Services offered 2012/13 - Sunderland Learning Hub

Services to Schools2012 - 2013Services available to Academies

Traded Services to Academies and FreeSchools Directory 2012/2013The directory sets out the services offered by various directorates of the council.The directory is also produced in electronic form for access at the following link: -www.sunderlandschools.org/govdocs/services/Services OfferedFull details of each service are given, including the standards that can be expected and thecriteria against which each service will be measured. Also detailed are the responsibilitieswhich the customers must undertake to ensure that services are delivered to them efficientlyand effectively.When considering the purchase of services, customers may want to consider the following inrelation to the services offered by the Council:• In most cases the level of service which best suits their needs can be chosen - reflectedin the charging schedule• Experienced staff who have extensive knowledge of Sunderland deliver the services andfor many services a named officer and office based contact is given to individualcustomers• An established network of contacts between services and departments ensures thatcustomers receive high quality and complementary services• Most services are offered on a one year basis, for those where a longer term is offeredthe details are included within the specifications of the individual serviceAction requiredPlease return the relevant documentation for each service to be purchased from the CouncilRelevant charges will be recouped by the method shown for each service.2

CONTACT NAMEPAGEManagement Support ServicesAdmissions Service Val Thompson 5Attendance Service Elaine Matterson 8Connexions Advice Service Andrew Carton 13Connexions Hub Services (Work ExperiencePlacements)Malcolm Lusk 17Educational Psychology Service Lynn Fletcher 20Education Safeguarding Team Pam Gartland 24Ethnic Minority Achievement Service Annette Parr 27External Visits Advisory Service (EVAS) Steve Lenartowicz 29Finance Service David May 32Governor Support & Development Gary Robinson 37Health and Safety Services Rachel Price 39Human Resources Lynne Casey 54Information Technology David Frater 58Occupational Health Service Beverley Barksby 74Performance Management and Intelligence Andrew Baker 81Support and Intervention Service Margaret Ferrie 86Schools Library Service James Smith 94SEN and Accessibility Services Annette Parr 99Shared Services - HR, Payroll & Pensions Marie Hunter 103Specialist Minute Taking Stuart Scrafton/Simon Allan 113Premises/Grounds ManagementGrounds Maintenance Service Ian Richardson 117Refuse and Recycling Services Bill Seymour 120Site Management Steve Cutter 1233

Property Services(i) Asset Management Inspections James Hope 125(ii) Cash in Transit Services Barry Frost 128(iii) Energy and Carbon Management Andrew Atkinson 131(iv) Premises - Duty to Manage James Hope 134(v) School Security Services Barry Frost 137Facilities ManagementBuilding Cleaning Service Colin Ranson 140Building Services Colin Ranson 146Caretaking Services Colin Ranson 149Driver/ Courier Services Colin Ranson 155Food Services Colin Ranson 157Other ServicesBehaviour Support Service Vince Bovill 164Complaints Procedure 1674

ADMISSIONS SERVICETEAM MANAGER:Val ThompsonEmail: val.thompson@sunderland.gov.uk 0191 561 1372FUNCTION OF THE TEAM:• Operate and manage the Council's coordinated admissions scheme for maintained schools,nurseries and academies in the City• Coordinate and administer the admission of pupils into Nursery, Reception, Y3 in JuniorSector and Secondary Sector, including online applications• Coordinate and administer in-year admissions during the academic year. This would beapplications for all year groups, in respect of pupils moving into, or within, the LA or returningto education• Support the work of the Admissions Forum• Provide advice and support to schools, academies and parents about the admissionsprocess• Coordinate and administer admission appeals• Liaise with the Attendance Service and Legal & Democratic ServicesTEAM BASE: Sandhill CentreSERVICES OFFERED UNDER THE SLA:• Work with neighbouring LAs and governing bodies of Aided Schools and Academies todeliver coordinated admissions arrangements• Publicise information for parents on the Council's website• Support an on-line application facility on the Council's website• Provide information packs to parents in order for them to apply for places in reception in theinfant and primary phase, Y3 in Junior phase and Y7 in secondary phase• Receive all applications for places and forward the necessary copies/documentation toacademies/schools for them to agree the allocation of places in line with their publishedadmissions criteria• Receive confirmation of places to be offered by the academy/school and integrate into thecoordinated system• Inform parents on behalf of the governing body of the outcome of their application• Support governing bodies in the application of the appeals procedures• Provide application forms to parents of children/young people moving into Sunderland andcoordinate admission• Provide information to parents about the admissions process• Provide advice and support to parents and schools/academies regarding admissions tonurserySERVICE DELIVERY MECHANISM:Access to services will be available as required to academies/schools buying into the admissionsservice. The admissions team will support the coordination and application of the admissionsprocess in line with the individual academy's/school's admissions criteria5

COST OF SERVICES:The cost of the service is based on the Published Admission Number (PAN). The following tablegives exemplars of charges for different PANs. Please contact the admissions team for a quotefor PANs not shown:PAN Charge20 £70725 £83430 £96140 £1,21445 £1,34150 £1,46860 £1,72170 £1,97590 £2,482106 £2,888120 £3,043165 £4,184180 £4,564210 £5,325225 £5,705SERVICE STANDARDS & HOW GOOD PERFORMANCE WILL BE MEASURED:In line with the City Council's standards:• All correspondence will be dealt with within 10 working days• Phone calls will be answered within 10 ringsGood performance is demonstrated when:• The Team is providing a consistently responsive service for individuals andacademies/schools;• Information provided to parents and academies/schools is timely, clear, understandableand compliant;• Admissions criteria for oversubscription are applied accurately and efficiently;• The admissions arrangements will be carried out within published timescales and parentsinformed of the outcome of their applications on the relevant national offer day for eachsector• Appeals are dealt with quickly and equitably to enable all pupils to be inducted as soonas possible following appeal;• Academies/schools and admission authorities are consulted regularly on admissionarrangements;• Co-ordinated arrangements are agreed and operational for the admission of pupils withSEN, vulnerable pupils and ‘looked after’ children.All service users have access to a professional admissions service in which team members havea wide range of relevant experience, knowledge and skills enabling them to deliver a high qualityservice.6

MONITORING AND EVALUATION:• Review and update information booklets before each admission round.• Ensure that sufficient information is provided so that parents can make realistic and informedchoices.• The LA is also monitored, by the DfE, on the number of appeals held within a school yearand on the percentage of first preferences met.CUSTOMER RESPONSIBILITIES• In-year admissions – academies/schools are responsible for providing information to the LAabout the availability of places, etc. Where spaces are available, the academy/school isresponsible for arranging admission.• Admission to Reception, Y3 in Junior and Y7 – academies/schools are responsible forensuring that all children in the relevant year groups receive an information pack. They arealso responsible for receiving application forms and forwarding them to the AdmissionsTeam.COMPLAINTS/DISPUTESIf an academy/school is dissatisfied with any aspect of the service it has received the complaintsprocedure at the back of this booklet should be followed. Every effort will be made to resolvedisputes quickly and effectively.Back to Contents7

ATTENDANCE TEAMTEAM MANAGER:Elaine MattersonEmail:elaine.matterson@sunderland.gov.uk 0191 561 5632FUNCTION OF THE TEAM:The Attendance Team discharges the LA’s statutory duties in relation too School Attendanceo Legal Interventiono Elective Home Educationo Children Missing from Educationo Child Employment and Licensed EntertainmentTEAM BASE: Sandhill Centre (Central Office)STAFF IN TEAM:1x Attendance Team Manager1xSenior Flexible Officer4x Flexible Officer1xLegal Interventions Officer5x Locality Attendance Officer1xYouth Offending OfficerFUNCTIONS CENTRALLY RETAINED BY THE LA:• Enforce school attendance legislation:• Prosecution of parents/carers who fail to ensure regular attendance for thechildren Instigation of Court proceedings. Reporting back on the results of anylegal action and detailing any action required by the school or the Academy• Liaison with Legal Services• Applications for Education Supervision Orders for young people beyond parentalcontrol regarding regular school attendance.• School Attendance Orders for children & young people who have no designatedschool, or where parents do not engage with their child’s identified school.• Enforce the Sunderland City Council byelaws in respect of the employment and licensingof young people of school age• Issue work permits, to young people aged over 13 years old.• Issue entertainment licences, to children and young people engaged in shows, photoshoots, filming, etc• Work with families who choose to educate their child at home by providing writteninformation about elective home education that is clear, accurate and sets out the legalposition, roles and responsibilities of both the local authority and parents.• Identifying tracking and locating pupils who go missing from education or fail to startschool when reaching compulsory school age8

SERVICES OFFERED UNDER THE SLA:Level One: Advice and guidance on attendance issues• 3 visit per academic year to review registers and offer guidance• Annual Attendance Audit• Access to telephone advice and guidanceHome School liaison is not provided at Level one therefore academies should be aware thatduring the course of the year circumstances change markedly and pupil absence or othermatters can become an issue.Level 2:Support, investigation and intervention including advice and guidance onattendance issues• Access to Attendance Team staff including a rapid response to unauthorisedabsence• Tier 2 support and Intervention model is provided• Half termly consultation and review of casework and potential PA pupils• Casework management on behalf of the academy includes:• Visits to the pupil’s home• In academy meetings with parents/carers• Liaison with other support Services• Advice and guidance on case management• Appropriate assessment and referral through CAF and to other support services• Advice and support in completing CAF assessments• Provision of written feedback to schools on referred cases• Legal intervention advice/ pre court discussions• Police And Criminal Evidence (PACE) interviews for prosecutions*• Formal Attendance Review Meetings (preparation and chairing)*• Preparation of court files to ensure that the paperwork meets legal requirement andis consistent with the Crown Prosecution Service requirements for prosecution andthat the case is in the public interest.• Section 9 statements preparation to the required legal standards• Representation in Court by a named officer therefore negating the requirement ofschool staff to attend• Completion of Parenting Order assessments when directed by the Court (LegalRequirement assessment must be completed by an independent person who is notinvolved in the case)• Securing Parenting Order provision• Monitoring of Parenting Orders• Supervision of Education Supervision Orders• School Attendance Sweeps*• Quality Assurance of case files and court files including Section 9 Witness statementswhen prepared by school to ensure the paperwork meets legal requirement and isconsistent with the Crown Prosecution service requirements and is in the publicinterest*9

• Annual Registration Audit *• Training, guidance and advice in relation registration attendance issues and changesto government policy and Implementation.*.* Services that can be purchased on a daily rateAcademies that do not purchase the services offered under the SLA will only be entitled to thestatutory services that are retained by the LA. Should a parent of a child attending an academywho are not part of the SLA contact the Attendance Team, the parent will be directed back to theacademy.SERVICE DELIVERY MECHANISM:Academies will have access to the service via the Attendance Team referral systemCOST OF SERVICES:Charges for Level 1 package advice and guidance on attendance issues are based on a flat rateper academy:Primary & Specials £658Secondary £2,512Charges for Level 2 Attendance Team support, investigation and intervention include the Level1 charge for advice and guidance, are based both on a flat rate plus an amount per pupil on roll:Flat rate chargePrice per pupilPrimary & Specials £658 £3.42Secondary £2,512 £13.71The following functions can be purchased on a daily rate of £250:Legal intervention advice/ pre court discussionsPolice and Criminal Evidence (PACE) interviews for prosecutionsFormal Attendance Review Meetings (preparation and chairing)School Attendance SweepsQuality Assurance of case files and court files including Section 9 Witness statements whenprepared by school to ensure the paperwork meets legal requirement and is consistent with theCrown Prosecution service requirements and is in the public interestAnnual Registration AuditTraining, guidance and advice in relation registration attendance issues and changes togovernment policy and ImplementationSERVICE STANDARDS & HOW GOOD PERFORMANCE WILL BE MEASURED:• All phone calls will be dealt with within 1 working day.• Referrals will be responded to within 5 working days, if necessary indicating that more time isrequired for a full response.10

All service users have access to a professional attendance service in which team members havea wide range of relevant and specialised qualifications, experience, knowledge and skillsenabling them to deliver a service appropriately focused on the issues that impact on academyattendance.Schools/academies can expect access to a named locality attendance officer and the widerAttendance Team who will assist and support in resolving issues or ultimately enforce legalsanctions.MONITORING AND EVALUATIONTo ensure that the quality and frequency of the Service is meeting agreed standards there will bemonthly monitoring of the work undertaken by Attendance Team Members through supervision.Where problems are encountered relating to Attendance Team delivery or academyresponsiveness they will be resolved quickly via the respective complaints procedures.The supervision process will consider the following:• Regularity of visits to academies (including punctuality and preparedness)• Responsiveness to formal referrals and telephone calls• Frequency of contact with families• Agreed action in the time specified• Accuracy of feedback• Attendance statistics / targets / action plans• Adherence to the criteria for Attendance Team members involvement and progression tolegal proceedings• Contribution to the development of academy policies• Innovative practiceSCHOOL RESPONSIBILITIESIn order to enable the Attendance Team to provide the services delivered under this SLA, theAcademy responsibilities are:An Attendance Leader, who will be a senior member of staff with overall responsibility forattendance within the academy.• Compliance with statutory regulations regarding Admissions and Attendance Registration andrelevant legislation• A system for relevant staff to identify, share information and address attendance concerns atindividual pupil level• A system to analyse attendance trends at registration group, year group, wholeschool/academy level and address issues• Regular analysis of individual pupils’ attendance to identify potential persistent absentees.• Completed Attendance referral when requesting Attendance Team intervention, together withcomplete information including attendance certificate, behaviour/exclusions, SEN status,family data, potential risks regarding home visits, school action to address absence (Tier 1).• A senior staff member to attend Formal Attendance Review meetings, who is appraised of theissues, with written reports of attendance and academic/social progress and who cancontribute to the meeting11

CONNEXIONS INFORMATION ADVICE AND GUIDANCE (IAG)SERVICETEAM MANAGER:Andrew CartonEmail:andrew.carton@sunderland.gov.uk 0191 4432861FUNCTION OF THE TEAM:Facilitating successful transitions of young people into education, employment and trainingthrough the provision of personalised, high quality, impartial, careers information advice andguidance, is core to our mission. Connexions Sunderland is an experienced deliverer of IAGservices to schools for students in Key stages 3/4/5 and offers the facility to deliver a core ofcareers related activities which support a rounded and learner focused curriculum..The Sunderland Education Business Partnership (EBP) is part of Connexions Sunderland andsupport the enhancement of the school curriculum through the development, promotion anddelivery of activities in schools with the emphasis upon Work Related Learning and EnterpriseEducationThe Connexions team in Sunderland has extensive experience of working in partnership withsecondary schools within the city and providing activities which support pupil attainment,achievement and progression.TEAM BASE: 1 st Floor Library and Arts Centre Building, Fawcett St. Sunderland SR1 1RE on0191 4432950 and Locality BasisFUNCTIONS CENTRALLY RETAINED BY THE LA:The LA is required to support requirements for National Client Caseload Information System(NCCIS), tracking and data collection. Data from NCCIS provides the partnership with dataanalysis of the participation journey for young people from specific cohorts, and helps partnersidentify young people with barriers, and support needs of young people who are NEET, or at riskof becoming NEET.The LA is responsible for providing young people in secondary schools (and young adults withlearning difficulties and /or disabilities up to the age of 25) with targeted support, including aresponsibility for carrying out learning difficulty and disability assessments (S139a). Seeseparate SLA for criteria of pupils in mainstream secondary schools eligible for under targetedsupport.SERVICES OFFERED UNDER THE SLA:Professional Advice -from experienced and qualified personal/careers advisors enabling youngpeople to access impartial careers advice and guidance through one to one personal interviews,class size and small group activities, and other activities such as conventions or work withparents.13

Face to Face –IAG interviews and Transitional Planning for young people in Years 9-11 withwritten Action Plan and appropriate follow up information to those not identified as vulnerableand /or with special educational needs.Group/class sessions- enable young people to understand the ever changing routes intoemployment and pathways in education and training by providing group/ class work sessionsthat are comprehensive and relevant.Trainer Support for Teachers/Tutors - up to date advice on excellence and quality awards inCareers Education, Information, Advice and Guidance (CEIAG) programmes and frameworkswhich link policy, practice, resources and outcomes to support students in preparing for life,learning and work e.g. Making Choices, Blue Print. We offer cost effective expertise and CPD forteachers and other staff to enable schools deliver their new responsibilities and raise awarenessof RPACareer Conventions-we can plan and organise career conventions and bespoke progressionactivities for schools and offer practical suggestions that ensure pupils benefit most from theexperienceLabour Market Information –detailed, accurate, information on local, national and internationallabour markets patterns and trends to young people. Connexions provides a vacancy service..Information Services – Select Service – careers specific, information packs, supporting one-tooneguidance outcomes and actions will be provided free.Destination Information –bespoke analysis of data of young people from the Annual ActivitySurvey for students in the area at Year 11, 12 and 13, both those in education, employment andtraining or those who are NEET, allowing an annual picture of progression from the school to beestablishedEducation Business Partnership –working in partnership with education and business toimprove life chances and aspirations for young people in Sunderland. This is done throughquality work-related learning activities with emphasis upon employability, achievement andenterprise skills. Also responsible for engaging and training business people to work in educationand help facilitate activities.SERVICE DELIVERY MECHANISM:Connexions Sunderland is committed to providing cost effective quality careers services whichare tailored to the needs and priorities of schools. Each secondary school in the city is now beinggiven the opportunity to identify requirements from Connexions that will enable schools to fulfiltheir new responsibilities under the Education Act 2011 but which are no longer statutory for thelocal authority. Schools will receive the relevant support within terms of the Service LevelAgreement according to the services they choose to purchase.COST OF SERVICES:The cost of any activity is negotiable dependent upon the nature of the activity, its preparationrequirements, the volume and outcomes required and experience of qualified staff. Prices forPersonal /Career Advisors/Specialists and Trainer Support and EBP are charged at the rate of£250 per day.14

SERVICE STANDARDS & HOW GOOD PERFORMANCE WILL BE MEASURED:All Connexions Personal/careers Advisors are appropriately qualified to nationally recognizedcareers information, advice and guidance standards at level 6Personal/careers advisors are fully supported through planned CPD including regularobservation of practice to ensure continuous improvement.Connexions Sunderland has recently been accredited with the Matrix Standard for the quality ofour IAG (October 2011) and, as such, meets the standard required by Government for external,impartial advice and guidance providers.Sunderland EBP was re-accredited with national quality standard award for Business ExcellenceNational Network Quality Award (March 2011.)In line with the Sunderland City Council’s Recruitment and Selection of Staff Safe RecruitmentPolicy, all Connexions staff working directly with young people have Enhanced CRB clearance,follow safeguarding guidelines and receive safeguarding training.MONITORING AND EVALUATIONService Level Agreements are reviewed regularly throughout the academic year to ensureactivities are delivered on time and conform to quality standards.Performance Management is embedded within all areas of Connexions workObservation of Connexions staff working directly with young people takes place twice a year.Periodically students and parents are consulted through a questionnaire about satisfaction withthe service.Activities and interventions with young people in school are recorded securely on NCCIS.NCCIS enables statistical information on student plans /participation will be provided to schoolsand tracking of destinations for the annual activity survey and new KS4 destination measure.SCHOOL RESPONSIBILITIESSchools to provide a room to conduct confidential face-to-face interviews and access totelephone facilities and administrative support to assist the Personal Advisor help progress thestudent and make a successful transition.Schools to help with planning and preparing students to ensure effective use of time andresources including where necessary relevant background information to help write 139aAssessments.Schools to provide timetable information and dates to avoid activities such as publicexaminations, work experience.15

COMPLAINTS/DISPUTESIf a school is dissatisfied with any aspect of the service it has received the complaints procedureat the back of this booklet should be followed. Every effort will be made to resolve disputesquickly and effectively.Back to Contents16

CONNEXIONS HUB SERVICES (Work Experience Placements)TEAM MANAGER:Malcolm Luskm.lusk@connexions-tw.co.uk 0191 4434205FUNCTION OF THE TEAM:The Connexions Hub is owned by, and delivers a number of services on behalf of the five Tyneand Wear local authorities. In addition, from 1 st September 2011, the Hub contracts directly withacademies for the provision and delivery of a work experience placement service to students andpupils.Currently academies have a statutory responsibility to provide every young person at KS4 workrelated learning. Most academies fulfil this statutory obligation through the provision of workexperience placements. Many also academies also arrange placements for KS5 students.The Wolf review, published in March 2011, recommended that greater emphasis should beplaced on placements for 16 – 19 placements students, and on placements within the STEMoccupational areas. To that end the Connexions Hub is actively recruiting employers and offeringmore, better quality, and numbers of work experience placements within its database. Furtherguidance is expected from government during the Spring Term following parliamentary debatesscheduled for early 2012.TEAM BASE: Gateshead Interchange Centre, West Street, Gateshead. NE8 1BH.SERVICES OFFERED UNDER THE SLA:• Provide the World of Work work experience placement database to academies• Carry out appropriate Health and Safety assessments for all placements to nationallyrecognised quality standards• Investigate incidents which occur on work experience placements, e.g. accidents,safeguarding• Provide the facility to download, tailor and print Work Experience Diaries directly from theWorld of Work website. Hard copies are available at £2 per copy.• Provide initial / refresher training to nominated academy staff• Host meetings with academies to discuss future provision• Provision of a schedule of charges• Invoice for services provided the month following placements taking place; this will beaccompanied by a breakdown of chargesSERVICE DELIVERY MECHANISM:The Connexions Hub is committed to providing a cost effective, quality, integrated, workexperience placement service through its ‘World of Work’ website. Each academy in the city isbeing given the opportunity to identify their requirements for both KS4 and KS5 work experienceplacements for academic year 2012 /2013.17

COST OF SERVICES:Standard Placement ChargeTo include Health and Safety Assessment, if required, for academic year 2012 / 2013 is £20.Monitoring of Extended Placements including re-assessment of Health & Safety (every 12weeks)Academies requiring Connexions Hub Services to undertake monitoring visits will be charged anadditional £35 per Health and Safety Assessment.Late Health and Safety PlacementsA late Health and Safety charge of £35 will be made for placements received after the agreedseven week deadline.Out of Area AssessmentsAcademies will be asked in advance to agree to pay an additional ‘out of area’ costs prior to antassessments being undertaken by external partners. Every effort will be made to undertakeHealth and Safety Assessments in bordering areas by Connexions Hub Services, at noadditional cost.Work Experience Diaries (Hard Copies)Free online or £2 per hard copySERVICE STANDARDS & HOW GOOD PERFORMANCE WILL BE MEASURED:The Connexions Hub has been accredited with the Matrix Standard for the quality of ourInformation Advice and Guidance (IAG) and as such meets the standard required by theGovernment for external, impartial advice and guidance providers, and was a national MatrixExcellence Award winner in 2009.All Connexions Hub Health and Safety Assessors are appropriately qualified to undertakerequired Health and Safety assessments.In line with the Sunderland Council’s Recruitment and Selection of Staff Safe Recruitment Policy,all Connexions Hub staff working directly with young people has Enhanced CRB clearance,follow safeguarding guidelines and receive safeguarding training.MONITORING AND EVALUATIONService Level Agreements are reviewed throughout the academic year to ensure placements aredelivered when required by academies and are to quality standards.Service Level Agreements are monitored against agreed placement numbers, and academiesare charged in a timely manner.18

ACADEMY RESPONSIBILITIES• Provide a nominated lead for Work Experience• Notify Connexions Hub through World of Work Website of any Personal Placementsarranged as soon as possible and as a minimum seven weeks prior to the start of theplacement. This is to ensure timely scheduling of Health and Safety assessments.• Provide nominated staff to attend initial / refresher training in the operation of the World ofWork website• Confirm agreed dates and year group numbers• Ensure that adequate insurance cover is in place to cover students undertaking workexperience placementsCOMPLAINTS/DISPUTESIf an academy is dissatisfied with any aspect of the service it has received the complaintsprocedure at the back of this booklet should be followed. Every effort will be made to resolvedisputes quickly and effectively.Back to Contents19

EDUCATIONAL PSYCHOLOGY SERVICETEAM MANAGER:Lynn FletcherEmail:lynn.fletcher@sunderland.gov.uk 0191 561 8151, 07786 091931FUNCTION OF THE TEAM:The Educational Psychology Service applies psychology to improve outcomes for children andyoung people, particularly those with special or additional educational needs, working inpartnership with academies and free schools, parents and carers, and other members of thechildren’s workforce.TEAM BASE:Lynn Fletcher, the professional lead for the Educational Psychology Service, is based at theBunny Hill Centre. There are Educational Psychologists working within each of the five LocalityTeams, based at the Bunny Hill Centre, the Hetton Centre, Connexions Washington GalleriesOffice, the (old) Hendon Health Centre and the Sandhill Centre.FUNCTIONS CENTRALLY RETAINED BY THE LA:1. Educational Psychology assessment of and written advice for children and young people forwhom either:a) A Formal Statutory Assessment has been agreed by the Special Educational NeedsPanel orb) A request has been issued by the Special Educational Needs Unit for EducationalPsychology advice to enable the Unit to amend an existing Statement of SpecialEducational Needs or secure suitable post-16 education or training for a young personwith Learning Difficulties and/or Disabilities.2. Immediate psychological support will be provided to an academy or free school in the eventof a critical incident such as a sudden death.SERVICES OFFERED UNDER THE SLA:Baseline ServiceA nominated Educational Psychologist to provide a termly consultation meeting when advice,guidance and signposting can be sought for any pupil or group of pupils with emerging special oradditional educational needs.On-going communication by telephone and email with the academy or free school’s nominatedcontact, usually the Special Educational Needs Co-ordinator.Packaged Services available to purchasers of the Baseline Service:Packages of 3, 6 or 9 days of Educational Psychology support to provide:a) Assessment and advice for pupils, particularly those on the ‘Action Plus’ stage of theCode of Practice on Special Educational Needs, including written reports. This work isnegotiated and agreed with the academy or free school and can include:• Home visits• Attendance at meetings such as Action Plus meetings or Team Around the Child orFamily meetings20

