Publication Scheme

Publication Scheme – Board of Community Health Councils in Wales

1 Final version 1 (November 2019)

Board of Community

Health Councils in

Wales: Publication

Scheme

November 2019



Accessible

formats

If you would like this publication in

an alternative format and/or

language, please contact us. You

can download it from our website

or ask for a copy by contacting our

office.



Contents

Purpose ............................................................................................................................................... 5

About us ............................................................................................................................................... 5

Your right to access information ................................................................................................ 6

Freedom of Information Act ..................................................................................................... 7

Code of practice on openness ................................................................................................. 7

Subject access requests (SAR) ............................................................................................... 8

Environmental Information Regulations .............................................................................. 8

Classes of information .................................................................................................................... 8

Who we are and what we do ................................................................................................... 9

How we link into the NHS structure .................................................................................. 9

Organisational structure ...................................................................................................... 10

Membership .............................................................................................................................. 10

Contact details ......................................................................................................................... 10

What we spend and how we spend it ................................................................................. 10

Staff and members’ allowances and expenses ........................................................... 10

Staff pay and grading structures ..................................................................................... 11

Tendered and awarded contracts ..................................................................................... 11

What our priorities are and how we are doing ............................................................... 11

Strategic Framework ............................................................................................................. 11

Operational Plan ..................................................................................................................... 11

Annual Report .......................................................................................................................... 12

National Standards ................................................................................................................ 12

National thematic reports ................................................................................................... 12

How we make decisions ........................................................................................................... 12

Board meetings ....................................................................................................................... 12

Board committee meetings ................................................................................................ 12

Engagement strategy ........................................................................................................... 13

Public consultations ............................................................................................................... 13

HR policies and procedures .................................................................................................... 13

Equality and diversity ........................................................................................................... 13



Welsh Language ...................................................................................................................... 13

Members’ code of conduct .................................................................................................. 14

Standing orders....................................................................................................................... 14

Financial procedures ............................................................................................................. 14

Complaints procedure ........................................................................................................... 14

Data protection and record retention ............................................................................. 14

Estates management ............................................................................................................ 14

Complaints made about us ................................................................................................. 15

List and registers ........................................................................................................................ 15

The services we offer ................................................................................................................ 16

Providing information to the public ................................................................................. 16

Signposting members of the public to local CHCs ..................................................... 17

The method by which information published under this scheme will be made

available ............................................................................................................................................. 18

Charges which may be made for information published under this scheme .......... 19

Services we are entitled to recover a fee ..................................................................... 20

Copyright ........................................................................................................................................... 21

Written requests ............................................................................................................................. 21

Feedback ............................................................................................................................................ 21

Complaints ........................................................................................................................................ 22



Purpose

The purpose of the Publication Scheme is to provide a complete

guide about the information routinely published by the Board of

Community Health Councils in Wales (the Board), how we

publish this information and whether any fee is payable for

access.

The Publication Scheme is a description of the information

about the Board of CHCs which we make publicly available. We

will review the Publication Scheme at regular intervals and

monitor how it is operating.

About us

Community Health Councils (CHCs) are the independent watch-

dog of NHS services within Wales and seek to encourage and

enable members of the public to be actively involved in

decisions affecting the delivery of healthcare for their families

and local communities.

CHCs work with the NHS, and regulatory bodies to provide the

crucial link between those who plan and deliver the National

Health Service in Wales, those who regulate it, and those who

use it. There are 7 CHCs in Wales.



The Board represents the collective voice of CHCs, sets

standards and guidance to underpin their activities and

monitors and manages their performance.

We do this so that patients and the public are represented

effectively in the design and delivery of NHS services.

Your right to access information

This publication scheme is based on the model publication

scheme prepared and approved by the Information

Commissioner.

We are committed to make information available to the public

as part of our normal business activities.

We are committed:

To proactively publish or otherwise make available as a

matter of routine, information which is held by the Board

and falls within the classifications below.

To specify the information which we hold that falls within

the classifications below.

To proactively publish or otherwise make available as a

matter of routine, information in line with the statements

contained within this scheme.

To produce and publish the methods by which the specific

information is made routinely available so that it can be

easily identified and accessed by members of the public.

To review and update on a regular basis the information

we make available under this scheme.

To produce a schedule of any fees charged for access to

information which is made proactively available.

To make this publication scheme available to the public.



To publish any dataset we hold that has been requested,

and any updated versions it holds, unless we are satisfied

that it is not appropriate to do so;

To publish the dataset, where reasonably practicable, in

an electronic form that is capable of re-use; and, if any

information in the dataset is a relevant copyright work

and we are the only owner, to make the information

available for re-use under the terms of the Re-use of

Public Sector Information Regulations 2015, if they apply,

and otherwise under the terms of the Freedom of

Information Act section 19.

