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BURGHFIELD ST MARY’S C OF E (CONTROLLED) PRIMARY SCHOOL

DOCUMENT CONTROL

Burghfield St. Mary’s School

Document name: Governance Policy

Review basis: Annual

Document location: H:/Office Files/Policy Folder/Policies/1. Governance

Change History

Date Description of change Change IDNov 13 Revised and updated SM/CT

Burghfield St Mary’s


C of E Primary School

GOVERNANCEPOLICY

‘a caring Christian learning environment that inspires’

GOVERNANCE POLICY

CONTENTS

This includes:

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Instrument of governance Mission Statement Governing Body Standing orders, including:

o Terms of Reference of sub-committees Code of conduct for West Berkshire Governors Complaints Policy and Procedure Data Protection and Privacy Notice Freedom of Information Policy Equality Scheme Confidential Reporting Code (Whistleblowing) Policy

MANAGEMENT OF POLICY

Governing Body: The Governing Body reviews this policy on an annual basis.

Approval: Approved by the Governing Body on ……………………...

Next review due: December 2014.

HeadteacherSigned……………………………………. Date……………………………

Chair of Full Governing BodySigned……………………………………. Date……………………………

SCHOOL GOVERNANCE REGULATIONS

Copies of all relevant School Governance Regulations are available in the School Office.

INSTRUMENT OF GOVERNMENT

1. This instrument was made by order of West Berkshire Council LEA on 26th October 2003, and came into force on 23rd September 2003.

2. The Name of the school is Burghfield St Mary’s C of E Primary school.

3. The school is a voluntary controlled school.

4. The name of the Governing Body is The Governing Body of Burghfield St Mary’s

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C of E Primary School.

5. The Governing Body shall consist of 14 members as follows:- 4 Parent Governors – 2 Foundation Governors – appointed by the Oxford Diocesan board of Education 2 LEA Governors 2 Staff governors 2 Community Governors 2 Sponsor Governors

6. The bodies entitled to nominate sponsor Governors are Walkers Crisps and Burghfield St Mary’s Parent Association.(In practice Burghfield Residents Association have replaced Walkers Crisps.)

7. Recognising its historic foundation, the school will preserve and develop its religious character in accordance with the principles of the Church of England and in partnership with the church at parish and diocesan level. The school aims to serve its community by providing an education of the highest quality within the context of Christian belief and practice.

8. A copy of this instrument must be supplied to every member of the Governor body (and the Head teacher if not a governor), any trustees and the appropriate religious body.

SCHOOL AIMS

Burghfield St Mary’s C of E Primary School strives to achieve the best for its school community. At the most recent OFSTED inspection ( November 2012) the school was assessed as good and our overriding aim is to achieve a grading of outstanding.

We believe children are entitled to a broad, balanced and thought-provoking curriculum within an attractive, safe and stimulating environment.

We believe that all children should be supported and encouraged to achieve optimum success in all aspects of their school life.

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We value staff development and the role all staff have in helping children to achieve their goals.

We will maximise the schools potential through a series of school development plans (SDP). Thanks go to children, parents, staff and governors who have helped us to understand what we do well and where we need to improve.

MISSION STATEMENT

At Burghfield St Mary’s we create a caring Christian learning environment that inspires each individual in the school community to fulfil their unique potential and become a responsible, concerned and active member of God’s world.

Our school aims are to:

Provide a religious education encompassing the Christian foundation of the school and understanding, recognising and celebrating other faiths;

Enable every child to learn to understand their responsibilities and rights within the wider community and become a responsible world citizen;

Provide an education that gives equal value to the academic, creative, physical and spiritual wellbeing of every person within the school community;

Enable each pupil to develop spiritual awareness and aesthetic appreciation of, and respect for, the environment;

Provide a safe, supportive and stimulating environment that enables every child to reach their full potential.

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GOVERNING BODY STANDING ORDERS

Note: These standing orders are based on two statutory Instruments: The School Governance (Roles, Procedures and Allowances) (England) Regulations 2013 SI1624(2013) and The School Governance (Constitution) (England) Regulations 2012 SI1034(2012)

1. MEMBERSHIP

1.1 The Governing Body shall consist of 14 members as outlined in the instrument of Governance.

1.2 Each governor shall be appointed for a period of three years. Those who have completed a term of office will be entitled to stand for re-election for further periods.

1.3 The Governing Body may choose to appoint associate members of the governing body and can agree what voting and attendance rights such members are granted.

1.4 The Governing Body may also agree to allow other persons to attend their meetings.

1.5 A register of Governors Business interests shall be completed each year.

1.6 Suspension of a Governor: The Governing Body may by resolution suspend a governor from some or all meetings for a period of up to six months if they are an employee of the school subject to disciplinary procedure; the subject of legal proceedings which may lead to disqualification; are thought to have acted in such a way that is inconsistent with the school ethos; or have breached the duty of confidentiality, providing notice is given of the proposed suspension with reasons and the governor in question has the opportunity to respond.

2. CHAIR AND VICE CHAIR

2.1 At the first meeting of each academic year the Governing Body shall elect a Chair and Vice-Chair. Those appointed will serve for up to one year, and may seek re-election. If the incumbents’ term of office as a Governor ends during the year, then they cannot continue as Chair or Vice-Chair beyond the end of that term (unless re-elected).

2.2 Either position should not be held for more than three consecutive years.

2.3 A governor who is paid to work at the school or is a pupil at the school is not eligible for the office of Chair or Vice-Chair.

2.4 Nominations for the roles may be sought in advance of the meeting. Applicants may self-nominate but a seconder will always be required. Candidates who are absent at the time of the election can only be considered if they have indicated willingness to serve.

