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Office of the Clerk
May 2008 Members’ Handbook
The guide to the facilities and services offered
to Members by the House Service.
May 2008
© Parliamentary
Copyright
(House of Commons) 2008
May be reproduced for
purposes of private study
or research without
permission.
Reproduction for sale or
other commercial
purposes not permitted.
Members’ Handbook
2 2
INTRODUCTION
Welcome to the Members‟ Handbook.
I hope you will find it a useful guide to the facilities offered to
Members by various parts of the House Service.
The Handbook will be updated on a regular basis, to reflect
changes to the services and facilities on offer to Members.
Comments about the Handbook, including notification of errors or
omissions, are welcomed by the Office of the Chief Executive,
either by e-mailing [email protected] or by
telephoning the office on x1707.
The Handbook is likely to be of use to Members' staff, both in
Westminster and in constituencies, as well as to Members
themselves. There is also a short guide, Facilities and Services for
Members' Staff, which provides information specifically for
Members' staff.
Wherever possible in the Handbook, including in the index below,
principal contact phone numbers and e-mail addresses are given
for each service and facility mentioned. All four-digit phone
numbers should be prefixed (020 7219) if dialled from outside the
Palace of Westminster. All e-mail addresses shown ending "@"
should be suffixed "parliament.uk".
Malcolm Jack
Chief Executive
Members’ Handbook
3 3
Contents A. MAPS AND PLANS 5
B. Index of services and facilities 7
C. FEEDBACK AND ADVICE 17
D. EMERGENCIES 19
E. NEW MEMBERS 23
Financial arrangements 24
Pay 24
Expenses 25
The parliamentary estate 27
Office and staff 28
In the Chamber 31
F. DETAILED INFORMATION 33
Financial arrangements 33
Legal advice 36
The parliamentary estate 38
Access 38
Medical facilities 40
Food and drink 41
Meeting rooms 43
Visitors and guests 44
Families and children 48
Other facilities 49
Office and staff 53
Members' staff 53
Office management 55
Computers and telephones 57
In the Chamber and Committees 60
Information services 65
Speaking in the Chamber 71
International assemblies 75
Management of the House Service 77
G. GLOSSARY 83
Members’ Handbook
4 4
Members’ Handbook
5 5
A. MAPS AND PLANS
Other plans can be found on the parliamentary intranet at:
http://pdvnweb.parliament.uk/intranet/maps/maps.htm
THE PARLIAMENTARY ESTATE
H.M.TREASURY
KING CHARLES STREET
PA
RLIA
ME
NT
ST
RE
ET
WH
ITE
HA
LL
RICHMOND HOUSE
SMITH SQUARE
DEAN STANLEY STREET
MIL
LB
AN
K
PARLIAMENT
SQUARE
BRIDGE STREET
ST.MARGARETS
CHURCH
DEANS YARD
GR
EA
T S
MIT
H S
TR
EE
T
GREAT PETER STREET
LIT
TLE
CO
LLE
GE
ST
RE
ET
GREAT COLLEGE STREET
WESTMINSTERABBEY
VICTORIA
STREET
VIC
TO
RIA
EM
BA
NK
ME
NT
DERBY GATE
SU
BW
AY
WESTMINSTER
PARLIAMENTARY WORKS SERVICES DIRECTORATE
WESTMINSTERUNDERGROUND
OLD PALACE
YARD
ABINGDON
GREEN
BLACK ROD'S GARDEN
R I V
E R
T
H A
M E
S
NEW PALACE YARDSPEAKERS GREEN
BRIDGE
TE
RR
AC
E
PA
LA
CE
OF
WE
ST
MIN
ST
ER
PU
BL
IC S
UB
WA
Y
VICTORIA TOWERGARDENS
A.
D.
BLACK ROD'S GARDEN PASS OFFICE.
PALACE OF WESTMINSTER.
No 6/7 OLD PALACE YARD.
No 1 THE ABBEY GARDEN.
1.
2.
3.
KEY TO BUILDINGS
4. 5.
6.
7. 8.
9.
10.
11.
No 2 THE ABBEY GARDEN.
BROAD SANCTUARY
(LIBRARY STORAGE).
NORMAN SHAW NORTH.
NORMAN SHAW SOUTH.
No 1 CANON ROW.No 1 PARLIAMENT STREET.
PORTCULLIS HOUSE.
No 1 DERBY GATE.
14. No.7 MILLBANK.
KEY TO ENTRANCES
No 1 PARLIAMENT STREET. B.
C.
E.
F.
G.
ST.STEPHENS ENTRANCE.
DERBY GATE PASS OFFICE.
No 7 MILLBANK ENTRANCE.
SOVEREIGNS' ENTRANCE.
CARRIAGE GATES/NPY UG CAR PARK
12.
H.
PORTCULLIS HOUSE (MAIN ENTRANCE)
ABINGDON HOUSE.
MILLBANK HOUSE (No.2 MILLBANK).
8
13
12
1110
H14
9
F
G
1E
D
B4 7 C
A
3 5 6
2
BROAD SANCTUARY
COMMONWEALTHOFFICE
FOREIGN AND
13.
REVISION D - 24.12.04
GREAT GEORGE STREET
15
15. No.4 MILLBANK.
(DECANT ACCOMMODATION).
Members’ Handbook
6 6
Members’ Handbook
7 7
B. INDEX OF SERVICES AND FACILITIES
The table below shows where information about specific
services and facilities can be found in the Handbook. Where
possible, principal contact phone numbers and e-mail
addresses are given for each service and facility listed. All
four-digit phone numbers should be prefixed (020 7219) if
dialled from outside the Palace of Westminster. E-mail
addresses shown ending “@” should be suffixed
“parliament.uk”.
Service or facility Contact details Page number
Access
catering
facilities
regulations
wheelchair users
42
39
39
39
Accidents, reporting
of
x 3070 22
Advisory Panel
(Members‟
allowances etc)
x 3261 17-18, 80
All-party groups 65, 76, 83
Allowances,
Members‟
governance
24, 34, 36
80-81
Annunciator,
information
Equipment faults
x 5762/5257
x 4747
72, 83
Members’ Handbook
8 8
Audit Committee x 3759 79
Babycare facilities 49
Banqueting/private
functions
x 4804/2275/8290 45
Big Ben, tours of x 4862
BigBenTours@
46
Bills
information
about
private
provision of
public (including
private
members‟)
x 6008
x 3631
x 6758
69-70
61
61, 66
61, 69
Bomb threats 20
British-Irish
Parliamentary Body x 6800 76
Budget monitoring
x 1340
membersbudgets
@
34
Car parking
x 3070 (general
and short term
requests
x 5920 (permits)
27-28
Cash machines 51
Members’ Handbook
9 9
Catering facilities
access
accounts
feedback
general enquiries
guests
menus
private functions
x 6540
x 3686/8995
x 3686/5303
x 4804/2275/8290
42
43
42
42
45
42
Chamber
procedure
tickets for gallery
x 3302/3303
x 3700
61-63
47-48
Changing room,
Members‟ x 2393 50
Chaplain, Speaker‟s x 3768 52
Chief Executive x 1310 18, 79-81
Childcare
x 5973
childcarevoucher
s@
50
Cleaning x 4747 57
Clerk of the House x 1310 80
Cloakroom,
Members‟
X 4226 50
Commission, House of
Commons
x 3299 78, 83
Committees,
domestic x 3275
17-18, 80-81,
84
Members’ Handbook
10 10
CCommittees, general
(public bill, grand &
delegated
legislation)
x 6758 61, 72-73
Committees, select x 5675 62, 75, 85
Commonwealth
Parliamentary
Association
x 5373
cpa@ 76
Computers (see IT) X 2001 59
Conduct, Code of 23, 64
Congestion charge 52
Crime, reporting of x 5311 22
Data protection x 2032 37
Dentist x 1484/5103 41
Disability
discrimination x 5732 37-38
Disabled people,
facilities for 39
Divisions, errors in x 3253 64
Documents, provision
of x 3631 61, 66-67
Early Day Motions x 3302/3303 61, 84
Education Service x 2105 47, 71
Emergencies x 3333 19-22
European documents x 4669 67, 71
Events Bookings X 3090
Members’ Handbook
11 11
European scrutiny x 5467 61
Exhibitions x 1319 48
Expenses (Members),
hotel
office
travel
x 1340
x 1340
24-26
25-26
30
25, 34-35
Expenses (Members‟
families) 25
Expenses (Members‟
staff) 55
Families, Members‟ 25-26, 40,
49-50
Feedback
catering facilities
general
Hansard
x 3686/5303
x 1707
officeofthechiefexecuti
ve@
x 3388
42
17-18
75
Filming x 3070/3090 49
Find your MP service X 4272 70
Fire x 3333 21
First aid 21-22
Food and drink x 3686/5303 42-45
Freedom of
Information x 2032 37
Gallery tickets x 3700
aooffice@ 47-48
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12 12
General Practitioner x 1484/5103 40-41
Guests, facilities for 45-48
Gymnasium x 5546 52
Hairdressing salon x 3093 52
Hansard x 2865/5258 66, 72-75, 85
Health and safety x 1484 38, 40
Hotels 25-26
House Service,
management of
x 1707
officeofthechiefexecuti
ve@
78-82
Insurance x 1340
pas@ 35
Interests, registration
and declaration x 3277 64-65
International
assemblies x 2611/3294 75-76
Inter-parliamentary
Union (British group)
x 3011
bgipu@ 76
IT equipment
repairs
x 2001
x 2001
29-30
58
Leaving the House,
entitlements on 37
Members’ Handbook
13 13
Legal advice
relating to action
as MP or
employer
relating to action
of employee
x 1340
x 2080
37
37
Letter Board x 4771 58
Library
book & video
loans
x 3666
hclibrary@
x 1515
55-56, 67-71
67-68
Lost property x 4626
hkl@ 50-51
Maiden speech 33, 72-73
Mail x 4639 51, 57-58
Maintenance/repairs x 4747 29
Management Board
x 1707
officeofthechiefexecuti
ve@
79
Maps and plans 4-6
Medical facilities x 1484 41-42
Network,
Parliamentary
(remote access)
x 2001 59-60
Nurse x 5103 21, 41-42
Oath, swearing of x 3317 32-33
Members’ Handbook
14 14
Office, Members‟
constituency
Westminster
x 3080
29, 56
56-58
Office of the Chief
Executive
x 1707
officeofthechiefexecuti
ve@
18, 79, 84
Order Paper
content
provision of
x 3302/3303
x 3631
61-63
66-67
Overseas parliaments x 3314 62
Papers,
parliamentary
x 3631 66-67
Parliamentary ICT
Service (PICT) x 2001
29-30, 56, 59-
60, 85
Parliamentary Office
of Science and
Technology
x 2840 68
Partners, Members‟ 26, 40
Passes, security
loss of
partners‟
x 5920/5922
x 5920/5922
x 5920/5922
27
27
40
Payments (expenses) x 1340 24-26, 30
Payroll (Members and
their staff) x 1340 24
Pensions (Members) x 4962 35, 85
Pensions (Members‟
staff) x 5759 54
Members’ Handbook
15 15
Personnel Advice
Service x 2080 31, 54
Petitions, public x 3310 61
Photocopying x 0510 56
Photography x 3070 49
Post Office x 4639 51, 57-58
Prime Minister‟s
Questions, tickets for
x 3700
aooffice@ 48
Procedural advice x 3302/3303 62-63
Protective clothing x 3070 58
Public Bill Office x 6758 61
Questions,
parliamentary x 3302/3303 62-64
Radio interviews x 3070 49
Refreshment facilities see catering
Room bookings x 3090 44
Salaries (Members)
governance
x 1340 24, 36
80
School visits x 2105 47, 71
Sitting days 33
Smoking policy 40
Souvenirs 42-43
Staff (Members),
employment of
x 2080
Pas@ 30, 54-55
Members’ Handbook
16 16
Standards,
Parliamentary
Commissioner for
x 0311/0320
standardscommissioner
@
64-65
State Opening 32
Stationery x 0870 603 0402 57
Statutory instruments x 3351 62
Swearing-in
ceremony x 3316 32
Table Office x 3302/3303 61, 85
Taxation 36, 54
Telephones
messages
telephone
directory
x 2001
x 4343
x 2001
59-60
59-60
59
Terrace x 3070 45
Tights, ladies‟ 50
Tours of Parliament
Big Ben
x 3003
x 4862
BigBenTours@
46-47
46
Members’ Handbook
17 17
Training
fire safety
health and safety
Library
Members‟ staff
IT
x 4714
x 1484
x 3666
x 0870 606 0088
x 2001
38
41
67
55
30
Travel Office
x 4232
k
35
Video footage x 5511
pru@ 75
Visitors 45-48
Voice-mail x 2001 30, 59
Vote Office x 3631 61, 63, 66-67,
85
Westminster Hall
chamber 73-74, 86
Members’ Handbook
18 18
C. FEEDBACK AND ADVICE How can I provide feedback, or receive advice, about the
services and facilities of the House Service?
