Freedom of Information - Guide to Information Page

Guide to information available through the model publication scheme (Last updated November 2019)

1. Introduction

Introduction

The Freedom of Information (Scotland) Act 2002 requires the Scottish public authorities to produce and maintain a publication scheme.  For the purpose of Freedom of Information all Registered Social Landlords in Scotland are considered to be public authorities.  Authorities are required to:

  • Publish the classes of information that they make routinely available;
  • Tell the public how to access the information and whether information is available free of charge or on payment of a fee.

Wishaw and District Housing Association (WDHA) has adopted the Model Publication Scheme produced by the Scottish Information Commissioner.  More information about the Model Publication Scheme can be found on the Commissioner's Website www.itspublicknowledge.info/PublicationSchemeGuidance or you can contact WDHA using the contact details below:

Freedom of Information
Wishaw and District Housing Association Ltd
55 Kirk Road 
WISHAW
ML2 7BL

Email : FoI@wishawdha.org.uk
Tel: 01698-377200

The purpose of this guide is to:

  • Advise the public what information is available (and what is not available) for review, in relation to each class;
  • State what changes may be applied for the provision of information;
  • Explain how to find published information;
  • Provide contact details for enquiries and to assist with accessing the information;
  • Advise how to request information that has not been published.

2. Availability and Formats

Availability and Formats

The information we publish through the model scheme is, wherever possible, available on our website.  However, we do offer alternative arrangements for those who do not want to, or cannot, access the information online or by attending our premises to view it in person.  Information can be provided in hard copy format, though there may be a fee charged.

3. Exempt Information

Exempt Information

We will publish the information we hold that falls within the classes of information detailed below.  If any document contains information that is exempt under Freedom of Information law (e.g. sensitive personal data or trade secrets), we may remove or redact the information prior to publication, though we will explain why the information has been removed.

4. Copyright and re-use

Copyright and Re-Use

Where WDHA holds the copyright in its published information, the information may be copied or reproduced without formal permission, provided that:

  • It is copied or reproduced accurately;
  • It is not used in a misleading context, and 
  • The source of the material is acknowledged.

Where WDHA does not hold copyright in information we publish, we will make this clear.

5. Charges

Charges

This section explains when we may charge a fee for our publications and how we will calculate the fee.

There is no charge to view information on our website or at our premise.

We may charge for providing information in hard copy format, but we will not charge any more than it cost us to provide the information (e.g. photocopying and postage).  We will always advise you of the fee ahead of time and the information will be provided on receipt of payment.

Our photocopying charge per sheet of paper is shown in the table below.

Size of paper Cost per single sided copy (black and white) Cost per single sided copy (colour)
A4 10p 30p

We will recharge any postage costs at the rate we pay to send the information.

When providing copies of pre-printed publications, we will charge no more than the cost per copy of the total print run.

We do not pass on any other costs in relation to our published information.

6. Contact Us

Contact Us

You can contact us for assistance with any aspect of this publication scheme:

Freedom of Information
Wishaw and District Housing Association Ltd
55 Kirk Road
WISHAW
ML2 7BL

Email: FoI@wishawdha.org.uk
Tel: 01698-377200

We will be pleased to advise how to ask for information that we do not publish, or how to complain if you are dissatisfied with any aspect of this publication scheme.

7. Environmental Information

Environmental Information

Similar to Freedom of Information, the Environmental Information (Scotland) Regulation 2004 grants the public the right to request access to Environmental Information held by WDHA.  Environmental Information is defined in the regulation as the information relating to the following:

  • the state of elements of the environment and their interaction (air, water, soil, land and landscape, natural sites, flora and fauna);
  • discharges, emissions, noise, radiation, waste;
  • measures and activities affecting the environment (such as policies, legislation, plans, activities)
  • reports on implementation of environmental legislation;
  • cost benefit and economic analysis;
  • effects of the environment on conditions of human life (including floods and buildings).

Charges

WDHA may charge for providing information, but we will not charge any more than it has cost us to provide the information.  We will always advise you of the fee ahead of time and the information will be provided on receipt of payment.

WDHA does not pass on any other costs associated with the creation of the information, or any form of premium for provision of the information.  The charge will be based on the cost of staff time to locate and provide the information, printing and postage costs.