2.5 If there is more than one nominee, voting will be by show of hands. In the event of a tie each candidate will be asked to give a brief address outlining the gifts they feel they can bring to the job and a second vote will be taken by secret ballot. In the event of a further tie the process will be repeated until a consensus is reached.

2.6 Nominees shall leave the room during the election. The clerk shall chair the meeting for the item to elect the Chair. The Chair, once elected, will take over the meeting, including the

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item to elect the Vice-Chair. The normal practice will be for the Chair to be replaced by the Vice-chair after three years, with the outgoing Chair assuming the vice chair role for one year in the interests of continuity.

2.7 Powers of Chair in case of urgency. The Chair (or Vice-Chair if Chair absent) can exercise any function of the Governing Body when in their opinion delay would be detrimental to the school, a pupil or an employee. Delay means a period beyond the earliest date on which it would be practicable for the Governing Body or an appropriate committee to meet.

2.8 Removal of Chair or Vice-Chair: The Governing body may remove either by resolution providing notice is given of the proposal, reasons are given, a response heard and the matter debated.

3. MEETINGS

3.1 The Full Governing Body will meet at least three times each academic year, but may decide to meet more frequently. Any three members may require the Clerk to convene a meeting but must give a summary of the business to be transacted.

3.2 Agendas will be agreed between the Clerk, the Head and the Chair and be sent out with relevant papers at least seven days in advance.

3.3 Any Governor wishing to add an item to the agenda should notify the Head or Chair of Governors fourteen days before the meeting. Urgent matters may be added on the date of the meeting at the discretion of the Chair.

3.4 The quorum shall be at least half (50%) of the governors in post.

3.5 All meetings will be recorded and minutes published detailing actions agreed and decisions taken. These will be made available to all members and will be subject to scrutiny and approval at the next meeting. Approved minutes will be signed by the Chair (or in their absence) the Vice Chair.

4. EXPENSES

4.1 Governors will only be entitled to claim expenses in exceptional circumstances as determined in advance by the Full Governing Body. Any allowance or reimbursement of costs incurred by the Chair of the Full Governing Body requires the approval of the Chair of the Finance Committee before payment. . Any allowance or reimbursement of costs incurred by any other governor requires the approval of the Chair of the Full Governing Body before payment. Payments of allowances or costs to any Governor shall be reported to the Governing Body on an annual basis.

5. VOTING

5.1 Only governors present at a meeting may vote. In the event of a tie the chair of the meeting has the casting vote.

6. APPOINTMENT OF CLERK

6.1 The governing body is required to appoint a clerk to the governing body. The clerk may not be a governor, an associate member of the governing body or the Headteacher of the school. In the absence of the Clerk from a meeting the Governing body may appoint any one of their number to act as clerk for that meeting.

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7. APPOINTMENT OF COMMITTEES

7.1 In order to conduct its business effectively the Governing Body may from time to time establish committees, determining their membership, procedures and powers. The governing body remain responsible for any decisions taken by committees and these decisions must be reported back to the full governing body at their next meeting. The establishment, terms of reference, constitution and membership of committees must be reviewed annually. The Chair of each committee must also be appointed annually.

7.2 The Governing Body may from time to time establish working parties to discuss identified topics. A working party cannot make any decisions and can only bring recommendations to the full governing body (or a relevant committee if responsibility has been delegated to a committee) for approval.

7.3 The following matters may not be delegated: alteration of school status, approval of budget, amendments to School discipline policy, admission arrangements and exclusion policy.

7.4 Each Committee shall appoint a Chair from amongst its number, and someone responsible for minute taking. The latter may not be the Headteacher. Chairs shall be elected on an annual basis, and may be considered for re-election.

7.5 A minimum of three members will be required to make meetings quorate. Governors who are not members of the Committee may attend its meetings but have no voting rights.

7.6 Agendas will be circulated at least seven days in advance. Committee papers will be available on request to all governors (not just those on the committee in question).

7.7 Minutes from each committee signed as a correct record by the Chair will be passed to the next meeting of the Governing Body for information and where necessary approval. Committee papers should be made available to all members and to other Governors who are not members on request.

7.8 The Sub Committees presently approved, their membership, terms of reference and delegated powers are shown in section 8 below.

8. TERMS OF REFERENCE OF SUB-COMMITTEES

8.1 FINANCE: This document defines the activities of this committee, its method of working and its delegated powers.

8.1.2 Purpose: The principal role of the committee is, in liaison with the Headteacher, to consider, review and advise upon any matter within its remit and to report accordingly to the Governing Body, with recommendations for decision or action as appropriate. The Governing Body has delegated certain powers to act to this committee (8.1.7 below).

8.1.3 Membership: The Committee shall consist of five Governors appointed by the Governing Body (not including the Headteacher); plus the Headteacher, with the School Business Manager in attendance. The committee is appointed by the Governing Body taking account of the interests and expertise of Governors, to ensure it has competence to conduct its business. The Governing Body will keep a watching brief on its composition and respond by instigating change to cater for the effect of changes in governing body membership. The committee will regularly review the competence and experience of its members and instigate

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any training and development which is considered beneficial for its members, in liaison with the Chair of Governors.

8.1.4 The Chair and Vice-Chair of the committee, who shall not be employees of the school, shall be elected from amongst the voting members of the committee at the committee meeting following the first meeting of the Governing Body in the academic year.

8.1.5 Meetings The Committee will meet at least once a term and as required. At least one week’s notice will be given to members, by the circulation of an agenda and related papers. Only Governors may vote at meetings.