The term ‘dataset’ is defined in section 11(5) of the

Freedom of Information Act. The term ‘relevant copyright

work’ is defined in section 19(8) of that Act.

Freedom of Information Act

The Freedom of Information Act recognises that everyone has

the right to know how public services (such as the Board) are

organised and run, how much it costs and how you can make

complaints if you need to.

You have the right to know what targets have been set, the

standards of services that are expected and what we have

achieved.

Code of practice on openness

In addition to accessing the information identified in this

Publication Scheme, you are entitled to request information

about the Board under the Code of practice on openness in the

NHS. You can find this document here -

http://www.wales.nhs.uk/document/19279/info/

http://www.wales.nhs.uk/document/19279/info/



Subject access requests (SAR)

Individuals (also known as data subjects) have the right to

access personal data or special category data that we may hold

about them. This can be done verbally or in writing.

Environmental Information Regulations

The Environmental Information Regulations 2004 set the

standard for the release of information about the environment

in which we live and work.

Information relating to the environment can be requested using

these regulations and the above mentioned code of practice on

openness in the NHS. The regulations can be found here -

https://www.legislation.gov.uk/uksi/2004/3391/contents/made

Classes of information

This Publication Scheme commits us to make information

available to the public as part of our normal business activities.

The list of classes of information that we are committed to

make available is listed below:

Who we are and what we do

What we spend and how we spend it

What our priorities are and how we are doing

How we make decisions

Our policies and procedures

Lists and registers

The services we offer.

The classes of information will not generally include:

Information the disclosure of which is prevented by law,

or exempt under the Freedom of Information Act, or is

otherwise properly considered to be protected from

disclosure

https://www.legislation.gov.uk/uksi/2004/3391/contents/made



Information in draft form

Information that is no longer readily available as it is

contained in files that have been placed in archive

storage, or is difficult to access for similar reasons.

Sometimes we will not be able to publish all the information

which is held by the Board. In these instances we will tell you

why.

The Board has a records management policy which clears

identifies how long we will keep information for, in line with our

privacy policy -

http://www.wales.nhs.uk/sitesplus/899/page/45271.

If you would like a copy of our records management policy it is

available on request from the Board office.

Who we are and what we do

How we link into the NHS structure

The Board is a strategic body which provides a co-ordinating

role for CHCs on all general matters relating to patients and the

public. The Board puts the work of local CHCs into a national

context.

The Board must advise, assist and support CHCs with respect

to the performance of their functions. It sets standards for

CHCs relating to the conduct of their functions. It monitors and

manages the performance of CHCs to ensure the consistent

application of national standards across Wales.

The Board’s governance framework including the 2015 CHC

regulations, standing orders and financial instructions are

available on request from the Board office.

http://www.wales.nhs.uk/sitesplus/899/page/45271



The Board has representation on a number of national bodies

and working groups. If you would like to know more about

these arrangements please contact the Board office.

Organisational structure

Information about who we are and how we organise ourselves

at the Board office is available on our website -


Membership

Details of our Board members can be found here -


Contact details

You can find named contacts on our website here (with direct

links to email addresses) -

http://www.wales.nhs.uk/sitesplus/899/page/71600 and

official contact details here -


What we spend and how we spend it

We are funded with public monies from the Welsh Government.

We include the previous year’s annual accounts within our

Annual Report. Our Annual Reports are published on our

website - http://www.wales.nhs.uk/sitesplus/899/page/97875

Financial information for the current year is available on

request.

Staff and members’ allowances and expenses

Details of the allowances and expenses that can be claimed or

incurred by individual members of senior staff and Board

members, produced in line with the CHC’s policies, are








available on request from the Board office (refer to the contact

details page at the end of this scheme).

Staff pay and grading structures

Information on staff pay, grading structures and job

descriptions are available on request from the Board office.

Funding, procurement and tendering procedures

The Board and the 7 CHCs across Wales are hosted by Powys

teaching Health Board (tHB). As a hosted movement, we must

follow the policies and procedures written by Powys tHB.

Copies of the procedures used for the acquisition of goods and

services are available on request from the Board office.

Tendered and awarded contracts

Details of contracts and invitations to tender with a value of

over £5,000 are available on request from the Board office.