Unlike FOI, there is no specific upper limit to the amount we can charge and there is no cap on the hourly rate charged for staff time.  The cost of staff time will be based on the actual hourly rate of pay of the staff who carry out the work.

The charge for printing and postage will be calculated in the same manner as detailed in our Guide to Information.

How to make a request

Requests for Environmental Information can be made in the same manner as a Freedom of Information request

Email to FoI@wishawdha.org.uk
or by post to:
Data Protection Officer
Wishaw & District Housing Association
55 Kirk Road
WISHAW
ML2 7BL

The Environmental Information (Scotland) Regulation unlike FOISA allows for Environmental Information requests to be made verbally.  To make a verbal request please call us on 01698-377200

Useful Resources

The Environmental Information (Scotland) Regulation 2004 is available for you to review.

The Scottish Information Commissioner also provides guidance regarding your right to access Environmental Information.

 

8. Classes of Published Information

Classes of Published Information

We routinely publish information that we hold with the following classes.  Once information is published, we will continue to make it available for the current and previous two financial years (April to March each year).

Where information has been updated or superseded, only the current version will be available.  If you would like to see previous versions, you are welcome to make a request for that information.

Class 1 - About WDHA

Class Description: Information about WDHA, who we are, where to find us, how to contact us, how we are managed and our external relations.

Information we publish How to access it
Who we are
Mission Statement, Vision, Values and Corporate Objectives (also included in our Business Plan) Available on our website
Area of Operation (Existing Developments) Available on our website
Key Activities - Business Plan Available on our website
General Information
Address Available on our website
Contact Details and Business Opening Hours Available on our website
Contact Details for Complaints and Comments Available on our website
Office Location Google Maps - External Link
Freedom of Information
Guide to Information

Available on our website

Charging Schedule for published information

Available on our website and our Guide To Information Document Page 2

Contact information and advice on how to request information

Available on our website and our Guide to Information Document Page 3

Freedom of information Policy Available on our website
Charging schedules for EIR requests Available on our website
Our Staff
Organisational structure Available on our website
Names, responsibilities of senior management Available on our website
The Board
Board Member profiles Available on our website
Board of Directors Structure Available on our website
Role Description for Board Members Available on our website
How to become a Board Member Available on our website

Corporate Policies
Rules Available on our website
Standing Orders Available on our website
Membership Policy Available on our website
Code of Conduct - Staff Available on our website
Code of Conduct - Board Available on our website
Register of Interests Please contact the office
Equality and Diversity Policy

Available on our website

Health & Safety Policy Please contact the office
Sustainability Policy Available on our website
Regulators
Engagement Plan with SHR Scottish Housing Regulator - External Link
Annual Assurance Statement Available on our website
Annual Return on Charter submission to SHR Scottish Housing Regulator - External Link
Financial Returns to SHR Scottish Housing Regulator - External Link
Annual Report on Charter (ARC) to Tenants Available on our website
Internal and External Audit Arrangements Please contact the office

Class 2 - How WDHA delivers its functions and services

Class Description: Information about our work, our strategy and policies for delivering functions and services and information for our services users.

Information we publish How to access it
Our Services
Services Provided Available on our website
How to report a repair Available on our website
Right to Repair information Available on our website
How to apply for housing Available on our website
How to get information about tenancy support - Housing Officer Available on our website

For Assistance with:

  • Addiction
  • Adult Protection
  • Child Protection
  • Medical Adaptation
  • Support and Services for older People
Social Work - External Link
For Assistance with Welfare Rights and Benefits Available on our website
How to make a complaint Available on our website
How to speak to a Housing Officer Available on our website
How we consult with tenants to inform/improve and develop services Available on our website
Polices/Procedures
Allocations Policy Available on our website
Anti-Social Behaviour Policy Available on our website
Asbestos Management Policy Available on our website
Arrears Management Policy Available on our website
Asset Management Policy Available on our website
Equality and Diversity Policy Available on our website
Estate Management Policy Available on our website
Health and Safety Policy Please contact the office
Health and Policy Statement Available on our website
Medical Adaptation Policy Available on our website
Privacy Policy Available on our website
Procurement Policy Available on our website
Risk Management Policy Available on our website
Rent Setting Policy Available on our website
Repairs Policy (Maintenance Policy) Available on our website
Sustainability Policy Available on our website
Tenant Participation Strategy Available on our website
Tenancy Sustainment Policy Available on our website
Internal Procedures relating to above Please contact the office

Class 3 - How WDHA makes decisions and what it has decided

Class Description: Information about the decisions we make, how we make decisions and how we involve others.