• Liaison with other professionals• Detailed observation and analysis of learning and behaviour• Specialist assessment of all areas of development and learning• Written reports providing analysis of findings and recommended ways forward to promoteprogressb) Activities such as staff training, work with groups of children and groups of parents anddrop-ins for staff. These activities can be tailored to fit academy or free schoolrequirements. Staff expertise covers a wide range of topics, including:• Working memory• Motor co-ordination• Running solution-oriented meetings• Responding to crisis, bereavement, loss and change• Anti-bullying (Method of Shared Concern)• Circle Time• “Friends” programmes for different age groups• Webster-Stratton Incredible Years programme• Speakeasy programme (to help parents talk to children about sex)SERVICE DELIVERY MECHANISM:Centrally retained functions:1. Requests for involvement made by the SEN Panel or SEN Unit will be sent via EducationalPsychology Administration to the Educational Psychology Team Leader in the appropriatelocality and allocated to the appropriate Educational Psychologist. It is expected that thesechildren and young people will already be within the Common Assessment Frameworksystem.2. Requests for Educational Psychology support in the event of a critical incident should bemade to the Principal Educational Psychologist Lynn Fletcher (0191 5618151, 07786091931, lynn.fletcher@sunderland.gov.uk)Purchased functions:1. Academies and free schools are able to buy into a Baseline Service, providing a termlyconsultation meeting and ongoing communication with a named Educational Psychologist bytelephone and email with the academy or free school’s nominated contact, usually theSpecial Educational Needs Co-ordinator.2. Academies and free schools can also buy additional packages providing a minimum numberof days of service delivery, the content of which will be determined by the school inconsultation with the named Educational Psychologist. Referral of individual children andyoung people can be made directly to the academy or free school’s named EducationalPsychologist without completion of a CAF form at this stage, although signed parentalpermission will be required.21

COST OF SERVICES:Charges are based on a flat rate per academy or free school for the service plus a sum perpackage depending on the amount of service academies or free schools wish to purchase.SectorBaselineServicePackage A3 daysPackage B6 daysPackage C9 daysNursery £600 £1,300 £2,500 £3,500Special £600 £1,300 £2,500 £3,500Primary up to 210PupilsPrimary above 210Pupils£1,200 £1,300 £2,500 £3,500£1,800 £1,300 £2,500 £3,500Secondary £2,400 £1,300 £2,500 £3,500Additional days can be purchased above Package C based on a daily rate of £300The daily rate for services not purchased as part of one of the packages above is £500SERVICE STANDARDS & HOW GOOD PERFORMANCE WILL BE MEASURED:Educational Psychology in Sunderland is delivered in accordance with standards and guidelinesprovided by the British Psychological Society Division of Educational and Child Psychology, theAssociation of Educational Psychologists and the Health Professions Council in order to ensurethat Educational Psychologists are appropriately trained, qualified, supervised and kept up todate with developments in the profession.Educational Psychologists receive regular (minimum monthly) and challenging professionalsupervision, which facilitates reflective practice as well as regular (minimum monthly) linemanagement to review performance in relation to the following standards:• Referrals from the Locality CAF Panel and other sources are acknowledged and the nextstep indicated to the referrer in a response which is dispatched within 10 working days• Telephone calls are returned within 24 hours• Letters are acknowledged within 3 working days and a full response dispatched within 10working days,• Parents/carers are invited to all appointments,• Staff absence is notified to academies or free schools the same day, or in advance in theevent of long term sickness,• Advice for statutory assessment is delivered within the time scales,• Written feedback on EP involvement is clear, helpful and timely (dispatched within onecalendar month of completion of the work)22

MONITORING AND EVALUATIONAn annual academy or free school questionnaire is issued to measure satisfaction with workundertaken.Performance will be monitored through the Educational Psychology Service Plan, IntegratedLocality Team Plans and the Early Intervention and Locality Services Plan.ACADEMY/SCHOOL RESPONSIBILITIESTo enable the Educational Psychology Service to effectively and efficiently deliver the statutoryand purchased services described above, the responsibilities of the academy or free school areto:• Obtain written parental consent for Educational Psychology involvement with individualchildren and young people• Provide relevant information on pupil progress and response to intervention as well asavailable reports from other professionals,• Inform the Educational Psychology Service of staff or pupil absence the same day, orearlier in the case of long term sickness;• Provide suitable accommodation for individual pupil assessments and meetings withparents and staffCOMPLAINTS/DISPUTESIf an academy or free school is dissatisfied with any aspect of the service it has received thecomplaints procedure at the back of this booklet should be followed. Every effort will be made toresolve disputes quickly and effectively.Back to Contents23

EDUCATION SAFEGUARDING SERVICETEAM MANAGER:Pam GartlandEducation Safeguarding Service Team Manager0191 561 2250FUNCTION OF THE TEAM:The EST offer:• Advice• Support• Guidance• Training• Virtual Learning EnvironmentIn relation to safeguarding and safer recruitment within schools and education settings andadditional learning environments.The EST provide single agency training for all Headteachers, senior staff, governing bodies,additional learning partners and staff with designated responsibility for safeguarding (statutoryresponsibility every two years) and safeguarding awareness and safer working practices trainingfor all staff that work directly with children and young people in an education or additionallearning setting (statutory responsibility every three years).The safeguarding audit tool assesses compliance with Section 175 of the Education Act 2002and Safeguarding Children, Safer Recruitment in Education 2007 and the Ofsted 2009Framework. This tool monitors and evaluates policy, procedure and practice and ensures thatestablishments are meeting their statutory requirements. The initial safeguarding audit entails athree hour visit followed by a two hour review visit. The EST can assists in the development of aSafeguarding Action Plan where required.TEAM BASE: Floor 1 – Bunny Hill CentreSTAFF IN TEAM:1 Team Manager1 Deputy Team Manager1 Safeguarding OfficerADDITIONAL SUPPORT SERVICES THAT EST CAN PROVIDE FORSCHOOLS/ACADEMIES AND OTHER PROVIDERS ON SCHOOLS SITES:Scale of Charges:Rate AIndividuals or organisations including private nurseries, independent schools, free schools,colleges and universities, out of authority schools and alternative learning providers.Rate BCity of Sunderland council departments (please contact the EST for specific departments whoare included in this) and non-profit making organisations.24

ADelegate Rate £50 £25Safeguarding theWelfare of Children(twilight session) In-house Session £200 £100Safer Working Delegate Rate £50 £25Practices (twilightsession) In-house Session £200 £100Safer RecruitmentDelegate Rate £150 £75In-house Session £600 £300Our Roles andResponsibilities asDelegate Rate £150 £75a DesignatedPersonIn-house Session £600 £300ManagingSafeguarding forDelegate Rate £150 £75ExperiencedDesignated PeopleIn-house Session £600 £300Safeguarding andSafer RecruitmentDelegate Rate £150 £75Induction for NewHeadteachersIn-house Session £600 £300Termly Briefings forDesignatedPersons forSafeguardingwithin schools andDelegate RateIn-house Session£75£300£37.50£150education settingsSafeguarding Audit Visit and Review £600 £300BBespoke trainingsession in schoolfor designatedstaff/schoolworkforceDelegate Rate £150 £75 £75In-house Session £600 £300 £300Delegate Rate(Twilight Session) £50 £25 £25In-house(Twilight Session) £200 £100 £100Bespoke deliveryon specific issuesDelegate Rate £150 £75 £75In-house Session £600 £300 £300Delegate Rate(Twilight Session) £50 £25 £25In-house(Twilight Session)£200 £100 £10025

EST Support Packages:Band A establishments have the opportunity to purchase a support package dependant on theirneeds: The above training can also be purchased alongside any package. E.g. Bronze SupportPackage + Safeguarding the Welfare of Children Session.Bronze:This includes access to our EST VLE website and all documentation contained as well as accessto our telephone support.£1000 per academic yearSilver:This includes a Safeguarding Awareness session, a Safer Working Practices session, access toour Termly Briefing session (6 per year), access to our EST VLE website and all documentation,our EST Newsletters (one per term) and access to our telephone support.£2000 per academic yearGold:This includes a Safeguarding Awareness session, a Safer Working Practices session, a SaferRecruitment session, access to our Termly Briefing session (6 per year), a Safeguarding Auditvisit & follow up (if necessary), access to our EST VLE website and all documentation, our ESTNewsletters (one per term) and access to our telephone support.£4000 per academic yearCOMPLAINTS/DISPUTESIf an academy is dissatisfied with any aspect of the service it has received the complaintsprocedure at the back of this booklet should be followed. Every effort will be made to resolvedisputes quickly and effectively.Back to Contents26

ETHNIC MINORITY ACHIEVEMENT SERVICETEAM MANAGER:Annette ParrEmail: annette.parr@sunderland.gov.uk 07768 507 410FUNCTION OF THE TEAM:To support learners whose additional needs are identified in the criteria of the VulnerableChildren's FundTEAM BASE: Staff are now agile working and can be accessed via email addresses andmobile phone contactsSERVICES OFFERED UNDER THE SLA:Providing support for pupils unable to access mainstream curriculum because of having Englishas an additional language, or underachieving because of this in relation to their peers. Providingtraining and advice to schools to build their capacity in relation to this group, including theirstatutory obligations. Advising the LA in general on educational issues relating to the clientgroup, particularly around culture, race and faith issues. Participating in relevant cross-agency,local, regional and national groups and promoting national initiatives in relation to raising theachievement of this group.Depending on the particular client group:• Support for teachers to develop effective strategies to meet the needs of children• Staff development for school staff, carers, and others involved in the education of the clientgroup• Advice on resources.• Assistance with home-school links• Close liaison with other central LA staff and external statutory, non statutory and voluntaryagencies working to support EAL pupils and their families.STATUTORY RESPONSIBILITIES OF SCHOOLS/ACADEMIESAll schools including Academies need to be cognisant of their statutory responsibilities under theEquality Act 2010 that states:‘schools cannot unlawfully discriminate against pupils because of their sex, race, disability,religion or belief and sexual orientation. Protection is now extended to pupils who are pregnantor undergoing gender reassignment.’SERVICE DELIVERY MECHANISM:Advice Services delivered through the:• Team to support academies/schools to develop effective teaching strategies• Developmental training for academies/schools• Advice and guidance on related educational issues to LA central staff• Delivering in-service sessions• Providing outreach support27

COST OF SERVICES:As this service is part of the retained organisation academies will be only charged for bespokeconsultancy and training at the following rates on a ‘buy as you’ go basis:Courses and Conferences Full day Half day Twilight£300 £150 £75Network Meetings Full day Half day Twilight£160 £80 £40Consultancy rates Full day Half day Twilight£400 £200 £100SERVICE STANDARDS & HOW GOOD PERFORMANCE WILL BE MEASURED:Wherever possible telephone calls will be returned by the end of the next working day but in anyevent within 48 hours;• Referrals will be acknowledged within 3 working days and a full response provided within 10working days in accordance with the Sunderland City Council Customer Care Policy;• An initial visit will be carried out within 5 working days to inform the full response, followed byan assessment if required• Staff will be available for parental interviews and home visits as required• In service will be offered both tailored to meet the specific needs of a school, and general tobe offered as part of the LA in-service programmeMONITORING AND EVALUATIONPerformance will be monitored through the School Improvement Service PlanACADEMY/SCHOOL RESPONSIBILITIES• When necessary, inform service of enrolment of potential pupils.• Provide all available relevant information about pupils.• Name a member of the academy/school staff to be responsible for links with the service.• Where direct teaching is involved, provide suitable teaching accommodation and storage forresources• Allow time for the service to enable adequate tracking and monitoring of pupil progressCOMPLAINTS/DISPUTESIf an academy/school is dissatisfied with any aspect of the service it has received the complaintsprocedure at the back of this booklet should be followed. Every effort will be made to resolvedisputes quickly and effectively..Back to Contents28

EXTERNAL VISITS ADVISORY SERVICE (EVAS)TEAM MANAGER:Steve LenartowiczEmail: EVAS@sunderland.gov.uk 017687 72005FUNCTION OF THE TEAM:To encourage schools and academies to provide high quality educational visits and LearningOutside the Classroom, and to provide them with advice, guidance and training about planningand providing these safely.TEAM BASE: Derwent HillSTAFF IN TEAM:Andy Morris (External Visits Adviser)SERVICES OFFERED:Under Health and Safety legislation, the Governing Body of an academy is responsible for thehealth and safety of pupils and staff during external/educational visits. The External VisitsAdvisory Service (EVAS) provides Governors with support in carrying out this responsibility.The basic service provides:• a Code of Practice on External Visits for the academy to adopt.• advice and guidance on the planning and management of visits.• training for the academy’s External/Educational Visit Co-ordinator (EVC), for which a fee ispayable• access to the Evolve on-line system as a tool for the academy to plan and monitor Category2 (non-routine) and Category 3 (higher-risk) visits. This provides an audit trail of theplanning, risk-assessment and authorisation of visits, and reduces the paperwork involved.• support for setting up and using Evolve.• assessment and approval of plans for higher-risk (Category 3) visits, including visitsoverseas and those involving adventure activities, using Evolve.The following additional tailored services are available at additional cost:• Training for Visit Leaders and Group Leaders.• Provision of Outdoor Learning Cards, and training in their use.• Additional support, for example in writing a school or academy policy or operating guidelines.SERVICE DELIVERY MECHANISM:Advice and guidance is channelled though EVCs, and is available by phoning 017687 72005 oremailing EVAS@sunderland.gov.ukAcademies within Sunderland are provided with access to the Evolve system atwww.sunderlandvisits.org.uk29

Information, including details of forthcoming training courses, is available on the Evolve website,and on the Derwent Hill website at www.derwenthill.co.ukEVC training is provided at venues in Sunderland.COST OF SERVICES:The following costs are based on a two-year contract starting in September 2012.• Basic service as described above per year, per pupil on roll: £1.00• One place on an advertised full-day EVC training course: £100• One place on an advertised half-day EVC re-validation course: £50The additional tailored services described are available at additional cost, to be negotiated.SERVICE STANDARDS & HOW GOOD PERFORMANCE WILL BE MEASURED:Service staff are active members of the national Outdoor Education Advisers Panel (OEAP), andwill provide the Service with due diligence and in a professional manner in accordance withnational good practice. The Code of Practice adopts the OEAP National Guidance. EVCtraining courses delivered by EVAS are accredited by OEAP.All requests for advice and guidance will receive a response within one week of receipt, althoughurgent requests will be dealt with as soon as possible.All requests for approval of visits submitted through Evolve will receive a response within twoweeks of receipt.No service will be provided during the Christmas / New Year holiday period, and so responsetimes may be longer for requests received during or immediately before this period.At least one full-day EVC training course and one half-day EVC revalidation course will beprovided each term, subject to demand.MONITORING AND EVALUATION:The EVAS monitors and evaluates its performance against the following indicators:• the time taken to respond to requests for advice and visit approval, based upon the ServiceStandards.• customer satisfaction, based upon feedback received from schools and academies.• the quality of visit plans submitted for approval on Evolve, as an indicator of the effectivenessof EVC training.CUSTOMER RESPONSIBILITIES:The academy must follow the Code of Practice on External Visits which will be provided. Inparticular, they must:• Appoint an EVC and ensure that they are trained and receive training updates every threeyears.30

• Ensure that Visit Leaders and other visit staff are competent to carry out their assigned roles,and that staff who lead adventure activities are approved to do so by the EVAS.• Ensure that they have evidence that any activity providers meet required standards.• In a written policy, define which of their visits are regarded as Category 1, and ensure thatthese are covered by generic risk assessments and standard operating procedures.• Use the Evolve system to plan the visit and to record the Head’s authorisation of Category 2and Category 3 visits. For Category 3 visits, this authorisation must be given at least fourweeks before the visit in order to allow time for the visit to be approved by the EVAS.• For complex or unusual Category 3 visits, such as expeditions overseas, seek advice fromthe EVAS at an early stage, before any contracts with providers or parents are signed.COMPLAINTS/DISPUTES:If the academy is dissatisfied with any aspect of the service it has received, the complaintsprocedure at the back of this booklet should be followed. Every effort will be made to resolvedisputes quickly and effectively.Back to Contents31

FINANCE SERVICETEAM MANAGER:David May, Finance ManagerEmail:david.may@sunderland.gov.uk 0191 561 1826SUMMARY OF THE SERVICE:Sunderland Council already works in partnership with local Academies and will continue todevelop services that help them to meet their responsibilities in relation to their pupils and a rangeof other stakeholders including Parents, Governors, Ofsted, Central Government and theEducation Funding Agency.Conversion to academy status brings with it a number of new financial reporting and accountingresponsibilities that differ from those in the maintained sector. Sunderland’s newly developedAcademies Finance Service retains many of the valued services provided under the SchoolsFinance Service, but recognises the different accounting and reporting functions that are requiredto support Academies in meeting the main conditions and requirements of their grant funding.The services offered will be delivered through a combination of indirect support through theprovision of a telephone enquiry service; toolkits to support effective budget management; directsupport which can include focused visits with Headteachers, Business Managers, attendance atGovernors meetings and where appropriate the development of documented procedures andexamples of best practice.TEAM BASE:Sandhill Centre, Grindon Lane, Sunderland SR3 4ENSERVICES OFFERED UNDER THE SLA:FINANCIAL ACCOUNTING SERVICESFinancial Management System (SAP) and Technical Services:SAP Includes:Technical Services Includes:• Accounts Payable (Purchase ledger) • Cash Management• Accounts Receivable (Sales ledger) • Debt Management• Nominal / General Ledger (Chart of Accounts) • Banking services• Processing contract charges • Financial Reporting• Purchasing & Procurement • Production of Final Accounts• System Reports • Advice & Guidance on VATSystems & Controls• Advice on finance related roles & responsibilities• Advice and guidance on controls and procedures related to financial transactions andprocesses• Cash management, banking arrangements, including cash flow management and bankreconciliation and internal procedures for the use of purchase / credit cards• Setting of fees and charges for Academy generated income and activities• Purchasing, including effective controls and value for money32

• Accounting and recording of assets, including stocks and stores• Financial advice and guidance in relation to the Academies Financial Handbook, TheStatement of Recommended Practice for Charities (SORP) and any other statutory orregulatory requirementsProduction of Accounts• Accounting policies and procedures• Production of financial statements, including notes, accounting policies and carry forwardcalculations or Independent verification of annual accounts as required by AcademiesFinancial Handbook (5.5)• School (Academy) Fund Accounts• Accounting for VAT and VAT Grant ClaimsMANAGEMENT ACCOUNTING SERVICESBaseline Financial Management Servicea) Advice and guidance on Academies Finance Manualb) Advice and guidance on Schools & EYSFF Funding Formulaec) Telephone enquiry service between 8:30 and 17:15 Mon to Thursday and 8:30 to 16:00on Fridayd) Provision of integrated budget pack which includes:‣ Three year budget plan template (EFA format)‣ Out-turn report template (EFA format)‣ EYSFF Planning Tool‣ Salary costing report provided in advance of setting the annual budget‣ Annual salary table for teaching and non-teaching staff‣ Annual and mid term EFA budget return templatee) Access to Finance Service User Groups for Nursery, Primary & Special SchoolsAs well as the baseline financial management service stated above additional services can beaccessed at varying levels to meet individual academy needs. Using the knowledge andexperience gained over the years in supporting schools alongside discussions with all schoolsduring the Autumn Term 2011, the following packages have been designed. All visits will beundertaken by your named Schools Finance Officer and will also include the provision of adetailed report where appropriate.Package A: up to 4 days of direct supportPackage B: up to 7 days of direct support.Package C: up to 10 days of direct supportThe services that academies have access to as part of the packages set out above are:Budgeting and Financial Reporting• Costing and setting Annual Budget Plans, including drafting EFA budget submissions(GAG1 & GAG2) for governors approval• Internal budget management processes• Calculation of employee costs, including salary tables and future updates• Advice, guidance and information on the current and future schools funding system• Costing indicative medium / longer term budget plans• Provision of End Year provisional Out-turn Statements (GAG 3) and Governors reports(from schools financial information)• Provision of trading statements• Forecasting EYSFF Income from Local Authority (Primary Schools and Academies Only)• Business planning for income generating activities e.g. day-care, lettings33

• Production & Analysis of Benchmarking InformationFinancial Development & Training• Academies Financial Management and Governance Self Assessment• Access to training courses on a wide range of financial management issuesServices Brokered and Managed on behalf of Schools (Charged Separately)• Maternity & Suspension Scheme• Licensing (Excluding CLA from April 2012)• Multi School Contracts for Gym Equipment & MachineryCOST OF SERVICES:SAP Financial Systems and Preparation of AccountsThe charges related to the purchase of the SAP Financial System and Final Accounts preparationwill be dependent on schools individual requirements and will be agreed separately with eachacademy.Financial Management ServicesThe charge in relation to our Financial Management Services are based on a flat rate per schoolfor the baseline financial management service plus a sum per package depending on the amountof service schools wish to purchase. The rates are set out in the table below.SectorBaselineFinancialManagementServicePackage A Package B Package CNursery £1,200 £800 £1,400 £1,900Special £2,000 £800 £1,400 £1,900Primary up to 210 Pupils £2,000 £800 £1,400 £1,900Primary above 210 Pupils £2,000 £1,100 £1,800 £2,500Secondary £2,500 £1,300 £2,300 £3,100Additional days may be purchased at a daily rate.SERVICE DELIVERY MECHANISM:Core functions:Monitoring of delegated funding is carried out in inverse proportion to good financial managementand in conjunction with internal audit reports and recommendations.Traded Functions:Schools receive service within the terms of the Service Level Agreement according to thefunctions they choose to purchase.34

SERVICE STANDARDS & HOW GOOD PERFORMANCE WILL BE MEASURED:• Internal review and monitoring procedures in place to ensure the uniformity and quality ofadvice and support.• Guidance on budget setting routinely available as part of the annual budget process andsuitable software and training offered to enable schools to model and plan their budgets• Academies with budget difficulties readily identified and assisted in finding a resolution to theproblem• Finance service staff will establish and maintain links with other services to ensure:- Academies have ready access when they need it to individual advice on budget settingand management- Academies feel well supported and the majority rate these aspects of LA work as at leastgood in the Audit Commission annual survey of schools.MONITORING AND EVALUATION• Corporate annual survey and report to schools on quality of service provided.• Audit Commission annual school survey will be used to measure schools' level of satisfactionwith the serviceTERMINATION OF THE AGREEMENTShould either party wish to terminate this agreement, notice is required by 30 th April preceding thestart of the next years’ agreement.SCHOOL RESPONSIBILITIESTo ensure the terms of the agreement are met and the standards set out above are achievableAcademies need to:• Allow access to relevant and necessary data, information and records in order to support thepreparation of financial information and reports required under this SLA.• Maintain all records as required by the Academies Financial Procedures and other statutoryinstruments• Retain such information, receipts and other documentation as is necessary to comply withstatutory returns and to enable finance service to fulfil its functions• Nominate a named contact person• Check the validity of information supplied and give timely notification of any faults or errors indata or other documentation• Allow access to relevant and necessary data, information and records in order to support thepreparation of financial information and reports required under this SLA.• Ensure staffing changes affecting the budget are notified to Schools Finance Officer within areasonable time.• Ensure regular monitoring of financial transactions made in the accounting system to ensureanomalies are investigated and corrected at the earliest opportunity.35

COMPLAINTS/DISPUTESIf an academy is dissatisfied with any aspect of the service it has received the complaintsprocedure below should be followed; every effort will be made to resolve disputes between theparties quickly and effectively:Stage 1: - Informal(i) The relevant member of staff dealing with the area of work involved should becontacted to try to resolve the problem(ii) If the matter cannot be resolved satisfactorily the Service Manager should berequested to intervene.(iii) If the matter remains unresolved move to Stage 2.Stage 2 – Formal(i)(ii)Request a formal complaint form and complete and return to the Service Manager.The complaint form is passed to the relevant Chief Officer for final resolution andarbitrationBack to Contents36

GOVERNOR SUPPORT & DEVELOPMENTTEAM MANAGER:Gary RobinsonEmail:gary.robinson@sunderland.gov.uk 0191 5612781FUNCTION OF THE TEAM:The Governor Support function located within Commissioning & Change Management aims tosupport the work of Academy Governing Bodies through the provision of an advice, support anddevelopment service for governors to complement the work of other Local Authority services.This is intended to assist in governors’ understanding of their role and responsibilities togetherwith updates on national and local developments.TEAM BASE: Sandhill CentreSERVICES OFFERED UNDER THE SLA:• Alongside other Authority Services to advise on constitutional and procedural issues wherepossible in line with Articles of Association.• Disseminating information to academy governors (as with maintained schools) throughregular correspondence updates.• Access to Governor Training & Development activities• Access to general advice and support.SERVICE DELIVERY MECHANISM:Subscribers have unlimited access to services provided via the Governor Support function.COST OF SERVICES (TRADED SERVICES ONLY) :The cost of subscription is £573 per academySERVICE STANDARDS & HOW GOOD PERFORMANCE WILL BE MEASURED:• The service will endeavour to ensure that governor development activities are available tocorrespond with expectations of service users• The LA provides an appropriate level of information to service users through written andelectronic means• The LA communicates relevant information to governors about local and nationaldevelopments and requirements from time to time.MONITORING AND EVALUATIONQuality assurance through ongoing evaluation of activities provided to service users.37