What our priorities are and how we are doing

Strategic Framework

We publish a three year strategic framework which is available

to view here -

http://www.wales.nhs.uk/sitesplus/documents/899/FINAL%20

%20Strategic%20Framework%20for%20the%20CHC%20Move

ment%202017-2020%20V1.pdf

Operational Plan

Our Operational Plans are available on our website -


http://www.wales.nhs.uk/sitesplus/documents/899/FINAL%20%20Strategic%20Framework%20for%20the%20CHC%20Movement%202017-2020%20V1.pdf






Annual Report

Copies of our annual reports are available on our website -


National Standards

National Standards have been set for CHCs. It is the Board’s

role to ensure that CHCs meet these standards. Self-

assessment and peer reviews are undertaken annually to

monitor the CHC’s performance against these standards. A

copy of the national standards is available here -


National thematic reports

The Board and CHCs across Wales undertake up to 5 national

projects each year. The national thematic reports are available

on the Board website -


How we make decisions

Board meetings

The schedule of Board meetings along with copies of the Board

meeting agendas and minutes are available on the website -


Board committee meetings

The schedule of Board committee meetings and copies of the

Board Committee meeting agendas and minutes are available

on the website -









Engagement strategy

The Board has a presence at a number of national events

throughout the year in order to engage with the public on a

range of national themes. A report is then published based on

the views of the public. Our national reports can be found on

our website here -


Public consultations

Our responses to national public consultations are available on

request from the Board office. The public are encouraged to

contact us or their local CHCs if they wish to contribute to any

public consultation.

Our policies and procedures

HR policies and procedures




Copies of the human resources procedures are available on

request from the Board office.

Equality and diversity

Our Equality Plan and Equality Report can be found on the

website here -


Welsh Language

The Board is expected to meet the Welsh Language Standards

set for them from May 2019 onwards. Our compliance notice is

available on our website here -







Members’ code of conduct

All CHC members, including Board members, are expected to

follow the code of conduct. A copy can be found here -

http://www.wales.nhs.uk/sitesplus/documents/899/2019%20C

ode%20of%20Conduct%20Procedure%20.pdf

Standing orders

The Board’s standing orders and standing financial instructions

are available on request from the Board office.

Financial procedures




Copies of the financial procedures are available on request

from the Board office.

Complaints procedure

Our complaints procedure is available on our website along

with the complaints form -


Data protection and record retention

Our privacy policy is available to view here -

http://www.wales.nhs.uk/sitesplus/documents/899/Board%20

Website%20Privacy%20Notice%20General%20%20Oct%2020

18.pdf and a copy of our retention policy is available on request


Estates management

The Board does not own any land or premises and operates

from leased accommodation subject to the approval of the

http://www.wales.nhs.uk/sitesplus/documents/899/2019%20Code%20of%20Conduct%20Procedure%20.pdf

http://www.wales.nhs.uk/sitesplus/documents/899/2019%20Code%20of%20Conduct%20Procedure%20.pdf


http://www.wales.nhs.uk/sitesplus/documents/899/Board%20Website%20Privacy%20Notice%20General%20%20Oct%202018.pdf





Welsh Government. For further information please contact the

Board office.

Complaints made about us

The CHC movement has its own Complaints procedure known

as, ‘Making a complaint about us’. A copy of the procedure is

available on the Board website -


List and registers

List of main contractors/suppliers

A list of our contractors and suppliers is available on request


Assets register

Our asset register is available on request from the Board office.

Register of members’ interests

The register of members’ interests for current Board members

is available on request from the Board office.

Register of gifts and hospitality

The register of gifts and hospitality for current Board members

and Board office staff is available on request from the Board

office.

Disclosure log

A report is submitted annually to the Board’s Corporate

Governance Committee which provides details on Freedom of

Information (FoI) requests received.




The services we offer

The Board offers the following services to the public across

Wales:

Reflecting the views of patients and the public

Representing the interests of patients and the public

Providing information to the public (in the form of national

reports, press releases, leaflets, etc)

Signposting members of the public to local CHCs

Providing information to the public

Communications and media releases

Press releases are published on our website via the latest news

section - http://www.wales.nhs.uk/sitesplus/899/newslist

Press releases, calls for evidence, position statements and

consultation responses are also available on request.

Patient information leaflets

Our leaflets are all available on our website. They are available

in various formats and languages -


National reports

CHCs highlight issues that do or will impact on people’s

experiences across Wales. We draw on this local knowledge to

shape our national agenda and challenge policy makers and

those who deliver our services to do better.

We do more than offer responses on issues raised by others;

we set out the case for change on those issues that matter

most for patients and the public; describing where

http://www.wales.nhs.uk/sitesplus/899/newslist




improvements are needed and holding the NHS to account on

its performance.

The Board supports the 7 CHCs in Wales with national projects

each year. We want to hear what people have to say across

Wales about the NHS in some key services.

Our national reports can be found on our website -


Signposting members of the public to local CHCs

We often signpost members of the public to local CHCs for

advice and guidance or perhaps some information they may

request on local hospital monitoring.

However in most cases we signpost members of the public to

local CHCs to access the local CHC Complaints advocacy

service. We also publicise our phone number widely – 02920

235558 – so the public can access this information.

