Our publication scheme (updated November 2023)
The Freedom of Information (Scotland) Act 2002 (FOISA) requires that all housing associations/co-operatives in Scotland must produce and maintain a publication scheme (which must detail all 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. We have adopted the Scottish Information Commissioner’s (SIC) Model Publication Scheme (MPS), and this Guide has been approved by the SIC.
| FOISA |
Freedom of Information (Scotland) Act 2002 Places a duty on those organisations covered to proactively publish certain types of information; and to respond to requests for information; and to provide advice and assistance to those making requests for information. |
| EIRs |
Environmental Information Regulations (Scotland) 2004 Those organisations covered by EIRs have a duty to respond to requests for environmental information. |
| SIC |
The Scottish Information Commissioner Who is responsible 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 those 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). |
All of the information listed is available on our website (unless stated), and completely free to access online. However, we understand that not everyone will have online access and where this is the case you can contact us 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 fee 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 printed information detailed in this guide are summarised below:
Print in black and white = 10p per A4 sheet
Print in colour = 20p per A4 sheet
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.
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) to avoid confusion we will only publish the current version once it has been updated.
Where we hold the copyright on our published information, the information may be copied or reproduced without formal permission, provided that: (1) It is copied accurately, (2) It is not used in a misleading context, and (3) The source of the material is identified.
Under the MPS, the information we provide must be listed under certain “classes” of information. These are the 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 in the 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 outlined below.
The following two classes are not applicable for the work that we do: Class 8 - Our commercial publications (Information packaged and made available for sale on a commercial basis and sold at market value through a retail outlet e.g., bookshop, museum or research journal) and Class 9 - Our open data (The open data we make available as described by the Scottish Government’s Open Data Strategy and Resource Pack, available under an open licence).
1.1 General information about us
| What | Where |
| Name, address, location, contact details, & opening times. |
Footer of website (www.tollcross-ha.org.uk) Webpage - Area of operation - Our area |
| Organisational structure, roles & responsibilities. | Webpage - Our structure |
| Customer codes & charters | Webpage - Policy & strategy (within Customer Service, Engagement & Complaints section) |
| Complaint process and contact details |
Webpage - Get in touch |
| Publication scheme & charging schedule | Webpage - Our document hub |
| FOI, EIR, SAR requests & charging schedule |
Webpage - Information requests |
| Legal framework for the authority, including constitution, articles of association or charter. |
Webpage - How we are regulated - Find out about us Webpage - Reports to regulators - Performance reporting |
1.2 How we are run
| What | Where |
| Description of governance structure, Board, committees and other decision-making Structures. |
Webpage - Our structure Webpage - Meet our committee members plus Meet out leadership team Webpage - Get involved (how to join etc.) |
| Names, responsibilities and (work-related) biographical details of the people who make strategic and operational decisions about the performance of function and/or delivery of services by the authority e.g. Board members, chief officers. |
Webpage - Meet our committee members plus Meet out leadership team |
| Governance policies, including standing orders, code of conduct and register of interests. |
Webpage - Governance policies (inc. code of conduct/entitlements, payments and benefits policy) - Policy & strategy (within Governance section) Webpage - Standing orders & Rules - General information about us Register of interests - available upon request |
1.3 Corporate planning
| What | Where |
| Mission statement |
Webpage - Vision, Values & Strategic Objectives - Find out about us |
| Corporate plan |
Webpage - Internal Management Plan - General information about us |
| Corporate strategies e.g., for economic development, etc. | Webpage - Business Plan - General information about us |
| Corporate policies, e.g., health and safety, equality, sustainability |
Webpage - Policy & strategy |
| Strategic planning processes | Webpage - Policy & strategy |
1.4 External relations
| What | Where |
| Accountability relationships, including reports to regulators. |
Webpage - How we are regulated - Find out about us Webpage - Reports to regulator - Performance reporting |
| Internal and external audit arrangements. |
Available upon request. |
| Subsidiary companies (wholly and part owned) and other significant financial interests. | Available upon request. |
| Strategic agreements with other bodies |
Available upon request. |
2.1 Functions
| What | Where |
| Description of functions, including statutory basis for them, where applicable |
Website - Key functions; (1) Find a home (2) Report repairs (3) Get in touch (complaints) (4) Your community (communication) (5) Newsletters (communication) |