The first point of contact should be the office providing
the facility or service about which it is intended to offer
feedback, or request advice. The index to services at
the beginning of this Handbook provides the contact
details for most Commons offices.
The following helplines have been set up to deal with
specific matters:
Emergencies x 3333
Maintenance and cleaning x 4747
Telephones and division bells x 4444
IT equipment and the network x 2001
Feedback may also be given to the Administration
Committee, which is intended to reflect the perspective
of Members on the provision of House-wide services (see
page 81), and the Advisory Panel on Members‟
Allowances, which deals with matters relating to
Members‟ expenses and allowances, Members‟ staff,
the provision of IT equipment to Members, and related
issues (see page 80). Details about the Administration
Committee, including its remit and membership, can be
found from this internet page:
http://www.parliament.uk/ac/
The Administration Committee can be contacted on
x 2471. The Advisory Panel can be contacted on x 3261.
Members who are unsure which office to contact about
a particular service or facility should get in touch with
the Office of the Chief Executive on x 1707 or email to
[email protected]. Members
Members’ Handbook
19 19
wishing to contact the Chief Executive directly should
call x1310.
Members’ Handbook
20 20
Members’ Handbook
21 21
Members’ Handbook
22 22
Members’ Handbook
23 23
E. NEW MEMBERS This section focuses on the information most urgently
required by a new Member on election to the House at a
by-election.
After the by-election a new Member receives a welcome
letter from the Clerk of the House, setting out arrangements
for arrival in Westminster and giving contact names and
telephone numbers. New Members will also be sent, via the
relevant Whips office, a pack of information including
Business of the House: a short guide, which provides
information on business in the Chamber and committees,
and the Green Book, which provides information on salaries
and allowances. Information about parliamentary
standards, including the Code of Conduct for Members, will
be distributed separately, by the Parliamentary
Commissioner for Standards.
New Members should exercise caution in entering into
financial commitments, such as engaging staff, until they
are fully acquainted with the rules relating to Members‟
allowances.
Members’ Handbook
24 24
Financial arrangements
Pay
How do I find out about my salary and allowance
entitlements?
The Department of Resources (DR) is responsible for
administering Members‟ salaries and allowances.
Detailed entitlements are set out in a publication known
as the Green Book which is also available on the internet
at:
www.parliament.uk/documents/upload/HofCpsap.pdf
After a by-election, staff from DR will contact the new
Member and arrange to take relevant details from them
so that they can be put on the payroll, and will explain
the arrangements for completing claim forms for
expenses. A password and a list of nominees authorised
to access financial information (for example staff or
financial representatives) will also be requested, for use
when contacting DR staff.
Salaries are paid directly into bank accounts, on the last
working day of the month.
DR staff will also ask new Members to complete an
application form for a House of Commons travel card,
for use whilst travelling on parliamentary business.
For more detailed information see pages 34 to 37.
What information do you need from me to put me on the
payroll?
Members should provide details of their bank accounts,
including sort codes, to DR staff. It may be easiest to
Members’ Handbook
25 25
bring a cheque book which will include such details. DR
also need the Member‟s national insurance number. A
P45 form should be brought, if the Member has received
it, for tax purposes.
How do I contact the Department of Resources?
DR is located in 7 Millbank. The main reception desk of
DR on the third floor of 7 MIllbank is open between 9
a.m. and 6 p.m. Monday to Thursday and between 9
a.m. and 4.30 p.m. on Fridays. DR services are provided
throughout the year, not only when the House is sitting. It
is advisable to make an appointment.
All telephone enquiries should be directed to the
Enquiries and Advice Team on x 1340.
Expenses
How do I get reimbursed for my initial travel to Westminster?
Members can hand in tickets, vouchers or other
evidence of payment to DR staff who will help with the
completion of claim forms. Members are reimbursed
through payments made directly into their bank
accounts.
For more information on travel allowances see page 34.
I’ve had to check in at a hotel until I get some
accommodation sorted out. How do I reclaim these costs?
DR staff will explain all the various allowances and
claims forms and will be able to help Members
complete the right form. In this case, the additional costs
allowance can be used to pay for hotel expenses whilst
Parliament is sitting.
Members’ Handbook
26 26
I’ve brought my family with me. Can I claim their costs?
There are some travel entitlements for a Member‟s
spouse, and children. These entitlements extend to civil
partners but not to other unmarried partners.
Can you help me find accommodation or recommend any
reasonably priced hotels?
The House Service cannot recommend hotels or find
accommodation, but information about near-by hotels
is available from the Parliamentary Travel Office,
operated by Carlson Wagonlit Travel, contactable on
4232 or [email protected]
Members’ Handbook
27 27
The Parliamentary Estate
How do I get a security pass?
Passes are issued from the Pass Offices at 1 Canon Row
and Black Rod's Garden Entrance. They can be
contacted on x 5920 and 3788 respectively. They open
on weekdays at 8 a.m. and close on sitting days at 6
p.m. and on non-sitting days at 4 p.m.
What do I do if my pass is lost or stolen?
If a pass is lost or stolen, please report the matter
urgently on x 5920.
Do Members need to carry security passes?
Yes. Everyone who works on the parliamentary estate
should wear their security pass, so that intruders may
more easily be identified. Anyone walking around the
parliamentary estate without a pass is liable to be
challenged by security staff. Passes are also required to
open many doors around the estate and to gain
pedestrian access to the House through Carriage Gates.
Where can I park my car?
Car parking is available for Members, but only once a
security pass and a parking permit have been obtained.
Permits are available on request from the Pass Office,
which can be contacted on x 5920.
The main car parking facility is underneath New Palace
Yard.
Further information can be provided by the Serjeant at
Arms office on x 3070.
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28 28
Members’ Handbook
29 29
Office and staff
How do I get an office on the Parliamentary Estate?
The party Whips are responsible for allocating offices to
Members.
Computer terminals are available for shared use in the
Members‟ Library, and the e-Library in Portcullis House.
Members with accommodation requests or problems
should contact the Department of Facilities‟
Accommodation Manager (x 3080) or their local office
keeper.
Technical problems (for example with plumbing,
ventilation or heating) should be reported to the Works
Help Desk (x 4747).
For more information on office management see pages
56 to 58.
How do I get a computer and log on to the Parliamentary
Network?
All new Members will be given a Parliamentary Network
account after a short induction. Only equipment
provided by Parliament is allowed to connect directly to
the Parliamentary Network.
Members are entitled to the following IT equipment,
which is free of charge, and for parliamentary use only:
Up to three laptops, with bags and extra charger;
Up to four desktop PCs, with flat screen, mouse
and keyboard
Subject to a maximum of five machines per
Member, e.g. three PCs + two laptops, four PCs +
one laptop
Members’ Handbook
30 30
Two printers, from a choice of four, including small
and large back and white laser printers, a
multifunction machine (printer, scanner, copier
and fax) and colour laser.
This equipment is provided by the Parliamentary ICT
Service (PICT) from a standard catalogue. Members are
able to buy additional items from a further catalogue
using their allowances. This catalogue includes other
items not provided free such as remote access tokens
and PDAs.
In addition, Members can also subscribe free of charge
to broadband services that allows access to the internet
and the Parliamentary Network from constituency and
home locations using the standard equipment
described above.
New Members will be provided first with a laptop and a
user account. Further equipment can be installed once
a Member has been allocated an office in Westminster
(see page 56 for information about constituency
offices). For new Members, their initial equipment will be
issued upon formal request from locally held stock.
Further orders normally take approximately 10 days to
be delivered and installed from the date of order.
Further details are available on the intranet in the a-z
menu under c for computers and by telephoning PICT
on x 2001.
For more information on IT services see pages 58 and 59.
What about training?
New Members are offered one-to-one training to
familiarise them with the equipment and demonstrate
how to use Microsoft office products, including Outlook
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31 31
e-mail and calendar facilities, and the intranet and
internet. Training is also offered on the use of the
telephone voice-mail system. For any questions that
arise after training, please contact the PICT service desk
on x 2001.
How do I claim for office expenses?
The costs associated with running both Westminster and
constituency offices may be claimed from the
Incidental Expenses Provision to which all Members are
entitled and which is administered by DR. Costs
associated with pro-active communications, such as
newsletters and running your website, with your
constituents may be claimed from the Communications
Allowance. The Green Book provides a guide to
expenses. Alternatively, you should contact the DR
Enquiries and Advice Team on x 1340.
How can I employ staff?
Members are the legal employers of their own staff, and
pay them from their staffing allowances. DR provides a
full range of payroll functions on behalf of Members. It is
a condition of this arrangement that such staff are
employed on standard employment contracts and paid
according to standard pay bands, both available from
DR. Members who wish to authorise pay increases or
changes to terms and conditions must ensure that
written authority reaches DR by the 15th of the month
(slightly earlier in December) in which the payment is to
be made.
Members’ Handbook
32 32
You should ensure that you have carried out the
necessary checks with regard to references before
employing staff. For staff who work on the Parliamentary
Estate, security clearance is also necessary.