8.1.6 The quorum shall be 3 governors, one of whom must be the Chair or Vice-Chair, plus the Headteacher (or representative). If the committee meeting is inquorate the members present may sit as a working party of the Governing Body if they wish. A working party may only discuss matters and has no power to make a binding decision.

8.1.7 Responsibilities: The Governing Body assigns the responsibility for agreeing, reviewing and updating on regular basis policies in respect of Charging and Remissions, Lettings and School fund. The Governing Body assigns responsibility for agreeing, reviewing and recommending re-approval or updating to the Governing Body in respect of the Financial Management policy.

8.1.8 Principal areas of activity: 8.1.8.1 In line with a set annual timetable to conform with the requirements of the Local Authority and other government bodies, to review and agree the annual budgets for all sources of school income and all school expenditure relating to all activities undertaken by the school, for recommendation to the Governing Body for approval. When reviewing the budget the Committee shall consider the aims and objectives of the school and School Development Plan and ensure that the budget supports and reflect these as far as possible.

8.1.8.2 To receive and review reports from the Headteacher and/or School Business Manager on income, expenditure and commitments outstanding for all the school’s activities during the financial year and to agree any expenditure or virement beyond the powers delegated to the Headteacher, as determined by the Financial Management Policy.

8.1.8.3 To undertake short and long term financial planning, liaising and communicating with other governors committees as necessary.

8.1.8.4 To support initiatives which increase income, including from the Local Authority.

8.1.8.5 To establish and review the principles and objectives of the approach to cases of hardship and ensure they are accurately reflected in the relevant policies.

8.1.8.6 To review any material contracts for services drawn up by the school prior to their agreement by the Governing Body, noting any possible conflict of interest. To seek external professional advice regarding these as deemed necessary.

8.1.8.7 To support and advise the Headteacher, School Business Manager and Governing Body on all financial matters relating to the school.

8.1.8.8 To gain maximum benefit from the Local Authority’s scheme of financial delegation.

8.1.8.9 To monitor and review the performance of the school in relation to financial management standards and to ensure that the school is in compliance, including the drawing up of WBC Internal Audit report action plans, overseeing the preparation for School Financial Value Standard (SFVS) assessments and leading in dealing with any outcomes of such audits and assessments, ensuring that recommendations are acted upon

8.1.8.10 To monitor and ensure the school’s compliance in relation to relevant policies, rules and procedures as published from time to time by the Local Authority

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8.1.8.11 To evaluate the school’s practice and procedures through a recognised risk assessment process and to prepare on a timely basis as required annual Statements of Internal Control (SIC) for approval by the governing body before publication.

8.1.8.12 To monitor and review the processes by which the school achieves best value in its use of funding, including overseeing the decisions whether to ‘buy-back ‘ into Local Authority service provisions or to choose alternative providers and regularly benchmarking the school’s income and expenditure, establishing action plans based on the results to improve the schools effectiveness in fund usage. To prepare on a timely basis as required an annual Best Value statement for approval by the governing body before publication.

8.1.8.13 To receive and review an inventory report on an annual basis, to be signed off once approved by the chair of the Committee.

8.1.8.14 To monitor and review the management of private school funds, and to appoint a suitably competent and independent auditor and receive the audited accounts of the School Fund.

8.1.9 Reporting. Draft minutes will be sent to the Chair of the Committee for review as soon as possible and no later than one month after each meeting, and will also be distributed to the Chair of the Governing Body and to the Headteacher. Draft or approved minutes of the committee, together with any appropriate summary documentation, will be made available to the following meeting of the full Governing Body and a report of the committee’s business given to the Governing Body at that meeting. Committee minutes will be amended if necessary, and once approved signed and dated by the Chair of the Committee at the next committee meeting.

8.2 SITES AND BUILDINGS : This document defines the activities of this committee, its method of working and its delegated powers.

8.2.2 Purpose: The principal role of the committee is to advise the Headteacher on general matters relating to the school site and buildings and , to consider, review and advise upon any matter within its remit and to report accordingly to the Governing Body, with recommendations for decision or action as appropriate. The Governing Body delegates certain powers to act to this committee. This delegation is stated in the relevant policies and procedures of the school, as amended from time to time.

8.2.3 Membership: The Committee shall consist of five Governors appointed by the Governing Body (not including the Headteacher); plus the Headteacher. The committee is appointed by the Governing Body taking account of the interests and expertise of Governors, to ensure it has competence to conduct its business. The Governing Body will keep a watching brief on its composition and respond by instigating change to cater for the effect of changes in governing body membership. The committee will regularly review the competence and experience of its members and instigate any training and development which is considered beneficial for its members, in liaison with the Chair of Governors.


8.2.5 Meetings The Committee will meet once a term and as required. At least one week’s notice will be given to members, by the circulation of an agenda and related papers. Only Governors may vote at meetings.


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8.2.7 Responsibilities: The Governing Body assigns the responsibility for monitoring and reviewing all aspects of maintenance, repair and improvement to school buildings, grounds and plant including monitoring aspects of expenditure (including capital grants) in these regards. It requires the committee to report all requirements of improvements in relation to premises necessary for the smooth running of the school.

8.2.8 Principal areas of activity:8.2.8.1 To ensure the school premises enable equal access to learning for all pupils and that there are no shortfalls in compliance with minimum standards, particularly relating to Health & Safety Regulations and matters of security.8.2.8.2 To ensure that the character of the school’s building is retained.8.2.8.3 To delegate day to day matters to and receive reports from the Headteacher, and make recommendations on the needs and requirements of the premises for inclusion in the School Development Plan.8.2.8.4 To participate in the appointment of external professionals and suppliers in accordance with procedures laid down by the LEA and the Governing Body, and to monitor all aspects of their work.8.2.8.5 Sub-committees or working parties may be convened from time to time, but minutes of such meetings will be circulated to all members of the Committee.