| Strategies, policies and internal staff procedures for performing statutory functions |
Webpage - Policy & strategy |
| How to report a concern to the authority |
Webpage - Get in touch |
| Reports of the authority’s exercise of its statutory functions | Webpage - Performance reporting |
2.2 Services
| What | Where |
| List of services, including statutory basis for them, where applicable | List of other services & tenancy support - Webpage - Our services |
| Service policies and internal staff procedures, including allocation, quality and standards |
Webpage - Policy & strategy |
| Service schedules and delivery plans |
Webpage - Policy & strategy Webpage - General information about us |
| Information for service users, including how to access the services |
Webpage - Our services |
| What | Where |
| Decisions taken by the organisation: agendas, reports and papers provided for consideration and minutes of Board (or equivalent) meetings. |
Webpage - Performance reporting (Management Committee Minutes section) Reports & Agendas - available upon request |
| Public consultation and engagement strategies. |
Webpage - Policy & strategy (Customer Service, Engagement & Complaints section) Webpage - Get involved (scruitiny groups etc.) plus Newsletters (consultation communications) |
| What | Where |
| Financial statements, including annual accounts, any regular statements e.g. quarterly budget statements. | Webpage - Performance reporting (financial annual accounts section) |
| Financial statements required by statute e.g., sections 31 and 33 of the Public Service Reform (Scotland) Act 2010, if applicable to the authority |
Webpage - Performance reporting (financial annual accounts section) |
| Financial policies and procedures for budget allocation | Webpage - Policy & strategy (finance section) |
| Budget allocation to key policy / function / service areas |
Communicated via our newsletters - webpage - Newsletters |
| Financial administration manual / internal financial regulations |
Webpage - Policy & strategy (finance section) |
| Expenses policies and procedures | Webpage - Policy & strategy (governance section) |
| Senior staff / board member expenses at category level e.g., travel, subsistence and accommodation |
Webpage - Policy & strategy (governance section) |
| Pay and grading structure (levels of pay rather than individual salaries) |
EVH Grading Structure |
| Investments, summary information about endowments, investments and authority pension fund |
Webpage - Performance reporting (financial annual accounts section) SHAPS - Pension Provider |
5.1 Human resources
| What | Where |
| Strategy and management of human resources | Webpage - Policy & strategy (HR & Health, Safety & Wellbeing section) |
| Staffing structure |
Webpage - Meet out leadership team |
| Human resources policies, procedures and guidelines, including e.g., recruitment, performance management, salary and grading, promotion, pensions, discipline, grievance, staff development, staff records. | Webpage - Policy & strategy (HR & Health, Safety & Wellbeing section) |
| Employee relations structures and agreements reached with recognised trade unions and professional organisations. |
Unite the Union recognised for negotiation and bargining purposes. |
5.2 Physical resources
| What | Where |
| Management of the authority’s land and property assets, including environmental / sustainability reports | Webpage - Performance reporting |
| Description of the authority’s land and property holdings |
Scottish Housing Regulator - Landlord Performance |
| Estate development plans | Webpage - Newsletters |
| Maintenance arrangements |
Webpage - Policy & strategy (Repairs & Maintenance section) |
5.3 Information resources
| What | Where |
| Records management policy and records management plan, including records retention schedule | Webpage - Policy & strategy (Data Protection & ICT Section) |
| Information governance / asset management policies and procedures, information asset list |
Webpage - Policy & strategy (Data Protection & ICT Section) |
| List of statistical information published by the authority |
Scottish Housing Regulator - Landlord Performance |
| Freedom of information policies and procedures | Webpage - Policy & strategy (Data Protection & ICT Section) |
| Data protection or privacy policy |
Webpage - Policy & strategy (Data Protection & ICT Section) |
| What | Where |
| Procurement policies and procedures | In line Public Contracts Regulations 2015 |
| Invitations to tender |
Available upon request |
| Register of contracts awarded, which have gone through formal tendering, including name of supplier, period of contract and value. | Available upon request |
| Additional information which is required to be published by applicable procurement legislation and statutory guidance (e.g. the Procurement Reform (Scotland) Act 2014, the Procurement (Scotland) Regulations 2016 and Public Contracts (Scotland) regulations 2015) |
Available upon request |
| Links to procurement information the authority publishes on the Public Contracts Scotland website | Public Contracts Scotland |
| What | Where |
| External reports e.g., annual report, performance statements required by statute (e.g., section 32 of the Public Service Reform (Scotland) Act 2010 if applicable. |
Webpage - Performance reporting Scottish Housing Regulator - Landlord Performance |
| Performance indicators and performance against them. |
Webpage - Performance reporting Scottish Housing Regulator - Annual Statistical Returns |