The Personnel Advice Service, part of DR, provides up-
to-date information on employment and personnel
issues. They will assist with contracts of employment, job
descriptions and appropriate pay ranges. The service
can be contacted on x 2080 or by e-mail using
See page 54 for further information about employing
staff. The „Working 4 an MP‟ website (www.w4mp.org) is
also a useful source of help and advice for Members‟
staff on job vacancies and related matters.
Members’ Handbook
33 33
In the Chamber
How am I sworn in as a Member of Parliament?
A Member elected at a by-election is introduced to the
House by two supporting Members after Question Time
and swears or affirms an oath of allegiance. The oath is
taken by holding up the New Testament (or another
appropriate holy book) and saying the words of the
oath (which are on a card held by a Clerk). The oath
may also be taken in the Scottish manner, or an
alternative form of oath may be taken, or a solemn
affirmation made instead of an oath.
The new Member themselves, or their Party Whips, must
let the Public Bill Office know on which day they wish to
be introduced, giving as much notice as possible. For
further information please contact the Public Bill Office
on x 3256.
For more information on the business of the House and
its Committees see pages 61 to 65.
Members’ Handbook
34 34
Speaking in the Chamber
For information on making a maiden speech see page
72.
Members should observe the courtesies of the House,
which are set out in a letter from the Speaker sent to all
new Members on their election and which are also
available on the intranet.
When does the House sit?
A calendar showing sitting days for the current session
can be found on the intranet at the following address:
http://pdvnsco.parliament.uk/bb/nsf/nsf.htm
The normal sitting hours of the House are shown in the
following table:
Start of
business
Usual end of main
business
Monday 2.30 pm 10 pm
Tuesday 2.30 pm 10 pm
Wednesday 11.30 am 7 pm
Thursday 10.30 am 6 pm
Friday 9.30 am 2.30 pm
The time at which main business is concluded is subject to
change, depending on the business of the House.
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35 35
F. DETAILED INFORMATION
This section provides more detailed information about the
services and facilities offered by the House Service, aimed
at all Members.
Financial arrangements For information on financial arrangements primarily relating
to new Members see pages 24 to 26.
How can I find out about the full range of allowances to
which I am entitled?
Members are all sent a copy of the Green Book which
sets out all the detailed arrangements for allowances. It
is also available on the internet:
www.parliament.uk/documents/upload/HofCpsap.pdf
Members are also sent a booklet entitled The
Communications Allowance and the use of House
Stationery, available on the internet:
http://www.parliament.uk/documents/upload/HofCCo
mmunicationsAllowanceBooklet.pdf
Alternatively, contact the Enquiries and Advice Team on
x 1340.
How do I keep track of my spending for each of the
allowances?
DR provides information to help Members monitor their
allowances. Each Member is responsible for keeping
track of their spending. DR provides monthly statements
of spend against budget and annual statements on
each allowance. The budget monitoring section can be
Members’ Handbook
36 36
contacted by e-mailing
What about my regular travelling entitlements – can you
explain the various options available to me?
Essentially, Members are entitled to travel between their
home, constituency and Westminster using either their
car, or rail or air services. A House of Commons travel
card is used for purchasing rail and air tickets. As these
„standard journeys‟ - as they are known - depend on
individual circumstances Members should discuss their
requirements with DR staff. For further information about
travel entitlements or the travel card please contact
x 1340. Information is available on the intranet.
Travel arrangements can be made using the House‟s
Travel Office, which is operated by an outside travel
agency (currently Carlson Wagonlit Travel) and is
situated on the Lower Ground Floor, approached by
Star Chamber Court. The Office can be used by all
Members requiring train tickets, airline tickets, Eurostar
tickets, hotel reservations, car hire and insurance. There
is also a foreign exchange bureau. The Travel Office can
be contacted on x 4232 or [email protected] .
Information is also available on their intranet site at
http://intranet.parliament.uk/travel-office
Am I in a pension scheme?
Yes. A Member is automatically a member of the
Parliamentary Contributory Pension Fund (PCPF) once
he or she has taken the oath. Further details are
available in the Green Book, or by phoning x 4962.
Do I need to take out insurances?
Members’ Handbook
37 37
The House authorities have taken out a range of
insurances on Members‟ behalf. Please check what
these cover using the Green Book or by consulting staff
from the Personnel Advice Service (x 2080) before
making any independent arrangements.
Comprehensive guidance is also available in the
booklet Working to protect you issued by DR.
Members are also covered for a death in service
payment from the PCPF – again set out in the Green
Book.
A guide to Members‟ insurance cover is available on the
intranet.
How do I keep up to date with information regarding my
pay and allowances?
DR issues Members with a Quick Guide to Pay and
Allowances showing individual rates of salary and
allowances. This is issued annually and contains the
latest information.
What is my position in relation to income tax?
DR provides Members and their staff with all the statutory
end of year information required to enable them to
complete their own tax returns. The department is not
able to provide advice on taxation issues or tax returns.
Her Majesty‟s Revenue and Customs (HMRC) has
produced an advisory booklet specially designed for
Members, called MPs, Ministers and Tax, which is
available from DR or the tax office. The tax office for
Members is:
Inland Revenue
Public Department 1
Ty Glas
Llanishen
Members’ Handbook
38 38
Cardiff CF14 5XZ
Telephone 029 2032 5195
What are my entitlements when I leave the House?
Detailed guidance is issued on the financial
arrangements applying to Members during the period
when Parliament is dissolved, including relating to
Members leaving the House. Further information is also
contained in the Green Book.
Legal advice
What happens if I am involved in litigation relating to my
duties as a Member of Parliament?
Members finding themselves involved in litigation solely
relating to actions arising from the performance of their
duties as a Member of Parliament or as an employer
should contact the DR Enquiries and Advice Team on x
1340 immediately. If the action relates to an employee,
please seek advice from the Personnel Advice Service
on x 2080.
How do I find out more about legislation applying to
Members of Parliament?
Members have specific responsibilities as „data
controllers‟ under the Data Protection Act 1998. For
information please contact the Data Protection Officer
on x 2032. A Members‟ guide to data protection issues is
available on the intranet.
Members and their offices are not required to disclose
information to the public under the Freedom of
Information Act 2000. The House Service does fall within
the scope of the Act and correspondence between
Members’ Handbook
39 39
Members and their staff and House staff may therefore
be disclosable under the Act. Members‟
correspondence (written and electronic) with public
authorities also falls within the scope of the Act. A note
on how the provisions of the Act apply to Members‟
correspondence with public authorities is available on
the intranet at the following address:
http://dfaweb.parliament.uk/members/publications/foi_
mems_correspondence.pdf
For further information on any aspect of Freedom of
Information, including in relation to how Members‟
allowances are disclosed under the Act, call the
Freedom of Information Officer on x 2032 or email
Some of the people Members come across in their work
will be disabled. There is a legal requirement (under the
Disability Discrimination Act 1995) to provide services of
a high standard to such people and it is important that
Members and their staff are prepared for this and are
aware of how to make their services accessible. The Act
also has implications for Members as employers. Advice
on these issues can be requested by calling x 5732.
What about health and safety issues?
Members are issued with a booklet called Guide to
health and safety arrangements for Members and their
staff by DR. This guide provides all the information
Members need to fulfil their duties under health and
safety legislation in offices on the Parliamentary Estate,
and also describes the level of advice and support that
can be expected from Commons Service staff. Copies
of the booklet can be obtained by calling x 1484.
Annual fire safety training is available for all those who
work on the Parliamentary Estate. This training is offered
to Members and their staff (and is compulsory for
Members’ Handbook
40 40
Commons Service staff). Members and their
Westminster-based staff should book training through
the Fire Safety Manager on x 4714.
Members’ Handbook
41 41
The Parliamentary Estate For information on the Parliamentary Estate primarily relating
to new Members see pages 27 and 28.
Access
Access regulations
The regulations concerning access to the Parliamentary
Estate, and the facilities within it, are complicated.
Access to the estate is in general restricted to Members,
Peers, their staff, and employees of both Houses with
security passes. Public access is limited to specific areas,
such as the Committee Corridor for people attending
Committee meetings. Visitors to parts of the building to
which the public do not have access must be escorted
by pass holders.
When the House is sitting, only Members and the staff of
the House with business in near-by offices should use the
areas around the Chamber.
Specific access regulations apply to the Library
http://hcl1.hclibrary.parliament.uk/general_pdf/access_
to_hclibrary.pdf
and to catering facilities
http://pdvnweb.parliament.uk/refreshment/asp/access.
asp
Members’ Handbook
42 42
Access for wheelchair users and facilities for the disabled
Information about access for wheelchair users and the
facilities available for the disabled can be found on the
intranet at
http://intranet.parliament.uk/intranet/saa/assets/Faciliti
es-for-Disabled-Visitors.pdf
How can I get a security pass for my partner?
Members may sponsor applications by their partners for
security passes. Applications can be made using a form
available on the intranet. For assistance, please contact
the Pass Office on x 5920.
What is the House policy on smoking?
Smoking is banned in all internal areas on the House of
Commons estate. This include bars and private offices.
Smoking is also not permitted in external areas, including
roof terraces and courtyards. Smoking is only permitted
in the designated areas.
Visitors must also refrain from smoking in smoke-free
areas. If a visitor for whom you have responsibility does
smoke please inform them that a no smoking policy
operates and ask them to stop. If a visitor continues to
smoke please ask them to leave the premises. You may
wish to seek assistance from a Police or Security Officer.
Members’ Handbook
43 43
Medical facilities
Are there any medical facilities available?
The Occupational Health, Safety and Welfare Service
(OHSWS) offers specialist medical advice, guidance and
support. The OHSWS team includes two occupational
health doctors, an occupational health adviser and two
practice nurses. The main medical services provided are
as follows:
General Practitioner (GP) service: Members wishing
to see a GP because of an acute medial problem
should first contact the practice nurse in the Lower
Waiting Hall (x 5103), who can then arrange for an
appointment to be made. If the nurse is not
available, the surgery can be called directly on 020
7821 0533; minor treatments: the practice nurse is available in
the Lower Waiting Hall (x 5103) for advice on illness
and injuries occurring at work and will refer patients
to specialist agencies where necessary. Facilities are
available for minor treatments such as dressings or
the removal of stitches; non-emergency medication: Paracetamol tablet
dispensers are located near near the cash machines
in the Commons, and near the Lords Terrace Bar; confidential medical assessments: these are
provided for Members every three years or earlier, if
requested. A doctor provides this service three days
each week in 7 Millbank. An occupational health
consultant provides advice on occupational health
issues; overseas travel: vaccinations and medication for
official overseas travel can be provided free of
charge, via OHSWS, at St Thomas‟ Hospital; health and safety at work: advice and training can
be provided;
Members’ Handbook
44 44
further information: a directory of local General
Practitioners and dentists is available detailing hours
of opening and services provided. Members may
register with a GP or dentist as a temporary resident.
Information about local pharmacies is also available.