8.2.9 Reporting. Draft minutes will be sent to the Chair of the Committee for review as soon as possible and no later than one month after each meeting. Draft or approved minutes of the committee, together with any appropriate summary documentation, will be made available to the following meeting of the full Governing Body and a report of the committee’s business given to the Governing Body at that meeting. Committee minutes will be amended if necessary, and once approved signed and dated by the Chair of the Committee at the next committee meeting.

8.3 STAFFING : This document defines the activities of this committee, its method of working and its delegated powers.

8.3.1 Purpose: The principal role of the committee is, in liaison with the Headteacher, to consider, review and advise upon pay, performance management and succession planning of staff and to report accordingly to the Governing Body, with recommendations for decision or action as appropriate. The Governing Body has delegated certain powers to this committee.

8.3.2 Membership: The Committee shall consist of five Governors appointed by the Governing Body (not including the Headteacher); plus the Headteacher, with the Clerk to the Governors in attendance. The committee is appointed by the Governing Body taking account of the interests and expertise of Governors, to ensure it has competence to conduct its business. The Governing Body will keep a watching brief on its composition and respond by instigating change to cater for the effect of changes in governing body membership. The committee will regularly review the competence and experience of its members and instigate any training and development which is considered beneficial for its members, in liaison with the Chair of Governors.


8.3.4 Meetings The Committee will meet at least once a term and as required. At least one week’s notice will be given to members, by the circulation of an agenda and related papers. Only Governors may vote at meetings.

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8.3.6 Responsibilities: The Governing Body assigns the responsibility for agreeing, reviewing and updating on a regular basis the policies in respect of pay, performance management, staffing, succession planning and all general HR policies and procedures.

8.3.7 Principal areas of activity: 8.3.7.1 To review and agree the annual pay and performance management reviews for recommendation to the Governing Body for approval. When reviewing these, the Committee shall consider the aims and objectives of the school and School Development Plan and the financial position of the school.

8.3.7.2 To receive and review reports from the Headteacher on pay reviews, performance management overviews and succession planning, staffing vacancies and potential training and development needs.

8.3.7.3 To assist the Headteacher with any staff interviews.

8.3.7.4 To set up an appeal panel for any appeal against a staffing policy or procedure.

8.3.7.5 To support and advise the Headteacher, and Governing Body on all staffing matters relating to the school.

8.3.7.6 To monitor and review the performance of the school in relation to the pay and performance management policies and to ensure that the school is in compliance with all HR policies and procedures.

8.3.8 Reporting. Draft minutes will be sent to the Chair of the Committee for review as soon as possible and no later than one month after each meeting, and will also be distributed to the Chair of the Governing Body and to the Headteacher. Draft or approved minutes of the committee, together with any appropriate summary documentation, will be made available to the following meeting of the full Governing Body and a report of the committee’s business given to the Governing Body at that meeting. Committee minutes will be amended if necessary, and once approved signed and dated by the Chair of the Committee at the next committee meeting.

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CODE OF CONDUCT FOR WEST BERKS GOVERNORS

1. This Code of Conduct provides you with clear boundaries in terms of what is and is not acceptable conduct. It aims to provide consistent guidelines, enabling all governors to work within an environment of trust and mutual respect. The role of the governor is a responsible one, with access to highly confidential information. Stakeholders are entitled to expect the highest standards of integrity from governors and to know that all decisions and actions taken are fair and impartial, respecting equality of opportunity for all.Breaches of the Code of Conduct will be considered very seriously and may result in your removal from the governing body.

2. GeneralI have responsibility for determining, monitoring and keeping under review the broad policies, plans and procedures within which the school operates.

I recognise that the Headteacher is responsible for the implementation of policy, day-to-day management of the school and the implementation of the curriculum.

I accept that all governors have equal status, and although appointed by different groups our overriding concern will be the welfare of the school as a whole.

I have no legal authority to act individually, except when the governing body has given me delegated authority to do so.

I have a duty to act fairly and without prejudice, and in so far as I have responsibility for staff, I will fulfil all that is expected of a reasonable employer, in accordance with relevant employment legislation and LEA policies and procedures.

I will encourage open governance and shall be seen to be doing so.

I will consider carefully how the governing body’s decisions may affect other schools.

I will declare my business interests annually as required.

I will declare any personal conflict of interest, which may arise during meetings and accept the need to withdraw if deemed necessary.

I will not pass any information, or make comment, to the press or other media unless expressly authorised to do so by the governing body.

3. CommitmentI acknowledge that accepting office as a governor involves the commitment of amounts of dedicated time and energy.

I will involve myself actively in the work of the governing body and accept my fair share of responsibilities, including service on committees or working groups.

I will attend meetings regularly, punctually and be well prepared.

I acknowledge that failure to attend meetings for a period of six months without the consent of the governing body could lead to disqualification.

I will get to know the school well and respond to opportunities to involve myself in school activities.

I will seek and accept appropriate training through the attendance of courses and seminars.

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4. RelationshipsI will strive to work as a team member.

I will seek to develop effective working relationships with the head, staff and parents, the LEA and other relevant agencies and the community.

I will treat all stakeholders with courtesy and respect, using neither aggressive nor offensive behaviour.

I will not use my position to gain advantage in other relationships with the school or community (e.g. as a teacher, employee, parent or councillor).

I will ensure that my other relationships with the school (i.e. parent, employee) are conducted in a proper and ethical manner, and that my standing as a governor is not compromised or open to misinterpretation.

