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

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

Jan 07, 2023 195 likes •306 views

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:

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SLIDE 1

Governor Services 1

Clerks’ Briefings Welcome

Your facilitator is: Ruth Kessell November 2018 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

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SLIDE 2

Governor Services 2

* 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
  • nline 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?

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SLIDE 3

Governor Services 3

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
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SLIDE 4

Governor Services 4

Governor Services

Retention & Archiving

Record Keeping

What should clerks keep on file?

Meetings: Agendas, supporting papers, minutes Standing orders / Code of Conduct Declarations of interest Annual Planner Governor training record Instrument of Government / Articles

  • f Association & Funding Agreement

Terms of Reference Governor details Governor attendance register Governor skills audit

Governor Services

Retention & Archiving

Record Keeping

What should also be kept on file by the school?

Policies Trusts & Endowments AGM Reports Proposals to change status (Including Academy) AGM minutes Records of Complaints Action Plans created by the GB (SDP) Reports presented to GB

Retention & Archiving

  • What should be kept

permanently?

  • What should be kept a

minimum of 6 years?

  • What should be kept for a

minimum of 3 years? Information Management Toolkit for Schools, Feb 2016:

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SLIDE 5

Governor Services 5

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)

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SLIDE 6

Governor Services 6

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
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SLIDE 7

Governor Services 7

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

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SLIDE 8

Governor Services 8

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 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

Training for governors

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SLIDE 9

Governor Services 9

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