Members or their staff wishing to attend an OHSWS
training course should contact the office manager on x
1484. There will be a charge for this facility.
Food and drink
What are the opening hours of the cafeterias, bars,
restaurants and souvenir shop?
The opening hours of, and access arrangements for,
each facility vary according to their location on the
parliamentary estate. Full details are available on the
intranet at:
pdvnweb.parliament.uk/refreshment/RD_Home.htm.
Opening times change in recess periods; full details are
posted on the intranet site prior to every recess.
Alternatively, contact x 3686 or 5303 for further
information.
What is on the menu today, tomorrow and for the rest of the
week?
Menus for all Catering and Retail Service venues are
posted weekly (under the “Find menu” drop-down list)
on the intranet at:
http://pdvnweb.parliament.uk/refreshment/RD_Home.ht
m
How can I give feedback on the service I have received
from the Catering and Retail Service?
Members’ Handbook
45 45
There are several ways to do this: by speaking directly to
the staff in the venue; by written feedback through the
comment book or card in the outlet; or by completing
the feedback page on the intranet. If there is an urgent
problem, contact the Duty Manager on x 8995 or the
office of the Director of Catering and Retail Services on
x 3686 or x 5303.
Members’ Handbook
46 46
How do I access account facilities?
Members are automatically entitled to credit facilities for
chargeable house services, including the Catering and
Retail Service. Please contact the Accounts Receivable
Manager, x 4977, who will send you a form to complete
with your billing details and a specimen of your signature.
Account setup takes up to 3 days under normal
circumstances.
Can I settle my monthly account by credit card?
Members must contact the Central Accounts Receivable
Team (CART), on x 6308 or x 0270, who can take
Members‟ card details over the telephone. It is also
possible to set up a regular arrangement where a credit
card is automatically charged at the end of each month:
again, call CART for the relevant paperwork. It is also
possible to make credit card payments in person at the
cashier‟s office.
Can a member of my staff purchase goods on my account?
This facility is generally requested for specific purposes,
such as souvenir purchases, for example. Call x 5863 and
the Income Controller will explain the process, which is
designed to ensure that this facility is not misused.
Where is the cashier’s office?
The cashier‟s office can be found in the Palace of
Westminster, in the area immediately behind the cash
machines and the photo booth, and is opposite the
Lady Members‟ Room.
Members’ Handbook
47 47
Meeting rooms
How do I book a room for a meeting?
A variety of meeting rooms are available across the
parliamentary estate, including the Committee rooms
on the Committee Corridor and in Portcullis House.
Rooms may be booked for a maximum of two hours; if
longer periods are required then additional Members‟
names must be indicated. Members‟ staff cannot book
rooms in their own names. Committees of the House
have absolute priority and private meetings in
committee rooms on Tuesdays and Wednesdays often
have to be displaced because of the number of select
committee meetings on those days.
Details of the rooms available, and from when they can
be booked, are available on the intranet from this
address:
http://intranet.parliament.uk/saa/facilities/room-
booking
Bookings can be made with the Events Team on x 3090
or through reception desks located throughout the
parliamentary estate.
In which rooms can I have refreshments? Can I bring my
own refreshments?
Different arrangements for the consumption and
provision of refreshments apply to different meeting
rooms. You should consult the intranet page given
above, or call x 3090 for advice on which room would
best suit your requirements.
Members’ Handbook
48 48
Visitors and guests
Where can I entertain guests and how many can I
entertain?
Members of Parliament may entertain guests in most
Refreshment Department venues, with the exception of
the Members‟ Dining Room, Members‟ Tea Room and
Members‟ Smoking Room. Full details are listed by venue
on the intranet:
http://pdvnweb.parliament.uk/refreshment/RD_Home.ht
m
Members can also book or sponsor private functions
within the House of Commons: please telephone the
Banqueting Office on x 4804 or x 2275 for further details.
Where can my constituents purchase refreshments when
they visit the House of Commons?
Visitors can use the Jubilee Café located off Westminster
Hall to purchase drinks, snacks and souvenirs.
How many guests can I take on the Terrace?
Members may escort up to six guests (including their
staff and members of the press) on to the Terrace at
certain times, but the rules governing access to the
Terrace are complicated. They are set out in full on the
intranet:
http://pdvnweb.parliament.uk/refreshment/asp/access.
asp
Alternatively, call x 3070 for advice.
Members’ Handbook
49 49
Can I take visitors up Big Ben?
The tours are free of charge, but early booking is
recommended. Members wishing to arrange for a
party to go up the Clock Tower should call x 4862 or e-
mail [email protected]
Visits start at 10.30 a.m., 11.30 a.m., 2.30 p.m. and
occasionally 9.30 a.m. on Mondays to Fridays. Tours take
about one hour. Parties must not exceed 16 in number
and not more than one party can be arranged per
hour. Children under 11 are not admitted.
Further details can be found on the intranet at:
http://intranet.parliament.uk/saa/tours/big-ben
How can I arrange for my guests to be given a tour of
Parliament?
Visitors may be guided on the Parliamentary Tour (the
Visitor Route), which may include the Chambers of both
Houses, the state rooms in the House of Lords, and
Westminster Hall. The full tour is only available when
neither House is sitting.
A permit is not required by parties of six or less, personally
accompanied by a Member. For parties larger than this
(up to 20 people), special permits must be obtained
from the Central Tours Office (CTO) on x 3003. A
Member can only book one tour per day. Permits are
valid for specific tour start times which must be adhered
to. Parties with permits must still be escorted by the
Member or another full passholder from the Member‟s
staff; alternatively, a guide can be provided by the CTO,
if requested, without charge. Please note that advance
booking is vital as the number of tours in any one day is
limited; groups should be advised not to make travel
plans to the Palace until a permit is received. Full details
Members’ Handbook
50 50
of the timings of tours during sitting periods and recesses,
and downloadable booking forms, are available on the
intranet:
http://intranet.parliament.uk/saa/tours
Tours take around 75 minutes and it should be borne in
mind that there are very few opportunities for sitting
down. Wheelchairs are available with advance
notification; the tour is fully wheelchair accessible. The
tour is not suitable for the very young, however, and
pushchairs are not permitted. Tours can sometimes be
provided in foreign languages: this requirement should
be indicated in advance to the CTO.
Members of the public cannot book tours direct with the
CTO; but the House is open to visitors during the summer
recess - see this internet page:
http://www.parliament.uk/about/visiting/summer_openi
ng.cfm
Am I able to book tickets for school visits?
The Parliamentary Education Unit has an allocation of
tickets for use by educational establishments. Contact
should be made direct with the Unit on x 2375.
I have received a letter from a constituent asking for tickets
for the Gallery. How do I arrange these?
The Admission Order Office is responsible for issuing
tickets for the galleries of the House of Commons. It is
located just off the Central Lobby behind the statue of
Gladstone. It can be contacted on x 3700, fax x 3709,
and e-mail [email protected]
Members have an automatic allocation of two tickets
every eleven sittings days (excluding Fridays) which are
posted six days in advance, unless Members have
requested the Admission Order Office to retain them.
Members’ Handbook
51 51
The Public Gallery allocation list, which outlines the dates
on which Members receive tickets, can be found on the
intranet at http://intranet.parliament.uk/saa/facilities/galleries
and is also available from the Admission Order Office.
Am I able to offer tickets for the Gallery, tours or access to
catering facilities as a raffle prize?
It is the decision of Mr Speaker that access to House
facilities should never be offered as a prize and that no
member of the public should be provided with access
to these facilities unless he/she is a bona fide guest of a
Member of Parliament.
How do I arrange an exhibition?
Applications to enter the ballot for exhibitions in the
Upper Waiting Hall can be made using the form
available on the intranet at
http://intranet.parliament.uk/saa/facilities/exhibitions/b
allot-form
The guidance relating to exhibitions can also be found
on the intranet at
http://intranet.parliament.uk/saa/facilities/exhibitions
For further information call the Serjeant at Arms Events
Team on x 3090.
Members’ Handbook
52 52
Where can I be photographed?
There are restrictions on photography, filming and radio
interviews on the parliamentary estate. Guidance can
be found on the intranet at
http://intranet.parliament.uk/intranet/saa/assets/Photog
raphy-Leaflet.pdf
A leaflet is available from reception desks across the
estate or by calling x 3070.
There is a photograph booth for taking passport-sized
photographs in the Clock Corridor, near the cash
machines in the Commons.
Families and children
Members’ Families’ Room
The Members‟ Families‟ Room, off the Lower Waiting
Hall, is available for use by Members‟ partners and, if
space permits, by parents, children, brothers and sisters
of Members, on sitting days from 10 a.m. until the rise of
the House and on non-sitting days from 10 a.m. to 6 p.m.
A television set, newspapers and a small adjoining
changing room with washing facilities are available.
What babycare facilities are provided in the House?
There is a babycare room on the second floor of the
Palace, near the pulpit on the Upper Committee
Corridor, where parents may feed babies in privacy and
comfort. Baby-changing facilities are available directly
opposite this room.
On the Principal Floor, there are baby-changing facilities
off the Lower Waiting Hall. There are also baby-
changing facilities on the first floor of Portcullis House,
Members’ Handbook
53 53
one next to Meeting Room P and another close to the
Attlee Suite.
Are any childcare arrangements provided by the House
Service for Members and their staff?
Members‟ staff who have children under 12 may be
eligible to claim childcare vouchers if they need to pay
for childcare in order to work. For more information,
please call x 3699 or e-mail
Other facilities
Members’ cloakroom
There is a Members‟ cloakroom next to the Members‟
Entrance in New Palace Yard. Members are allocated
individual pegs. An attendant is normally available in the
cloakroom during the working day.
Lockers are available for Members in various corridors in
the Palace. Applications for a locker should be made to
the Accommodation Manager in the Department of
Facilities on x 3080.
Members’ bath and changing rooms
Male Members
Bath and changing rooms for male Members are
located opposite the hairdressing salon in the North
Curtain Corridor by the Terrace cafeteria. They are
available at all times on both sitting and non-sitting days.
Lady Members
Members’ Handbook
54 54
Bath and changing rooms for female Members are
located off the Library Corridor (Principal floor) and the
Clock Corridor (ground floor near the cash machines).
They are available at all times on both sitting and non-
sitting days.
Bathrooms
Bathrooms are available in the North West corners of
floors 2, 3, 4 and 5 in Portcullis House.
Tights
Ladies tights may be obtained from a dispensing
machine in the Clock Corridor, by the cash machines in
the Commons.
Lost property
All unidentified property found within the precincts
should be handed in to the Hallkeeper‟s Lodge which is
located behind the Bookstall in St Stephen‟s Hall.
The staff of the Hallkeeper‟s Lodge are in charge of lost
property, which is listed and kept under lock and key.
Enquiries should be referred to the Hallkeeper‟s Lodge
on x 4626 or [email protected]. When the Hallkeeper‟s
Lodge is closed any urgent enquiries regarding lost
property should be made to the duty resident office
keeper who can be paged on 076 5959 3865.