Information we publish How to access it
Board Meetings
Board Meeting Minutes Available on our website
Board Meeting Reports/Papers Please contact the office
Board Meeting Agenda Please contact the office
Consultation
Tenant Participation Strategy Available on our website
Consultation Reports - Including outcomes of recent Consultancies Available on our website
Tenant Scrutiny Panel Composition None at this time.
Registered Tenant Organisations None at this time.

Class 4 - What WDHA spends and how it spends it

Class Description: Information about our strategy for, and management of, financial resources (in sufficient detail to explain how we plan to spend public money and what has actually been spent.

Information we publish How to access it
Accounts and Budgets
Where our Money comes from and how it is spent Available on our website
Audited Accounts Available on our website
Budget Policies and Procedures Please contact the office
Programme of work and projects
Details of any project funding and how it is being spent Please contact the office
Capital works programme / plans information Please contact the office
Staff and Board Spending
Expenses Policy and Procedures - Board Available on our website
Expenses Policy and Procedures - Staff Available on our website
Pay and Grading Structure Please contact the office
(HR Resources come from EVH through their Terms and Conditions)
Senior Staff expenses at category level (e.g travel, subsistence and accommodation) Please contact the office
Board Member expenses at category level (e.g. travel, subistence and accommodation) Please contact the office
General information about staff pension schemes Please contact the office
(HR Resources come from EVH through their Terms and Conditions)

Class 5 - How WDHA manages its human, physical and information resources

Class Description: Information about how we manage the human, physical and infomation resources of WDHA.

Information we publish
How to access it
Human Resources
Strategy and Management of HR  Please contact the office 
(HR resources come from EVH through their Terms and Conditions)
Staffing Structure Available on our website
HR Policies, Procedures and Guideline including:
  • Salary and Grading
  • Disciplinary
  • Grievance
  • Sickness Benefit Scheme
  • Training and Devlopment
  • Pensions
  • Dignity at work
Please contact the office
(HR resources come from EVH through their Tems and Conditions)
Trade Union Information Please contact the office
Membership of Professional Organisations / Trade Bodies Please contact the office

Physical Resources

Description of land and property holdings Available on our website
Estate Development Plans Please contact the office

Information Resources

Privacy Policy Available on our website

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

Class Description: Information about how we procure goods and services, and our contracts with external providers.

Information we publish How to access it
Contractors/Suppliers
Key service delivery contractors - responsive repairs Available on our website
Key service delivery contractors - grounds maintenance (see list of Contractors/Suppliers) Available on our website
Key service delivery contractors - planned/cyclical maintenance Available on our website
List of suppliers and contractors used Available on our website
Info about regulated procurement contracts awarded (Value, scope & duration) Public Contract Scotland - External Link

Procurement

Procurement polices and procedures (Asset Management Policy) Available on website
How to tender & invitations to tender Public Contract Scotland - External Link
Register of contracts awarded through formal tendering (supplier/period) Available on our website
Links to procurement information WDHA publishes on Public Contracts Scotland Public Contract Scotland - External Link
Framework Agreements Available on our website

Class 7 - How WDHA is performing

Class Description: Information about how WDHA performs as an organisation, and how well it delivers its functions and services.

Information we publish How to access it

Our Services

Annual Return on the Charter (ARC) SHR - Landlord Details - External Link
ARC Report to Tenants Available on our website
Performance Standards/Indicators SHR Regulatory Framework - External Link
Benchmarking Information SHR Comparison Tool - External Link
Complaints Handling Policy and Procedure Available on our website
Complaints, guidance and forms Available on our website
Complaints report - showing handling and influence on future services Please contact the office
Tenant Scrutiny Reports Available on our website

Class 8  - Our Commercial Publications

Class Description: 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.

Information we publish How to access it
No information held under this class

Class 9  - Our Open Data

Class Description: Open data made available by WDHA as described by the Scottish Governement's Open Data Resource Pack and available under an open licence.  The Commissioner expects authorities to publish the following information, as a minimum

- WDHA's open data publication plan
- Open data sets and their metadata, or links to where they are accessible.

Information we publish

How to access it

No information held under this class