ACADEMY RESPONSIBILITIES• The Authority will seek to formulate a programme of development according to the input ofgovernors of all Governing Bodies.• Any Academy Governing Bodies that does not subscribe may still be permitted to participatein development activities but the school will be charged £80 per place.COMPLAINTS/DISPUTESIf an academy is dissatisfied with any aspect of the service it has received the complaintsprocedure at the back of this booklet should be followed. Every effort will be made to resolvedisputes quickly and effectively.Back to Contents38

HEALTH AND SAFETY SERVICESTEAM MANAGER:Rachel Price, Health and Safety ManagerEmail:rachel.price@sunderland.gov.uk 0191 561 1601FUNCTION OF THE TEAM:Provide a competent person to advise on health and safety.The Health and Safety Team provides an effective range of professional health and safetyservices and gives access to competent advice, assistance, guidance and support in terms ofhealth and safety management. This enables the Academy to meet the requirement to appointcompetent persons under the Management of Health and Safety at Work Regulations 1999. Theappointed competent adviser will assist the Academy in developing, implementing, monitoringand reviewing their health and safety management systems, so they may manage the health andsafety risks created by their activities and comply with the requirements of statutory provisions.TEAM BASE: Civic CentreSTAFF IN TEAM:Health and Safety Manager1 x Senior Health and Safety Adviser (Management Systems)4 x Senior Health and Safety Advisers4 x Health and Safety Advisers1 x Fire Safety Adviser2 x Health and Safety TechnicalSUMMARY OF THE SERVICEUnder health and safety legislation, the Management Board are personally responsible for healthand safety standards and performance in the Academy.The following health and safety functions are provided by the Corporate Health and Safety Teamto the Management Board to support them in managing health and safety risks at the Academy:SERVICES OFFERED UNDER THE OPTION 1 SLA:• Health and Safety PolicyDevelopment and review of the Academy’s health and safety policy; which details the policystatement, organisation and arrangements in respect of health and safety responsibilities andincludes guidance notes on relevant health and safety issues. This document assists theManagement Board and Principal to meet their responsibilities in terms of statutory provisions.The Health and Safety Team will provide a review service of the policy on behalf of theManagement Board during the annual audit to ensure it reflects the standards of health andsafety management required by legislation.39

• Training Needs AnalysisThe Health and Safety Team will assist the Management Board to identify health and safetytraining needs during the annual audit. A matrix of needs will be produced based on posts held.Bespoke courses are available upon request however an additional training fee will apply (seetraining directory at the end of this agreement)• Annual auditThe Health and Safety Team will ensure that health and safety performance is effectively auditedon an annual basis.The audit will involve• Opening meeting with health and safety co-ordinator• a desk top review of health and safety records,(Including policy, risk assessments, fire risk assessments, COSHH assessments, trainingrecords, relevant minutes of meetings where health and safety is discussed, maintenancerecords)• Safety tour or inspection of the building.• Closing meeting with the health and safety co-ordinator to provide initial feedback andclarify points• Written report and action planThe objectives of the audits is to monitor the Academy health and safety policy, arrangementsand standards of compliance, on behalf of the management board, to provide re-assurance thatlegislative compliance is being achieved and as such a safe and healthy environment is providedand safe systems of work are being used.The written report and action plan will be provided within 10 days of the audit.• Telephone adviceThe Health and Safety Team will provide advice, on health, safety & fire issues as requested viathe telephone helpline.• Termly Health & Safety UpdateThis will be delivery via e-mail to the health and safety co-ordinator and can be further distributedto relevant employees and managers.It will provide an update on legislation, seasonal or topical risks and relevant Health and SafetyExecutive campaigns and initiatives.• Advice and Information (including liaison with enforcement agencies)The Health and Safety Team will lead on all interaction with the Health and Safety Executive andFire Authority.The Health and Safety Team will provide advice, on health, safety & fire issues as requested.The advisory service includes guidance on:(i) the cost effective implementation of health, safety & fire law (current and proposed),codes of practice, guidance notes, recognised best practice, the development of safesystems of work and management systems;(ii) the development of practical health, safety & fire standards based on results of riskassessments and legal requirements;(iii) the development of procedures and strategies for the conduct and review of statutoryrisk assessments under the Management of Health and Safety at Work Regulations,40

(iv)(v)(vi)the Manual Handling Operations Regulations, the Personal Protective Equipment atWork Regulations, and The Fire Safety Order;in complex cases, specific assistance in the assessment of workstations inaccordance with the Health and Safety (Display Screen Equipment) Regulations;the provision and maintenance of a Control of Substances Hazardous to Health(SYPOL) database and the supply of COSHH assessments;Prioritisation, on health and safety grounds, of repairs to buildings, plant andequipment.Accidents and incidentsThe Health and Safety Team will:(i) in the event of an incident reportable under Reporting of Injuries, Diseases andDangerous Occurrences Regulations (RIDDOR) and/or major fires, report to andliaise with the Health and Safety Executive and Fire Authority and provide expertadvice, support and guidance to the Academy;(ii) monitor and assess all accident reports, violent incident reports, and reports ofdangerous occurrences, near misses and work related ill-health;(iii) carry out in-depth investigations where appropriate, in order to monitor the health andsafety performance of the Academy, to prevent reoccurrences and minimise legalliabilities;(iv) provide assistance, support, advice and guidance to the Academy and its insurers,loss adjusters and solicitors relating to employer liability and public liability claims forcompensation against the Academy;(v) undertake additional investigations where necessary to provide information and/orreports relating to the particular case;(vi) Provide regular statistical reports pertaining to incidents described above to theManagement Board to identify trends and inform incident prevention initiatives.• Radiation ProtectionTo comply with the Ionising Radiation Regulations, Academy’s with radiation sources must haveaccess to a radiation protection adviser, a radiation protection officer and a radiation protectionsupervisor.This SLA will provide the Academy with access to• Radiation Protection Adviser (current provider is the Health Protection Agency’s radiationprotection advisory service),• Radiation Protection Officer,• Radiation Protection File containing local rules, emergency contact details, riskassessments, various pro-forma for source accountancy etc.Academies with radiation sources must appoint a radiation protection supervisor on site tomanage radiation sources and liaise with the Radiation Protection Officer.The radiation protection officer’s role is to undertake• a yearly inspection and leakage test of radiation sources in the Academy and• Liaise with the HPA and the Academy based radiation protection supervisor to resolveany local issues.• Contract monitoringThe Health and Safety Team provide a health and safety vetting service of new and existingmaintenance and construction contractors to ensure that only companies who havedemonstrated their ability to discharge their primary responsibility to safeguard their employees,41

contractors and members of the public are employed. The team currently operate the systemoutlined in the code of practice “Control of Construction/Maintenance Contractors”.If Academy’s adopt this code then no additional fee will be charged in relation to individualcontracts. If however the Academy require project specific advice and on site monitoring pleaseadditional services outside the SLA.• MeetingsThe Health and Safety Team will provide expert advice to Management Board meetings whereappropriate and liaise with Health and Safety Executive, Fire Authority and other external bodieson matters relating to health and safety.• Surveys on Health Hazards in the Working EnvironmentThe Health and Safety Team will assist the Academy to identify work places where atmosphericmonitoring / surveys for asbestos, dust, fumes, etc. are necessary. Assistance will be providedin sourcing the necessary competent person to undertake this service.Basic noise measurement and lighting surveys can be undertaken where necessary.• Fast tracking to senior school management of high risk issuesThe Health and Safety Team will ensure that any unsafe or dangerous work practices identifiedare referred to the Principal and, where appropriate, the Management Board. Where necessary,the Health and Safety Adviser will advise on the prohibition of dangerous activities.• WelfareThe Health and Safety Team will advise the Academy on employee welfare issues and costeffective compliance with legislation covering employee welfare arrangements and standards.Services offered outside the SLA on a pay as you go basis• Development of specific risk assessments, manual handling assessments, riskassessment reviewDevelopment and review of general activity based risk assessments can be undertaken. Thisprocess involves an initial meeting with the health and safety co-ordinator or a workshop withemployees to identify workplace risks and existing precautions taken. Risk assessments are thenproduced and provided to the health and safety co-ordinator in draft format for review. Thedocuments can then be amended where appropriate and signed off by the Academy.Where requested this service can also include the development suitable cascade methods withemployees, either via development of suitable key points to deliver in meetings or tool box talk orby development of a formal training package.Manual handling risk assessments can be provided upon request. This process involves a visit tothe premises and a review of the particular task, load, environment and individuals involved.Charge: £300 per dayIf this service is commissioned with the risk assessment training package a reduction infees will be applied.42

• Fire precautions, evacuation plans, personal emergency evacuation plansEmergency evacuation procedures can be developed upon request, including practical advice onundertaking drills involving children, the frequency of drills and review of the adequacy of existingarrangements.PEEPS can be developed upon request. This process involves a visit to the premisesdevelopment of bespoke evacuation plans for those requiring assistance to evacuate.Charge: £300 per dayIf this service is commissioned with the fire precautions training package a reduction infees will be applied.• Contract monitoringThe Health and Safety Team provide a health and safety vetting service of new and existingmaintenance and construction contractors to ensure Academy’s can demonstrate they aredischarging client duties to assess competence of construction and maintenance contractors.This involves desk top review of contractor information, job specific evaluation of riskassessments and method statements and on site monitoring.Charge: £300 per dayIf this service is commissioned with the Management of Contractors for Clients trainingpackage a reduction in fees will be applied.SERVICES OFFERED UNDER THE OPTION 2 SLA:• Health and Safety PolicyDevelopment and review of the Academy’s health and safety policy; which details the policystatement, organisation and arrangements in respect of health and safety responsibilities andincludes guidance notes on relevant health and safety issues. This document assists theManagement Board and Principal to meet their responsibilities in terms of statutory provisions.The Health and Safety Team will provide a review service of the policy on behalf of theManagement Board during the annual audit to ensure it reflects the standards of health andsafety management required by legislation.• Training Needs AnalysisThe Health and Safety Team will assist the Management Board to identify health and safetytraining needs during the annual audit. A matrix of needs will be produced based on posts held.Bespoke courses are available upon request however an additional training fee will apply (seetraining directory at the end of this agreement)• Annual auditThe Health and Safety Team will ensure that health and safety performance is effectively auditedon an annual basis.43

The audit will involve: -• Opening meeting with health and safety co-ordinator• a desk top review of health and safety records,(including policy, risk assessments, fire risk assessments, COSHH assessments, trainingrecords, relevant minutes of meetings where health and safety is discussed, maintenancerecords)• safety tour or inspection of the building.• Closing meeting with the health and safety co-ordinator to provide initial feedback andclarify points• Written report and action planThe objectives of the audits is to monitor the Academy health and safety policy, arrangementsand standards of compliance, on behalf of the management board, to provide re-assurance thatlegislative compliance is being achieved and as such a safe and healthy environment is providedand safe systems of work are being used.The written report and action plan will be provided within 10 days of the audit.• Telephone adviceThe Health and Safety Team will provide advice, on health, safety & fire issues as requested viathe telephone helpline.• Termly Health & Safety UpdateThis will be delivery via e-mail to the health and safety co-ordinator and can be further distributedto relevant employees and managers.It will provide an update on legislation, seasonal or topical risks and relevant Health and SafetyExecutive campaigns and initiatives.Additional services available on a pay as you go service• Risk assessments, COSHH assessments, Manual Handling assessmentsDevelopment of general activity based risk assessments can be undertaken. This processinvolves an initial meeting with the health and safety co-ordinator or a workshop with employeesto identify workplace risks and existing precautions taken. Risk assessments are then producedand provided to the health and safety co-ordinator in draft format for review. The documents canthen be amended where appropriate and signed off by the company.Where requested this service can also include the development suitable cascade methods withemployees, either via development of suitable key points to deliver in meetings or tool box talk orby development of a formal training package.COSHH Risk assessments can be developed and produced upon request.Manual handling risk assessments can be provided upon request. This process involves a visit tothe premises and a review of the particular task, load, environment and individuals involved.Charge: £300 per dayIf this service is commissioned with the risk assessment and/or manual handling trainingpackage a reduction in fees will be applied.44

• Fire precautions, including fire risk assessments and fire risk assessment reviews,evacuation plans, personal emergency evacuation plansFire risk assessments can be arranged upon request. The process involves a tour of thepremises, suitability of existing fire doors, fire signage, fire fighting equipment and a review ofexisting records such as fire log books, emergency evacuation arrangements and existingpersonal evacuations plans (PEEPS).Emergency evacuation procedures can be developed upon request, including practical advice onundertaking drills involving children, the frequency of drills and review of the adequacy of existingarrangements.PEEPS can be developed upon request. This process involves a visit to the premisesdevelopment of bespoke evacuation plans for those requiring assistance to evacuate.Charge: £300 per dayIf this service is commissioned with the fire precautions training package a reduction infees will be applied.• Face to face advice, inspections, meetingsFace to face advice, inspections or attendance at meetings can be provided on request.Such advice and queries may relate to, but is not limited to, surveys of the workplace, specificadvice relating to employees returning to work after illness or work related condition, adequacyof welfare arrangements, and prioritisation on health and safety grounds on the allocation ofrepairs and maintenance.Meetings can include the management board, health and safety or general consultationmeetings, meetings with enforcement bodies such as Health and Safety Executive and the FireBrigade.Charge: £300 per day• Accidents and incidentsThe Health and Safety Team will if requested:(i) in the event of an incident reportable under Reporting of Injuries, Diseases andDangerous Occurrences Regulations (RIDDOR) and/or major fires, make report toand liaise with the Health and Safety Executive and Fire Authority and provide expertadvice, support and guidance to the Academy;(ii) carry out in-depth investigations into accidents, near misses, dangerous occurrencesand fires where requested, in order to monitor the health and safety performance ofthe Academy, to prevent reoccurrences and minimise legal liabilities;(iii) provide assistance, support, advice and guidance to the Academy and its insurers,loss adjusters and solicitors relating to employer liability and public liability claims forcompensation against the Academy;Charge: £300 per day• Contract monitoringThe Health and Safety Team provide a health and safety vetting service of new and existing45

maintenance and construction contractors to ensure Academy’s can demonstrate they aredischarging client duties to assess competence of construction and maintenance contractors.This involves desk top review of contractor information, job specific evaluation of riskassessments and method statements and on site monitoring.Charge: £300 per dayIf this service is commissioned with the management of contractors for clients trainingpackage a reduction in fees will be applied.• Surveys on Health Hazards in the Working EnvironmentThe Health and Safety Team will assist the Academy to identify work places where atmosphericmonitoring / surveys for asbestos, dust, fumes, etc. are necessary. Assistance will be providedin sourcing the necessary competent person to undertake this service.Basic noise measurement and lighting surveys can be undertaken where necessary.Charge: £300 per day• WelfareThe Health and Safety Team will advise the Academy on employee welfare issues and costeffective compliance with legislation covering employee welfare arrangements and standards.Charge: £300 per day• Radiation ProtectionTo comply with the Ionising Radiation Regulations, Academy’s with radiation sources must haveaccess to a radiation protection adviser, a radiation protection officer and a radiation protectionsupervisor.The optional service available as part of this SLA provides the Academy with access to• Radiation Protection Adviser (current provider is the Health Protection Agency’s radiationprotection advisory service),• Radiation Protection Officer,• Radiation Protection File containing local rules, emergency contact details, riskassessments, various pro-forma for source accountancy etc.Academies with radiation sources must appoint a radiation protection supervisor on site tomanage radiation sources and liaise with the Radiation Protection Officer.The radiation protection officer’s role is to undertake• a yearly inspection and leakage test of radiation sources in the Academy and• Liaise with the HPA and the Academy based radiation protection supervisor to resolveany local issues.Charge: £300 per annum46

Training DirectoryCorporate Health & Safety can offer advice around design and delivery of courses that are notspecifically contained in this guide.• Tool Box Talk DevelopmentA cost effective way to deliver key health and safety messages to employees is via tool boxtalks. A be-spoke programme can be developed for your school covering relevant topics.Programmes can be aimed at different employee groups and contractors.Packages can be provided for managers to use as guidance when delivering the tool box talk. Allpackages also include relevant paperwork to record the delivery of the talk so appropriateevidence is available to evidence the delivery of the key messages. To discuss your needsplease contact your nominated contact officer.• Toolbox talk training delivery by Health and Safety ProfessionalCorporate Health and Safety Team can offer delivery of a range of tool box talk training options.The reassurance of this training delivered direct to your workforce by a safety professionalexperienced in the education environment help to clearly discharge your managementresponsibilities.• E-LearningVarious health and safety information courses are available via e-learning. Examples includehealth and safety induction for office workers and the safe use of VDU’s and undertaking VDUassessments. A demonstration of the system, together with cost information is available uponrequest.• Face to Face Training CoursesCosts are determined by the number of people attending the package, and the developmentwork required. If you provide the venue, a standard charge a half day course is £200, based on amaximum of 15 delegates attending. Costs per delegate are outlined for each course below.The corporate health and safety team has wide experience delivery specialist bespoke trainingsessions, programmes and packages to a wide range of employees groups, senior managers,directorate leadership teams and council directors.Bespoke packages can be developed upon request. Charges will be based the developmenttime involved and the delivery time.Health and Safety Leadership Training – Charge £502-3 hour sessionAimsThe course aims to make Business Owners, Directors, Principles, Board Members and SeniorExecutives aware of their health and safety responsibilities and how to demonstrate theydischarge those responsibilities. Content is based on the framework established in “LeadingHealth and Safety at Work, Leadership Actions for Directors and Board members”, which hasbeen produced by the Institute of Directors and the Health and Safety Commission.47

ObjectivesBy the end of the course delegates will:• Have knowledge of the agenda for effective leadership of health and safety,• Have knowledge of the legal responsibilities of senior executives and the liability ofindividual board for health and safety failings• An understanding of the key actions required to demonstrate effective health and safetyleadership• Be provided with a health and safety leadership checklist designed to allow seniorexecutives to check their status as a leader on health and safety.Health and Safety Co-ordinator Training – Charge £100Full day sessionAimsThe course aims to make Health and Safety Co-ordinators aware of the requirements of a safetymanagement system, and provide practical guidance on how to develop and implement such asystem.ObjectivesBy the end of the course delegates will:• Have knowledge of the health and safety legislative framework• Have knowledge of key elements of a health and safety management system• Have knowledge of health and safety guidance material available• Understand how to undertake risk assessments• Understand the requirements of the Reporting of Incidents, Diseases and DangerousOccurrences Regulations• Understand how to investigate accidents and incidentsHealth and Safety Training for Managers, Supervisors and those involved in the RiskAssessment Process - Charge: £50Half Day SessionAimsThe course aims to make managers and supervisors aware of their health and safetyresponsibilities, the legal framework and how to undertake risk assessments.ObjectivesBy the end of the course delegates will:• Have knowledge of their general health and safety responsibilities• Have knowledge of relevant legislation• Have knowledge of health and safety guidance material available• Understand how to undertake risk assessments48

Health and Safety Training for Premises Managers- Charge: £100Full day sessionAimsThe course aims to make premises managers aware of their health and safety responsibilities,the legal framework and how to undertake premises specific risk assessments.ObjectivesBy the end of the course delegates will:• Have knowledge of their general health and safety responsibilities• Have knowledge of relevant legislation• Have knowledge of health and safety guidance material available• Understand premises specific risks & standards• Understand how to undertake premises risk assessments• Understand how to manage contractorsFire Precautions & the Safe Use of Fire Extinguishers - Charge: £50Half day sessionAimsThis course aims to provide delegates with an understanding of fire safety issues and how to usefire extinguishersObjectivesBy the end of the course delegates will:• Have knowledge of fire precautions• Have knowledge of routine tests of the fire evacuation procedures, fire doors, alarm anddetection system, and fire-fighting equipment• Have knowledge of and practice how to use of fire fighting equipmentSafe Working at Height including use of Ladders and Step Ladders – Charge £50Half dayAimsThis course aims to provide delegates with an understanding of working at height safetyObjectivesBy the end of the course delegates will:• Have knowledge of the rules around working at height• Have knowledge of how to undertake a working at height risk assessment• Have knowledge of how to select appropriate equipment• Ladder and step ladder safety, including inspection• Practiced the safe erection of ladders49

Back Care and Manual Handling of Inanimate Objects – Charge: £50Half day sessionAimsThis course aims to provide delegates with an understanding of how to look after their backs andsafe techniques for moving inanimate objectsObjectivesBy the end of the course delegates will:• Have knowledge of why back care is important• Know how to look after their backs• Practice safe lifting techniquesHealth and Safety Management of Contractors for Clients – Charge: £50Half day sessionAimsThis course aims to provide clients responsible for arranging construction and maintenance workwith an understanding of their duties under the Construction (Design and Management)Regulations and health and safety procedures to be adopted to comply with legislation.ObjectivesBy the end of the course delegates will:• Have knowledge of the health and safety legal framework for employing contractors• Have knowledge of their responsibilities on clients and other duty holders• Have knowledge of systems that can be adopted to demonstrate client duties have beendischarged.Trade Based Asbestos Awareness – Charge: £50Half day sessionAimsAll employees who may accidentally disturb asbestos must be provided with annual asbestosawareness training. This includes handymen, caretakers and general maintenance employeeswho work in a building which contains asbestos. This course will meet this requirement.ObjectivesBy the end of the course delegates will have knowledge of:• Who might be at risk from asbestos• The types, uses and likely occurrence of asbestos in buildings and plant• The properties of asbestos and its effects on health• The type of activities can put people at risk• How to avoid the risks from asbestos• The general procedures to be followed to deal with an emergency, for example anuncontrolled release of asbestos dust into the workplace.50

Responsible Persons Asbestos Awareness – Charge: £50Half day sessionAimsThis course aims to provide those persons responsible for managing buildings which haveasbestos materials in them with the knowledge to comply with the Duty to Manage Asbestosoutlined in the Control of Asbestos Regulations, importantly procedures to be followed to ensurepeople are not exposed to dangerous asbestos fibres.ObjectivesBy the end of the course delegates will:• Understand the legal requirements to identify and manage asbestos containing materialsin buildings, including managing asbestos registers• Who might be at risk from asbestos• The types, uses and likely occurrence of asbestos in buildings and plant• The properties of asbestos and its effects on health• The type of activities can put people at risk• How to avoid the risks from asbestos• The general procedures to be followed to deal with an emergency, for example anuncontrolled release of asbestos dust into the workplace.Incident Reporting and Investigation – Charge: £50Half day sessionAimsThis course aims to provide those persons responsible for investigating and reporting accidentsand incidents under the Reporting of Incidents, Diseases and Dangerous OccurrencesRegulations with the knowledge and skills to undertake the task.ObjectivesBy the end of the course delegates will:• Have knowledge of the specific legal duties?• Have knowledge of the process/procedures are for investigating incidents• Have knowledge of the investigation techniques to use• Have knowledge of what should be included in incident Reports• Have knowledge of trend identificationBespoke Day Courses are also available for Trades including:CaretakersCaterersBuilding Maintenance StaffSERVICE DELIVERY MECHANISM:The Academy will be allocated a lead health and safety adviser who is managed by the Council’sHealth and Safety Manager and supported by the wider health and safety team.51

Competence of professional Health and Safety Advisers is the responsibility of the Health andSafety Manager, who has over 15 years’ experience advising on health and safety in school andCouncil environments, is a Chartered Member of the Institute of Occupational Safety and Health(CMIOSH) and BSC (Hons) Environmental Science.Methods of delivery used:Health and Safety PolicyTelephoneE-mailSite VisitsInspectionsIncident investigationsAuditsCOST OF SLA OPTION 1 SERVICES TRADED SERVICES ONLY :Charging is based on agreeing to a 2 year SLA, for secondary schools the year 1 charge of£3,000; year 2 charge of £3,000 will be made, for primary schools the year 1 charge of £2,000;year 2 charge of £2,000 will be made, for primary schoolsCOST OF SLA OPTION 2 SERVICES TRADED SERVICES ONLY :Charging is based on agreeing to a 2 year SLA, for secondary schools the year 1 charge of£2,000; year 2 charge of £2,000 will be made, for primary schools the year 1 charge of £1,000;year 2 charge of £1,000 will be made, for primary schoolsSERVICE STANDARDS & HOW GOOD PERFORMANCE WILL BE MEASURED:8.30-17.00, Monday to Thursday and 8.30-16.30 on a Friday. A service is provided outsidenormal working hours for major incidents and is available via the Civic Centre EmergencyControl Room.ContactThe officers responsible for providing your service are Paul Scoular, Senior Health and SafetyAdviser, Antonia Davison. They can be contacted on tel. 0191 561 1737, 1736 or e-mailname@sunderland.gov.ukWhere that officer is unavailable, another member of the Health and Safety Team will endeavourto assist.Response times2. Accidents (fatal / major injury accidents) or emergencies – immediate response.3. Requests for non-urgent advice by telephone, e-mail, letter or fax will obtain a responsewithin 10 working days.4. Safety audits will be carried out by arrangement.5. All other inspections, training etc will be carried out by arrangement and at mutually agreedtimes in accordance with this agreement.52