Cash machines
Cash machines are available in the Palace in the Clock
Corridor, which is on the ground floor and links Star
Chamber Court with the Terrace cafeteria and the
souvenir shop. There is also a cash machine in the Post
Office in Portcullis House.
Members’ Handbook
55 55
Post Offices
A full range of Post Office Counter Services is available
at the three onsite Post Office Counters, in Central
Lobby, Members‟ Lobby and Portcullis House. Their
opening hours are shown in the table below.
Members’
Lobby Central Lobby Portcullis House
Sitting
Mondays
to
Thursdays
8 a.m. until 30
minutes after
House rises
8 a.m. until 30
minutes after
House rises
9 a.m. to 6
p.m.
Sitting
Fridays
8 a.m. until 30
minutes after
House rises
8 a.m. until 30
minutes after
House rises
9 a.m. to 5
p.m.
Non-sitting
Fridays 8 a.m. to 5 p.m.
8 a.m. to 5
p.m.
9 a.m. to 5
p.m.
Recess
weekdays 8 a.m. to 5 p.m.
8 a.m. to 5
p.m.
10 a.m.
to 4 p.m.
Saturdays 8 a.m. to 4 p.m. Closed Closed
Sundays Closed Closed Closed
More information on the services offered by the Post
Office is available on the intranet.
Congestion Charge
A machine for making congestion charge payments is
located in the Commons in the corridor which houses
the cash machines.
Gymnasium
The Westminster Gym is located at 1 Canon Row and
may be used by all passholders. It contains a
comprehensive range of equipment and provides a
Members’ Handbook
56 56
wide range of exercise classes. Both male and female
changing rooms are fitted with saunas and there is a
steam room and vertical sun bed. An extensive range of
therapies is also offered.
For details of membership fees contact the Gym on x
5546.
Hairdressing salon
A hairdressing salon is located in the North Curtain
Corridor, close to the Terrace cafeteria. The hours of
opening are from 9 a.m. to 6 p.m. on weekdays during
sitting periods. The times of opening in recesses are
posted on the door. Appointments should be booked in
advance (x 3093).
Chapel and Chaplain
The Chapel of St Mary Undercroft is located under St
Stephen‟s Hall. It can be entered through a door in
Westminster Hall. Up to three visitors may be escorted
into the Chapel at certain times. The access rules can
be found at the intranet.
All arrangements for services, weddings and baptisms in
the Chapel should be made with Black Rod‟s Office,
House of Lords (x 3100).
Information about the Chaplain‟s work is available on
the intranet. The Speaker‟s Chaplain is available on x
3768 or 020 7654 4806 and via e-mail
Members’ Handbook
57 57
Office and staff
For information on offices and staff primarily relating to new
Members see pages 29 to 31.
Members’ staff
How do I pay tax and national insurance on behalf of my
staff?
The Department of Resources provides Members with a
full range of payroll services. Members are the legal
employers of their staff but DR carries out all the
statutory payroll obligations relating to tax and national
insurance contributions.
Can you advise me on personnel issues?
The Personnel Advice Service in DR aims to provide
Members with up to date advice, by means of
newsletters on personnel matters and formal guidance
on key areas such as redundancy, maternity and
paternity rights, and working time regulations. It also
provides an ad hoc confidential advice service on
personnel issues drawing on in-house legal advice as
appropriate. The Service can be contacted on x 2080
and more details are provided on the intranet at
http://dfaweb.parliament.uk/members/pas/persmp.htm
What are the main entitlements available to my staff?
A stakeholder pension scheme – known as the Portcullis
Pension Plan – has been set up for Members‟ staff. A sum
equivalent to 10 per cent of the gross salary is payable
in addition to salary into the plan. Further details are
available in the Green Book, or by calling x 5759, or on
the intranet.
Members’ Handbook
58 58
There are also some travel expenses available to
Members‟ staff from central budgets. Again these are
set out in the Green Book and on the intranet.
In addition, Members can claim against their own
allowances for journeys made by their staff where
necessary for Parliamentary duties.
DR arranges training events for Members‟ staff under the
umbrella of the Parliamentary Learning and
Development Initiative. The courses which are free of
charge to Members‟ employees, include induction days
for new staff and cover a wide range of subjects
including the use of Microsoft Office products, as well as
management skills. Training events take place in
London and around the country; and reasonable travel
costs can usually be reimbursed. Further details are
available direct from the training provider, WWP Training
Ltd, on 0870 606 0088, or at the following address:
www.wwp.co.uk
A further range of useful information for Members‟ staff
can be found on the following website:
www.w4mp.org
The short guide Facilities and Services for Members’ Staff,
a supplement to the Members‟ Handbook, details the
facilities made available by the House Service
specifically for Members‟ staff, and can be accessed at
the following address:
http://pdvnsco.parliament.uk/bb/offclerk/MembersStaff
Guide.pdf
Can my staff use the Library?
Members’ Handbook
59 59
Members‟ staff can use the Library facilities in the Derby
Gate building and the e-Library in Portcullis House.
Access to the Members‟ Library is restricted. Further
information is available in Using the Library, which is
available in the Members‟ Library and on the intranet at
the following address:
hcl1.hclibrary.parliament.uk/general_pdf/usingthelibrary
Members‟ staff wishing to contact the Library should call
x 3666.
Office management
How can I set up an office in my constituency?
Members can use their incidental expenses provision to
help establish a constituency office. Guidance on how
this allowance may be used is available from the DR
Enquiries and Advice Team on x 1340.
IT equipment acquired from the standard catalogue
using the incidental expenses provision (see page 29)
may be installed in a constituency office or at home.
Such equipment can be set up with a remote
connection to the parliamentary network. Printers are
connected directly to the PC; networking of PCs in the
office is not currently supported.
The Library offers a range of services for Members‟ staff
based in constituencies. Please refer to the leaflets
Services for Constituency Based Staff and Useful
Resources for the Constituency Office which are
available from Library enquiry points, or by calling x
3666, and on the intranet at the following addresses:
Members’ Handbook
60 60
hcl1.hclibrary.parliament.uk/manuals/services_constitue
ncy.pdf
and
hcl1.hclibrary.parliament.uk/manuals/constituencyoffice
Who looks after the building in which my Westminster office
is based?
An office keeper is responsible for each area of
accommodation. Members with requests or problems
about their offices, or office furniture, should contact
their local office keeper or, alternatively, the
Accommodation Manager on x 3080.
Who should I approach to ask about photocopying
facilities?
There are 72 digital photocopiers provided for use by
Members and their staff in support of Members‟
parliamentary duties. They are managed by the
Department of Facilities. If you have questions about the
photocopying facilities call x 5201.
I am not satisfied with the standard of cleaning. Who should
I contact?
Members‟ offices throughout the parliamentary estate
are cleaned by teams managed by the Department of
Facilities. Common areas, including lavatories, are
cleaned by contractor‟s staff.
Comments or additional cleaning requests for Members‟
offices should be made to the office keeper responsible
for the area. All other comments or requests should be
directed to the Works helpdesk on x 4747.
Members’ Handbook
61 61
I need to get some stationery. Who do I ask?
Members and their staff may order stationery for their
parliamentary or constituency offices from the House of
Commons stationery catalogue for delivery on the next
working day to Westminster or to any other designated
address in the UK. Stationery ordering packs are
available at the new Members‟ reception area, or
subsequently from local office keepers. The House of
Commons stationery help desk number is 0870 60 30 40
2.
House of Commons stationery is provided at public
expense and must not be used for purposes which are
not properly a charge on public funds. Members are
limited to £7,000 worth of House stationery – including
pre-paid envelopes – per annum. Members also have a
Communications Allowance of £10,000 per annum for
pro-active communications with constituents. Rules
about the use of House stationery, pre-paid envelopes
and the Communications Allowances have been
approved by the Members Estimate Committee,
chaired by the Speaker. They can be found on the
internet at:
http://www.parliament.uk/documents/upload/HofCComm
unicationsAllowanceBooklet.pdf
How is mail collected and delivered?
Members should contact the Postmaster and his staff in
the main Post Office in Members‟ Lobby (x 4639) to
discuss how their mail should be managed. More
information is available on the intranet:
http://intranet.parliament.uk/saa/services/mail
All mail from the Royal Mail network is scanned at a
remote location prior to delivery to Parliament. Members
(or their staff) can request protective clothing, such as
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62 62
gloves and masks, for use when dealing with incoming
mail by calling x 3070.
Any suspect packages received through the post should
be reported on x 3333.
How can I make use of the Letter Board?
The Letter Board is situated in Members‟ Lobby, and
allows Members to receive urgent communications from
other Members and from their staff when they are in the
vicinity of the Chamber. Members‟ staff may hand in up
to six letters intended for the Letter Board each sitting
day. Further details on the use of the Letter Board are
available by calling the Principal Doorkeeper on x 4771.
Computers and telephones
My computer doesn’t work. Who can fix it?
The Parliamentary ICT Service‟s (PICT) service desk
should be the first port of call for any technical problems
with IT software or hardware provided by the House. The
service desk can be contacted on x 2001.
The service desk‟s opening hours are shown in the table
below:
Either House sitting:
Monday to Thursday 8.30 a.m. until 8 p.m.
Either House sitting: Friday 8.30 a.m. until 6 p.m.
Recesses (both Houses):
Monday to Thursday 9 a.m. until 6 p.m.
Recesses (both Houses):
Friday 9 a.m. until 6 p.m.
Saturdays and Sundays 11 a.m. to 3 p.m.
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63 63
English Bank Holidays Closed
Remote access
PICT provides a number of remote access facilities
which enables Members and their staff to access their
parliamentary e-mail accounts and files from their
constituency offices, homes and other locations. For
further information call PICT on x 2001.
My details are incorrect in the telephone directory. Who
should I ask to correct it?
The parliamentary telephone directory is available on
the intranet, where there is a facility for reporting
mistakes on-line.
http://saaweb.parliament.uk/telephonedirectory/conte
nt/default.asp
How do I get voice-mail?
Members may use up to three voice-mail boxes in
Westminster: training is provided. To obtain the voice-
mail service, please contact the PICT service desk on x
2001.
What are the rules for the use of mobile phones, pagers and
PDAs in the House?
The use of mobile phones and PDAs, for the purposes of
making or receiving telephone calls, e-mails and text
messages, by Members is restricted in the Chamber and
in meetings of Committees of the House, and in Library
areas and catering facilities. Members should refrain
from moving around the House while using a mobile
phone.
Members’ Handbook
64 64
There are no restrictions on the use of pagers, except
that they should be silent when taken into the Chamber
and Committees of the House, and in Library areas and
catering facilities, and they should not be used to
transmit messages to Members in the Chamber or
Committees of the House for use in parliamentary
proceedings.
Is there a facility for passing urgent telephone messages to
Members?
Short telephone messages can be taken for Members
by the Operator Bureau. A lamp is illuminated on the
Member‟s digital telephone when a message is
received. Messages can be retrieved by dialling x 4252.