5. ConfidentialityI will observe complete confidentiality regarding all matters.

I will exercise the highest degree of caution when involved in sensitive issues arising outside the Governing Body, which may have an impact on the work of the Governing Body or the operation of the school.

6. ConductI will encourage the open expression of views at meetings, but accept collective responsibility for all decisions made by the governing body or its delegated agents.

I will only speak or act on behalf of the Governing Body when I have been specifically authorised to do so.

In making or responding to criticism or complaints affecting the school I will follow the procedures established by the Governing Body.

My visits to school will be undertaken within the framework established by the Governing Body and agreed with the Headteacher.

In discharging my duty I will always be mindful of my responsibility to maintain and develop the ethos and reputation of the school.

I will notify the clerk to the governors in advance if unable to attend a meeting.

I undertake to act responsibly, in good faith and within my delegated authority at all times.

For clarification on any part of this Code contact Governor Support (tel: 01635 51973).

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COMPLAINTS POLICY AND PROCEDURE

1. Purpose: It is a statutory requirement that a procedure to deal with complaints relating to the school and to any community services or facilities it provides be in place and publicised. This document is based upon the model provided by West Berkshire.

The school wishes to meet the needs of pupils, parents, staff and other stakeholders. The governing Body believes feedback is an important ingredient in self-evaluation and raising standards. Everyone should feel their concerns and complaints can be voiced and will be considered seriously.

2. Applicability: The policy applies to complaints relating to the schooling of children, the standard of education and care provided, and the school’s operational arrangements. Complaints should refer to matters which have occurred in the preceding twelve months.

2.1 This policy is NOT appropriate for allegations of abuse, staff grievances, complaints about the actions of a governor or other parent. Issues between the school and community groups or the PTA will normally be resolved informally by discussion.

2.2. Any allegation of abuse will be dealt with as outlined in our Safeguarding and Child Protection Policies.

2.3 Staff grievances will be dealt with under the Grievance procedure.

2.4 Complaints about the actions of a governor will be dealt with by reference to the West Berkshire Governors Code of Conduct. In the first instance the matter should be raised with the Chair of the Governing Body.

2.5 Complaints about the actions of another parent should be reported to the Headteacher who will investigate whether the school can take any action.

3. Underlying principles: The procedure is designed to encourage the resolution of problems by informal means wherever possible. Staff will make every effort to resolve issues on the spot. Formal procedures will only be invoked when initial attempts at resolution are unsuccessful and the complainant remains dissatisfied and wishes to take the matter further.

3.1 The process is intended to be simple, impartial, non-adversarial and easily accessible. It should allow swift handling within established time limits, and ensure a full and fair investigation by an independent panel where necessary. It should respect confidentiality, address all points at issue and provide an effective response and appropriate redress where necessary. Finally any findings should inform senior management in order that improvements can be made.

3.2 Individual complaints will not be heard by the whole Governing Body prior to resolution as this could compromise the impartiality of any panel required for appeals or disciplinary hearings.

4. Publicising the policy: The policy will be publicised to all stakeholders through the School Prospectus, Information given to new parents, School Bulletins and newsletters, the school website, and by notices in public areas of the school. Copies of complaint forms and of the policy are available from the School Office.

5. Procedure: The procedure is divided into four stages. A disatisfied complainant can always continue to the next stage.

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5.1 Stage 1: In the first instance a concern should be raised with a relevant staff member. If the complainant would have difficulty with a particular member of staff, or the complaint refers to a staff member, the complaint can be raised with another staff member or the Headteacher. The ability to consider the complaint objectively and impartially is crucial. Where the complaint concerns the Headteacher, the complainant should be referred to the Chair of Governors. Where the first approach is to a governor the complainant will be referred to the appropriate person and advised of the procedure

5.2 Stage 2: If the matter is not resolved at stage 1 it should be referred to the Headteacher. (At this point the complainant may also be dissatisfied with the way the matter was handled at stage1).

5.2 Stage 3: If still not resolved the complainant may write to the Chair of the Governing Body giving details of the complaint. The Chair, or other nominated Governor, will convene a Governing Body Complaints Panel. The panel will acknowledge the complaint within three working days, investigate promptly and impartially, and provide the complainant with a written explanation of the outcome and action taken within ten working days of receipt of the complaint.

5.3 Stage 4: If the complainant is unhappy with the method of investigation at stage three, they may appeal to a Governing Body Appeals panel. This panel will consist of different governors who have not been involved in any previous stages. Such an appeal should be in writing and will be acknowledged within three working days and the complainant provided with a written explanation of the outcome and action taken within ten working days of receipt. The decision of the Governing Body Appeals Panel is final.

5.4 Remit of Panel: The panel will determine the method of investigation depending on the nature of the complaint. Panel members should be impartial, without conflict of interest, and not have been involved in preceding stages. The panel can uphold or dismiss the complaint in whole or part, decide on action to be taken and recommend changes to systems, policies or procedures to prevent recurrence.

5.5 Further action: If the complainant remains dissatisfied when all stages have been completed, the Chair of the Governing Body will inform them in writing that the procedure has been exhausted and the matter is closed. The complainant may contact the Local Education Authority, but the latter’s role is to satisfy itself that due procedure has been properly followed. It has no power to alter the response of the Governing Body. The complainant may contact the Local Authority Ombudsman if dissatisfied with the process.

5.6 Legal action: If at any stage of the process the complainant starts legal action in relation to the matters under consideration, the process will automatically cease and all further correspondence will be with the Schools legal representatives.

6. Time limits: Complaints will be considered as quickly as possible. Realistic time limits will be set within each stage. However where further investigations are necessary new time limits may need to be set. The complainant will be given details of the new deadline and the reasons for the delay.