In the event of a fatal / major injury accident or a major fire:• During normal working hours, please contact Paul Scoular on 0191 5611737, who willarrange for immediate assistance to be provided• Outside normal working hours, Tel 0191 553 1998/9 (Civic Centre Emergency Control Room)for assistance.MONITORING AND EVALUATION• Internal monitoring procedures by the Council Health and Safety Manager to ensurecompetent and consistent advice and support.• Examination of training evaluation forms• External audit by HSEACADEMY RESPONSIBILITIESGeneral responsibilities of the AcademyFor the purposes of Health and Safety Legislation the Academy Trust is the employer.(1) A local Health and Safety Co-ordinator must be appointed(2) If the Academy has radiation sources, appoint a local Radiation Protection Supervisor.(3) Incidents must be firstly investigated by management and reported promptly to the Healthand Safety Team for detailed investigation where appropriate.(4) Managers and supervisors must ensure that the responsibilities and arrangementscontained within the Academy Health and Safety Policy and codes of practice arecomplied with at all times.(5) Managers and supervisors must co-operate with health and safety practitioners at alltimes.(6) All projects undertaken by the Academy, which have safety implications, should benotified to the health and safety team.COMPLAINTS/DISPUTESIf a school is dissatisfied with any aspect of the service it has received the complaints procedureat the back of this booklet should be followed. Every effort will be made to resolve disputesquickly and effectively..Back to Contents53

HUMAN RESOURCES ADVICETEAM MANAGER:Lynne Casey HR Business Partner (Schools)Email:lynne.casey@sunderland.gov.uk 0191 561 7950FUNCTION OF THE TEAM:To provide comprehensive Human Resource Management advice to Governors and HeadTeachers across the City. The Service Level Agreement is delivered by the Council’s HR andOrganisational Development DirectorateWorking in partnership with Academies, the HR Advice Team will guide and assist TheTrust Board, Governors and Academy Leaders through the complex issues ofemployment law and employee relations and how it dovetails with education law, theschool staffing regulations and conditions of service issues, covering everything frompre-employment right through to contract termination. HR support for any resultantEmployment Tribunal cases is offered through the Gold Service.TEAM BASE: 4 th Floor, Civic CentreSTAFF IN TEAM:All staff are experienced HR Professionals and schools will have a named support officer/s.SERVICES OFFERED UNDER THE SLA:Silver StandardHR AdviceConditions of Service• Advising the Head Teacher and governors on the application and interpretation of Nationaland Local Agreements dealing with advice on terms and conditions of service for allcategories of employees including teachers.• Advising the Head Teacher and governors on the application of basic employment policiesand procedures for schools.• Advising on matters relating to salary and grading.Employment Legislation• Advising on the application and interpretation of current employment legislation.• Advising on and supporting the Headteacher on the management of short term attendancemanagement cases• Providing advice to governors and the Head Teacher in respect of the conduct of minordisciplinary matters, grievances and other minor employee relations cases.• Providing advice on informal capability support.• Designing and providing relevant employment policies for academies.Employee Relations• Consulting with Trade Unions and Professional Associations through the Joint ConsultativeCommittee and the Teacher Association Liaison Group and the Academy’s own consultativebody if relevant.54

Miscellaneous• Advising in relation to statutory Criminal Records Bureau checks and Safer Recruitmentguidance• Assisting with interviews, as necessary, to assess suitability of applicants who are subject toCRB checks.• Co-ordinating referrals to Occupational Health, if relevantGold StandardAll of the functions in the Silver Standard above Plus: -• Full HR support in managing capability issues.• Full HR support for disciplinary investigations and any subsequent formal proceedings• Assisting with investigations for complex cases carried out in relation to any other schoolpolicy.• Assisting with the presentation of and support for complex HR issues to relevant AcademyBodies.• Provision of a Harassment adviser and investigator for complaints made under a HarassmentPolicy.• Support and advice in relation to allegations of abuse made involving academy staff orvolunteers.• Support with informal and formal consultation with Trades Union and ProfessionalAssociations in relation to individual academy issues.• Advice and support in relation to preparation for and appearance at Employment Tribunalsand Court cases.• Providing training for Trust Board/Governors and Academy Leadership as necessary.• Support in handling redundancies including advising the Head Teacher and Governors onpolicies and procedures, assistance in the preparation of statutory information, consultations,selection and appeals.• Calculating redundancy payments, facilitating relocation and providing advice and supportwhen requested to individual members of the teaching staff.• Providing advice and support on all staffing establishment matters within the AcademyAdditional FunctionsThe following services will be offered on a pay-as-you-go basis;• HR Officer participation in short listing, interviewing and feed back to candidates £200 dailyrateSERVICE DELIVERY MECHANISM:Academies buying in to the Silver Service will receive the relevant support under that service,with a higher level of support offered for more complex issues offered as part of the GoldService, depending on the issues arising at individual academies.Additional functions are available for purchase on an as required basis and prices agreed onrequest.The Academy will have support at a strategic level from the HR Business Partner for Schoolsand also a nominated contact officer for HR advice within the Schools HR Advice Team.55

COST OF SERVICES TRADED SERVICES ONLY :Charges for both the Gold and Silver packages are based on a flat rate per school plus anamount per pupil above a specified number of pupils.GOLD PackageFlat rate charge: Amount per pupil: For every pupil above:Primary £889 £9.84 80Secondary £2,323 £6.70 380Special £1,149 £16.37 30SILVER PackageFlat rate charge: Amount per pupil: For every pupil above:Primary £784 £7.35 80Secondary £2,106 £4.20 380Special £940 £11.20 30Charges for additional functionsOfficer participation in short listing, interviewing and feedback to candidates at a £200 daily rateAcademies opting for the Silver Standard who wish to buy gold standard supportfunctions during the course of the year will be charged at a £250 daily rateSERVICE STANDARDS & HOW GOOD PERFORMANCE WILL BE MEASURED:Good performance will be measured against the following criteria:• The division of responsibilities for HR issues between LA and the Academy is clear andunderstood. Administration and support for casework provided by the team is legislativelyaccurate.• Clear model policies are regularly reviewed, updated and circulated to schools. The policiesare well-used and understood by schools• Casework is consistently well-supported.• The incidence of Employment Tribunals is low• Heads and governors are routinely offered training covering employers’ responsibilities.• The LA routinely monitors school performance in statutory employment practice andintervenes in inverse proportion to success.• There are regular, planned meetings between the service, on behalf of schools, with teachingand support staff unions. Both formal and informal communication is maintained routinely.• All initial requests for advice are dealt with promptly and within 5 working days• All referrals to Occupational Health, where relevant, will be dealt with speedily and within 5working days.MONITORING AND EVALUATION• Internal monitoring procedures to ensure uniform quality of advice and support.• Feed back through the provision of a feedback questionnaire.56

ACADEMY RESPONSIBILITIESAcademies taking up the Gold or Silver Standard have responsibilities incumbent uponthem to ensure adherence to the SLA, specifically:• Maintaining all school HR files for individual employees• Retaining such information, receipts and other documentation as is necessary to comply withemployment and other legislation to enable the service provider to fulfil its functions.• Nominating a contact point.• Providing timely notification of any faults or errors in data or other documentation• Making access available to data, information and all records for the provider’s staff• Observing their responsibility for duty of care of an employee as an employer• Providing appropriate and adequate information in respect of referrals made or advice soughtfrom the Occupational Health Unit, where relevant• Completion of standard forms as required• Taking responsibility for the printing and mailing of all relevant correspondencerecommended and supplied by the Schools HR Advice Team in support of case work. Thisdocumentation will be supplied to schools in e-mail format for onward transmission.Employment TribunalsIf the complaint is about a decision taken by the Trust Board/Governors, then Governors andrelevant Leadership personnel may have to appear before an Employment Tribunal to defend itsaction. The Trust Board must inform the LA within 14 days of being notified of the EmploymentTribunal application.In the event of a conflict of interest for the Council arising, the Academy may need to seekindependent HR and Legal advice.COMPLAINTS/DISPUTESIf the Academy is dissatisfied with any aspect of the service it has received the complaintsprocedure at the back of this booklet should be followed. Every effort will be made to resolvedisputes quickly and effectively.Back to Contents57

SCHOOL ICT NETWORKHEAD OF SERVICE:Tom BakerEmail:tom.baker@sunderland.gov.uk 0191 561 4201FUNCTION:The ‘School ICT Network’ provides a city-wide secure network to allow Academy and FreeSchools to access the internet, intranet, e-mail and enables the delivery of Schools InformationManagement Systems (SIMS), Admin Workstation and Classroom ICT Support offered under‘School ICT Services’ Service Level agreement.When you sign up to the ‘School ICT Network’ your school becomes part of the secure city-widenetwork incorporating access to the School & Academy Wide Network Sunderland and the CityCouncil Network. As part of this service level agreement - see below under ‘Core Network’ –further key services are enabled which are critical to your school processes, these includeaccess to SAP Finances, SAP printing, the opportunity to use services provided by SunderlandCity Council Property Management team the Council these include the CCTV monitoring serviceand the opportunity to enable the School Boiler Management System.SERVICES OFFERED UNDER THE SLA:Introduction :This service provides a secure connection from the school into the Sunderland Schools Networkand Sunderland City Council Network. Connection to the school is via a private leased dedicatedcircuit currently provided by BT, Sunderland City Council’s preferred supplier. The agreementwith BT includes maintenance of the equipment associated with the leased circuit. The privatecircuit is dedicated and guarantees data traffic speeds of 10mb for Non Secondary and 100mbfor Secondary. To understand the capacity of dedicated circuit, it can be compared to havingyour very own four lane motorway and you have all four lanes just for you no other traffic, nohold ups.The ‘Schools ICT Network’ connectivity allows the use of the services outlined within the ‘SchoolICT Services’. If you do not buy into the ‘School ICT Network’ we will not be able provided the‘Schools ICTservice’ which includes the key School Information ManagementSolution (SIMS), Admin Workstation or Classroom ICT Support. In addition without the ‘SchoolsICT Network’ you will not be able to access the key SAP Finance Solution, SAP Printing or beable to use the Council CCTV service or Council Boiler Management service, access to JANET,Secure file transmission of SIMS based data and Safe Internet/Web filtering. AlthoughSunderland City Council will continue to offer these services, it will be necessary for schools toobtain their own hardware and software to connect to them. Configuration of any new equipmentwould be required to ensure the necessary security and safety policies are met. This would notbe covered by the proposed Service Level Agreements and additional charges could beincurred.From January 2012 a new high speed 1GBps Internet Connection will be available for Schools.The cost of the ‘Core Network’ Services provided within this Service Level Agreement (SLA ) arefixed for three years with no inflationary increase .Over this period it is intended to upgraded tothe Superfast Sunderland Schools Network. This will give 80mbps guaranteed download speed.58

Core Network -• Private leased Circuit - Dedicated, superior availability, guaranteed max speed(10mb Non Secondary, 100mb Secondary)• New High speed 1GBps internet connection• Safe Internet – Web Filtering (Provided to BSF schools by third party)• Secure – Central Firewall• Provision to transport CCTV to remote monitoring facility• Provision to transport boiler management control to remote location• Internet Access• Connection to the JANET *network• Access to the Council Intranet• Access to the SAP Finance system• Access to SAP printing• Secure file transfer area for exchange of data between the LA and schools.• Licensed enterprise anti-virus product for deployment to desktops and servers(Provided to BSF schools by third party)• Monitoring of the network for faults and performance• Helpdesk 9 hours/ 5 days a week*What and who is JANET ? …JANET is the network dedicated to the needs of education and research in the UK. Itconnects the UK’s education and research organisations to each other, as well as to the rest of the world through links tothe global Internet. The JANET network connects UK universities, FE Colleges, Research Councils, Specialist Collegesand Adult and Community Learning providers. It also provides connections between the Regional Broadband Consortia tofacilitate the DfE initiative for a national schools’ network. Over 18 million end-users are currently served by the JANETnetwork….See this link http://webarchive.ja.net/about/index.htmlOptional – All of the below are optional but require the Core Network option• E-mail Services - Provision for “@schools.sunderland.gov.uk” E-mail.This service will be initially for Staff only. As part of the Curriculum,pupils will have the ability to use a generic account for training. It isalso intended to extend this service to have the option to include fullemail accounts for pupils during 2012. We are going to be radical ……Radically change the way we offer e-mail; working with our longstanding partners we’ll be offering a Microsoft service to all teachersand pupils. The Council will work with you to deploy, migrate and gainthe most use of this service. This is likely to the first of many servicesoffered in partnership and in many cases at no additional cost byworking in partnership with Microsoft. What’s more you’ll be able tohave your own school e-mail address and benefit from the very best insafeguarding and security features.• Remote Access – Access to School IT Systems from home etc.This service will be initially for Staff only.The service provides access to the Schools Network and allows staff toaccess systems and applications.• E-mail Support Services – Support for Schools hosting their own E-mail i.e.Mail routing, Anti-Spam & Anti-Virus.• Sunderland Schools VLE* – Access to the Sunderland Schools VLE59

The Virtual Learning Environment (VLE) is key to support learningwithin schools, this is recognised and we intend to offer a choice of VLEsolutions during the year.Many of you like what the Council have provided in the past, many ofyou do not. This year we’re offering a range of options, why not come toone of our supplier days in the new year so you can compare andcontrast the best in the market, compare ideas with other heads and letthe council negotiate the best possible deal for you• Additional Hosting Services - You may need a central hosting option in our securedata centre to facilitate secure reliable access to your ICT systems. We can offerhosting arrangements. Please contact the team to discuss Tel: 5612010* Available to schools currently using the Sunderland Schools VLE.SERVICE DELIVERY MECHANISM:This service provides a high availability and secure connection from the Academy or Free Schoolinto the Sunderland Schools & Academy Network and the Sunderland City Council Network.Connection to the school is via a private leased dedicated circuit currently provided by BT,Sunderland City Council’s preferred supplier. The agreement with BT includes maintenance ofthe equipment associated with the leased circuit. The private circuit is dedicated and guaranteesdata traffic speeds of 10mb for Non Secondary and 100mb for Secondary. To understand thecapacity of dedicated circuit, it can be compared to having your very own four lane motorwayand you have all four lanes just for you no other traffic, no hold ups.When you sign up to the ‘School ICT Network’ your school becomes part of the secure city-widenetwork incorporating access to the School & Academy Wide Network and Sunderland CityCouncil Network. As part of this service level agreement - see ‘Core Network’ – further keyservices are enabled which are critical to your school processes, these include access to SAPFinances, SAP printing, the opportunity to use services provided by Sunderland City CouncilProperty Management team the Council these include the CCTV monitoring service and theopportunity to enable the School Boiler Management System.SERVICE STANDARDS & HOW PERFORMANCE WILL BE MEASURED:From January 2012 a new high speed 1GBps Internet Connection will be available for Schoolswhich will give much improved guaranteed bandwidth.Service standards are important and we aim to improve the standard and variety of servicesoffered to schools. During 2012 we will be continuing with Head teacher Focus Groups,workshops, investigating and reviewing technologies that give value to schools and continuallydeveloping the Education Support Roadmap.Network availability target is 99.5%, during the operating period from 8:00am to 5:30 pm,Monday to Friday. The network may be available (the connection into the school is working) butsome services may not be available (for example SAP).Target internet, intranet, e-mail, VLE availability is 99.5%, during the operating period from8:00am to 5:30pm. Monday to Friday. Other services may have lower availability ratesdepending upon other parties involved. (Separate SLA response times may apply).60

With a dedicated circuit you are guaranteed fixed response times to resolve problems andensure you remain on line. The network is monitored 24/7/365, with availability and performancedata recorded.As part of the agreement with the network provider (BT) it is stipulated that there will be a 4 hourinitial response to investigate and fix faults. In most cases the faults are usually diagnosed andfixed well within 4 hours.Annual performance data is available upon request, for network, e-mail, and internet availability.Scheduled downtime (out of term) is excluded from availability targets.Where a cause local to the school is responsible for lack of service (for example a local powercut) this will not constitute network unavailability.Where unavailability of access to onsite equipment inhibits a repair or fault investigation, networkunavailability time ceases to accumulate until access is again made available.The school has the responsibility to ensure that required equipment is powered at all times, andshould not disconnect equipment without prior consultation with Sunderland Council ICT. This isso that a record of the event can be kept and also to ensure that connection to no other school isinterrupted.Schools will be notified of any planned downtime with a minimum of 3 working days notice. It willbe usual to offer a notice period of one working week.It may be necessary to remove some services from operation (for example for maintenance)whilst others continue to function. Every effort will be made to ensure that such planned worktakes place outside of the teaching day, and wherever possible, outside of term time.Schools should be aware that target availability standards do not guarantee operation on aparticular day, and should plan to meet deadlines in good time, to prevent an unplanned serviceinterruption causing difficulties.The city will be the first in the UK to have superfast broadband connectivity to every home andbusiness, delivered by Summer 2012. The council is also working with IBM and other privatesector partners to deliver cloud computing technology across the city - to schools andacademies, businesses and charities as well as public sector partnersCOST OF SERVICES - Core Network and Optional ChargesThe cost of the ‘Core Network’ Services provided within this Service Level Agreement (SLA ) arefixed for three years with no inflationary increase . Over this period it is intended to upgrade tothe Superfast Sunderland Schools Network. This will give 80mbps guaranteed download speed.We have also negotiated with BT discounts on the current circuit costs which we have beenreflected in the Core Network Charges.Please refer to the ‘School ICT Network ‘Core Network’ section for details of this service - thisoutlines the services provided for the charges listed below. Please also refer to the Introductionshown within the School ICT Network SLA which you will find useful.61

School TypeCore Network ChargesNursery £1,920Primary £3,370Secondary £12,250Secondary BSF* £14,200Special £2,370Please refer to the ‘Optional’ section of this SLAFor options marked * Please contact the ICT Team to discuss Tel : 5612010School Type Options ChargesNursery Staff Email Services £150Sunderland Council VLE £350Remote Access £150Primary Staff Email Services £350Sunderland Council VLE £350Remote Access £150Secondary Staff Email Services £550Email Support Services *Cost will vary on aschool by School basis *Hosting Services *Cost will vary on aschool by School basis *Sunderland Council VLE £500Remote Access £250Secondary BSF Staff Email Services N/ASunderland Council VLERemote AccessN/AN/ASpecials Staff Email Services £350Sunderland Council VLE £350Remote Access £150SCHOOL RESPONSIBILITIES:The school is responsible for maintaining an adequate power supply to the network equipmenton each site.The school may be asked to carry out simple checks on the equipment in the event of a failure.This is to speed the process of fault identification and resolution.Schools are required to provide access to onsite equipment for the purposes of fault finding orfault resolution.Faults must be reported in a timely manner.62

FAULT REPORTING:Failures should be reported to the Council ICT Helpdesk in the first instance. A member of thestaff may need to visit the school to confirm the nature of the fault before it is escalated to thecompany providing the circuit. In the event that the fault is caused by a circuit failure, Council ICTwill liaise with the circuit provider until a repair is completed. The school will need to providetimes when an engineer can visit, as well as a contact person in this event.COMPLAINTS / DISPUTES:If a school is dissatisfied with any aspect of the service it has received, the complaints procure atthe back of this booklet should be followed. Every effort will be made to resolve disputes quicklyand effectively.Back to Contents63

SCHOOL ICT SERVICES (EDIT)HEAD OF SERVICE: Tom BakerEmail:tom.baker@sunderland.gov.uk 0191 561 4201FUNCTION OF THE SERVICE:Deliver ICT services to Academies and Free SchoolsTEAM BASE: MOORSIDE ICT UNITSERVICES OFFERED UNDER THE SLA:Introduction :The following options are dependent on the take up of the Schools ICT Network SLA. Withoutthe provision of the Schools ICT Network provided by Sunderland City Council, the School ICTServices Service Level Agreement can not be provided.We would recommend the following options to give you full compatibility and continuity of yourICT Services :Primary and Special Schools we would recommend options 1, 3, and 4;Secondary schools we would recommend options 1 and 2,Nursery schools we would recommend options 1 and 3.Schools with larger networks and ICT suites should consider taking option 5.New options this SLA‘On Site’ Technical SupportOption 6 is suitable for all schools offering provision for onsite support as part of ascheduled arrangement and the option of booking individual days at our daily rate. Thisservice gives you the flexibility to use the resource for your specific schools needs aroundAdmin and Classroom ICT training and support, covering a wide range of needs.School Web SitesOption 7 is suitable for all schools and offers a complete solution for a school wishing tohave their own web site and unique web address. The design, training and hosting of thesite within the Moorside Data Centre is all included.Film and MediaOption 8 is suitable for all schools and offers the services of the ICT Community IT team,which has a professionally trained film and media production team, who work closely withcommunities on projects including short film projects and live event filming. They providethe technical equipment and expertise to use it, as well as working with organisations onthe content and look and feel of their films.64

Anything not covered by the SLAs will be considered under the Additional Services/Non-Standard Request. Please contact us for more information if you are considering these and wewould be happy to discuss.If you require any further advice or would like to discuss the services offered please do nothesitate to contact the Team Tel : 56120101. SIMS SoftwareRecommended as needed by all schoolsIncludes:• Pupil and personnel databases• Electronic provision of documentation, with access via the intranet, internet and email• Assessment Manager, Performance Analysis, Profiles and Exams Organiser• Creation and distribution of standard aspects, templates and reports• Development of and assistance with target setting and monitoring of pupil performance• Assistance with examination entries and results analysis• Assistance with use for all statutory and regular non-statutory returns• Use of electronic session attendance• Use of SIMS Dinner Money• Use of Nova for timetabling, cover and parents meetings• Integration / interfacing of all SIMS modules• Integration / interfacing with central systems• Advice and assistance with Microsoft Word and Excel as used directly by SIMS• Advice and assistance with interfacing IEP Writer, Lesson Monitor and Bromcom with SIMS• Advice and assistance with interfacing other software with SIMS• Training at our centre, including documentation• General usage advice to minimise work, maintain accuracy, and meet deadlines• Advice and assistance on effective whole school use and workload distribution• Advice and support to expand use, to increase effectiveness, and reduce or minimiseworkload• Detailed assistance with operation• Troubleshooting• Application of and assistance with regular updates• Configuration• Maintenance• Support of the SIMS SQL database• Repair of dataExcludes SIMS annual maintenance charge, issues specific to networks, servers, hardware, andother software.Response Time A2. Administration Workstations for Secondary SchoolsRecommended as needed by secondary schoolsIncludes for hardware and software used for administration purposes anywhere in the school:• Direct and detailed support of individuals using their workstations for administrationanywhere on the school network, with shared desktop• Short training sessions over the network and phone for individual staff, especially to supportnew staff, assist occasional users, or give detailed explanation• Support of staff using the system remotely• Support of systems outside normal office hours to minimise downtime for schools• Backup and disaster recovery of SIMS servers *• Advice on and assistance with installation and maintenance of SAP65

• Use with supported administration systems• General use of Microsoft Office• Access to the VLE for secure file transfer• Use with Parents Portal for electronic reporting to parents.• Use of email and internet• Advice on and provision of anti virus measures• Supply software via Microsoft Academic Select• Supply of parts at cost (except consumables)• Work on the administration server directly relating to SIMS• Advice on and support of network infrastructure in relation to SIMS• We will aim to work with and through school-based ICT staff in order to support all serversand workstations, together with staff that use these, as far as possible.• If school-based ICT staff are unavailable, in an emergency, we will provide advice andassistance with ICT matters, as far as possible.EDit labour charges are included, but software and parts are extra.Excludes detailed support of servers (except directly relating to SIMS), building cabling, networkinfrastructure, curriculum workstations, SIMS and other softwareResponse Time A for usage and assistance over the phone and network.Response Time B otherwise.* A suitable network connection to the SIMS server/s is required3. Administration Workstations for Non-Secondary SchoolsRecommended as needed by infant, junior, nursery, primary and special schoolsIncludes for hardware and software used for administration purposes anywhere in the school:• Direct and detailed support of individuals using their workstations (including terminal servicessessions) for administration anywhere on the school network, with shared desktop• Short training sessions over the network and phone for individual staff, especially to supportnew staff, assist occasional users, or give detailed explanation• Support of staff using the system remotely• Support of systems outside normal office hours to minimise downtime for schools• Backup and disaster recovery of SIMS servers *• General advice on backup and disaster recovery• Specification and advice on hardware, e.g. PCs and printers, for admin use• Demonstration of example systems• Troubleshooting of problems with individual items of hardware, and software runningthereon• Installation, e.g. of software on suitable new or refurbished hardware, or of printers• Application of upgrades and patches• Configuration• Maintenance• Installation and maintenance of SAP• Use with supported administration systems• General use of Microsoft Office• Access to the VLE for secure file transfer• Use with Parents Portal for electronic reporting to parents.• Use of email and internet• Hardware troubleshooting and repair• Software troubleshooting, reinstallation and repair• Software integration and interfacing• Anti virus measures• Security measures• Basic safety advice• Physical security advice66