Unless otherwise directed, all messages are printed and
posted or, on sitting days, placed on the message
board in Members' Lobby. They can also be transmitted
by e-mail, fax, pager or the short message service (SMS)
available on mobile telephones. Please contact the
Messaging Administrator on x 5678 for full details of the
service.
Members’ Handbook
65 65
In the Chamber and Committees
For information on the Chamber and Committees primarily
relating to new Members see pages 32 and 33.
Who will give me advice on the work of the House?
The staff of the Clerk‟s Directorate provide advice on
business in the House and its committees. They are
employed by the House, not the Government, and are
not civil servants. Clerk‟s Directorate staff, like most of
the staff of the House, must be politically impartial.
Clerks will not always volunteer information without
being asked, since in some circumstances this could
amount to taking sides.
Advice on the work of the House can be found as
follows:
Area of
work
Responsible
office
Location Phone
Bills Public and
Private Bill
Office
3rd floor, above
Chamber
x 3251
(public bills)
x 6008 (private
bills)
Documents,
provision of
Vote Office Members‟ Lobby
and throughout
the estate
x 3631
Early day
motions
(EDMs)
Table Office Off the corridor
behind the
Speaker‟s Chair
x 3302/3303
European
scrutiny
Delegated
Legislation
Office
7 Millbank x 5467
Petitions Journal
Office
3rd floor, above
Chamber
x 3310
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66 66
Procedural
advice
Table Office Off the corridor
behind the
Speaker‟s Chair
x 3302/3303
Questions
(oral and
written)
Table Office Off the corridor
behind the
Speaker‟s Chair
x 3302/3303
Relations
with other
Parliaments
Overseas
Office
At the end of
the Committee
Corridor, and 7
Millbank
X 3314
Select
Committees
Committee
Office
At the end of
the Committee
Corridor, and 7
Millbank
x 4300/2712
(general)
x 5675
(Committee
Office
management)
Statutory
instruments
Journal
Office
3rd floor, above
Chamber
x 3351
A short guide to the business of the House and its
committees, written with the needs of new Members
primarily in mind, is available from the Vote Office or on
the intranet at:
http://pdvnsco.parliament.uk/clerks/contents.htm
The public business Standing Orders of the House are
also available from the Vote Office. It can also be
consulted on-line at:
http://pubs1.tso.parliament.uk/pa/cm/cmstords.htm
Written fact sheets on aspects of the work of the House
are available from the Library or on the intranet at:
www.parliament.uk/parliamentary_publications_and_ar
chives/factsheets.cfm
Members’ Handbook
67 67
The authoritative guide to procedure is Erskine May’s
Treatise on the Law, Privileges, Proceedings and Usages
of Parliament, usually known as Erskine May.
How do I ask my first Question in the Chamber?
Government departments answer questions every four
weeks according to a rota which is available from the
Vote Office and is on the intranet bulletin board.
Members may table one question to each department
answering – subject to a maximum of two on a single
day.
To table a question, Members should visit the Table
Office. Its opening hours are shown in the table below:
Sitting Mondays and
Tuesdays 10 a.m. until rise of the House
Sitting Wednesdays and
Thursdays 9.30 a.m. until rise of the House
Sitting Fridays 9 a.m. until rise of the House
Non-sitting Fridays 11 a.m. to 3 p.m.
Recesses and weekends Closed
Advice on tabling questions is available from the Table
Office on x 3302 or 3303.
Questions may be tabled in person at the Table Office,
by post or electronically. Members‟ staff may hand in
questions on behalf of their Members but the office is
only able to discuss questions with Members. Members
wishing to table Questions electronically may register on
a form available in the Table Office.
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68 68
What about written questions?
Again, Members should visit the Table Office, or ring the
office on x 3302 or 3303. Library Fact sheet P1 Questions
may also be helpful. It can be found at:
www.parliament.uk/parliamentary_publications_and_ar
chives/factsheets/p01.cfm
How do I correct an error in a Division list?
Contact the Clerk of Divisions on x 3253 or in person in
the Public Bill Office.
How should I register and declare my interests?
The House has two distinct but related methods for the
disclosure of the personal financial interests of its
Members: registration of interests in a Register which is
open for public inspection; and declaration of interest in
the course of debate in the House and in other contexts.
All Members must disclose relevant interests in the
Register, and make timely declarations of interest when
participating in parliamentary proceedings. Not all
interests which should be disclosed in debate need be
registered.
The rules for the registration and declaration of interests
are explained in the Guide to the rules relating to the
conduct of Members, which, along with the Code of
Conduct for Members, is sent automatically to all new
Members. This material, and further information about
the Parliamentary Commissioner for Standards‟ office, is
available on the intranet. The Register of Members‟
Interests is available on the internet at the following
address:
http://www.parliament.uk/people/standards.cfm
Members’ Handbook
69 69
The Registrar of Members‟ Interests may be contacted
for advice on x 3277. The Parliamentary Commissioner
for Standards may be contacted on x 0311 or 0320 or
using the following e-mail address:
[email protected] . The
Parliamentary Commissioner also investigates
complaints against Members.
There are also Registers of Interests for Members‟ staff,
all-party groups and journalists. These are also available
on the Parliament website. Members‟ staff should
contact the Assistant Registrar for advice on registering
their interests, on x 0401. The Assistant Registrar is also
responsible for the all party groups‟ register.
How do I join a committee?
In the first instance, please contact your Whips Office.
Nominations for membership for most of the domestic
and departmental select committees, and all general
committees are put to the House by the Committee of
Selection. The party composition of committees has
regard to that in the House, so there is normally a
government majority.
Where can I find out about all-party groups?
Details of all-party groups can be found on the internet
at the following address:
http://www.publications.parliament.uk/pa/cm/cmparty
/060512/memi01.htm.
For more information about all-party country groups and
related organisations see page 76.
Announcements about the meetings of all-party groups
can be found in the All-Party Whip, which is available on
the intranet at this address:
Members’ Handbook
70 70
http://intranet.parliament.uk/intranet/assets/allparty.pdf
Members’ Handbook
71 71
Information services
How can I get hold of parliamentary papers, such as
Hansard and the Order Paper?
Members are supplied with parliamentary papers by the
Vote Office. There are several document issue points
around the estate, including in Members‟ Lobby, and
the main office, directly below the Members‟ Lobby
outlet, on the lower ground floor.
Members are entitled to one copy of each of the
following parliamentary papers on request:
the „Vote bundle‟, which includes the daily
summary agenda, order of business, questions
and early day motions tabled the previous day,
and amendment papers
Hansard (daily, weekly, bound volume, index
volume)
public bills and acts
Command papers
House of Commons papers
Extra copies of some documents may be provided on
request to the Vote Office.
Pink forms listing all recently published parliamentary
papers, and providing an opportunity for them to be
ordered, are circulated to Members regularly with the
Vote bundle.
Members living within one and a half miles of the House
may have some papers, including the Vote bundle and
Hansard, delivered daily by hand.
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72 72
The main enquiry number for the Vote Office is x 3631.
The head of the Office (the Deliverer of the Vote) can
be called on x 4220.
Parliamentary papers are available on the internet at
the following address:
http://www.parliament.uk/publications/index.cfm
They are normally made available on-line at the same
time as, or shortly after, publication in hard copy. A list of
new parliamentary papers available each day can be
found on the intranet:
http://pdvnsco.parliament.uk/bb/vo/vonp.htm
What about non-parliamentary papers?
A Member is entitled to one copy of designated EU
publications that are stocked by the Vote Office. Yellow
forms listing all recently published EU publications, and
providing an opportunity for them to be ordered, are
circulated to Members regularly with the Vote bundle.
Green forms are used for ordering non-parliamentary
official documents published by The Stationery Office,
required by Members for the discharge of their
parliamentary duties.
How can I use the various databases available on the
intranet to search for the information I need?
The Library runs a regular programme of Intranet and
Internet training courses for Members and their staff.
Telephone the Library training team on x 2937 for details,
drop into the e-Library in Portcullis House, or find details
on the intranet, at the following address:
http://hcl1.hclibrary.parliament.uk/training/train1.htm
Members’ Handbook
73 73
How can I borrow a book or obtain a journal article from the
Library?
First search the Library‟s on-line catalogue – linked from
the Library‟s (http://hcl1.hclibrary.parliament.uk/) – for
details of the book or journal required, or ask staff on the
Book & Video Service Desk in the Members‟ Library for
assistance. If an item is not held in the Library‟s
collection, it can usually be obtained from elsewhere.
For assistance call x 1515 or e-mail
A large number of electronic journals and a wide range
of other useful reference sources are also available via
the Library‟s home page.
How can I obtain a recording of a broadcast programme?
The Book & Video Service can obtain recordings of most
political and current awareness television and radio
programmes. For assistance call x 1515 or email
hclibrary@parliament,uk.
How can I get information on a specific subject, such as the
closure of a local Post Office?
Using this example, have a look on the A to Z subject
pages available from the Library‟s intranet home page,
under “P” for postal services. This provides Library
briefings on the subject and clickable links to related
websites. The Library‟s subject specialist can be
contacted to discuss the issues in more depth; he/she
will also be able to put together a specific briefing. Staff
in the Members‟ Library (x 3666) or the e-Library can
advise on who would be the most appropriate subject
expert to contact.
Details of all the Library‟s subject specialists are shown
on individual pages on the intranet and in the
Members’ Handbook
74 74
publication Library Subject Specialists’ Directory. Copies
can be picked up in the Members‟ Library in the Palace,
the e-Library in Portcullis House or in the Derby Gate
Library. The guide is also available on the intranet:
http://hcl1.hclibrary.parliament.uk/wdw/subject/wdwir.
asp?subject=a
Analysis of science and technology based issues of
relevance to Parliament is carried out by the
Parliamentary Office of Science and Technology (POST),
which is an office of both Houses of Parliament. Ten
Members of the House of Commons sit on POST‟s board
and are happy to receive suggestions on its future work
programme. POST studies cover areas such as defence,
transport, environment and health as well as science
policy. The office also provides a wide range of
assistance to committees. POST reports are free to
Members of both Houses and are available on POST‟s
internet site:
www.parliament.uk/parliamentary_offices/post.cfm
POST can be contacted on x 2840.
What about quick enquiries: who can help with them?
The best place to start is the Members‟ Library. There is a
very wide range of material there: everything from
biographical dictionaries to the diplomatic list. Either call
in person, or telephone x 3666.
Can I find any pre-prepared material for background
reading prior to a debate?
The Library produces a range of pre-prepared material
which is available both in hard copy and electronically:
Members’ Handbook
75 75
research papers. The Library produces comprehensive
briefings for the second reading of all Government and
some other bills, as well as on other topics of continuing
interest.
standard notes. These are shorter, less formal briefing
papers on a wide range of topics.
debate packs. These are produced for most non-
legislative debates in the main chamber and for longer
debates in Westminster Hall, and include a selection of
recent press comment on the subject, Library briefings
and other material.
