors Training for New Governors • Thurs 29 Nov ‘18 Museum in the Park, Stroud 09.30 –15.30 • Sat 1 Dec ‘18 The Pavilion, Cheltenham 09.30 –15.30 • Mon 28 Jan ‘19 Gloucester Rugby Club 09.30 –15.30 • Sat 2 March ‘19 The Pavilion, Cheltenham 09.30 –15.30 • Fri 8 March ‘19 Cheltenham Chase Hotel 09.30 –15.30 • Thurs19 Mar ‘19 Museum in the Park, Stroud 09.30 –15.30 Exclusions • Thurs 7 March ’19 Hallmark Hotel, Gloucester 18.30 –21.00 Finance (LA maintained schools only) • Thurs 21 Mar ‘19 Hallmark Hotel, Gloucester 18.30 – 21.00 Curriculum • Thurs 12 Mar ’19 Hallmark Hotel, Gloucester 18.30 –21.00 Governor Services 8

Monitoring & Challenge • Mon 4 Feb ’19 Hallmark Hotel, Gloucester 09.30 –12.00 Role of the Chair • Fri 7 Dec ‘18 Cheltenham Chase Hotel 09.30 –15.30 • Sat 19 Jan ‘19 The Pavilion, Cheltenham 09.30 –15.30 Safeguarding Children • Tues 12 Feb ‘19 Cheltenham Regency Hotel 18.30 –21.00 SEND • Fri 8 Feb ’19 Hallmark Hotel, Gloucester 09.30–12.00 Using Data (primary schools only) • Tues 29 Jan ’19 Hallmark Hotel, Gloucester 09.30 –12.00 For more information and booking details: http://www.gloucestershire.gov.uk/schoolsnet/governors/governor- training-courses/ Recruitment of clerks http://www.gloucestershire.gov.uk/schoolvacancies/ governor.services@gloucestershire.gov.uk Reminder governor.services@gloucestershire.gov.uk 1. Minutes - draft 2. New governor appointments 3. Any governor vacancies 4. Items for next clerks’ briefings Governor Services 9