Common use of Advice and Guidance Clause in Contracts

Advice and Guidance. Sources of advice about confidentiality and information sharing issues are included in Appendix 3 of the agreement. Details of relevant additional guidance are given in Appendix 3. Organisation Name & position of signatory Signature Date Calderdale Primary Care Trust (NHS Calderdale) Kirklees Primary Care Trust (NHS Kirklees) Wakefield District Primary Care Trust (NHS Wakefield District) Calderdale & Huddersfield NHS Foundation Trust Mid Yorkshire Hospitals NHS Trust South West Yorkshire Mental Health Trust BMI Healthcare (BMI Huddersfield) Cygnet Healthcare (Cygnet Lodge Hudds) Spire Healthcare Limited (formerly Classic Hospitals Group Limited) Kirkwood Hospice Huddersfield / Kirklees Prince of Wales Hospice Wakefield Wakefield Hospice Overgate Hospice Calderdale Local Care Direct West Yorkshire Police Service Calderdale Local Authority provided Social Services. Kirklees Local Authority Provided Social Services Wakefield Local Authority Provided Social Services Yorkshire & Humber NHS (Strategic Health Auth) Yorkshire Ambulance Service Members form the following organisations have also undertaken to comply with this agreement: The inspectorate of the Royal Pharmaceutical Society of Great Britain (RPSGB), The Healthcare Commission and the Commission for Social Care inspection (CSCI). 1. Fair and lawful: Personal data shall be processed fairly and lawfully and, in particular, shall not be processed unless certain conditions are met, also the processing must adhere to the fair processing code. 2. Use for specified purposes: Personal data shall be obtained only for one or more specified purposes, and shall not be further processed in any manner incompatible with that purpose or purposes. 3. Adequate, relevant and not excessive: Personal data shall be adequate, relevant and not excessive in relation to the purpose. 4. Accurate and up to date: Personal data shall be accurate and, where necessary, kept up to date. 5. Don’t keep longer than necessary: Personal data processed for any purpose or purposes shall not be kept longer than is necessary for that purpose or those purposes. 6. Rights given under the act: Personal data shall be processed in accordance with the rights of the data subject under this act”.

Advice and Guidance. Sources Provide guidance documents for governing bodies on a variety of topics and new initiatives to support their role • Provide specialist advice about confidentiality on governance procedures and information sharing responsibilities • Access to NGA Learning Link – online training modules Organisation • Provide a clerking service to the governing board for up to Five full governing board meetings per year • Provide a named officer from the Governor Clerking Service team to support the governing board and the minute clerk • Provide the governing board with a trained, regular, named minute clerk to attend every full governing board meeting, where possible and provide a stand-in when necessary • Provide regular briefings to ensure minute clerks are kept up-to-date with education issues are included in Appendix 3 • Act promptly and appropriately to concerns raised by the governing board regarding the effectiveness and efficiency of the agreement. Details service • Provide a selection of relevant additional guidance templates for agenda and minutes • Maintain up to date lists of committee membership and governor responsibilities and link roles • On request, provide copies of previous approved minutes for Ofsted purposes • Vacancy management of governor posts (promoting and encouraging) • Have access to produce up to date reports of governing board membership Service packages • Ensure that pre-appointment clearance procedures are given in Appendix 3. Organisation Name & position of signatory Signature Date Calderdale Primary Care Trust (NHS Calderdale) Kirklees Primary Care Trust (NHS Kirklees) Wakefield District Primary Care Trust (NHS Wakefield District) Calderdale & Huddersfield NHS Foundation Trust Mid Yorkshire Hospitals NHS Trust South West Yorkshire Mental Health Trust BMI Healthcare (BMI Huddersfield) Cygnet Healthcare (Cygnet Lodge Hudds) Spire Healthcare Limited (formerly Classic Hospitals Group Limited) Kirkwood Hospice Huddersfield / Kirklees Prince of Wales Hospice Wakefield Wakefield Hospice Overgate Hospice Calderdale Local Care Direct West Yorkshire Police Service Calderdale Local Authority provided Social Services. Kirklees Local Authority Provided Social Services Wakefield Local Authority Provided Social Services Yorkshire & Humber NHS (Strategic Health Auth) Yorkshire Ambulance Service Members form the following organisations have also undertaken completed for new and re- appointed governors to comply with this agreement: The inspectorate the requirements of the Royal Pharmaceutical Society of Great Britain (RPSGB)Regulations and safeguarding • Assist the Governing Board in establishing efficient, The Healthcare Commission effective and legal committee structures • Reviewing a committee structure which ensures compliance with legal requirements • Advise the Commission for Social Care inspection (CSCI). 1. Fair and lawful: Personal data shall be processed fairly and lawfully governing board, Headteacher and, where appropriate, the appointing bodies of expiry of the term of office at least two months before the term expires so elections or appointments can be organised in particulara timely manner • Inform appointing bodies of vacant governorships to which they should appoint, shall not receive written notice of subsequent appointments and inform the governing board • Production of the School’s Instrument of Government • Provide specialist advice on governing board constitution • Maintain records of attendance by governors at full governing board meetings and take appropriate action on disqualification for nonattendance • Maintain a database of the governing board records which includes details of membership, terms of office, dates of meetings, attendance and committee membership (data stored securely in compliance with GDPR) • Undertake the recruitment process of LA governors • Work effectively with the chair and head teacher before the governing board meeting to prepare a purposeful agenda that takes into account current issues and is focused on school improvement • Collate and upload the agenda and any available supporting documentation for the meeting onto the governor’s portal (or agreed online platform). • Where a school has opted for the paper package all meeting documents will be processed unless certain conditions posted to governors’ home addresses. • Arrange a termly meeting between Head, Chair, Minute clerk and LA assigned officer to discuss governance needs. • be a well-trained individual, knowledgeable about governing board procedures and administration • have good administrative, communication and organisational skills • have the ability to take accurate and efficient minutes ensuring that challenges, actions and decisions are met, also recorded • have the processing must adhere skills to support the fair processing code. 2chair in their role at the meeting • offer professional advice on procedural matters within the meeting • monitor the progress of the meeting • be well informed and briefed on changes affecting the work of the governing board through attendance at briefing sessions every term and training • be an integral part of the governing board • provide a draft set of minutes and record of attendance. Use for specified purposes: Personal data shall be obtained only for one or more specified purposes, • edit/format minutes • quality assurance of minutes • ensure minutes comply with statutory requirements and shall not be further processed in any manner incompatible with that purpose or purposes. 