7. Investigating Complaints: at each stage the person(s) investigating the complaint will ensure that they establish what has happened and who is involved. They will contact the complainant and clarify the nature of the complaint, what remains unresolved, and what actions the complainant feels would put things right. They will interview those involved, allowing them to be accompanied if they wish, conducting the interview with an open mind and being prepared to persist in questioning. They will keep notes of any interview or meeting, and communicate with the complainant over discussions and agreements reached.

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8. Resolving Complaints : Successful resolution of the complaint is the priority at each stage. Complainants will be encouraged to state what actions they feel might resolve the issue. If appropriate one or more of the following may be offered: an apology, an explanation, an admission that things could have been handled differently, an assurance of non-recurrence, an explanation of steps taken to prevent recurrence, and an undertaking to review school policies in the light of the complaint.

9. Record Keeping: All complaints will be responded to in writing and copies will be retained with other documentation for reference. A summary of action taken and final outcomes will be included in the Headteacher’s termly report to Governors. Only complaints relating to the schooling of a specific child would fall within the child’s files. Records of other issues will be filed separately in a secure location and be retained for a period of 7 years.

10. Monitoring: The Governing Body will monitor the level and nature of complaints annually to ensure the effectiveness of procedures and make any necessary changes. Summary information shared in this way will not name individuals. This monitoring will assist in evaluating performance and may contribute to improvement.

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DATA PROTECTION AND PRIVACY NOTICE

1. Legal background: The Data Protection Act 1998 requires that the information held about pupils must only be used for specific purposes allowed by law. The School is a data controller for the purposes of the Act. We will not give information about you to anyone outside the school without your consent unless the law and our rules allow us to.

2. Data held: The school holds information on pupils in order to support their teaching and learning, to monitor and report on their progress, to provide appropriate pastoral care, and to assess school performance. The information includes contact details, assessment results, attendance information, relevant medical information and characteristics such as ethnic group and special educational needs. From time to time the school is required by law to pass on some of this data to the following bodies.

2.2.1 Local Education Authority (LEA): The LEA uses the information to carry out the functions for which it is specifically responsible, for assessment of need and performance and derivation of statistics to assist target setting and informed decision making. The statistics are used in such a way that prevents individual pupils being identified.

2.2.2. The Qualifications and Curriculum Authority (QCA); The QCA uses the information to administer tests and assessments for Key Stages 1-3. The results are passed on to DfES to allow the compilation of statistics showing trends and patterns in levels of achievement. The information is also used by QCA to evaluate the effectiveness of the National Curriculum and associated assessment arrangements in order to ensure continual improvement.

2.2.3 Central Government (The Department for Education and Skills –DfES): The DfES uses information for statistical purposes to monitor performance of the education service and develop education policy. The statistics are used in such a way that prevents individual pupils being identified. DfES feeds back to LEA’s and schools information about their pupils where this is lacking because it has not been passed on by a former school. Occasionally information is shared with other Government Departments or Agencies for statistical or research purposes.

3. Pupil rights: Pupils have a general right of access to personal data held on them, with parents exercising this right on their behalf. More information about how the Local Authority (LEA) and/or DfES store and use your information is available on their websites.If you wish to access the personal data held about your child please contact the relevant organisation in writing. Details of addresses can be had from the school office.

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FREEDOM OF INFORMATION POLICY

1. Purpose: Burghfield St Mary’s will make information covered below, and held by the school, available to the public as part of its normal business activities. It will proactively publish or otherwise make available as a matter of routine, information, including environmental information, which is held by the school which falls within the classifications below. It will 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. It will review and update on a regular basis the information made available under this scheme, and produce a schedule of any fees charged for access to information which is made available.

2.Classes of information:

2.1 Organisational matters: locations and contacts, constitutional and legal governance, policies and procedures, lists and registers

2.2 Financial information relating to projected and actual income and expenditure, tendering, procurement and contracts.

2.3 Our policies, priorities and performance: Policy proposals and decisions. Decision making processes, internal criteria and procedures, consultations, Strategy and performance information, plans, assessments, inspections and reviews..

2.4 The services we offer: Advice and guidance, booklets and leaflets, transactions and media releases. A description of the services offered.

3. Excluded Information: The classes of information will not generally include information in draft form, or 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; or 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.

4. Access to information: Whenever possible information will be provided on our website. Where it is impracticable to make information available this way 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.

5. Charges: The purpose of this scheme is to make the maximum amount of information readily available at minimum inconvenience and cost to the public. Charges made by the school for routinely published material will be justified and transparent and kept to a minimum. Material which is published and accessed on a website will be provided free of charge. Charges may be made for costs incurred such as photocopying, postage and packaging, and any costs directly incurred as a result of viewing information .Charges may also be made subject to a charging regime specified by Parliament; or where they are legally authorised, justified in all circumstances, including the general principles of the right of access to information held by public authorities and in accordance with a published schedule or schedules of fees which is readily available to the public.

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

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provided. Payment may be requested prior to provision of the information.

6. Written requests: Information held by a public authority that is not published under this scheme can be requested in writing, when its provision will be considered in accordance with the provisions of the Freedom of Information Act.

7. Contact details: If you require a paper version of any information, or want to ask whether information is available please contact the school by telephone, email, fax or letter. Contact details are set out below.

Email: [email protected]: 0118 9836387Fax: 0118 9832957

Contact Address: Burghfield St Mary’s C of E Primary, Theale Road, Burghfield Common, Reading, Berkshire. RG30 3TX.

To help us process your request quickly, please clearly mark any correspondence “PUBLICATION SCHEME REQUEST” (in CAPITALS please)

If the information you’re looking for isn’t available via the scheme, and isn’t on our website, you can still contact the school to ask if we have it.