• Assistance with peripherals such as printers• Site visits if needed• Supply software via Microsoft Academic Select• Supply of parts at cost (except consumables)• Work on the administration server directly relating to SIMS• We will work on all office workstations, together with staff that use these.EDit labour charges are included, but software and parts are extra.Excludes detailed support of servers (except directly relating to SIMS), building cabling, andnetwork infrastructure, curriculum workstations, SIMS and other software.Response Time A for usage and assistance over the phone and network.Response Time B otherwise.* A suitable network connection to the SIMS server/s is required4. Classroom ICT Support (Curriculum Workstations)Recommended as needed by all schools except secondary schoolsIncludes for hardware and software used for curriculum purposes:• General advice• Specification and advice on hardware, e.g. PCs and printers, for classroom use• PC imaging services – installing an agreed setup on sets of PCs• Demonstration of example systems• Troubleshooting of problems with individual items of hardware, and software runningthereon• Installation, e.g. of software on suitable new or refurbished hardware, or of printers• Assistance with whiteboards and their software• Assistance with and advice on projector maintenance• Hardware/Software Upgrades• Hardware/Software Configuration• Hardware/Software Maintenance• General use of Microsoft Office and other software• Access to the VLE for secure file transfer• Use of email and internet• Hardware troubleshooting and repair• Software troubleshooting, reinstallation and repair• Provision of anti virus measures *• Security advice• Basic safety advice• Physical security advice• Assistance with peripherals such as printers• Supply software via Microsoft Academic Select **• Supply of parts at cost (except consumables)• Sourcing of suitable refurbished equipment, at low cost, particularly to assist with pupil :computer ratios• Support of any suitable classroom workstation for admin use, and of staff who use these,subject to available connectivity• Support SIMS in the classroomEDit labour charges are included, but software and hardware parts are extra.Site visits are included if and as needed.Heavy or bulky equipment may need to be attended to on site.Excludes servers, building cabling, network infrastructure, administration workstations.Response Time C where the equipment is dealt with off site.67

Response Time B where the problem is dealt with on site.* We can only undertake to install Antivirus software on domain PCs.** A handling fee will be charged for each software order – please try to group license purchasestogether to minimise cost.5. Network & Curriculum Server SupportRecommended for schools that have an existing server-based networkIncludes: advice on, specification of, and assistance with :• Servers• Virtualisation• Preparation of software deployment packages (MSI)• Switches• Routers• Firewalls• Network design• Fibre and copper cable networks• Wireless networks• User account setup and maintenance• User data storage design and implementation• Automated anti virus measures• Data security• Data backup• Disaster recovery• Troubleshooting• Software installation• Application setup and configuration• Upgrades and patches• Hardware configuration• Performance optimization• MaintenanceEDit labour charges are included, but software and parts are extraSite visits are included if and as needed.Heavy or bulky equipment may need to be attended to on site.Excludes initial network specification design and installation, workstations, fixed building cabling,and non-network issuesResponse Time B6. On Site Technical Time Scheme – Admin and Classroom SupportFor those times you need additional flexible ‘On Site’ Admin and Classroom ICT support, youcan choose to buy in this resource at an hourly rate or if you prefer schedule over a period oftime i.e based on a half/full day over a fortnightly/weekly basis.This service gives you the flexibility to use the resource for your specific schools needs aroundAdmin and Classroom ICT support. This could cover a wide range of needs.Please contact the ICT Team for further information. Tel 561201068

7. School Web SiteRecommended for schools with an existing Web Site hosted by EDit, or a school settingup/ moving their Web Site.Includes: advice on, specification of, and assistance with :• Web Site Hosting• Web Site Design• Content management training using our CMS solution• A unique school web address• Web Site support• Web Site Maintenance• Web Site BackupPrices on request based on requirements. Please contact our team. Telephone : 56120108. Media and FilmCommunity IT team has a professionally trained film and media production team, who workclosely with communities on projects including short film projects and live event filming. Theyprovide the technical equipment and expertise to use it, as well as working with organisations onthe content and look and feel of their films.Please contact the ICT Team for further information. Tel 56120109. Additional Services/Non-Standard RequestWe will endeavour to provide a service for individual needs, call to discuss your requirementswith our team. Telephone 5612010.SERVICE DELIVERY MECHANISM:Methods UsedTelephoneEmailFaxWebDocumentationAutomated processesRemote support over the network, e.g. using Remote Desktop or VNCInvestigation / solution over the networkDownload software/data over the networkSupply software/data on CD / email / server shareSite visit in the event that a remote support solution is unavailableRepair on site, e.g. for bulky or heavy equipmentReplacement with other equipmentCollection serviceDelivery serviceGroup training session by EditTraining at full cost, including at another venue and by non-EDit staffEDit seek to resolve issues as quickly as possible, and will normally use a remote connectionover the broadband network. EDit will determine the method of tackling an issue, bearing in69

mind its importance and urgency reported by the customer, speed of resolution, and availableresources.Incident ResolutionResolution of a problem includes:• fixing it• advising how to fix it• giving an alternative method• stating that a third party solution is needed• stating that a hardware or software upgrade or purchase is necessary• advising that there is no cost effective or viable solutionCOST OF SERVICES (TRADED SERVICES ONLY ):Options:1. SIMS Software2. Administration - Secondary3. Administration – Primary4. Classroom ICT Support (Curriculum Workstations )5. Network & Curriculum Server Support6. On Site Technical Time Scheme – Admin and Classroom Support7. School Web Site8. Film and Media9. Additional Services/Non-Standard Request.Options:Prices are calculated as a charge per school plus an element based on FTE number of pupils inthe January 2011 census. We are maintaining the same pricing structure for 2011-2012.Examples are shown. Please contact us for an individual estimate.SectorNumber of Pupils(FTE)Core Options asLast YearNetwork & Curriculum ServerSupport Additional price if takenNurseryOptions 1,3 Option 530 £844 £354.0040 £920.00 £397.0050 £997.00 £438.0060 £1,073.00 £481.00PrimaryOptions 1,3,4 Option 5100 £1,337.00 £502.00200 £2,404.00 £925.00300 £3,470.00 £1,348.00400 £4,536.00 £1,771.0070

SecondaryOptions 1,2 Option 5800 £5,394.00 £2,675.001000 £6,692.00 £3,324.001200 £7,990.00 £3,973.001400 £9,287.00 £4,622.00SpecialOptions 1,3,4 Option 560 £1,463.00 £481.0090 £1,783.00 £608.00120 £2,103.00 £735.00150 £2,423.00 £861.00Option 6Technician TimeDaily Rate £210 Support when you need it1 Day a week termtime £5000½ Day a week £2500Scheduled 1 day a week techniciantime during term timeScheduled half day a week techniciantime during term timeOption 7 SchoolWeb Site1 st year Setup &training includedAnnual Supportafter year 1£350Covers initial Training & Setup & 1 stYear Maintenance£250 Annual Maintenance ContractSERVICE STANDARDS & HOW GOOD PERFORMANCE WILL BE MEASURED:Response TimesA Target time to resolution : within 4 working hoursMaximum time to resolution 2 working days for 95% of incidents.BCTarget time to resolution : within 2 working daysMaximum time to resolution 5 working days for 95% of incidents.Target time to resolution: within 1 working weekMaximum time to resolution 3 working weeks for 95% of incidents.Normal working hours are 8.30 - 5.15 Monday – Thursday, 8.30 – 4.45 Friday during term time.Telephone : 561201071

In addition to the above EDit staff will also provide support to ensure continuity of service duringtimes of particular need, e.g. census, summer exams results, start of academic year.At any time, customers may notify us of incidents by email, fax or web. We may makeautomated and other access in order to efficiently maintain and repair systems, and we maynotify customers by email, fax or web. Estimated response and resolution times will be notifiedper incident, on request.All Staff within ICT working with schools are CRB checked.MONITORING AND EVALUATIONReports taken from performance against Service Plan and EDit Team Plan.Through use of Sostenuto ( Service Desk System) to monitor work.Surveys.SCHOOL RESPONSIBILITIES• Customers must ensure that staff have been trained in software modules as necessary toensure effective use to meet statutory and other obligations in a timely manner.• Customers should make use of the EDit web site for guidance, reference and reminders.• Customers should name one main point of contact, to whom we will occasionally emailupdates and information.• A complete daily backup is of prime importance. All users must log off each night to ensurethat this is possible. EDit will backup pupil, personnel and other data, as agreed, off siteeach night. Schools with large administration networks with many users, and serverscontaining vital data and documents, are advised to invest in their own additional backuparrangements (e.g. to tape).• Computers and programs should be shut down properly. On larger or vulnerable systems,or where advised, servers should be powered through a UPS to protect against mains faults.• Customers should ensure the physical security of their servers, computers and data.Customers should ensure that access to data is limited as they wish and intend. Usersshould have unique Ids with their own passwords. Policy documents are available forguidance.• Schools should ensure that policies are in place, which ensure compliance with all currentlegislation as well as best practice.• Support and guidance should only be sought and taken from EDit. Only a customer’s ownstaff and EDit staff should work on systems. Repairs must only be attempted by EDit or by acustomer’s staff following our instructions.• Malfunctions or system faults must be reported immediately. If necessary, all work must besuspended and users logged out until and while repairs are undertaken.• To ensure the most timely response to incidents which are raised, customers should enable:a) network access to systems for EDit staff at all timesb) physical access to systems during the working day, on requestc) physical access to systems beyond working hours and outside school term time, byarrangement• Where customers are working to deadlines, work should be undertaken to allow adequatetime for EDit to help effectively.72

• Customers may elect to use administration software other than SIMS. Support of thosesystems will be outside the terms of the EDit SLA, and it is the school’s responsibility tosupply data to the central administrative system in a suitable format.• The costs of providing network access into the school must be borne by the school and arebeyond the scope of this SLA.COMPLAINTS/DISPUTESIf a school is dissatisfied with any aspect of the service it has received the complaints procedureat the back of this booklet should be followed. Every effort will be made to resolve disputesquickly and effectively.Back to Contents73

OCCUPATIONAL HEALTH ADVICETEAM MANAGER:Beverley Barksby, Occupational Health ManagerEmail:beverley.barksby@sunderland.gov.uk 0191 561 2970/76FUNCTION OF THE TEAM:To provide comprehensive Occupational Health service, offering a range of proactive services,which support and compliment other Human Resource functions. In doing so the service enablesSunderland City Council to respond to the increasing demands placed upon it to support andmaintain the health, safety and welfare of the employee while in the workplace. The ServiceLevel Agreement is delivered by the Council’s HR and Organisational Development DirectorateWorking in partnership with the employer the occupational health service aims topromote the holistic wellbeing of the employee both in and out of the workplace. In doingso some of the benefits include a more confident and efficient workforce, lower liabilityinsurance premiums, greater compliance with health and safety legislation and reducedsickness absence and employee litigation.TEAM BASE: Thorney Close Action and Enterprise Centre, 120 Thorndale Road, ThorneyClose, SR3 4JQSTAFF IN TEAM:• Having specialist skills and an experienced compliment of staff, it is the aim of theoccupational health service to provide an integrated and multidisciplinary approach toemployee health.• The team includes Occupational Health Physicians, Occupational Health Manager,Occupational Health Specialist Nurses, Occupational Health Practice Nurses, OccupationalHealth Technicians, Physiotherapists and Counsellors.• The team are all experienced, qualified and registered with their respective professionalbodies.SERVICES OFFERED UNDER THE SLA:Attendance ManagementAdvice on all matters relating to fitness for work are offered in line with the Corporate AttendanceManagement policy, to include sickness absence advice, ill health support in work, phased returnto work, reasonable adjustment, ill health retirement etc.In partnership with HR case conference is undertaken bi monthly and medical representation atcase review panel as required.Ill Health RetirementIf an employee is unable to continue to remain in their job, due to medical reasons, occupationalhealth will advise the employee and the employer regarding their future options which include74

early retirement on the grounds of ill health.Health ScreeningPre-employment health screeningIn line with Corporate Policy on Recruitment and Selection and in compliance with the EqualityAct 2010, all prospective employees are subject to health questionnaire screening, once aconditional offer of employment has been issued. These are paper screened, with or withouthealth assessment and or health surveillance dependent on the hazards associated with the postof employment.Work station assessmentAll employees working with display screen equipment should have their workstation assessed inline with the Health and Safety (Display Screen Equipment) Regulations 2002. Following a selfassessment of the workstation via e-lounge and where musculo-skeletal concerns are identifiedfurther workstation assessment will be undertaken.Driver health assessmentIn line with corporate procedural arrangements on road risk management and minibus driving, allemployees are offered a driver health assessment on a 3 yearly basis. This assessmentincorporates a lifestyle assessment which aims to identify early indicators of cardiovascular riskwith subsequent referral to primary care servicesVision screeningAll employees working with display screen equipment will be offered vision screening in line withthe Health and Safety (Display Screen Equipment) Regulations 2002 and corporate proceduralarrangements and this is offered every 2 years.Health SurveillanceStatutory and non statutory health surveillance is an integral part of the occupational healthservice function, which encompasses a range of health surveillance activities. Base line healthsurveillance, followed by routine health surveillance, enables the effects of the workingenvironment and/or working practices on health to be monitored. This proactive servicefacilitates the early detection of ill health effects and allows for clinical assessment and advice tothe employer.Based on individual school risk assessment, the following health surveillance activities areoffered:Hand Arm Vibration (HAVS)In accordance with the Control of Vibration at Work Regulations 2005 and corporate proceduralarrangements all employees working with vibratory tools will be offered this surveillance.AudiometryIn accordance with the Control of Noise at Work Regulations 2005 and corporate proceduralarrangements, all employees exposed to noise at work as defined in the Regulations will beoffered health surveillance.75

SpirometryAll employees exposed to substances hazardous to health as defined by the Control ofSubstances Hazardous to Health Regulations 2002 and corporate procedural arrangements, willbe offered spirometry where risk assessment identifies the potential for respiratory sensitization.Health promotionWork place health promotion targets specific groups at risk of workplace hazards, engages inopportunistic health promotion and supports national health promotion initiatives addressingbroader public health needs.Under the corporate Wellness agenda, occupational health offer ‘Health 4 U’ assessments,which incorporates a wide clinical assessment i.e. cholesterol, blood pressure, alcohol audit,mental health self assessment, lifestyle assessment.Health EducationA range of health education materials and advice on a wide range of health related topics areavailable, to include for example: lifestyle, smoking cessation, stress awareness, cardio vasculardisease risk assessment, women’s/men’s health.Rehabilitation ServicesFace to face Counselling services provided by Alliance Psychological services are offered to allemployees up to a maximum of 4 therapeutic sessions.Physiotherapy services provided by My Sports Medicine Ltd are offered to all employees up to amaximum of 8 sessions.TrainingAs an HSE accredited first aid provider, the following first aid courses are available throughoutthe year:3 Day Induction – enabling First Aid at Work status2 Day Refresher – to re-qualify original certification as above6 Hour Emergency – enabling Appointed Person status3 Hour Basic – gain basic skills in first aidImmunisationHepatitis B and A immunisation can be offered to employees where risk assessment suggestsrisk from biological hazard.Seasonal flu immunisation can be offered to employees, falling within target groups defined bythe Department of Health.SERVICE DELIVERY MECHANISM:All clinical staff may have contact with the academy/school, dependent on the nature of the workbeing undertaken. They are managed clinically by the Clinical Head of Service and day-to-dayby the Occupational Health Manager.76

Professional registration is maintained with the General Medical Council (GMC) for Physiciansand Nursing and Midwifery Council (NMC) for Nurses, British Association of Counsellors andPsychotherapists (BACP) for Counsellors and Health Professions Council (HPC) forPhysiotherapists.Service delivery methods include: in house, on site, email, telephone.COST OF TRADED SERVICES :Option 1.Costs per employee per head £54.26Charges for additional functions:Face to face counselling services £51.25 per 50 min therapeutic sessionPhysiotherapy £28.75 per 30 min sessionFirst Aid training- 3 Day Induction £112.75- 2 Day Refresher £100.00- 3 Hour Annual £25.00- 3 Hour Basic £25.00 per person or group min 8 – max 12 £200- 6 Hour Emergency £40 per person or group min 8 – max 12 £350Hepatitis B immunisation – full course (3 injections and blood test) £74.25Hepatitis B immunisation – accelerated full course (as above) £89.25Hepatitis B immunisation – booster £26.25Hepatitis A immunisation – full course (2 injections) £72.25Hepatitis A immunisation – booster £37.00Seasonal flu vaccination – TBAAdditional fees – where a General Practitioner, Specialist/Consultant or Independent Doctorcharges for the production of a medical report, the cost of the report will be charged onto theschool at cost.As a guide, General Practitioners may charge from £25.00 to £70.00 for an NQT or generalreport. Independent Doctors may charge from £100.00 to £150.00 and Specialist/Consultantscharge from £50.00 upwards with Psychiatrist report fees of approximately £200.00 to £350.00.Option 2.As per item of service list for each activity on an ad hoc/pay as you go basis77

SUNDERLAND CITY COUNCILOCCUPATIONAL HEALTH SERVICEITEM OF SERVICE COSTS 2012/2013ACTIVITY2012/2013PRICINGPre-employment HQ screen £16.00Pre- employment with Doctor£60.00Pre- employment with Nurse £23.50Driver medical £70.25Vision screening £8.25Work station assessment £31.75Audiometry (with questionnaire) £31.75Lung function studies (with questionnaire) £31.75Skin assessment £8.25Health surveillance (day rate)Cost at time of request based onactivity typeAsbestos medical (incl lung function studies and£150certificate)HAVS questionnaire screening £16.00HAVS full assessment £120Management referral with Doctor £123Management referral with Nurse £58.00Independent Assessment £123Sessional rate 3½hrs for DoctorCost at time of requestAdministrative fees to copy OHU records £56.50Physiotherapy £28.75Counselling £51.25First Aid 3 Day Induction(from Oct 2009) £112.75First Aid 2 day Refresher £100First Aid 3 hr Annual update £25.00First Aid 6hr Emergency:Per personOn clients site min 8 – max 12£40.00£350.0078

First Aid 3hr Basic First Aid:Per person£25.00On clients site min 8 – max 12£200.00Hepatitis B full course £74.25Hepatitis B accelerated course £89.25Hepatitis B booster £26.25Hepatitis A full course £72.25Hepatitis A booster £37.00Additional fees – where a General Practitioner, Specialist/Consultant orIndependent Doctor charges for the production of a medical report, the cost of thereport will be charged onto the school at cost.As a guide, General Practitioners may charge from £25.00 to £70.00 for an NQTor general report. Independent Doctors may charge from £100.00 to £150.00 andSpecialist/Consultants charge from £50.00 upwards with Psychiatrist report feesof approximately £200.00 to £350.00.SERVICE STANDARDS & HOW GOOD PERFORMANCE WILL BE MEASURED:The Occupational Health service operates from 08.00 – 17.00 Monday to Friday inclusive. Theservice may be provided outside of these hours with prior agreement.Contact can be made by telephone on 0191 561 2970, by emailoccupational.health@sunderland.gov.ukService standards will be measured against the following criteria:• Attendance management appointments will be scheduled within 2 - 4 weeks of receipt of thereferral.• Attendance management report will be emailed to the academy/school or reporting officerwithin 5 working days following the appointment.• Pre-employment health questionnaires will be paper screened and where able, a fitnesscertificate will be issued within 5 working days from receipt of the health questionnaire.• Pre-employment health screening or surveillance appointment will be offered within 2 weeksof receipt of pre-employment health questionnaire.• Counselling appointments will be offered within 4 weeks of referral being received byoccupational health.• Physiotherapy appointments will be offered within 2 weeks of referral being received byoccupational health.Good performance will be measured by:• Clear model policies are regularly reviewed, updated and circulated to the academy/school.The policies are well-used and understood by the academy/school.79

MONITORING AND EVALUATION• Internal monitoring procedures to ensure uniform quality of advice and support.• Subject to Sunderland City Council internal audit.• Examination of first aid training evaluation formsACADEMY/SCHOOL RESPONSIBILITIESAcademy/School will have direct responsibility to ensure adherence to the SLA, specifically:1. Adhering to standard employment law procedures and applying them correctly in line withCorporate Policy and Procedure around recruitment and attendance management.2. Adhering to Health and Safety Executive Regulations and applying them correctly in linewith Corporate Policy and Procedure around risk management including health surveillance andscreening to ensure management of employee health, safety and welfare.COMPLAINTS/DISPUTESIf an academy/school is dissatisfied with any aspect of the service it has received, then directcontact with the Occupational Health Physician should be made in the first instance and everyeffort will be made to resolve disputes quickly and effectively. Alternatively, the complaintsprocedure at the back of this booklet should be followed.Back to Contents80

PERFORMANCE MANAGEMENT & INTELLIGENCETEAM MANAGER:Andrew BakerPerformance & Improvement LeadEmail:andrew.baker@sunderland.gov.uk 0191 561 1402FUNCTION OF THE TEAM:To support schools and academies in monitoring their performance in relation to pupilassessments, pupil tracking and progress measures, pupil target setting, school attendance andexclusions, school contextual information. To support schools and academies with thecompletion of statutory returns.TEAM BASE: Civic CentreSERVICES OFFERED UNDER THE SLA:The package of services offered to under the SLA is tailored to each school sector. There arealso options for primary and junior sectors to purchase additional services.Services offered under the SLA to Infant sector:• Annual School Profile (contextual information, attendance, exclusions, attainment) by end ofsummer term• Early Years Foundation Stage Profile: school and pupil level feedback reporting by end ofsummer term and updated with national results in autumn• Key Stage 1: school and pupil level feedback reporting by end of summer term and updatedwith national results in autumn• Fischer Family Trust Analysis to Support Self Evaluation reporting• Ongoing support for RAISEonline and Fischer Family Trust queries• GIS pupil address maps with contextual information• Performance data electronic folder accessible in school, populated and maintained by thePerformance and Intelligence TeamServices offered under the SLA to Primary sector:• Annual School Profile (contextual information, attendance, exclusions, attainment) by end ofsummer term• Early Years Foundation Stage Profile: school and pupil level feedback reporting by end ofsummer term and updated with national results in autumn• Key Stage 1: school and pupil level feedback reporting by end of summer term and updatedwith national results in autumn• Key Stage 2: school and pupil level feedback reporting, including Key Stage 1 to 2 progressmeasures and progress of vulnerable groups. Early, provisional data supplied in July andrefreshed in autumn term• Key Stage 2 target setting pack using Fischer Family Trust for year groups 3 to 6• Fischer Family Trust Analysis to Support Self Evaluation reporting• Ongoing support for RAISEonline and Fischer Family Trust queries• GIS pupil address maps with contextual information• Performance data electronic folder accessible in school, populated and maintained by thePerformance and Intelligence Team81

Services offered under the SLA to Junior sector:• Annual School Profile (contextual information, attendance, exclusions, attainment)• Key Stage 2: school and pupil level feedback reporting, including Key Stage 1 to 2 progressmeasures and progress of vulnerable groups. Early, provisional data supplied in July andrefreshed in autumn term• Key Stage 2 target setting pack using Fischer Family Trust for year groups 3 to 6• Fischer Family Trust Analysis to Support Self Evaluation reporting• Ongoing support for RAISEonline and Fischer Family Trust queries• GIS pupil address maps with contextual information• Performance data electronic folder accessible in school, populated and maintained by thePerformance and Intelligence TeamThe following two additional services are available for purchase by primary, infant andjunior sectors at an additional charge:Pupil assessment tracking sheets through Years 1 and 2• Pupil tracking analysis for year groups 1 – 2 in reading, writing and maths using teacherassessments, matched to EY Foundation Stage Profile, Fischer Family Trust Key Stage 1estimates and National outcomes (pupil and school level analysis)• Advance end of year progress targets towards Fischer Family Trust Key Stage 1 estimates inautumn term• There is an additional option to purchase termly assessment collection and reportingPupil assessment tracking sheets through Years 3,4,5 and 6• Pupil tracking analysis for year groups 3 – 6 in reading, writing and maths using OptionalSATS or teacher assessments, matched to Key Stage 1, Fischer Family Trust Key Stage 2estimates, National standard progress and DfE 2 Levels progress (pupil and school levelanalysis)• Advance end of year progress targets towards Fischer Family Trust Key Stage 2 estimates inautumn term• There is an additional option to purchase termly assessment collection and reportingServices offered under the SLA to Secondary sector:• Annual School Profile (contextual information, attendance, exclusions, attainment)• Year 7 pre-admission information: Common Transfer File containing basic pupil details;transfer of Key Stage 2 sublevels• Ongoing provision of pupil Key Stage 2 sublevels• Support with target setting through ongoing provision of Fischer Family Trust school andpupil estimates• Key Stage 3: Teacher Assessment core subject report, including comparative results forother Sunderland schools• Key Stage 4 target setting pack using Fischer Family Trust for year groups 7 to 11• Access to FFT Live database with support• Fischer Family Trust Analysis to Support Self Evaluation reporting• Ongoing support for RAISEonline and Fischer Family Trust queries• Key Stage 4: individual subject reports with value added. Reports include comparativeresults for other Sunderland schools• Key Stage 4: vulnerable group reports (Free School Meals, Deprivation, Language Other82