3. Adequate, relevant and not excessive: Personal data shall be adequate, relevant and not excessive are procedurally compliant in relation to all matters eg: safeguarding, staff recruitment and selection • ensure minutes meet Ofsted expectations - regularly monitor minutes produced by the purpose. 4minute clerk for accuracy, quality and evidence of challenge • send draft minutes of meetings to the chair and Headteacher for amendment/ approval within 10 days of the date of the meeting • where requested follow up matters raised at governing board meetings directly with ▇▇▇▇▇▇▇▇ officers and agencies, ensuring that the appropriate information is made available for the chair/Headteacher as soon as possible after the meeting • maintain archive of approved minutes. Accurate Enhanced Package This package includes everything provided under the basic package above plus: • To provide a clerking service to the governing board for up to Six full governing board meetings per year • General advice on complaints • Co-ordinate complaint and pupil exclusion hearings on behalf of the governing body • Maintain a list of governor attendance at meetings and produce the Register of Business Interest for publication • Arrange DBS checks for all associate members and observers to comply with Safeguarding and to meet Ofsted requirements • Make copies of agenda papers available to associate members and observers • On request, provide the Headteacher and chair with a copy of their draft agenda a week early • On request, make a copy of the draft minutes available to every governor so that they can follow up any actions in a timely manner • Liaise with officers of the council and other agencies • In the event of a meeting being cancelled after paperwork distributed no charge will be made for re-issuing agenda Committee Plus Package This service can only be purchased alongside one of the two main clerking packages above. The price will be dependent upon the number of committees, frequency of meetings and is based on pupil numbers. When purchasing this package please ensure you fill in the committee notification form to advise the team which committees you would like servicing. The provision of all the services outlined in Basic or Enhanced service PLUS: • Arranging all meetings of each of the committees established by the governing board. • Preparing and producing agenda for all committee meetings of the governing board and identifying items for inclusion on the agenda in consultation with the chair of committee and Headteacher. • Circulating agenda and all papers for committee meetings at least 7 days before the meeting • Providing a minute clerk for committee meetings who will: ➢ Take minutes of the meeting which will be made available in draft to the chair of committee and Headteacher within 10 days of the relevant meeting; • Undertaking follow up work arising from committee meetings, ensuring that where appropriate matters are referred to the relevant persons including officers of the Directorate for Children and Young People and other Council Directorates through the authority’s communication network; and • provide a copy of the minutes to all members of the committee and all other governors with the agenda for the next meeting of the governing board. • Provide copies of minutes and other documents to the school for publication as required. • Maintaining membership details of the committee and dealing with all correspondence regarding membership. • Researching items relevant to the committee’s terms of reference and delegated powers. Service packages • Providing a comprehensive package of supporting papers for each committee meeting, including attendance list, briefing papers, spare sets of documents etc. • Providing feedback to the Director for Children and Young People on matters which governors wish to draw to their attention or to the attention of the Service Director - Learning and Early Support or the relevant Diocesan authority. The KEY – Resource for School Governors Kirklees Governor Clerking Service continue to work in partnership with The KEY to offer our schools the opportunity to purchase this valuable resource alongside one of our two main packages above (Enhanced or Basic) at a discounted rate. IMPORTANT: Generally, this resource is available as an annual subscription from 1st April. However, if any school that already subscribes to one of our main packages needs access immediately or signs up after April we can pro-rata their subscription costs. Service packages Costing Information This service is offered under insurance/entitlement arrangements. In 2021-2022, the price per school will vary according to pupil numbers and this entitles each school to support for up to five meetings per annum for schools purchasing the Basic package and up to date: Personal data shall be accurate and, where necessary, kept up to date. 5six meetings per annum for schools purchasing the Enhanced package. Don’t keep longer than necessary: Personal data processed The annual charges for any purpose or purposes shall not be kept longer than is necessary for that purpose or those purposes. 6subscriptions are given on the next few pages. Rights given under the act: Personal data shall be processed in accordance with the rights All of the data subscriptions received from schools are used for the provision of the service by the team. Any additional services to those outlined in this agreement may be purchased (subject to availability) in negotiation with ▇▇▇▇▇▇▇ ▇▇▇▇▇▇. Work undertaken by the service in addition to the number of meetings entitled to under this act”your package will be subject to an additional charge as per the menu. Basic Package Enhanced Package Charges and payment Committee Plus Package This service is available and can only be purchased alongside one of the two clerking packages above Basic or Enhanced. For schools buying the plus service it is important that the Governor Clerking Service are informed of the number of committees, the name of each committee being serviced and the frequency of meetings for each committee in order that we can provide the appropriate support.