If these pre-prepared sources do not provide the
required information, please discuss the matter with the
relevant subject specialist.
How can I find out about progress on a particular Bill?
There are several ways to find out this information. A list
of public bills before Parliament, with links to debates,
the text of the bills, explanatory notes and latest
amendment papers, can be found at this internet
address:
www.publications.parliament.uk/pa/pabills.htm
Similar information is available for private bills before
Parliament, at this address:
www.publications.parliament.uk/pa/privbill.htm
A list of public bills before Parliament, showing their
progress, is sent to all Members weekly as part of the
Vote bundle and is available on the intranet at this
address:
www.publications.parliament.uk/pa/cm/cmpblist/cmpb
list.htm
Members’ Handbook
76 76
The Weekly Information Bulletin contains a full list of
public and private bills in the current session outlining all
their parliamentary stages so far, and, where known,
dates for future stages. It can be picked up from the
Members‟ Library in the Palace, the e-Library in Portcullis
House, or the Derby Gate Library. The bulletin can be
found on the internet at this address:
http://www.publications.parliament.uk/pa/cm/cmwib.h
tm
I’ve received a letter from someone and I’m not sure
whether they are one of my constituents – can you tell from
the address?
The „Find your MP‟ database can identify the
constituency and Member‟s contact details for any
address in the United Kingdom – all that is needed is the
postcode. The database can be accessed from this
internet page:
http://www.parliament.uk/about/how/members/mps_c
ontact.cfm
For help call the Information Office on x 4272 or ask staff
in either the Members‟ Library, the e-Library, or the
Derby Gate Library.
There is a well understood convention in the House that
unless otherwise agreed between the Members
concerned the interests of electors should be represented only by the constituency Member.
Next week I’ve got to give a talk to some school children in
my constituency about the work of an MP – do you have
any leaflets I can hand out?
The Parliamentary Education Service supports Members
of both Houses in their work with young people. It
organises a range of educational visits, produces
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77 77
teaching resources, and runs an outreach programme.
It provides materials and advice to help Members
answer enquiries and meet requests from schools and
young people, and can offer an educational session to
Members‟ school groups visiting Parliament. There is also
a parliamentary website for young people at this
address:
www.explore.parliament.uk/
Further details are available from the Education Service
on
x 2105.
Who can help track down an EU directive?
The Library‟s International Affairs & Defence Section has
staff who specialise in EU documentation. They can be
contacted on x 3970 or 5689. Alternatively, speak to
someone directly at the International Affairs desk in „A‟
Room in the Members‟ Library – x 3620.
Can I work at a PC or bring my laptop into the Library?
Yes. There are 14 PCs in A and B Rooms in the Members‟
Library where Members can log in using their own
passwords. Members can access their e-mail, write and
print documents, and use the intranet and internet. In
A, B and C Rooms there are also network and power
points for connecting laptops.
The Derby Gate Library and the e-Library in Portcullis
House provide similar facilities for both Members and
their staff. A wireless network is also available in the e-
library and Portcullis atrium for Members and their staff
using centrally issued laptops that have been set up to
receive this service.
Members’ Handbook
78 78
How do I report a mistake or fault on the annunciator
system?
Telephone Hansard staff on x 5762 or x 5257 if there are
queries about the information conveyed on
annunciators. Telephone x 4747 to report a fault.
Speaking in the Chamber
How do I make my maiden speech?
Members should give notice of their intention to make a
maiden speech to the Speaker‟s Office (x 4111).
Members will usually be called early in a debate to
make their maiden speech, and are heard without
interruption. Members may table written questions and
Early Day Motions even if they have not yet spoken in
the House.
Library staff can provide information about
constituencies: for example statistics, how boundaries
have changed, who previous Members were and their
maiden speeches. On-line constituency profiles,
providing up-to-date statistics for all constituencies, can
be accessed at:
http://hcl1.hclibrary.parliament.uk/sections/stats/asp/Pr
ofile/Profile.asp
What is the purpose of the notes that the Hansard reporters
send Members?
Hansard is both the full and accurate report of
proceedings in the Chambers and Standing
Committees of the House and an important archival
resource. To help fulfil that role, it is essential that
Members should pass their speaking notes to Hansard
staff when requested, and that any separate queries
Members’ Handbook
79 79
that may be sent by them should be answered. Where
necessary, any material sent can be photocopied and
quickly returned on request.
More information about Hansard can be found on the
internet at:
www.Hansard-westminster.co.uk
When/how will I get my speaking notes back?
Unless instructed otherwise, Hansard will send notes for
return to the Letter Board as soon as staff have finished
with them. Alternatively, they may be collected from the
Managing Editors‟ office, Lower Press Gallery, Mezzanine
Floor. This can be found off the staircase leading from
Speaker‟s Court to the Committee Corridor. The
Managing Editors can be contacted on x 2865 or 5258.
Where necessary, any material sent can be
photocopied and quickly returned.
What do I do if I want to read the text of my speech before
it goes to the printer?
Hansard staff inform Members by note of when
speeches will be ready for checking. The text of a
speech will need to be sent to the printers three hours
after a Member has sat down (after the House has risen,
the deadline is 1½ hours). Speeches may be read
before they are sent for printing in the Managing Editors‟
room, Lower Press Gallery, Mezzanine Floor, or can be
emailed to a Member for checking. Further information
can be obtained by contacting x 2865 or 5258. Similar
arrangements exist for reading speeches of debates in
Westminster Hall (x5522) and in Public Bill and other
General Committees (x 6065 or 3065).
Can the text be e-mailed/faxed to my office? Or can a
member of my staff read the text for me?
Members’ Handbook
80 80
Contact the Managing Editors on x2865 or 5258, asking
for your speech to be e-mailed to you. Once you have
read your speech, please ring again to talk through
suggested changes. Changes can be taken only from
Members of Parliament. The editorial staff are not
authorised to show a speech to anyone but the
Member who made it.
What alterations may I make to the text of my speech?
Errors that Hansard staff have made may be corrected
and editorial changes suggested in accordance with
Hansard‟s terms of reference, which are posted in the
Managing Editors‟ room. Members‟ staff may not submit
alterations. Please note that, like all major publications,
Hansard has a house style on which in the interests of
consistency, searchability and ease of reading, its
editorial staff will generally insist.
What time does Hansard appear on the internet? How do I
find it?
The reports of proceedings in the Chamber and
Westminster Hall are published on the internet within
three hours of the end of a Questions session or of a
speech being concluded, at:
www.parliament.uk/hansard/hansard.cfm
The reports of proceedings in Committees take longer to
be published. Please liaise with the Hansard Sub-Editor in
the Committee Room, who will give you a phone
number for contact purposes or contact the Managing
Editor on 6065.
My recollection of what I said is different from that of the
editorial staff. May I listen to the tape recording?
Members’ Handbook
81 81
The editorial staff are not authorised to release the
Hansard tape recordings. They will, however, undertake
to check the tape recording and amend the text if
necessary.
Why isn’t what appears in Hansard always exactly what was
said?
Hansard‟s terms of reference, as determined by a Select
Committee of the House in the early 20th century, are
set out in Erskine May, which defines Hansard as
“substantially” the verbatim report of proceedings. This
means that while nothing is left out that adds to the
meaning of a Member‟s speech or illustrates his or her
argument, repetitions and redundancies may be
omitted and mistakes that would be obvious to
someone listening to the debate, unless subsequently
taken up, corrected.
How do I correct an error in the reporting of my speech?
Contact the Managing Editors on x 2865 (Chamber), on
x5522 (Westminster Hall)or x6065 (Public Bill Committees).
Please note that suggested corrections for the bound
volume must be received within eight days.
How do I complain about the reporting of my speech?
Contact the Editor on x 3388 or the Deputy Editors on x
1480 (Chamber or Westminster Hall) or x3065 (Public Bill
Committees).
I’d like reprinted copies of my speech. How do I get them?
Ask at the Managing Editors‟ room, Lower Press Gallery,
Mezzanine Floor, x 2865 or x 5258. Special bound copies
can be produced for maiden speeches.
How can I get video footage of a speech in the Chamber?
Members’ Handbook
82 82
The Broadcasting Unit, based in 7 Millbank, manages the
parliamentary broadcasting archive. The archive covers
every sitting day since parliamentary broadcasting
commenced and, for a small charge, the Unit can
make available footage from the House of Commons,
House of Lords and Westminster Hall, as well as from all
televised select and standing committee meetings. The
unit can also provide a photographic still from any item
in the archive, available as a photographic print or jpeg
computer file. The Unit can be contacted on x 5511 or
by e-mailing [email protected]
I have a query about a select committee report. Who
should I address it to?
Contact the Clerk of the relevant committee or call the
Committee Office on x 5675.
International assemblies
Which international parliamentary assemblies might I be
able to participate in?
Delegations of Members and Peers from both Houses
are financed to attend four international assemblies:
the Assembly of the Council of Europe
the Assembly of the Western European Union
the NATO Parliamentary Assembly
the Assembly of the Organisation for Security and
Co-operation in Europe.
The delegations are selected on the basis of
consultation by the Whips and broadly reflect the party
composition in the Commons. The delegations are
supported by staff in the Clerk‟s Directorate. Contact
the Overseas Office, European Section on x 2611 or
3294.
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83 83
Members of the British–Irish Inter Parliamentary Body are
selected by the Speaker on the basis of
recommendations on which the Whips are consulted.
Contact the British–Irish Inter Parliamentary Body on x
6800.
Are there any organisations which promote contacts
between parliamentarians in different countries?
The UK branch of the Commonwealth Parliamentary
Association (CPA) can be contacted on x 5373 or via
The CPA website can be found at:
www.cpahq.org/
The British Group of the Inter-Parliamentary Union (IPU)
can be contacted on x 3011 or via
[email protected] . Its website can be found at:
www.bgipu.org/index.htm
There are also a number of all-party groups which aim to
promote links with specific countries. Details of all-party
country groups can be found on the internet at this
address:
http://www.publications.parliament.uk/pa/cm/cmparty
/060512/memi01.htm
For more information about all-party groups see page
65.
Members’ Handbook
84 84
Management of the House Service
What do the staff of the House do?
Staff of the House of Commons Service support, inform
and record the work of the House of Commons as an
elected parliamentary chamber in accordance with the
decisions of the House and its Commission. Whenever
feasible it makes the House‟s work and information
about that work accessible to the general public, while
maintaining the heritage of parliamentary buildings and
documents in trust for the public and future generations.
It also contributes to parliamentary democracy by
sharing its knowledge with parliaments and assemblies
worldwide.
Further information about the work of the House Service
can be found in the Commission Annual Report 2006/07,
which is available at:
http://pubs1.tso.parliament.uk/pa/cm200607/cmselect/
cmcomm/708/708.pdf
How is the House Service organised?
The House Service employs approximately 1,600 full time
equivalent staff.
They are organised into four departments: Chamber
and Committee Services; Facilities; Information Services;
and Resources. The Parliamentary ICT Service (PICT)
department is a joint department of both the Commons
and Lords Services..