Than English, Special Educational Needs)• GIS pupil address maps with contextual information• Performance data electronic folder accessible in school, populated and maintained by thePerformance and Intelligence TeamServices offered under the SLA to Special sector:• Annual School Profile (contextual information, attendance, exclusions, attainment)• Ongoing provision of Pupil Profiles (pupil context, school history, attendance, exclusions,assessments and estimates) for pupils currently on roll, new starters and transfers. Profilessupplied on request throughout the academic year.• Early Years Foundation Stage Profile and Key Stage 1 pupil level feedback reporting insummer term• Fischer Family Trust pupil and school estimates and Analysis to Support Self Evaluationreporting• Access to FFT Live database with support• GIS pupil address maps with contextual informationSERVICE DELIVERY MECHANISM:Free schools and academies are offered a service that is tailored to the specific performanceinformation requirements for each school sector. Free schools and academies will receive therelevant support within the terms of the Service Level Agreement according to the functions theychoose to purchaseCOST OF SERVICES:1. Basic Package (Note: charges for 2012/13 are the same as 2011/12)Charges for the basic package are based on a flat rate per school sector plus an amount perstatutory school age pupil.Basic Package:Amount per pupil on rollFlat rate charge (Reception to Year 11 only)Infant £230 £0.80Junior £230 £0.80Primary £280 £1.00Secondary £350 £0.50Special £280 £1.00The basic package contains pupil and school performance data (attainment, attendance,exclusions), pupil target setting and school contextual information. See previous section for fulldetails of functions included. Prices are calculated according to number of Reception to Year 11pupils on roll at January 2012 Census; please contact the Strategy, Policy and PerformanceManagement Team for an individual estimate.The following additional functions are available to purchase separately:2. Support for pupil tracking for year groups 1 and 2 using EYFSP, teacher assessments,National outcomes and Fischer Family Trust estimates. Support for pupil tracking foryear groups 3,4,5,6 using Optional SATS or teacher assessments, Fischer Family Trust83

estimates, National Standard Progress and DfE two levels progress measureCharges are based on a flat rate plus an amount per pupil for those year groups free schools oracademies opt to include in the tracking scheme. You can select a combination of trackingoptions that cover:• Years 1 and 2, end of year or termly tracking (choose option 2.1 or 2.2)• Years 3,4,5, end of year or termly tracking (choose option 2.3 or 2.4)• Year 6, termly tracking (choose option 2.5)The five tracking options available are outlined in the table below:ChargeRate:Year Groups 1 and 2: Year Groups 3,4,5 Year 6:Option2.1:Option2.2:Option2.3:Option2.4:Option2.5:End of yearassessmenttracking only:Termlytracking:End of yearassessmenttracking only:Termlytracking:TermlytrackingFlatratechargeAmountperpupil:FlatratechargeAmountperpupil:FlatratechargeAmountperpupil:FlatratechargeAmountperpupil:Amountperpupil:£100 £1 £100 £1.50 £160 £1 £160 £1.50 £1Please note that we will provide end of year provisional KS1 – 2 progress reports for Year 6 to allschools and academies as part of the basic package. If you want to take up Year 6 trackingonly, you will also be charged for the flat rate.SERVICE STANDARDS & HOW GOOD PERFORMANCE WILL BE MEASURED:Support free schools and academies to ensure that all statutory returns are accurate andcompleted within agreed timescales.Assist free schools and academies to raise pupil and school performance through theinterpretation and presentation of accurate information within agreed timescales.The Performance and Intelligence Team will routinely monitor the usage of the service and workdirectly with school and academy representatives to assess impact of service.MONITORING AND EVALUATIONService requirements will be monitored throughout the financial year and a year end report willbe provided, detailing services provided according to agreed delivery timescales.CUSTOMER RESPONSIBILITIESAll free schools and academies to ensure that:• Administration systems are maintained and updated with pupil and school information inaccordance with Children’s Services guidelines.• Comply with all statutory and non-statutory requests for information within agreed timescales.• All statutory and non-statutory information returns are accurate.84

COMPLAINTS/DISPUTESIf a school or academy is dissatisfied with any aspect of the service it has received thecomplaints procedure at the back of this booklet should be followed. Every effort will be made toresolve disputes quickly and effectively.Back to Contents85

SUPPORT & INTERVENTION TEAMTEAM MANAGER:Senior Support & Intervention OfficerSue Morgan 07711155674FUNCTION OF THE TEAM:To raise standards of attainment, achievement and inclusion across Sunderland schools.TEAM BASE: Team members are home based but administrative contact can still be madevia the Sandhill CentreSTAFF IN TEAM:1 Senior Support & Intervention Officer – Team Manager1 Senior Support & Intervention Officer for SEN1 Support & Intervention Officer for Early Years1 Support & Intervention Officer for Primary1 Support & Intervention Officer for Secondary1 Support & Intervention Officer for SEN1 Support & Intervention Officer for Literacy at KS2/31 Support & Intervention Officer for Numeracy at KS2/31 Support & Intervention Officer for Literacy at KS11 Support & Intervention Officer for Numeracy at KS1SERVICES OFFERED UNDER THE SLA:Academies can purchase school improvement services from the Support & Intervention Teamunder an SLA, choosing a full or part offer, or through ‘Pay as You Go’.Three levels of offer are availableFull OfferPart OfferPay as you goFull offer - this provides:• One half day visit by a Support and Intervention Officer to review the Academy’s selfevaluation strategies and plan for improvement and the implications for staff CPD. TheSupport and Intervention Officer will produce a report after the visit. The focus for anyfuture visit will be agreed and the appropriate support mechanism discussed• The Support and Intervention Officer will broker any future visit against the agreedagenda of supporting Academies in their self evaluation processes for an area ofprovision or in supporting the Headteacher in any other required improvement activity.The time allowed for this will be 1 day in total but may be broken down into 2 half dayvisits. The nature of the support offered will be determined by the issue to be addressedand may be provided from a variety of sources including LLEs, peer Headteachers orofficers. A report on the activity undertaken will be produced with the Academy by theappropriate person.86

• Where necessary the officers can broker specific external support for Academies fromneighbouring LA’s at additional cost but reduced rates.• support in accordance with the LA Concerns Policy for schools causing concern. Thelevel of concern that has been declared will dictate the amount of support that eachAcademy will receive. The support will normally be for one half day per week from eachSupport and Intervention Officer allocated to support the Academy and will includesupport for EYFS, SEN and EAL if required• support for Academies that are vulnerable to falling below the government floor standard.This support will normally be for one half day per fortnight from a Support andIntervention Officer/ or a Local Leader of Education (LLE)• access to termly development activity to develop the skills of EYFS Leaders andpractitioners,• provision for vulnerable groups SEN - One half day visit from the SEN Support andIntervention Officer to identify strengths and areas for development of SEN pupils againstthe Progression Guidance in each of the existing school clusters. The officer will havecarried out a desk top analysis prior to the meeting. Any Academy where significantdifficulties emerge can request additional time at rates cited overleaf• Referral to the EAL team where that is appropriate• If requested, Support and Intervention Officer attendance at the Academy’s selectionpanel planning meeting, shortlisting meeting and interview day for Headteacher andDeputy Headteacher appointments to give advice about the recruitment and selectionprocess and to act as the representative of the Executive Director of Children’s Servicesduring the interview• Following Ofsted inspections, Support and Intervention Officer attendance at thefeedback session by the Ofsted Inspection Team• Support with capability/disciplinary issues in partnership with Human ResourcesAdditional services included in the School Improvement Service 2012-2013 SLA Full Offer• Headteacher Induction sessions• NQT Core CPD sessionsProfessional DevelopmentThe offer of CPD to all Academies through a negotiated programme agreed by Head Teacherswill include: training that is centrally delivered; CPD tailored to individual or clusters of schools orsupport on a consultancy basis for in-school professional development. See the CPD Directoryfor listings of courses and other developmental activities. Facilitation of school to school trainingopportunities within the Directory and shared CPD with Academy staff can be arranged.The programme will: -• support self evaluation linked to Academy priorities through for example, self supportedreviews on teaching and learning, assessment or differentiation, Triad development• facilitate school to school collaboration and learning networks87

• support the development of leadership, management and Academy governors through aSunderland Institute model of professional development• provide subject specific support• deliver aspects of non statutory provision for SEN• support in facilitating self-sustaining networks to secure improvement on a cluster basis• continue to support developments in the teaching of literacy and numeracy across allphases• continue to support developments in the EYFS• provide training and development programmes for all levels of staff wishing/needing towork outside their own schoolRegional ConferencesThe organisation of regional conferences across the year responding to identified need, forexample, ‘Preparation for Ofsted’, Teaching and Learning, Literacy/Numeracy, MFL, SEN andHumanities.Part Offer - where Academies do not wish to buy into the full offer they can buy into a partoffer and accessThe following services can be bought separately at the following prices in any combination.Prices here are slightly higher than those for Academies in the full SLA but lower than those forAcademies outside the SLA. All other additional costs will be the same as for Academies notbuying into the full SLA• Health check-SIP type visit and report £650• School review-whole school , two days, two/three officers £2,000/3,000• SEN non statutory support at £500 per day• Headteacher performance management £500 per day• The School Improvement Service is comprised of officers with a range of experience andexpertise. Academies buying in to the SLA can purchase a range of additional support at areduced rate. Support can also be bought by Academies without a SLA using a Pay-as-You-Go approach. As stated in the section above consultancy support can cover a range of inschoolCPD activities but schools may also wish to buy officer time for other reasons e.g. tosupport Governors with Headteacher Performance Management or to give support before orafter an Ofsted inspectionFUNCTIONS CENTRALLY RETAINED BY THE LA:The following are statutory functions of the LA and as such sit outside of the SLA however whilstsome of these functions are carried out for Academies at no cost others do bear a cost, asbelow.Statutory functionsModeration of Early Years Foundation Stage Profile (EYFSP) assessments – no charge forthis serviceAcademies (including Free Schools) are required to implement the requirements of the EYFS asset out in section 40 of the Childcare Act 2006. All registered Early Years providers are requiredto complete the EYFS assessment for any children in the final year of the EYFS and toparticipate in moderation. This includes an Academy providing for children in the final year of the88

EYFS. All EYFS providers must send their local authority the 13 EYFS Profile summary scoresfor each child who will be five years old on or before Friday 31 August 2012, together withcontextual data for each child, unless:• an exemption or modification from all or part of the EYFS assessment arrangements has beengranted for the setting by the Secretary of State; or• the child is continuing in EYFS provision beyond the year in which they turn five.See “ 2012 Assessment and Reporting Arrangements – Early Years Foundation Stage ” fromthe Standards and Testing AgencyMonitoring of Yr 1 Phonics Screening Check administration - no charge for this serviceWhere it is a requirement of their funding agreement, Academies (including Free Schools) mustensure they comply with the Key Stage 1 National Curriculum assessment arrangements.Phonics screening check arrangements are only applicable to those Academies (or FreeSchools) that provide education to children at this stage of learning. Academies (and FreeSchools) must submit their results to their local authority or other accredited agency. Exact dateswill be provided by local authorities and other accredited agencies. The local authority or otheraccredited body submits results to the DfE via COLLECT, which is the system used for datasubmission for teacher assessment at the end of Key Stage 1.Local authorities and other accredited agencies should ensure that Academies (including FreeSchools):• are aware of the need to store phonics screening check materials securely;• are offered support on all aspects of the phonics screening check;• are provided with instructions outlining how they must submit their data; and• have an electronic system to submit phonics screening check data.See “ 2012 Assessment and Reporting Arrangements – Yr 1 Phonics Screening Check ” fromthe Standards and Testing AgencyModeration of KS1 SATs teacher assessment judgements – no charge for this serviceAcademies (including Free Schools) are required to comply with the Key Stage 1 assessmentarrangements in relation to reporting, monitoring and moderation as set out in their fundingagreement.The DfE will have asked all Academies (including Free Schools) to record their preference formonitoring of their assessment arrangements and they should submit their Key Stage 1assessments to the appropriate body. STA will send a list of accredited agencies and localauthorities offering a moderation and results processing service to all Academies (including FreeSchools) with children in Key Stage 1. Academies (including Free Schools) can expect to pay forthis service.Where the funding agreement for an Academy or Free School provides that it will submit tomonitoring and moderation of its assessment arrangements as prescribed by the Secretary ofState, the requirements prescribed are the monitoring and moderation arrangements that applyto maintained schools.See “ 2012 Assessment and Reporting Arrangements – Key Stage 1 ” from the Standards andTesting Agency89

Monitoring of KS2 SATs administration - no charge for this serviceAcademies (including Free Schools) must fully comply with the assessment and monitoringrequirements as set out in the Assessment and Reporting Arrangements. Key Stage 2arrangements are only applicable to those Academies (including Free Schools) that provideeducation to children at this stage of learning. Academies (including Free Schools) may decideto be included in their local authority’s monitoring visit arrangements. If they do not, they willbe subject to monitoring through arrangements made by STA.See “ 2012 Assessment and Reporting Arrangements – Key Stage 2 ” from the Standards andTesting AgencyModeration of KS2 teacher assessment of writing ( this will be carried out on a nonstatutorybasis in 2012 and will become a statutory duty from 2013) - no charge for thisserviceAcademies (including Free Schools) must fully comply with the assessment and monitoringrequirements as set out in the Assessment and Reporting Arrangements. Key Stage 2arrangements are only applicable to those Academies (including Free Schools) that provideeducation to children at this stage of learning. Academies (including Free Schools) may decideto be included in their local authority’s monitoring visit arrangements. If they do not, they willbe subject to monitoring through arrangements made by STA.See “ 2012 Assessment and Reporting Arrangements – Key Stage 2 ” from the Standards andTesting AgencyActing as the Appropriate Body to carry out the statutory responsibilities around theinduction of NQTs in maintained schools, non-maintained special schools and maintainednursery schools – there is a charge for this serviceAcademies must engage an Appropriate Body to carry out the statutory induction role with theschool. The Appropriate Body may be Sunderland LA.The Appropriate Body will make a reasonable charge, not exceeding the cost of supplying theservice, to an Academy to which it is supplying the service. Agreement should be reached onthis before an NQT starts an induction period.Any institution wishing to ask the LA to take on the role of Appropriate Body must first ensurethat the conditions of the NQT’s employment will enable a complete and thorough assessment ofan NQT’s progress against all the QTS and induction standards.In all such cases, a written request for the LA to be the Appropriate Body must be made for eachNQT to be registered, using the required proforma available from the LA. On receipt of therequest, the LA will issue details of the service it will provide, the expectations to be met for aninduction to be deemed appropriate, and the charges applicable at that time.The service will cover the responsibilities of the Appropriate Body in relation to an NQT’sinduction. Typically this will include the following:• An induction visit carried out by a Support and Intervention Adviser• Administration and liaison with the GTCE, TDA and DfE as appropriate.• Work by the LA NQT Monitoring Group to monitor and approve the induction period.• Hard copy of any advice, guidance and newsletters provided to NQTs and Induction tutors.• Attendance without cost at the NQT Core CPD sessions• Access to the LA’s published programme of CPD opportunities for which separate chargeswill be made90

An induction visit comprises:• Discussions with the headteacher, induction tutor and NQTs.• A written report on the quality of the Academy‘s induction processesSERVICE DELIVERY MECHANISM:The Support & Intervention Team is managed by Sue Morgan who can be contacted on07711155674 and the SEN team is managed by Annette Parr who can be contacted on07768507410.COST OF SERVICES:Full OfferSectorNumber ofPupils (FTE)SLA with schoolsNursery 30 Buy as you go405060Primary 100 1,500200 2,000300 2,500400 3,000Secondary 600 4,000800 5,0001000 6.0001200 7,000Special 60 75090 1,000120 1,500150 1,750Additional School Improvement services available to all Academies at a cost butwith a reduction for Academies buying into the 2012 – 2013 SLA – see Table 2 forcostingsPart Offer - where Academies do not wish to buy into the full offer they can buy into a partoffer and accessThe following services can be bought separately at the following prices in any combination.Prices here are slightly higher than those for Academies in the full SLA but lower than those forAcademies outside the SLA. All other additional costs will be the same as for Academies notbuying into the full SLA91

• Health check-SIP type visit and report £650• School review-whole school , two days, two/three officers £2,000/3,000• SEN non statutory support at £500 per day• Headteacher performance management £500 per dayTable 2: Fees and charges for additional services with reductions for Academies buyinginto the full SLACourses and Conferences Full day Half day TwilightAcademies buying into the SLA £100 £50 £25Academies not buying into the SLA£300 £150 £75Network Meetings Full day Half day TwilightAcademies buying into the SLA £80 £40 £20Academies not buying into the SLA £160 £80 £40Consultancy rates Full day Half day TwilightAcademies buying into the SLA£400 £200 £100Academies not buying into the SLA£650 £325 £160SERVICE STANDARDS & HOW GOOD PERFORMANCE WILL BE MEASURED:Performance Indicators• Phone calls returned within 2 days.• Complaints dealt with in 1 week.• No course evaluation total to be below 3 – satisfactory• Reports produced within 2 weeksMONITORING AND EVALUATIONMonitoring and evaluation of qualityThe School Improvement Service is committed to providing a high quality service at all times. Inaddition to an end of course evaluation form that may be completed any additional feedbackfrom you would be welcomed. Such feedback will be passed to the relevant team manager foruse in team and line management meetings.• The CPD Directory is compiled with the help of a representative range of school staff• All in-service training is evaluated against forms completed by attendees.• Level of buy-back is evidence of satisfaction.• Annual evaluation by school in-service co-ordinators to ascertain satisfaction levels.If we are unable to provide a particular service directly then we will endeavour to procure theservice on your behalf.92

COMPLAINTS/DISPUTESIf an Academy is dissatisfied with any aspect of the service it has received the complaintsprocedure at the back of this booklet should be followed. Every effort will be made to resolvedisputes quickly and effectively.Every effort will be made to resolve disputes between the parties quickly and effectively by thefollowing procedure:Stage 1: - Informal1. The relevant member of staff dealing with the area of work involved should be contactedto try to resolve the problem2. If the matter cannot be resolved satisfactorily the Head of Finance Service should berequested to intervene.3. If the matter remains unresolved move to Stage 2.Stage 2- Formal1. Request a formal complaint form and complete and return to the Head of Service.2. The complaint form is passed to the Executive Director of Children’s Service for finalresolution and arbitration.CONTACTProvider:Designation:Margaret FerrieTelephone: 01914386148Principal Support and Intervention OfficerPaymentPlease ensure that the most appropriate finance codes are used so that payment can beprocessed without delayCancellationEvery effort will be made to ensure that in-school support and consultancy sessions are providedas planned. Should in-school support, a course or a conference need to be cancelled schoolswill be given 10 working days notice. Where possible the service will be rescheduled or theAcademy will be offered a refund.Should Academies need to cancel arrangements that have been made they should give 5working days notice wherever possible. Failure to give notice of non-attendance at a coursewithin 2 working days of the course taking place will result in the full cost of the course beingcharged.Back to Contents93

SCHOOLS LIBRARY SERVICETEAM MANAGER:Allison ClarkeEmail: Allison.clarke@sunderland.gov.uk 0191 561 8454FUNCTION OF THE TEAM:To provide a professional and specialist library service to academies across all Key StagesTEAM BASE: Sandhill CentreSTAFF IN TEAM:1 Librarian1 Senior Library and Information Assistant1 Library and Information Assistant1 delivery driverFUNCTIONS CENTRALLY RETAINED BY THE LA:NoneSERVICES OFFERED UNDER THE SLA:• Professional support - to provide advice on current policy, strategy and initiatives toimprove literacy standards in relation to academy libraries, the Schools Library Service,the facility and resources.• Professional support – to advise and support academy library staff in relation to stock,layout of libraries, reading initiatives• Value for Money – to provide support to Schools for stock procurement through thePublic Library Regional Stock Procurement Contracts.• Project boxes – select and collate stock on an average of 15 boxes per term to eachacademy. Delivery and collection on all project collections• All staff employed at the academy can also be individual members of the Schools LibraryService and borrow up to 12 teaching resource items at any time, in addition tocollections made available to the school• Book loans - 200 fiction books maximum/year at any one time (primary/special) and 250books (secondary), 75 fiction books for nurseries. This is an example figure and does notinclude non-fiction or other items and resources that are regularly updated.• Telephone advice and enquiry service available in/out of term time for Teachers andSchool Librarians• Library development work – as and when/or pre-OFSTED• Membership of a regular forum for non-teaching secondary school library staff to developand share best practice.• Opportunity for secondary academies to enrol young people on the Pupil Librarianscheme, with the proposal to extend the scheme for primary level in the near future. Thescheme is led and quality assessed by the Schools Library Service.94

• Northern Children’s Book Festival (NCBF) - author visits to schools, NCBF is a regionalfestival that invites authors and illustrators into schools across the region, culminating in aregional celebration day. The Schools Library Service plays a key part of developing thisevent and ensuring Sunderland is positioned within the region and academies inSunderland are engaged with authors (due to the popularity of the visits the authorsessions are subject to availability)Explanations• Professional supportSupport is available to all schools in the following ways: -a) Classroom/Academy visits to provide talks to children about the care of books andhow to use a libraryb) Book sharing with children to encourage an interest in and enjoyment of readingc) Talks to staff, governing bodies/trusts and parents about books and library relatedtopicsd) INSET courses about library matters e.g. organising libraries and information skills inprimary academies, who are the up and coming significant authors and poets forLiteracy hour.e) Help with selecting books and other resources for the academy libraryf) Advice about library layout and organisation and actual assessment of stock andremoval of older and damaged materials.g) Support for teaching staff by providing resources and advice, as well as ensuringthere is a professional programme of activities and initiatives relating to literacy skills.• Project BoxesThese are project boxes of up to 20 books on a particular subject requested andidentified by the school to support and meet the needs of the national curriculum. Theseare intended to provide information for subject work, special studies or visits and can beused either in the classroom or library. The project boxes are on loan for one terminitially, with the option of extending the loan period if the materials are still being used.Project boxes are delivered to the school within the first 13 working days of term andcollected within the last 13 days of term. Application forms are sent at the beginning ofeach term to identify the project boxes required the following term. Applications are dealtwith in order of the date they are received i.e. the earlier the form arrives the more likelythat first choice options will be available. Teachers are encouraged to give a secondchoice of subject, as demand can sometimes exceed supply for the more popular topics.Project collections can be ordered over the phone at any time during the term to meetsudden changes in topic or new members of staff.• Individual membershipAll staff employed at the school can visit the Schools Library Service in the SandhillCentre and borrow up to twelve items with a loan period of one month. This includessupply teachers and students undertaking teaching practice in the school. A membershipcard, available from the library, needs to be completed with details of the member homeaddress and school. The tickets are kept on file at the Schools Library Service so thatthey do not get confused with any other library tickets that member might hold.Telephone requests from any member of staff can be made and the materials deliveredand collected. An example of the resources available include:a) Big Books for use in the Literacy Hour, some with their smaller format counterparts(1 Big Book + 6 small books = 1 item)b) A large selection of up to date children’s fiction and non fiction books95

c) A selection of story bags for Foundation and KS1 delivered and collected from schoolby the Schools Library Service van (loan period 3 weeks).d) A large selection of materials for use by teachers in all the main subject areas i.e.history, geography, religious education, maths, special needs, science, English, art,design and technology, music, personal and social education.e) Audio-visual materials. A collection of talking books/CDs for children is held andmaintained. Videos/DVDs cover a wide range of subjects from how an animal grows,major religious festivals, and children’s stories to management techniques. Postersare available covering the major religions and poster packs (A4 size) cover many ofthe National Curriculum topics.f) Artefact boxes are available containing items to illustrate religions studied in theNational Curriculum - Islam, Buddhism, Judaism, Hinduism, Sikhism and Christianity.Historical artefact boxes are available to cover the Ancient Egyptians, AncientGreeks, Romans, Saxons and Vikings, Middle Ages, Tudors and Victorians. Othertopics are also available. The loan period for these boxes is two weeks and the boxesare delivered and collected from school by the Schools Library Service van.• Stock loansThese loans are designed to supplement the school or class library collections. Amaximum of 200 fiction books can be on loan to a primary or special school (250 booksfor secondary schools), 75 fiction books for nurseries at any one time and can bechanged as regularly as the school requires.Lost or damaged books policyThere will be a built in tolerance level for lost and damaged books from both projectcollections and stock loans. Loss and damage will be monitored during the year of theSLA. If levels become excessive e.g. over 5% then a charge per book will beconsidered.• Telephone adviceSchools Library Service staff are available throughout the school term and schoolholidays to deal with any queries or provide literacy support.• Hours of OpeningTerm timeMonday – WednesdayThursdayFridaySchool HolidaysMonday – ThursdayFriday8.30 am – 5.30 p.m.8.30 am – 6.00 p.m.8.30 am – 4.30 p.m.8.30 am – 5.00 p.m.8.30 am – 4.30 p.m.• Library development work – as and when/or pre OFSTEDProfessional guidance and practical help and advice is available to members to either setup or redesign their library, as well as:-a) Provide support and advice relative to the layout of the room and shelving.b) Assessment of the stock and removal of older or damaged materialsc) Display and promotional ideasd) New literacy initiatives96

• Membership of a regular forum for non-teaching secondary school library staffMeetings are held twice within a term for non-teaching secondary library staff toexchange ideas and share good practise. Topics covered include retrieval of overduebooks, ICT in the library, use of periodicals, supervision of pupils, updates about coursesand other library developments or new initiatives.• Pupil Librarian schemeSecondary school librarians encourage pupils interested in working in the school libraryto engage in the Pupil Librarians Scheme. Pupils can then follow a structured courseadministered through the Schools Library Service over the autumn and spring terms,culminating in a presentation event. The staff from the Schools Library Service and theschool librarians act as mentors to the pupils throughout the scheme. The scheme hascontinued to grow in popularity and 2010 saw 77 Pupil Librarians complete the courseand receive their certificates from author Alan Gibbons at a celebration event.It is proposed to run a trial scheme for pupils in primary schools during the academic year2012/2013.• The following service can be purchased in addition to the core service:Northern Children’s Book Festival author visitsNorthern Children’s Book Festival (NCBF) is a regional event run every year over twoweeks in November. All 12 local authorities in the North East are involved. The SchoolsLibrary Service administers the involvement from Sunderland. A member of SchoolLibrary Service staff attends regular regional committee meetings and arranges theauthor visits to Sunderland schools. The administration of the programme includes: -a) circulation of information to all schools about the authors visiting the city andallocating schools visits by the authors.b) providing a collection of the author’s books for the children to use prior to the visitc) hosting a teacher’s meeting at the Sandhill Centre to identify and manage theexpectation around the visitsd) liaising with the festival author programme administrator, over author timetablese) providing books for sale for teachers and pupils on the day of the visitf) organising transport for the author to and from the schoolg) organising the return of all the books sent to the school for the festivalThe school is charged an amount towards the author’s fee. This is a subsidised amountdue to the sharing of costs with 11 other authorities to get better value for money. Allvisits are subject to availability.SERVICE DELIVERY MECHANISM:Project box requests are dealt with on a first-come-first served basis. On average a standardrequest takes 15 minutes per box including packing. 1200 boxes are issued at the beginning ofevery term.Stock loans are selected by Schools Library Service staff averaging 2 hours work includingpacking and adding to a database.97

