Publication Scheme

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.

At a glance

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).

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 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

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) 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.

The Information that we make available to you

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).

Class 1 - About the authority: Information about the authority, who we are, where to find us, how to contact us, how we are managed and our external relations.

1.1 General information about us

What	Where
Name, address, location, contact details, & opening times.	Footer of website (www.tollcross-ha.org.uk) Webpage - Street list (Apply for housing)
Organisational structure, roles & responsibilities.	Webpage - Our structure
Customer codes & charters	Webpage - Documents (policy drop-down menu)
Complaint process and contact details	Webpage - Get in touch Webpage - Documents (policy drop-down menu)
Publication scheme & charging schedule	Webpage - Publication Scheme
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 (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 - Our committee members plus Our 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 - Our committee members plus Our leadership team
Governance policies, including standing orders, code of conduct and register of interests.	Webpage - Documents (policy drop-down menu) Register of interests - available upon request

1.3 Corporate planning

What	Where
Mission statement	Webpage - Vision & Values & Strategic Objectives - About us
Corporate plan	Webpage - Strategic & Operational Objectives - About us
Corporate strategies e.g., for economic development, etc.	Webpage - Documents (policy drop-down menu)
Corporate policies, e.g., health and safety, equality, sustainability	Webpage - Documents (policy drop-down menu)
Strategic planning processes	Webpage - Documents (policy drop-down menu)

1.4 External relations

What	Where
Accountability relationships, including reports to regulators.	Webpage - How we are regulated 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.

Class 2 - How we deliver our functions and services

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) Newsletters (communication)
Strategies, policies and internal staff procedures for performing statutory functions	Webpage - Documents (policy drop-down menu)
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 - Help & advice
Service policies and internal staff procedures, including allocation, quality and standards	Webpage - Documents (policy drop-down menu)
Service schedules and delivery plans	Available upon request.
Information for service users, including how to access the services	Webpage - Help & advice

Class 3 - How we take decisions and what we have decided

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 - Documents (policy drop-down menu) Webpage - Get involved (scruitiny groups etc.) plus Newsletters (consultation communications)

Class 4 - What we spend and how we spend it

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 - Documents (policy drop-down menu)
Budget allocation to key policy / function / service areas	Communicated via our newsletters - webpage - Newsletters
Financial administration manual / internal financial regulations	Webpage - Documents (policy drop-down menu)
Expenses policies and procedures	Webpage - Documents (policy drop-down menu)
Senior staff / board member expenses at category level e.g., travel, subsistence and accommodation	Webpage - Documents (policy drop-down menu)
Pay and grading structure (levels of pay rather than individual salaries)	EVH Grading Structure - EVH-Full-Member-Salary-Scales-April-2026
Investments, summary information about endowments, investments and authority pension fund	Webpage - Performance reporting (financial annual accounts section)SHAPS - Pension Provider

Class 5 - How we manage our human, physical and information resources

5.1 Human resources

What	Where
Strategy and management of human resources	Webpage - HR & Health, Safety & Wellbeing section
Staffing structure	Webpage - Our 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 - Documents (policy drop-down menu)
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 - Documents (policy drop-down menu)

5.3 Information resources

What	Where
Records management policy and records management plan, including records retention schedule	Webpage - Documents (policy drop-down menu)
Information governance / asset management policies and procedures, information asset list	Webpage - Documents (policy drop-down menu)
List of statistical information published by the authority	Scottish Housing Regulator - Landlord Performance
Freedom of information policies and procedures	Webpage - Documents (policy drop-down menu)
Data protection or privacy policy	Webpage - Documents (policy drop-down menu)

Class 6 - How we procure goods and services from external providers

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

Class 7 - How we are performing

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.