Each CHC website provides contact details and information on

their local hospital monitoring programme. Each of the CHC

websites can be found here:

Aneurin Bevan CHC – http://www.wales.nhs.uk/sitesplus/901

Cwm Taf Morgannwg CHC – http://www.wales.nhs.uk/sitesplus/903

Hywel Dda CHC – http://www.wales.nhs.uk/sitesplus/904

Powys CHC – http://www.wales.nhs.uk/sitesplus/1144

North Wales CHC – http://www.wales.nhs.uk/sitesplus/900

South Glamorgan CHC – http://www.wales.nhs.uk/sitesplus/897

Swansea Bay CHC - http://www.wales.nhs.uk/sitesplus/902


http://www.wales.nhs.uk/sitesplus/901









The method by which information published

under this scheme will be made available

We will indicate clearly to the public what information is

covered by this scheme and how it can be obtained.

Where possible, information will be provided on our website.

Where it is impracticable to make information available on our

website or when an individual does not wish to access the

information by the website, we will indicate how information

can be obtained by other means and provide it by those

means.

In exceptional circumstances some information may be

available only by viewing in person. Where this manner is

specified, contact details will be provided. An appointment to

view the information will be arranged within a reasonable

timescale.

Information will be provided in the language in which it is held

or in such other language that is legally required. Where we

are legally required to translate any information, it will do so.

Obligations under disability and discrimination legislation and

any other legislation to provide information in other forms and

formats will be adhered to when providing information in

accordance with this scheme.



Charges which may be made for information

published under this scheme

The purpose of this scheme is to make the maximum amount

of information readily available at minimum inconvenience and

cost to the public. When we make charges for routinely

published material will be justified and transparent and kept to

a minimum.

Material which is published and accessible via our website will

be provided free of charge. Charges may be made for

information subject to a charging regime specified by

Parliament.

Charges may also be made for information provided under this

scheme where they are legally authorised, they are in all the

circumstances, including the general principles of the right of

access to information held by public authorities, justified and

are in accordance with a published schedule or schedules of

fees which is readily available to the public.

Charges may also be made for making datasets (or parts of

datasets) that are relevant copyright works available for re-

use.

These charges will be in accordance with the terms of the Re-

use of Public Sector Information Regulations 2015, where they

apply, or with regulations made under section 11B of the

Freedom of Information Act, or with other statutory powers of

the public authority.

If a charge is to be made, confirmation of the payment due will

be given before the information is provided. Payment may be

requested prior to provision of the information.



Services we are entitled to recover a fee

In most cases we will only charge you for hard copies or

copying onto media (e.g. USB stick). Some information is

available for free but for others there may be a charge. The

charges will vary accordingly to how information is made

available. Charges are as follows:

Website

Information found on our website is free of charge, although

any charges for internet service provider and personal printing

costs would have to be met by the individual.

Email

We will not charge to send electronic versions of our

documents by email.

Photocopying

For a black and white copy we will charge 5 pence per page up

to 10 sheets and then 1 pence per sheet thereafter.

Postage and packaging

We will charge the cost of the postage incurred and the

packaging required.

Costs directly incurred as a result of viewing information

There is a limit set on public bodies of the sum of £450 for the

costs directly incurred as a result of viewing information, under

section 12 of the Freedom of Information Act 2000.

The charges will be reviewed regularly and we will publish any

changes in this publication scheme.



Copyright

The material available through this Publication Scheme is

subject to the CHCs’ copyright unless otherwise indicated.

Unless expressly indicated on the material it may be

reproduced free of charge in any format or medium, provided it

is reproduced accurately and not used in a misleading manner.

Where any of the copyright items in this scheme are being

republished or copied to others, you must identify the source of

the material and acknowledge the copyright status.

Permission to reproduce material does not extend to any

material accessed through the Publication scheme that is the

copyright of third parties.

You must obtain authorisation to reproduce such material from

the copyright holders concerned. For HMSO guidance noted on

a range of copyright issues see their website –

www.hmso.gov.uk/guides.htm

Written requests

Information we hold that is not published under this scheme

can be requested in writing, in accordance with the provisions

of the Freedom of Information Act.

Feedback

If you have any queries or comments about our Publication

Scheme please contact:

Jenna Hodges Business Manager Board of Community Health Councils in Wales 33-35 Cathedral Road Cardiff CF11 9HB

http://www.hmso.gov.uk/guides.htm



Complaints

If you have a complaint about how we have dealt with your

request for information from the scheme please refer to our

complaints procedure -





Contact details

Board of Community Health Councils in Wales

33 / 35 Cathedral Road

Cardiff

CF11 9HB

02920 235 558

[email protected]

www.communityhealthcouncils.org.uk

@CHC_Wales

mailto:[email protected]

http://www.communityhealthcouncils.org.uk/

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