COST OF SERVICES:The Schools Library Service is currently under review in order to provide a more individualisedservice. Charges have been maintained at the 2011/2012 level and are based on a full serviceby school sector and on pupil ratio, example average costs are shown. For an individual schoolbreakdown details are available directly from the Schools Library Service.SectorAverage annual costsNursery £800Primary £1100Secondary £950Special £450COMPLAINTS/DISPUTESIf a school is dissatisfied with any aspect of the service it has received the complaints procedureat the back of this booklet should be followed. Every effort will be made to resolve disputesquickly and effectively.Back to Contents98

SPECIAL EDUCATIONAL NEEDS SERVICETEAM MANAGER:Annette ParrFUNCTION OF THE TEAM:• Special needs formal assessment, issuing of statements, placement and review;• Informing and the promotion of interagency and joint planning for Special EducationalNeeds (SEN);• Home to school transport (SEN)• SEN Statistics and Statutory Returns• Accessibility and Disability Equality DutyTEAM BASE: BunnyHill Centre, Hylton Lane, Sunderland, SR5 4BW 0191 561 2235STAFF IN TEAM:1 Principal Casework Officer4 Casework OfficersFUNCTIONS CENTRALLY RETAINED BY THE LA:StatutoryStatutory work within the framework of the SEN Code of Practice is available to Academies atno cost, as it remains the statutory responsibility of the Local Authority. This work consists ofStatutory Assessment of SEN where appropriate and the maintenance and review ofStatements of SEN.Coordination of statutory assessment process‣ Referral to SEN Panel for consideration whether to initiate statutory assessment‣ Collation of assessment reports‣ Progress chasing‣ Parental liaison and communication‣ Preparation of draft statement‣ Referral to SEN Panel for identification and allocation of appropriate supportPlacement of pupils with statements of SEN‣ Identification of appropriate placement following SEN Panel direction‣ Consultation with schools regarding naming of schools under part IV of SEN statement‣ All Key Stage phase transfers including pupils transferring from Key Stage 2/3 and 3/4Monitoring‣ Local Authority (LA) representation at annual review meetings for pupils with statementsof SEN‣ Advice on annual review and transitional review arrangements, including consideration ofrecommendations to amend statements of SEN.99

Advice and supportAdvice and support on a range of issues including:‣ Strategic issues, funding, legislation and the code of practice‣ Assessment coordination, school placement for pupils with statements of SEN,management information for planning purposes, and SEN Tribunal Process.Promotion of interagency and joint planning for SENHome to school transportSEN statistics and Statutory returnsAdvice on Accessibility and Equality DutySERVICES OFFERED UNDER THE SLA:Chargeable servicesWe can provide training and INSET sessions for school staff and parents according to individualschool needs.Training might include a range of special education needs (SEN) related issues for schools,governors, parents or other groups – such as:‣ Statutory assessment and placement process‣ Statement monitoring and annual reviews‣ SEN funding.‣ SEN Tribunals‣ All Key Stage phase transfers including pupils transferring from Key Stage 2/3 and 3 / 4‣ Support from PD/medical /Sensory/Autism and Language and learning teams where apupil does not have a statement of SEN‣ Training and advice from any of the above servicesCOST OF SERVICES:The costs for these services are as follows: -Consultancy rates Full day Half day TwilightAcademies rates £400 £200 £100SERVICE DELIVERY MECHANISMA Referral Form for Statutory Assessment must be completed and submitted accompanied byreports from professionals involved with the child. The reports should be no more than 6 monthsold. Schools and Parents will be advised when the referral is to be considered by the SEN Paneland the outcomes of that consideration within 7 working days.All SEN Unit services are allocated in accordance with statutory requirements and therequirements of the SEN Code of Practice.Ensure all schools are aware of their statutory duty relating to Accessibility and DisabilityEquality Duty.100

SERVICE STANDARDS & HOW GOOD PERFORMANCE WILL BE MEASUREDSEN Unit is committed to providing a high quality service at all times. In addition to an end ofcourse evaluation form that may be completed any additional feedback from you would bewelcomed. Such feedback will be passed to the relevant team manager for use in team and linemanagement meetings. If we are unable to provide a particular service directly then we willendeavour to procure the service on your behalf.• Wherever possible telephone calls will be returned by the end of the next working day butin any event within 24 hours• Letters will be acknowledged within 3 working days and a full response provided within10 working days in accordance with the Sunderland City Council Customer Care Policy;• Staff absence will be notified to schools on a same day basis, or in advance in the eventof long term sickness;• Referrals for statutory assessment - Schools and Parents will be advised when thereferral is to be considered by the Statutory Assessment & Statementing Panel and theoutcomes of that consideration within 7 working days• Statutory assessments will be complete within the statutory timescalesPerformance Measures• Performance Indicators for the length of time to produce a Statement of SEN• Statutory Functions, School Improvement (SEN), Value for Money (SEN).RESPONSIBILITIES OF ACADEMIESDuties in relation to pupils with SENThe governors of the Academy shall designate a person, who may be the head teacher, thechair of governors or another governor as appropriate, who shall be the responsible person forthe purposes of the following duties in relation to pupils with SEN.The governors of the Academy shall:• use their best endeavours, in exercising their functions in relation to the school, to secure that,if any registered pupil has special educational needs, the special educational provision whichthe pupil’s learning difficulty calls for is made;• secure that, where the responsible person has been informed by the local authority that aregistered pupil has special educational needs, those needs are made known to all who arelikely to teach the pupil;• secure that the teachers in the school are aware of the importance of identifying, andproviding for, those registered pupils who have special educational needs; and• consult the local authority and the governing bodies of other schools in the area, to the extentthat this is necessary for co-ordinating provision for pupils with SEN.Where a child who has special educational needs is being educated in the Academy, thoseconcerned with making special educational provision for the child shall secure, so far as isreasonably practicable and is compatible with:• the child receiving the special educational provision which his learning difficulty calls for,• the provision of efficient education for the children with whom he will be educated,• the efficient use of resources and• that the child engages in the activities of the school together with children who do not haveSEN.101

The Academy prospectus shall include details of the governing body's policy for pupils with SENand in particular shall include the information specified in Schedule 1 of the Education (SpecialEducational Needs) (Information) Regulations 1999 as amended or re-enacted from time totime. It shall also include details of the arrangements for the admission of disabled pupils; thesteps taken to prevent disabled pupils from being treated less favourably than other pupils; andthe facilities provided to assist access to the Academy by disabled pupils (disabled pupilsmeaning pupils who are disabled for the purposes of the Disability Discrimination Act 1995).AdmissionsThe Academy shall ensure that pupils with SEN are admitted on an equal basis with others inaccordance with its admissions policy.COMPLAINTS/DISPUTESIf an academy is dissatisfied with any aspect of the service it has received the complaintsprocedure at the back of this booklet should be followed. Every effort will be made to resolvedisputes quickly and effectively.Stage 1: - Informal(i) The relevant member of staff dealing with the area of work involved should becontacted to try to resolve the problem(ii) If the matter cannot be resolved satisfactorily the Service Manager should berequested to intervene.(iii) If the matter remains unresolved move to Stage 2.Stage 2 - Formal(i)(ii)Request a formal complaint form and complete and return to the ServiceManager.The complaint form is passed to the relevant Chief Officer for final resolution andarbitrationBack to Contents102

SHARED SERVICES - HR, PAYROLL & PENSIONSTEAM MANAGER:Marie HunterHead of Shared Service Centre 0191 561 7222Email: marie.hunter@sunderland.gov.ukTracy PottsOperational Manager0191 561 7263Email: tracy.potts@sunderland.gov.ukGraham GricePensions and R & S Manager 0191 5611812Email: graham.grice@sunderland.gov.ukFUNCTION OF THE TEAM:• The Shared Service Centre already works in partnership with a number of localacademies and external providers and provides a combination of direct and indirectsupport via a variety of different mechanisms such as Shared Service Connect,telephone, focused visits and attendance at local finance/bursars groups.• The purpose of the Shared Service Centre is to provide a comprehensive combined HRadministrative/payroll/pension service and act as a central point of contact for all routinetasks relating to HR/ payroll/ pension and all associated management information andcorrespondence.• To provide a pensions service to academies in respect of Teachers and LocalGovernment Pensions• The primary aim is to ensure academies receive an efficient and cost effective servicewith minimal delay.The Service Level Agreement is underpinned by support and assistance provided by theCouncil’s Corporate HR Service in relation to Corporate HR Strategy, policy and recruitment, theChildren’s Services HR advice team, Corporate Health and Safety Policy/Advice andOccupational Health Services, as well as Corporate ICT.TEAM BASE: Shared Service Centre – first floor, Civic Centre,STAFF IN TEAM:The Shared Service Centre has specialist skills and experience in payroll/pension/transactionalHR in order to provide a fully managed service to the Academy103

SERVICES OFFERED:Due to the nature of the service it is not possible to offer differentiated levels of service.However both the HR/Payroll and Pensions service are happy to discuss the tailoring of theHR/Payroll/Pensions service should academies have a specific requirement, especially inrelation to management information or interface with non LA financial management systems.Employee data• Support the implementation of the Single Status Agreement through the administration oflocal agreements where applicable• Providing and collating personnel statistics for the Council’s Personnel Committee andco-ordinating responses to external organisations where applicable.• Providing and collating personnel statistics for the Council’s National and localPerformance Indicators where applicable.• Administering and processing Golden Hello applications and payments to new teachers.• Processing of letters of appointment and all associated contract documentation for bothteaching and non teaching staff including advice and support to the Head Teacher• Responding to requests for information from outside bodies acting on behalf of currentand former employees as well as the provision of management information as requestedby authorised users.• Processing and administration of long service awards• Administration and ongoing development of Shared Service Connect (Sharepoint)sitedependant upon ICT infrastructure/organisational structure/terms and conditions withinthe Academy• Advising on the completion of forms and providing estimates relating to teaching staff andLocal Government pensions in conjunction with the SSC and pensions function.• Consolidated pension return to the Teachers Pension Agency• Annual pension return for the Local Government Pension Scheme• Completing statistical returns relating to salaries, wages and manpower in conjunctionwith the SSC and Pensions function• Responding to requests for information from the relevant HR advice Team in relation toTrade Unions and the relevant pension agencies on retirements through age, redundancyand ill health for teaching Union representatives and solicitors acting on behalf of currentand former employees.• To provide data for the extraction of the Workforce Census• Administration of adverts for academies and all R & S for Head Teachers and DeputyHead Teacher posts• Administration of pre-employment and CRB checks and other vetting checks in line withSafer Recruitment Regulations.• Maintenance and monitoring of data into the HR/Payroll system in liaison with allacademies on a timely basis• Input appointments/ employee information into the HR/Payroll system fromforms/timesheets or from any other authorised documentation directed by the academy.• Processing all terminations of appointment/resignations/re entrants/dismissals/leaversnotifications from forms/timesheets and from any other authorised documentationdirected by the academy.• Ensure capacity to handle fixed, variable and temporary adjustments, (statutory andvoluntary) input to pay and any other changes notifications from forms/timesheets andfrom any other authorised documentation directed by the academy including paymentsfor Foreign Language Assistants, supply Teachers and one to one tutors.• Process input to calculate gross and net pay – taking into account all legislative andoccupational requirements.104

• Administer the Occupational/ Statutory Sick Pay schemes as well as the Occupationaland Statutory Maternity including KIT days)/Adoption, Maternity Support and PaternityPay schemes.• Implement the increase of gross pay by increments• Processing of all appropriate pay awards in accordance with National and LocalAgreements, calculating arrears where necessary and production of associateddocumentation.• Calculate and implement changes in respect of all other National and Local pay relatedallowances and expenses and production of associated documentation.• Ensure ability to include voluntary and statutory deductions to pay.• Administering the schemes of premature retirement compensation for teaching andacademy based non teaching staff• Completing and forwarding pension scheme documents relating to teaching staff andlocal government pensions staff to the Pensions section• Completing and forwarding information on Equal Pay Claims to the Law and GovernanceSection.• Processing documentation to the relevant pensions agencies on retirements through ageHeywood Axis Invoice - The code to use for paying the invoice is CE5024 50040,redundancy and ill health for teaching staff and local government staff• Processing the long term compensation scheme to all staff and liaise with govtdepartments/pension scheme authorities as appropriate• Provide control and analysis reports within the agreed timetable.• Ensure requests for BACS transmissions and cheque production are made in good timefor prompt payments of salaries and wages.• Provide for the update of statutory tax code changes, banding and percentage changesin relation to Income Tax and National Insurance.• Provide and balance year-end data to Inland Revenue, DSS and any other appropriatebody as required.• Provide advice to users in respect of Payroll facilities, Expenses & Benefits, Income Taxand NI Regulations.• To assist in the determination and validation of pay levels in accordance with National orLocal Conditions of Service.• Production of academy profile reports on a timely basis.• Production of Ad hoc reports from SAP for Personal/Financial/Contractual andoccupational periods of absence.• Processing of Third Party Insurance claim information• Processing all Salary Sacrifice schemesHR/Payroll/Pension Advice/Guidance• Providing low level advice/guidance on all payroll/HR/pensions administrative functionsand payments• Providing low level advice/guidance and processing requests for leave of absenceincluding time-off for trade union duties, both paid and unpaid.• Providing low level advice/guidance and information on employee welfare, sickness andthe control and monitoring of absence.• Providing low level advice/guidance and administering of all pay agreements for teachersand non-teaching staff in conjunction with the Director of Corporate and CommercialServices.• Providing low level advice/guidance in conjunction with the Children’s Services HRadvisory Team in relation to statutory Criminal Records Bureau checks and all SaferRecruitment procedures and legislation.105

Local Government Pension SchemeProduction and maintenance of the data required by the Tyne & Wear Pension Fund for theadministration/ calculation of pension benefits of members pension records within the time limitsof the disclosure regulations in relation to:• Starters• Leavers - including voluntary resignations, retirements, redundancies, ill healthretirements and those on the grounds of efficiency, all within the time limits of thedisclosure regulations.• Changes• Regulation C2 benefitsCompletion and reconciliation of year end data required for::• Pension contributions• National insurance contributions• AVC contributions• Purchase of additional service/additional pension contributions• Calculation of average hours for members on PVH contracts• Liaising and provision of advice/support as necessary with the Academy, employees andthe LGPS.• The provision of data required by the pension fund Actuary in the triennial valuation of thescheme.• Liaising with the Tyne & Wear Pension Scheme and other service departments to resolvequeries arising from the maintenance of member pension records.• The implementation of changes to pension scheme regulations ensuring that statutorychanges are implemented in a timely manner.• Co-operation and active assistance in applications through the pension scheme internaldisputes resolution procedure in all 3 levels of dispute up to Pensions Ombudsman level.• The supply and verification of data for statutory annual returns and the supply of data asrequested by the Department for Communities and Local Government• Maintenance and review of the various discretions required of each employer by thepension scheme regulations and the provision of information on the implementation ofthose discretions.• Compliance with Employment Tribunal requests• The provision of advice and support to the outside bodies contracted to the employer onall matters relating to pensions.• Maintenance of all pension records and completion of pension calculations in accordancewith the Regulations completed in a timely manner.• Adherence to the Pension Funds Statement of Understanding.Teachers Pension Scheme• The notification of new starters; leavers; changes to the Teachers Pension Scheme andthe provision of statutory information required to maintain individual member records.• In relation to leavers within the Teachers Pension Scheme and the provision ofinformation to ensure that member’s pension benefits are correct, including thecalculation of pensionable pay and provision of other statutory information.• Notification to the administrators of changes which will affect members’ retirementbenefits.• Completion of TR17 and the Teachers Pensions Annual Return in accordance with DfEtimescales.• The supply and verification of data to the employer for the completion of various statutoryannual returns within specified timescales.106

• The provision of information on request on all matters relating to the pension schemeincluding statutory changes to pension scheme regulations.• Compliance with statutory requirements and pension scheme changes andcommunication to scheme members.• Maintenance, completion and return of Annual Service Return.• Reconciliation and paying over of pension contributions• Ensuring that the provision of all information is in compliance with the timescales requiredby Audit Commission, Teachers Pension Scheme and the DfE .• The administration of member records for employees of all contracted customers• The provision of advice and support to the outside bodies contracted to the Authority onall matters relating to pensions.• Control, deduction and paying over of: Additional Voluntary Contributions and RegulationC2 benefits.• Completion of TPA returns in respect of part time elections and further employmentTeachers Enhanced PensionsNote: This payment was made by the Tyne & Wear Pension fund on behalf of this Authority up to31 March 2007 but it was deemed by HMRC to be an unauthorised payment and control of thesepayments was passed back to the original Authority. The payment is in relation to any additionalpension which could have been granted to retiring teachers, a facility which is not allowed underthe Teachers Pension Scheme and so must be paid locally.• Administer the payment of all teachers enhanced pension payments• The maintenance of the personal files for all of these pensioners• The calculation and payment of survivor benefits where a pensioner dies and themaintenance of that record.• Ensuring the full compliance of the various pension scheme regulations concerning thepayment and recording of teachers’ pensions.Special Payments• Interim or special payments to staff will be processed in accordance with internalprocedures and only in exceptional circumstances.• Emergency “on account” payments which have been made will be recovered from thenext salary payment due.Overpayment Recovery.• Overpayments in relation to former and current employees of the Academy will be writtento in order to arrange repayments terms via monthly salary or invoice.Financial Costing Reports• Financial Costing reports supplied post payroll• All deductions from Payroll and Pensions will be balanced to control accounts andpayments made to relevant bodies together with detailed analysis of those deductions.• Accounting and costing data reconciled to control totals, to ensure Payrollexpenditure/income is accounted for.Hardware/Software• The current Payroll system is run on a Sun Server.107

• The current software in operation is the SAPFMS3CR3 ECC6 system.Insurance/Indemnity• The professional indemnity insurance for Sunderland City Council is set at a limit of£1,000,000 in respect of the service. .Disaster Recovery Plan• Backup Tapes – are taken each evening and held in a discreet and secure fireproofenvironment.• BACS payment files retained at the end of each pay cycle. Operating system back upsare taken daily.• Print Runs – can be produced from any of the above stored data.Liaison and Communication With Customers• The SSC has developed close working relationships with academies, Children’s ServicesHR Advice team, Children’s Service Finance, Corporate HR & OD & ICT and work inconjunction with these services to provide support, advice and information as and whenrequested. Information is also exchanged via HR newsletter and inclusion infinance/bursar group meetings.With Outside Bodies• The SSC will continue to liaise with the LGPS, TPA, Department of Work and Pensions,HMRC, CRB Agency. The SSC will also continue to communicate any matters raised bythese Bodies directly with academies, individual staff members, as appropriate.SSC/Pension Enquiries• The SSC and Pensions function is available to answer any queries from academies andany staff member during the following periods:Monday to ThursdayFriday(Except Bank and Statutory Holidays)8.30 a.m. to 5.15 p.m.8.30 a.m. to 4.45 p.m.Audit Arrangements/Access of InformationInternal Audit• The HR/Payroll and Pensions system and procedures is to be audited by the AuthoritiesInternal Audit Division.External Audit• The HR/Payroll and Pensions systems, procedures and records will be made available toany External Auditors who are authorised to have access.Data Protection Act• The SSC is the custodian of information covered under the Data Protection Act, for allHR/Payroll and Pensions information. The Academy is responsible for ensuring108

compliance under the Data Protection Act for all HR/Payroll/Pension information.Confidentiality of Information• The SSC and the Pensions function will ensure confidentiality of all individual records andacademy Payroll, and will only release data where authorised, unless required bylegislation.Payroll Documentation• All employees in receipt of a payment will be issued with a confidential pay statement orpay advice detailing gross and net pay, together with all additions and deductions made.• Despatch of pay statements will be by internal distribution or post to work address. Postto home address only where appropriate• All current employees will be issued annually with a P60 and P11D Expenses if inemployment on 31 st March and benefits return as necessary.• All necessary starter/leaver documentation will be issued / processed within the requiredtimescales and comply with statutory legislation.SERVICE DELIVERY MECHANISM:Every academy will have a nominated point of contact. When changes occur, revised lists will beprovided within 7 days. A list of officers and contact numbers within the team is kept up to dateand is available through the intranet.COST OF SERVICES:• £67.31 + VAT for the Payroll/Pensions Service per employee• £73.41 + VAT for transactional HR Service including all recruitment and selectionchecks/processing per employee• Charging mechanism can be undertaken monthly if required• If HR service is not retained, £25 admin charge for processing CRB via Umbrella bodystatusSERVICE STANDARDS & HOW GOOD PERFORMANCE WILL BE MEASURED:Good performance will be measured against the following criteria:• The division of responsibilities for personnel issues between LA and academies is clearand understood. Administration and support provided by the team is reliable, central staffrecords are accurate and regularly checked against academy records.• Clear model policies are regularly reviewed, updated and circulated to academies. Thepolicies are well-used and understood by academies.• The LA routinely monitors academy performance in statutory employment practice andintervenes in inverse proportion to success.• There will be regular contact through nominated officers to be held at a minimum of 6monthly intervals. These meetings will also enable both formal and informalcommunication to be maintained routinely. This framework is designed to improvecommunication and encourage working together to resolve day to day issues.109

• The SSC will monitor in conjunction with the relevant HR Advice team, the usage of theservice by academies and discuss feed back on service usage. This will affordacademies the opportunity for relevant information in relation to the HR/payroll/pensionadministration service of individual academies.• Urgent queries will be dealt with within 24 hours. If the query requires liaison with otherparties, the query will be dealt with as soon as reasonably practicable.• All requests for advice are dealt with promptly and within TEN working days. If the queryrequires liaison with other parties, the query will be dealt with as soon as reasonablypracticable• Issuing of contracts and associated documentation will be dealt within 8 weeks of beingnotified from the academy of the commencement or as soon as reasonably practicable• CRB checks will be dealt with within 48 hours to the CRB agency if all requireddocumentation is correct and present• Correspondence relating to notified changes of circumstances if required, within 2 weeksof the relevant date of change or as soon as is reasonably practicable.• The development and rollout of Shared Service Connect (Sharepoint) site dependantupon ICT infrastructure/organisational structure/terms and conditions• Release of personal files will correlate with the personal files protocol if retained withinthe SSC. If the Academy elects to hold personal files, dummy files only, will be retainedwithin the SSC.• Publication of the organisation’s performance using the Audit Commission’s Best ValuePerformance Indicators relating to the workforce• Compliance with statutory deadlines for P11D,P60, P14, P35, Pensions returns etc. –Target 100%.• Application of pay awards to next available pay period (subject to 21working daysnotification) – Target 100% dependant upon SAP server, configuration and timescales.• Recovery of pay advances in next available pay period – Target 100%.• Processing of all pay related information received within agreed deadlines on the nextavailable payroll run – Target 100%.• The following data will be reported as requested by the customer –1 Number and value of overpayments:i. due to Payroll errorii. due to other error2 Number and value of manual payments:i. due to Payroll errorii.due to other error3 Number of mortgage/ Letting enquiries received and actioned.4 Number of court attachments, CSA, orders received and actioned5 Number of annual reports; P60’s, P11D’s6 Provision of agreed information reports to customersMONITORING AND EVALUATION:• Internal monitoring procedures to ensure uniform quality of advice and support.• Audit Commission Annual ie survey.• Monthly statistics submitted to the Head of Transactional Services in respect of paymentsprocessed within the monthly pay cycle, including the number of special paymentsprocessed outside the pay cycle and details of overpayments.• Academy profile reports issued to all individual academies, which stipulate personal,contractual and CRB information of all academy employees.• Feedback of services through HR/Payroll/Finance meetings/complaints/compliments orsuggestions to improve the HR/payroll/pension service110

CUSTOMER RESPONSIBILITIES:Academies have responsibilities incumbent on them to ensure adherence to the SLA,specifically:• Maintaining all records as required by the Authority’s Financial Regulations, StandingOrders, Health and Safety Orders, Safer Recruitment and Vetting Regulations and otherstatutory instruments and the Audit Commission.• Retaining such information, receipts and other documentation as is necessary to complywith statutory returns and to enable the service provider to fulfil its functions• All documentation to be processed for salary payments/contracts to the SSC within therequired monthly payroll deadlines or the SSC cannot guarantee payment• Incorrect/inaccurate documentation will be returned to the academy. The SSC is unableto action queries until all issues are resolved and appropriate paperwork completed.• To comply with the development and rollout of Shared Service Connect (Sharepoint) siteif the ICT infrastructure is applicable and dependant upon organisational structure/termsand conditionsof the Academy• To comply with the introduction of infopath forms and electronic submission of data with asecure email address• All information which is passed by the academy to the SSC and Pensions function foraction must be completed in the agreed format, using the correct documentation betweenthe two parties.• Nominating a contact point and provision of an authorised signatory list with updateswhere necessary• Timely notification of any faults or errors in data or other documentation• Making access available to data, information and all records for the provider’s staff• Observing their responsibility for duty of care of an employee as an employer• Ensuring the appointment process is within the R & S policy guidelines and all preemployment checks are followed with due care and diligence and undertaken prior toappointment.• Academies must supply the SSC any local conditions of services and local grade/payrates, which the Academy wishes to implement prior to the commencement date of therelevant conditions, to allow configuration requirements to be taken into account by theSAP Human Capital Resource Team based at Moorside. Any deviation from nationalterms and conditions to be notified to the SSC 3 months prior to commencement date ofchange. Additional functions are available for purchase on an as required basis.• Confirmation of starters/leavers and permanent or temporary variations to master data orearnings records must be submitted by the academy to the SSC to allow payments to bemade to staff by the dates specified in the deadline timetable issued to academies in thepreceding November/December.• In order to access cover for tribunal costs and other litigation, e.g. Equal Pay Claims, it isimperative that academies follow the advice offered by the LA or other Council Officersas appropriate. Academies not heeding appropriate advice would be liable for costsawarded against them and/or the City Council.The Governing Body must ensure that it:• Sets aside sufficient provision within its budget to meet legal costs and any award madeagainst it, or• Ensures that in procuring personnel services provision from elsewhere, the provider willcover legal costs and awards made against the academy and/or the City Council.• Maintains all records as required by the Authority’s Financial Regulations, StandingOrders, Health and Safety Orders and other statutory instruments and the AuditCommission BVPI regime, and makes the necessary returns to the Authority promptly toenable the monitoring and verification of Indicators that are externally audited.111