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EQUALITY SCHEME

1. Fundamental Principle: In accordance with our Christian ethos we pledge to respect the equal human rights of all our pupils and to educate them about equality. We are committed to promoting understanding of the principles and practices of equality and justice. We will also respect the equal rights of our staff and other members of the school community, and comply with relevant legislation and implement school plans in relation to race equality, disability equality and gender equality. The school also has a statutory duty to promote social cohesion.

2. Purpose: To equip pupils with an awareness of our diverse society, an appreciation of the value of difference, and an understanding that discrimination on the basis of colour, culture, origin, sex or ability is not acceptable. A primary objective of the school is to educate, develop and prepare our pupils for life whatever their sex, colour, origin, culture or ability, and everyone is expected to further this aim by contributing towards a happy and caring environment, and by showing respect for, and appreciation of, one another as individuals.

3. Responsibilities: Governors are responsible for ensuring the school complies with all relevant equality legislation. The Governors and the Headteacher are responsible for making sure the school Equality Scheme and its procedures are followed. The Head teacher is responsible for ensuring equality plans are readily available and known to all stakeholders; for producing regular information on how they are working; for making sure all staff are suitably trained and know their responsibilities and for taking appropriate action in cases of harassment or discrimination, including bullying.All staff are responsible for being able to recognise and tackle bias and stereotyping, dealing with hate-incidents; promoting equal opportunities and good race relations; avoiding discrimination against anyone, keeping up to date with the law on discrimination and availing themselves of training and learning opportunities. Visitors and contractors are responsible for knowing, and following, our Equality Scheme.

4. Equality of Opportunity: The schools admissions policy does not permit sex, race, colour or disability to be used as criteria for admission. Although a Christian school we welcome and respect children of differing or no faith. We will ensure all pupils have equal access to the curriculum, with resources appropriate to their individual needs. . In all staff appointments the best candidate based on strict professional criteria will be appointed, and all have opportunity for professional development.

5. Elimination of Discrimination: All forms of discrimination by any person within the schools responsibility will be treated seriously, as such behaviour is unacceptable. Racist symbols, badges and insignia on clothing and equipment are forbidden in school. Staff are aware of and avoid possible cultural assumptions and bias within their own attitudes.

6. Cultural diversity: Positive attitudes towards diversity will be encouraged. Pupils will be encouraged to accept names from other cultures. Names will be accurately recorded and correctly pronounced. The school views linguistic diversity positively, and seeks to assure pupils and staff that their natural language is valued.

7. Gender Equality: Opportunities will be provided for pupils to experience a variety of non-discriminatory role models within society ( e.g. male & female nurses and doctors, postal workers, fire fighters, police etc)

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8. Resources: Materials, equipment and displays should show balance and be monitored to ensure they are non-discriminatory.

9. Breaches: Breaches of the policy will be dealt with in line with the appropriate behavioural policies for pupils and staff.

10. Review: Equality permeates the whole curriculum which is regularly reviewed. Account is taken of advice from both central government and the LEA, and data regarding sex, ethnic origin and disability will be used to ensure progress is being made by al groups

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CONFIDENTIAL REPORTING CODE (WHISTLEBLOWING) POLICY

1. Purpose : The Governing Body have approved this policy (based on the West Berkshire model policy), and relevant trade union representatives have been consulted on its content. The School is committed to the highest possible standards of openness, probity and accountability and in line with that commitment we expect employees, and others that we deal with, who have serious concerns about any aspect of the School’s work to come forward and voice those concerns. It is recognised that most cases will have to proceed on a confidential basis.

1.1 Employees could be the first to realise that there may be something seriously wrong within the School. However, they may not express their concerns because they feel that speaking up would be disloyal to their colleagues or to the school. They may also fear harassment or victimisation. In these circumstances it may be easier to ignore the concern rather than report what may just be a suspicion of malpractice. This policy document makes it clear that employees can voice concerns without fear of victimisation, subsequent discrimination or disadvantage. The Confidential Reporting Policy is intended to encourage and enable employees to raise serious concerns within the School rather than overlooking a problem or ‘blowing the whistle’ outside

2. Applicability: This policy applies to all employees and those contractors working for the School on School premises, for example agency staff, supply teachers and builders, and is in addition to the school’s complaints procedure.

3. Aims: This policy aims to encourage employees to feel confident about raising serious concerns and to question and act upon concerns about practice; to provide avenues for employees to raise those concerns and receive feedback on any action taken; to ensure that employees receive a response to their concerns and that employees are aware of how to pursue the concerns if not satisfied; and to reassure employees that they will be protected from possible reprisals or victimisation if they have a reasonable belief that they have made any disclosures in good faith.

4. Grievances: There are existing procedures in place to enable an employee to lodge a grievance relating to his/her own employment (see Grievance Procedure in Staff policies). This Code is intended to cover major concerns that fall outside the scope of other procedures, including conduct which is an offence or breach of the law, disclosures related to miscarriages of justice, serious health and safety risks, including risks to the public as well as other employees, serious damage to the environment, the unauthorised use of public funds, sexual or physical abuse of pupils, and unethical conduct.

4.1 Any serious concerns that an employee may have about any aspect of conduct by employees of the schools or others acting on behalf of the school can be reported under the Confidential Reporting Code. This may be something that makes an employee feel uncomfortable in terms of known standards, the employee’s experience or the standards the employee believes the School subscribes to; is contrary to the schools standing orders, financial regulations or policies; falls below established standards of practice, or amounts to improper conduct.