For further information on the work of these departments
and office opening times see their intranet sites, which
can be accessed from the intranet front page, or
contact x 1707 to receive a copy of The House of
Commons Service: A brief guide.
Members’ Handbook
85 85
How is the House Administration governed?
Under the House of Commons (Administration) Act 1978,
the House of Commons Commission is responsible for the
administration of the House, the employment of its staff
and the provision of services to Members. The work of
the Commission is described in detail in its annual reports
to the House, as well as its periodic releases which are
placed on the intranet:
http://www.parliament.uk/about_commons/house_of_c
ommons_commission_/minutes.cfm
The delivery of services is the responsibility of the
Management Board. The Management Board
comprises the Director Generals of the four departments
and the Director of PICT (external member). It is chaired
by the Clerk of the House, currently Malcolm Jack, who
is the House Service‟s chief executive.
There is more information on the governance of the
House administration in the Commission‟s Annual Report.
The Office of the Chief Executive can also provide
information, especially on the work of the Management
Board. It can be contacted on x 1707 or
[email protected]. The Secretary
to the Commission can be contacted on x 3299.
Information can also be found on the intranet at the
following address:
http://pdvnweb.parliament.uk/bb/offclerk/HoCadminp
age.htm
Who sits on the Commission and what does it do?
The Commission comprises the Speaker, the Leader of
the House, a nominee of the Leader of the Official
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Opposition (usually the Shadow Leader of the House),
and three backbenchers chosen by the House. The
Commission meets approximately once a month in
Speaker's House. It considers a wide range of matters
relating to the administration and services of the House,
and in particular the three-year financial plans and the
Estimates for the House Service, which are laid before
the House by the Speaker in the late Spring each year.
The Administration Estimate Audit Committee, chaired
by the shadow Leader of the House, provides assurance
to the House‟s Accounting Officer (the Clerk of the
House) about the financial probity of the House
administration. It reports to the Commission.
Further information can be obtained by calling the
Secretary to the Commission on x 3299 or the Secretary
to the Audit Committee on x 3759 or on the internet at
the following address:
www.parliament.uk/about_commons/house_of_commo
ns_commission_/audit_committee.cfm
What are the governance arrangements for Members’
salaries and allowances?
Members‟ salaries and allowances are authorised by an
Estimate which is laid before the House by the
Government. The broad rules which apply to
expenditure from this Estimate are determined by the
House: detailed matters are now the responsibility of the
Members Estimate Committee, established by the House
on 29 January 2004, which is chaired by the Speaker.
The Clerk of the House is the Accounting Officer for the
Members Estimate. There is also a Members Estimate
Audit Committee, chaired by the Shadow Leader of the
House.
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The Advisory Panel on Members‟ Allowances was
established in 2001 to provide advice to the Speaker,
and now to the Members Estimate Committee, on the
implementation of the new system for Members‟
allowances introduced in 2001, including central
provision of IT equipment. The Panel consists of seven
Members drawn from the three main parties. It also
provides advice to the Leader of the House, who has
responsibility for longer term policy issues. It is purely an
advisory body and has no executive authority. All
enquiries about the work of the Panel should be made
by calling x 3261.
Further information on the work of the Panel can be
found on page 5 of the House of Commons: Members
accounts for 2005/06, at the following internet address:
http://www.publications.parliament.uk/pa/cm/cmresou
rce/1454.pdf
How do I find out more about the work of the Clerk of the
House?
The Clerk of the House is the House‟s chief procedural
adviser; the accounting officer for expenditure on the
House administration and Members‟ salaries and
allowances; chief executive of the House Service; and
chairman of the Management Board.
For further information about the Clerk‟s work contact
his Private Secretary on x 3759.
How do I find out more about the business strategy of the
House administration?
The Commission has agreed to a strategic framework for
the management of the House, which is set out in the
Commission Annual Report 2005/06 and the Corporate
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Business Plan. The strategic plan can be found on the
internet at this address:
http://www.parliament.uk/about_commons/house_of_c
ommons_commission_/strategicplan05.cfm
The latest Commission Annual Report is available on the
internet at the following address:
http://pubs1.tso.parliament.uk/pa/cm200607/cmselect/
cmcomm/708/708.pdf
The latest Corporate Business Plan, for 2008, can be
found on the intranet at:
http://pdvnsco.parliament.uk/bb/corporate/Corporate
BusinessPlan2008.pdf
For further information call the Office of the Clerk on x
1707 or e-mail [email protected]
What do the domestic committees do?
The Administration Committee is largely advisory, with
limited delegated decision making powers. It advises
the Speaker and Commission and is intended to reflect
the perspective of Members on the provision of these
House-wide services.
For further information contact the Clerk to the
Committee on x 2471 or e-mail [email protected]
The Finance and Services Committee has responsibility
for detailed scrutiny of the draft budgets for the House
Administration and advises the Commission on the
financial and administrative implications of the
recommendations by the domestic committees.
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For further information contact the Secretary to the
Committee on x 3299 or e-mail
How would I recognise the people in charge of the House
administration?
„Names and faces‟ boards can be found at several
locations around the parliamentary estate. This includes
the Members most involved in the administration of the
House, such as members of the House of Commons
Commission and domestic committees as well as key
staff such as the members of the Board of
Management. The names and faces can also be
viewed on the internet at:
www.parliament.uk/documents/upload/Trombinoscope
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G. GLOSSARY
All-party groups: All-party groups mainly comprise
backbench Members of both Houses and are intended
to promote discussion of, or interest in, particular
subjects or countries. They are regarded as relatively
informal compared with, for example, formally
appointed select committees of the House. Groups
flourish and wane according to the interests and
enthusiasm of Members.
Annunciator: The annunciator service gives information
about current and forthcoming parliamentary
proceedings, including live feeds from the Commons
and Lords Chambers and Westminster Hall, on television
screens throughout the estate.
Commission: The House of Commons Commission is
made up of six Members and is responsible for the
management of the House Service, including staffing
and expenditure. It is not responsible for matters relating
to Members‟ salaries and allowances. The Speaker is
chairman, ex officio, and the Leader of the House is also
ex an officio member; one member is nominated by the
Opposition (normally the shadow Leader of the House);
and three further members are appointed by the House
(currently one Labour, one Conservative and one Liberal
Democrat).
Department of Chamber and Committee Services: The
Department includes the Clerk‟s Directorate, the role of
which is to provide professional and administrative
services related to the business and procedures of the
House and the work of its committees. Advice is
provided confidentially and impartially to individual
Members as well as to the House as a whole, to the
Speaker and the Deputy Speakers, to committees and
the chairmen of those committees, and to the
government and opposition parties.
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Offices in the directorate include the Table Office
(questions, motions, procedural advice), the Public and
Private Bill Office (legislation), and the Committee Office
(select committees). The Vote Office is responsible for
the distribution of parliamentary papers and other
documents.
The Official Report directorate is responsible for
producing Hansard, which is an edited verbatim report
of proceedings in the Chamber, in Westminster Hall and
in Public Bill and other General Committees in which
Members‟ words are reported with repetitions and
redundancies omitted and with obvious mistakes
corrected, but which, on the other hand, leaves out
nothing that adds to the meaning of the speech or
illustrates the argument.
The Serjeant at Arms Directorate is responsible for
security and access to the House.
Department of Facilities: The department is responsible
for the maintenance of accommodation and
associated services, including photocopiers; and for
catering and retail services across the Parliamentary
Estate.
Department of Information Services: The Department
includes the House of Commons Library, which provides
research services to Members and their staff, as well as
book loans and newspapers. The department is also
responsible for education services and provides
information to the public through the Information Office
and the media staff.
Department of Resources (DR): DR provides a range of
services to Members, their staff, and the departments
and staff of the House, including financial, payroll,
pensions, and personnel services; corporate training and
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development; occupational health, safety and welfare
advisory services (OHSWS); and procurement and
internal review services. DR also oversees the contracts
for provision of the Travel Office and the Westminster
Gymnasium.
Domestic Committees: There are currently two formally
appointed domestic select committees, the
Administration Committee and the Finance and Services
Committee. The Administration Committee remit is to
“consider the services provided for and by the House”.
In practice this means services provided for Members of
Parliament, as well as services provided by the House of
Commons for others, such as visitors to the House. The
Committee may take evidence in public and make
reports on specific matters to the House. The
committee‟s main function is to advise the Commission.
The informal Works of Art Committee is appointed by the
Speaker to advise him on matters relating to works of art
in the House of Commons. The Finance and Services
Committee of the House of Commons has responsibility
for detailed scrutiny of the draft budgets for the House
administration and advises the Commission on the
financial and administrative implications of the
recommendations by the domestic committees. The
Committee‟s principal business has been considering
regular reports on works, security-related expenditure
and catering finances, as well as the annual cycle of
reviewing outturn and spending plans
Early day motion (EDM): EDMs are a much used device
for publicising the views of individual Members and
demonstrating the extent of support amongst Members
for a particular cause or point of view. The text of EDMs,
are in the form of draft Resolutions to be put before the
House, and must not exceed 250 words in length. EDMs
can be submitted to the Table Office, and are published
with the daily Vote bundle.
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Green Book: This publication sets out the information
Members need on pay, allowances, pensions and their
responsibilities to employees.
Office of the Chief Executive: The Office of the Chief
Executive supports the work of the Chief Executive of
the House of Commons Service, provides the Secretariat
of the Board of Management, the two Audit
Committees, and the second-tier management groups
which report to the Board. It is also where the internal
Communications team, risk manager and audit team
are based.
PCPF: Parliamentary Contributory Pension Fund for
Members
PICT: The Parliamentary ICT Service (PICT), is responsible
for IT infrastructure and telecommunications equipment
across both Houses, the Parliamentary Network, and the
supply of standard IT equipment to Members.
Select Committee: Select committees are established by
the House to conduct inquiries into matters of interest.
The most well known type, the departmental select
committees, examine “the expenditure, administration
and policy” of each department and their associated
public bodies. Committees mostly proceed by gathering
written evidence, questioning witnesses in public (oral
evidence) and making reports to the House. Most
Committees publish a great deal of information on the
parliamentary website.
Table Office: The Table Office prepares the daily Order
Paper and receives parliamentary questions and
motions. The clerks in the Office advise on how to bring
questions and motions into conformity with the rules of
the House, and can provide general procedural advice.
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Vote Office: The Vote Office holds and issues official
publications required for the conduct of the business of
the House. It also operates the Parliamentary Bookshop
and is responsible for the management of the printing
and publishing requirements of the House.
Westminster Hall Chamber: The Westminster Hall
Chamber is an additional Chamber to the main House
of Commons Chamber located off Westminster Hall. It
sits on Tuesdays from 9.30am to 2pm, on Wednesdays
from 9.30am to 11.30am and from 2pm to 4.30pm, and
on Thursdays from 2.30pm to 5pm. Its main items of
business are backbench adjournment debates,
applications for which are made to the Speaker‟s
Office, and on Thursdays debates on select committee
reports or on topics selected by the Government.