5. Roles and Responsibilities: The Governing Body along with the Headteacher has overall responsibility for ensuring that the Confidential Reporting Code (Whistleblowing Policy) is managed appropriately in accordance with this agreed procedure The Headteacher is

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responsible for making employees aware of the existence of these procedures, and maintaining a record of concerns raised and outcomes (but in a form which does not endanger confidentiality) and will report to the Governing Body as necessary.. Employees are responsible for making themselves familiar with the confidential reporting code and complying with the Code.

6. Confidentiality: All concerns will be treated in confidence and every effort will be made not to reveal the identity of an employee who raises allegations under this Code. At the appropriate time, however, the employee may need to come forward as a witness.

7. Safeguards against harassment or victimisation: The School is committed to good practice and high standards and wants to be supportive of employees. The School recognises that the decision to report a concern can be a difficult one to make. If what the employee is saying is true, or he/she has a reasonable belief that it is true, the employee will have nothing to fear because he/she will be doing his/her duty to the school and pupils of the school. The School will not tolerate any harassment or victimisation (including informal pressure) and will take appropriate action to protect employees when concerns are raised in good faith. Any investigation into allegations of potential malpractice will not influence, or be influenced by, any disciplinary or redundancy procedures that already affect an employee.

8. Anonymous allegations: This policy encourages employees to put their name to allegations wherever possible. This is because concerns expressed anonymously are much more difficult to investigate. Therefore anonymous allegations will be considered at the discretion of the Headteacher in consultation with the Chair of Governors. In exercising this discretion the factors to be taken into account would include the seriousness of the issue raised, the credibility of the concern and the likelihood of confirming the allegation from attributable sources.

9. Raising a concern: In most circumstances the employee should raise concerns with the Headteacher. This depends, however, on the seriousness and sensitivity of the issues involved and who is suspected of malpractice. For example, if the employee believes that the Headteacher is involved, the employee should approach the Chair of Governors, Head of Education Services or Head of Human Resources as appropriate.

9.1 Concerns may be raised verbally or in writing. Staff who wish to make a written report are invited to use the following format: the background and history of the concern (giving relevant names and dates); and the reason why the employee is particularly concerned about the situation.

9.2 The earlier the employee expresses the concerns, the easier it will be to take action. Although the employee is not expected to prove beyond reasonable doubt the truth of an allegation, the employee should demonstrate to the person contacted that there are reasonable grounds for the concern. The employee may wish to consider discussing the concern with a colleague or trade union representative first and may find it easier to raise the matter if there are other colleagues who have the same experience or concerns.

9.3 The employee may invite a trade union or professional association representative or friend to be present during any meetings or interviews in connection with the concerns raised. The employee may wish to obtain advice/guidance on how to pursue matters of concern from either the Head of Human Resources (01635 519358) or the Head of Education Services (01635 519729).

10. The school’s response: The School will respond to the employee’s concerns. Testing out the concerns is not the same as either accepting or rejecting them.

10.1 Where appropriate, the matters raised may be investigated by management, or through the disciplinary process, be referred to the police, be referred to the internal auditor or form the

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subject of an independent inquiry.

10.2 In order to protect individuals and those accused of misdeeds or possible malpractice, initial enquiries will be made to decide whether an investigation is appropriate and, if so, what form it should take. Concerns over allegations which fall within the scope of specific procedure (for example, child protection or discrimination issues) will normally be referred for consideration under the procedures for dealing with these issues.

10.3 Some concerns may be resolved by agreed action without the need for investigation. If urgent action is required this will be taken before any investigation is conducted.

10.4 The amount of contact between the individual considering the issue and the employee who raised the issue will depend on the nature of the matters raised; the potential difficulties involved; and the clarity of the information provided. If necessary, the school will seek further information from the employee.

11. Notification of response: Within ten working days of a concern being raised, the Headteacher or Chair of Governors will write to the employee acknowledging that the concern has been raised; indicating how it is proposed to deal with the matter; giving an estimate of how long it will take to provide a final response; telling the employee whether any initial enquiries have been made; supplying the employee with information on staff support mechanisms (if appropriate) and telling the employee whether further investigations will take place and if not, why not.

11.1 Where any meeting is arranged, off-site if requested, the employee can be accompanied by a trade union representative or a work colleague.

11.2 The school will take steps to minimise any difficulties the employee may experience as a result of raising a concern. For instance, if the employee is required to give evidence in criminal or disciplinary proceedings the school will arrange for the employee to receive additional advice.

11.3 The school accepts that the employee will need to be assured that the matter has been properly addressed. Thus, the school will inform the employee of the steps that have been taken to resolve the matter as appropriate

12. Untrue allegations: If an employee makes an allegation in good faith, but it is not confirmed by the investigation, no action will be taken against the employee. If, however, the employee makes an allegation frivolously, maliciously or for personal gain, disciplinary action will be taken against the employee.

13. Further action: This policy is intended to provide employees with an avenue within the school to raise concerns. The School hopes the employee will be satisfied with any action taken. If this is not the case, or where the concerns cannot be raised with the Headteacher or Chair of Governors because the allegations relate to them the employee can raise their concerns directly with the Head of Human Resources at West Berkshire Council (WBC).

13.1 The School hopes that the employee will be satisfied with any action taken either by the School or West Berkshire Council. However if the employee wishes to take the matter outside the School or West Berkshire Council, the following are possible contact points – a relevant Trade Union, regulatory organisation or professional body, the Citizens Advice Bureau or Thames Valley Police; Public Concern at Work (01714046609) or the Audit Commission (01628796122).

13.2 If the employee chooses to take the matter outside the School or West Berkshire Council, the employee should ensure that he/she does not disclose confidential information. An

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employee should not take concerns directly to the media without first complying with this policy.

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