COMPLAINTS/DISPUTES:If an academy is dissatisfied with any aspect of the service it has received the complaintsprocedure at the back of this booklet should be followed. Every effort will be made to resolvedisputes quickly and effectively..Back to Contents112

SPECIALIST MINUTE TAKING TEAM (Clerking Service)TEAMMANAGER:Stuart Scrafton/Simon AllanEmail:stuart.scrafton@sunderland.gov.uk/simon.allan@sunderland.gov.uk 0191 5612626/0191 2448FUNCTION OF THE TEAM:The Specialist Minute Taking Team provides a Clerking Service together with associated adviceand other support to governing bodies, individual governors and Principals to ensure that thebusiness of governing bodies is carried out efficiently and in accordance with school governanceregulations. The Team will arrange, monitor, support, and accurately record the business ofgoverning bodies.SERVICES OFFERED UNDER THE SLA:The Clerking Service provides a comprehensive support service for academy governors in theCity. The Clerking Service is offered to academy Governing Bodies, Governing Bodycommittees and other groups.The Clerking Service is able to advise on Governing Body constitution, governance procedures,governance collaboration and some other aspects of Education Law.- Provision clerks and associated advice and support to governing bodies (and theircommittees) to ensure that the business of governing bodies and their committees iscarried out efficiently and in line with school governance regulations.- Disseminating information to academies through regular correspondence updates forHeadteachers, Chairs and other governors- Convene meetings of the Governing Body and all committees (only where appointed asClerk to the Committee)- Prepare and distribute agenda (with associated papers) for all meetings within statutorytime limits – subject to customer compliance with deadlines- Advise and offer objective guidance on meeting procedure, governing body organisationand responsibilities- Produce accurate minutes of meetings- Complete any follow up action and correspondence on behalf of Governing Body- Monitor the membership of the governing body and attendance at meetings- Prepare material and advise on election for new governors and organise governorelection/appointment- Processing Criminal Records Bureau checks on academy governors.- Direct liaison with other L.A. services to assist Governing Bodies to assist GoverningBodies in the execution of their duties.- Access to general advice and support.The Specialist Minute taking Service S.L.A. is based on an established fair and equitablecharging system whereby there is a direct correlation between the cost of subscribing to theservice and the Governing Body’s level of activity. Governing Bodies organise themselves indifferent ways and this system enables the service to directly meet the individual academy’sneeds.Usage is monitored throughout the financial year and statements produced accordingly showingthe service provided. Usage is measured by means of a formula. The unit of measurement is a113

‘clerking hour’ which includes time spent at meetings, an element for travelling to and frommeetings, preparation time and production costs of agenda, minutes, and other general supporton a cost menu basis.The unit will be based on the previous year's usage. Refunds or surcharges will be payablewhere an academy's unit allocation is subject to change and the following year's charges will beadjusted accordingly. Any adjustments take the form of a surcharge or refund against thefollowing year’s costs.SERVICE DELIVERY MECHANISM:A fully differentiated service is offered to match the needs of each individual academy GoverningBodyCOST OF SERVICES (TRADED SERVICES ONLY)Unit One Agenda directory only £440Unit Two Up to 40 clerking hours per year £1,867Unit Three Between 40-80 clerking hours per year £2,247Unit Four Between 80-120 clerking hours per year £2,654Unit Five Between 120-160 clerking hours per year £3,121**Usage in excess of 160 clerking hours will be charged on an hourly basisSERVICE STANDARDS & HOW GOOD PERFORMANCE WILL BE MEASURED:- The Specialist Minute Taking Team will provide a Clerk for all meetings of the GoverningBody in accordance with Regulations subject to customer compliance with deadlines- The Specialist Minute Taking Team will provide a Clerk for all committees of theGoverning Body (where engaged as Clerk to these committees)- Where required, The Specialist Minute Taking Team will provide a Clerk for parents’meetings and other meetings as required.- The service will endeavour to ensure that high quality, accurate minutes of all GoverningBody meetings will be available within four working weeks of the meeting taking place- Where possible and appropriate, all follow-up correspondence undertaken on behalf ofthe Governing Body will be processed within one week of the meeting taking place- The Specialist Minute Taking Team will produce election material for Parent and StaffGovernor vacancies for Academies where requested to do so.- Agenda and associated for meetings of Governing Body and its committees will bedistributed within the statutory timescales – subject to customer compliance withdeadlines- Governing Body membership information/committee information will be regularlyupdated and communicated to academies where changes have occurred- The LA has effective policies to manage governor recruitment- The LA communicates relevant information to governor about local and nationaldevelopments and requirements114

MONITORING AND EVALUATIONUsage of the service is closely monitored throughout the contract period. Activity for eachacademy is recorded by the team and academies receive a detailed breakdown of the servicethat they have received at the end of the contract period. This informs the level of service that isrequired to meet the needs of the individual Governing Body. This system has been in use since1996.ACADEMIES RESPONSIBILITIES- Academies/Governors must understand that only the Clerk to the Governing Body canconvene meetings of the Governing Body (not Headteachers or governors). Where meetingsare not convened by the Clerk to the Governing Body, such meetings cannot be deemed tohave been properly convened. The same shall apply to committees of the Governing Bodywhere the service has been appointed as Clerk to a committee.- Academies/Governors must give The Specialist Minute Taking Team adequate notice ofmeetings to enable the Clerk to the Governing Body to comply with statutory deadlines onnotice of meetings and agenda. Whilst The Specialist Minute Taking Team will alwaysendeavour to respond to short notice requests, the service cannot be held liable for noncompliancewith regulations due to any failure on the academy’s or Governing Body’s part tonotify The Specialist Minute Taking Team of meeting requirements in accordance withrequisite deadlines.- Academies/Governors must have clear arrangements for clerking of committees. Whereengaged as clerk to the committee, The Specialist Minute Taking Team must be givenadequate notice of meetings to enable the service to comply with statutory deadlines.- Where The Specialist Minute Taking Team is not engaged as Clerk to any committees of theGoverning Body, governors must appoint another named clerk to these committees whoshall be responsible for producing agenda papers in respect of these meetings, advising onprocedure and producing and circulating minutes of committee meetings to all governors andto The Specialist Minute Taking Team The Specialist Minute Taking Team will not beresponsible for any aspect of clerking of committee meetings except where engaged by theGoverning Body as named clerk to that committee. A decision on the clerking of committeesshall be taken by each Governing Body annually. The service cannot normally respond to adhoc requests for individual meetings to be clerked where not appointed as Clerk to aCommittee.- Principals are asked to provide termly reports and associated papers to The SpecialistMinute Taking Team 1½ - 2 weeks prior to each meeting to enable the documentation to bedistributed with agenda.- Academies should furnish The Specialist Minute Taking Team with a copy of minutes of anymeetings not clerked by The Specialist Minute Taking Team.- Although governor election material is produced by The Specialist Minute Taking Team,Principals are usually involved in the distribution/collection of this material to the electorate.It is therefore important that Principals liaise closely with The Specialist Minute Taking Teamin relation to membership issues.115

COMPLAINTS/DISPUTESIf an academy is dissatisfied with any aspect of the service it has received the complaintsprocedure at the back of this booklet should be followed. Every effort will be made to resolvedisputes quickly and effectively.Back to Contents116

GROUNDS MAINTENANCE SERVICE FOR ACADEMIESTEAM MANAGERSAND OFFICERS:Ian Richardson- Assistant Head Streetscene- Responsive LocalServices 0191 561 3941Nicky Rowland -Area Response Manager- East Regeneration Area 0191 561 4579Dave Ellison -Area Response Manager- Coalfields Area 0191 5846754Andy Old -Area Response Manager- North Regeneration Area 0191 5613951Bill Blackett-Area Response Manager- West Regeneration Area 0191 5613951Brian Hodgkinson -Area Response Manager- Washington Area 0191 5614560Paul Graork – Service Development Officer-Quotations 0191 5613933Suzanne Rootham – Education Officer – for educational activities andevents at Barnes Park 0191 561 5111FUNCTION OF THE TEAM:The primary aim of the service is to provide• A comprehensive grounds maintenance service to education facilities.• 24 hr emergency call out cover available for tree and grounds maintenance.• Provide free estimates and advice on request.• Each regeneration area has a Support Officer who on request can arrange free educationalwalks, talks and activities at specific parks across the City including Herrington CountryPark, Mowbray Park and Winter Gardens and Barnes Park.All the above are supported by the Streetscene Contracts and Compliance Team.TEAM BASE:All parks and ground maintenance operations are managed throughResponsive local services team lead by Ian Richardson – AssistantHead of Streetscene. See contact list for each regeneration areaabove.SERVICES OFFERED UNDER THE SLA: Grounds Maintenance and ArboriculturalGrass cuttingPrior to grass being cut, it shall be cleared of all litter and debris. Any litter cut up as a result ofmowing will be cleaned up and removed.Shrub & Rose bedsAll shrubs and roses are pruned and shaped to avoid obstruction, taking into account goodhorticultural practices and taking in due regard to their rate of growth and the need of eachspecies.117

All beds are either chemically treated or hoed 6 times a year during the spring and summermonths we will also remove any litter during these visits.Flower BedsFlowers are planted in the spring and summer and hoed on 6 occasions, which equates to oncea month during the growing period.TreesTrees can be thinned and reduced, and inspected for damage and disease on request. Treedamage can be attended to during or after adverse weather, and by appointment providedetailed condition surveys to comply with any insurance and occupiers liability requirements.Each establishment will be provided with a service level agreement with details of standardsand frequencies which is tailored to suit their individual needs.COST OF SERVICESFees are based on market rates and a pick and mix option from published schedules.SERVICE STANDARDS & HOW GOOD PERFORMANCE WILL BE MEASURED:• Ensure that all work is carried out to the required quality levels by appropriately qualified,trained and experienced staff.• Ensure compliance with all statutes, regulations, British Standards (or European equivalents),Health and Safety Executive guidance notes and all other procedures relevant to health andsafety and the provision of the Services.• Ensure that all operatives using equipment are fully trained before providing the Services.• Ensure that operatives wear the appropriate protective clothing at all times.• That all operatives adhere to the procedures, risk assessments and safe working practicesidentified in the employee hand book issued to all staff.• Charge in line with schedule of rates, or based upon an estimate provided.• As part of the Best Value framework all charges will be continuously reviewed andbenchmarked against comparative service providers.• Report to the establishment’s delegated representative before entering or leaving thepremises.• A record book is provided to each school to confirm what work has been carried out andidentify potential problems or concerns; a duplicate sheet is held by the contractor and is usedto identify future service improvements.• The grounds maintenance service team will undertake to respond to calls for service withinthe following timescales:◊ Emergency Works Immediate Response and followed up within 24 hours of receipt◊ Priority Works Completed within 2 working days.◊ New works Completed within the agreed frequencies time scales.• Consistently deliver our work in accordance with relevant legislation, and codes ofpractice.118

MONITORING AND EVALUATION• Grounds maintenance team will carry out regular inspections to monitor the quality ofservices provided under this Agreement and compliance with internal procedures and Healthand Safety regulations.• A duplicate record book is held in each establishment to identify work carried out and to logany queries, requests or complaints, with the duplicate returned to the area manager toaction.• Alternately the RLS Area Response Managers can be contacted directly and if the school isstill dissatisfied, the Assistant Head of Streetscene – Ian Richardson.SCHOOL RESPONSIBILITIESThe School shall:• Provide access during a normal working day - Monday to Friday, 8.00am to 4.30pm.• Allow access outside of normal working hours to carry out works as and when necessary.• Provide points of contact for key holding duties and for signing in procedures duringnormal working hours and out of hours.• Give one weeks notice for planned sports days.COMPLAINTS/DISPUTESIf a school is dissatisfied with any aspect of the service it has received the complaints procedureat the back of this booklet should be followed. For service quality issues please contact IanRichardson – Assistant Head of Streetscene on 0191 5613941. Every effort will be made toresolve disputes quickly and effectively.Back to Contents119

REFUSE AND RECYCLING SERVICE FOR ACADEMIESTEAMMANAGER:Bill Seymour- Refuse and Recycling Service Manager –Telephone 0191 5614546 Bill.Seymour@sunderland.gov.ukFUNCTION OF THE TEAM:Area Managers:East Area -Anthony Robson 0191 5614545 (0782552931).Anthony.Robson@sunderland.gov.ukNorth Area- Michael Mahon 0191 5614563 (07703106543)Michael.Mahon@sunderland.gov.ukWest Area -Colin Archer 0191 5614553 (07825608286)Colin.Archer@sunderland.gov.ukCoalfields Area-Trevor Bennet 0191 5846435 (07825552890)Trevor.Bennet@sunderland.gov.ukWashington- Mark Partridge – 0191 5613958 (07826892176)Mark.Partidge@sunderland.gov.ukThe service will provide: -• A reliable, safe, environmentally responsible refuse and recycling collection service toschools.• Provide bulky waste collection services• Provide free advice for the safe and compliant disposal of Waste Electrical and ElectronicEquipment (WEEE) and hazardous waste.• Work with schools and regional partners to promote waste awareness and educationTEAM BASE: Streetscene Citywide Services – South Hylton House, Sunderland 01915614546SERVICES OFFERED UNDER THE SLA:• Provide a weekly collection service for residual refuse and where requested a recyclingcollection, charging for refuse and recycling collections only. Any chargeable services arelisted in a visible schedule which offers excellent value for money.• Provide free advice and access to contract arrangements for the safe and compliantdisposal of Waste Electrical and Electronic Equipment (WEEE) and hazardous wastes.• Provide free estimates for bulky waste collection services• Work with schools and Council partners to promote waste awareness and education–Waste Awareness North East – Schools Against Waste Education Pack (Contact FionaSwinburne)All the above are supported by the Streetscene Contracts and Compliance Team.SERVICE DELIVERY MECHANISM:Every school will have a nominated point of contact, this being the Refuse and RecyclingManager for each of 5 regeneration areas as listed. The Refuse and Recycling Manager willensure that the service operates efficiently and ensure that all enquiries including requests foradditional services are dealt with promptly in accordance with our service standards below.Charges are set once per year and notified to each school in advance.120

COST OF SERVICES:From April 2012 / March 2013Refuse ContainerAnnual cost of refusecontainer hire (£)Annual cost for a weeklyrefuse collection (£)240 litre 36.32 91.61360 litre 58.93 120.46770 litre 86.61 198.241100 litre 98.48 223.47Charges for bulky waste collections will be provided on requestSERVICE STANDARDS & HOW GOOD PERFORMANCE WILL BE MEASURED:The Refuse and Recycling Service shall:• Ensure that all work is carried out to the required quality levels by appropriately qualified,trained and experienced staff.• Ensure compliance with all statutes, regulations, British Standards (or Europeanequivalents), Health and Safety Executive guidance notes and all other procedures relevantto health and safety and the provision of the services.• Ensure that all operatives using equipment are fully inducted and trained before providingthe Services.• Ensure that operatives wear the appropriate protective clothing at all times.• That all operatives adhere to the procedures, risk assessments and safe working practicesidentified in the employee hand book issued to all refuse and recycling staff.• Charge in line only with the published schedule above, or based upon a fair, transparentand competitive estimate for any additional non standard work requested.• As part of the Best Value framework all charges will be continuously reviewed andbenchmarked against comparative service providers.• The Refuse and Recycling Service team will clean up any spillages caused by them duringthe collection operation and return to the school to service any missed container within 24hours of it being reported.• Work by gaining access to the school only to the agreed times set down by the school.• Comply with any speed limit, notice or any other health and safety rules in place at theschool.MONITORING AND EVALUATION• The Area Refuse and Recycling Manager will ensure all service requests and complaintsare investigted responded to within 5 working days• The Area Refuse and Recycling Manger or his Assistant manager will carry out monthlyservice quality evaluations of each refuse and recycling team recording the outcome todetermine whether, advise, re- training, remedial action or no action is required to ensurehigh quality standards of service is maintained.• The Streetscene Contracts and Compliance Team monitor performance of each refuse areateam, assessing and reporting on a range of performance indicators.• The Streetscene Contracts and Compliance Team also carry out checking and observationof teams in the work place to ensure compliance with standards of quality and health andsafety.121

• The Service benchmarks its charges against those provided by other organisations toensure services provided comparative value for money.• Alternately the Area managers can be contacted directly and if the school is still dissatisfied,the assistant Head of Service.SCHOOL RESPONSIBILITIESThe School shall:• Provide access during a normal working day - Monday to Friday, 7:30am to 4.30pm butcollections will only take place outside of the notified school opening, break times andclosing periods to ensure the safety of children and pedestrians.• By agreement allow access outside of normal working hours to carry out any additionalrequired collection services.• Give reasonable notice for requested change of collection days due to schools events.• Provide refuse storage points with vehicular access and use correct number of refusestorage bins as required and agreed for storage of waste and recycling.COMPLAINTS/DISPUTESIf a school is dissatisfied with any aspect of the service it has received the complaintsprocedure at the back of this booklet should be followed. For service quality issues pleasecontact Colin Curtis – Assistant Head of Streetscene on 0191 5614525. Every effort will bemade to resolve disputes quickly and effectively.Back to Contents122

SITE MANAGEMENTTEAM MANAGER:Val ThompsonEmail:val.thompson@sunderland.gov.uk 0191 5611372FUNCTION OF THE TEAM:• Work with stakeholders on all asset management and capital issues in order to contribute tothe raising of educational achievement and the inclusion and integration agenda.• Support and advise on site and building related issues.• Liaise with partners to develop and maintain Children’s Services Asset Management Planand produce up to date assessments and condition, suitability and sufficiency.• Maximise capital funding to address priorities by preparing effective bids to centralgovernment and partnering with other stakeholders.• Liaising on the management of Capital projects and to liaise with in-house and externalproperty professionals to deliver best value schemes.• Provide site management advice and support through Service Level Agreements withschools.TEAM BASE: Sandhill CentreSERVICES OFFERED:The following Site Management Advice and Support:• The compilation of a job description for the appointment of new caretakers/sitemanagement staff, and to provide work schedules and specifications tailored torequirements.• The appointment procedure for caretakers/site management staff, assisting in the shortlisting and interviews, as required.• Matters relating to the caretakers/site management performance of duties, ininvestigating differences of opinion, and the informal settling of disagreements relating tosite management matters.• Matters relating to caretakers/site management staff disciplinary procedures andproviding advice on technical matters, at disciplinary hearings, as required.• Providing training for newly appointed and existing caretakers/site management staff,including use of scaffold, Control of Substances Hazardous to Health (COSHH)assessments.• Arrangements for cover for the provision of temporary facilities management staff orkeyholders in the event of sickness or holiday absence and vacant posts.• Liaison with the cleaning contractor where necessary to arrange cover for absence ofcleaning staff or where additional cleaning services are required e.g. post building works..• Supporting with employing cleaning staff.• Inspecting and advising upon the operation of swimming pools.• Professional advice and assistance on basic Health and Safety at Work, including safeworking practices and procedures in particular in relation to the safe use of chemicalsand substances, management of boiler plant and swimming pool plant.• Overseeing the administration of Violence at Work procedures, First Aid procedures,minibus driver database and managing related clerical procedures.• Receiving IR 1 forms• Support on DSE (Display screen equipment) procedures.• Development of caretaking service manual.123

SERVICE DELIVERY MECHANISM:Access to the service as and when required.COST OF SERVICES:The annual charge for the service is:Nursery: £180Primary: £250Special £250Secondary £300Additional charges:Out of hours emergency alarm response/call out £80 per occasionSERVICE STANDARDS & HOW GOOD PERFORMANCE WILL BE MEASURED:• All phone calls will be dealt with within 3 working days.• Letters and e-mails will be responded to within 5 working days if necessary indicating thatmore time is required for a full response.• Performance will be measured as good when- technical advice on buildings issues is accurate and prompt.- Emergency planning procedures are in place and understood by all.MONITORING AND EVALUATIONService standards are monitored through the relevant service plans.SCHOOL RESPONSIBILITIES• Ensuring that the site and buildings are managed in an appropriate manner so thatstaff/pupils/other users can operate in a healthy and safe environmentCOMPLAINTS/DISPUTESIf dissatisfied with any aspect of the service received the complaints procedure at the back of thisbooklet should be followed. Every effort will be made to resolve disputes quickly and effectively.Back to Contents124

ASSET MANAGEMENT SERVICESTEAM MANAGERS:Colin Clark - Head of Land & Property (Head of Service)James Hope - Senior Building Surveyor (Service Manager)Brian Hollis - Building Surveying Manager (Inspections)Geoff Field - Senior Asset Management Officer (Data)SERVICE MANAGERS: Alison Harvey Asbestos ManagerEmma Jorgenson Legionella ManagerTEAM BASE:Civic CentreFUNCTION OF SERVICE:Inspection of Council Property in accordance with statutory requirementsSERVICES OFFERED UNDER THE SLA:Asset Management & Statutory InspectionsProduction of Asset Management Condition Surveys (3 Yearly Cycle Building Condition,Electricity at Work, Mechanical Installations)• Asbestos Management (Monitoring Role)• Legionella Management (Monitoring Role)• Monitoring of Building and Engineering Works• Monitoring of EAW Electricity at Work Inspections (5 Yearly Cycle)• Supervision of Emergency Works and other Capitalised Repair SchemesCONTACT INFORMATIONPROPERTY SERVICES CONTACTSColin Clark Head of Land & Property Office of The Chief ExecutiveCivic Centrecolin.clark@sunderland.gov.uk - 0191 5611502James Hope Senior Building Surveyorjames.hope@sunderland.gov.uk - 0191 561 7795Brian Hollis. Building Surveying Managerbrian.hollis@sunderland.gov.uk - 0191 561 2677Geoff FieldGeoff.field@sunderland.gov.uk - 0191 261 2713Alison HarveyAlison.harvey@sunderland.gov.uk - 0191 5612686Emma JorgensonEmma.jorgenson@sunderland.gov.uk -0191 5612660125

SERVICE DELIVERY MECHANISM:Inspections carried out in accordance with statutory requirements at varying time periodsproducing reports to update Premises File, which contains prime documents for OfstedInspectors, H.S.E. inspections, Safety inspectors, evidence in litigation, asset managementetc.COST OF SERVICES:Building, Electricity at Work and Mechanical installation surveys fees are discounted marketrates at £50.00/hour.The level of fee will be determined by the type of service required andthe size of the premises to be inspected.The management of legionella will include compliance with all aspects L8 the Legionellamanagement code of practice and ensure all duties placed on an academy are adhered to.Annual fees are Secondary £600,Primary £300,Nursery £200Asbestos Management will include compliance with all aspects of the Asbestos managementregulations and ensure all duties placed on an academy are adhered to.Annual fees are Secondary £600,Primary £300,Nursery £200.TERM OF AGREEMENT & SERVICE CHARGECurrently the majority of Academies are signed up to existing SLA’s with Property Serviceswhich are due to expire in March 2013.new SLA’s can be agreed with academies on anindividual basis as and when required.SERVICE STANDARDS, MONITORING & EVALUATION• Fulfil the requirements of part IV of the Education (Academy Premises) Regulations 1999• Compliance with Health and Safety legislation for inspection of structural condition ofpremises• Compliance with D.F.S. requirements regarding property management• All services managers are professionally qualified in their relevant disciplines• Our overall partnership will be measured by improvements in Asset Management Planstatistics and our ability to successfully bid for relevant government finance through the LA• Building and services installations inspections will be carried out on an a 3/5 yearly cycle• The inspections will highlight works to be carried forward to the Governors MaintenancePlan and provide data for the Government regarding the buildings condition.• Every year progress relating to outstanding defects will be monitored and Academiesinformed of any outstanding premises issues that require urgent remedial work• Water Hygiene management will be strictly monitored and all aspects of good practiceapplied.• Property Services will work closely with Academies to ensure strict compliance with theAsbestos management regulations and subsequent revisions to minimise any risksassociated with asbestos within academiesTERMINATION OF AGREEMENTThis S.L.A can be terminated with 1 month’s written notification from any party to the other.126

ACADEMY RESPONSIBILITIES• Use the Premises File/Governors Maintenance Plan/Inspections to prioritise work• Seek advice before committing finance to property work• Be aware of your responsibilities under the Construction, Design and ManagementRegulations. When you order construction work you automatically assume certain legalduties for which you are accountable. (See Health and Safety Policy)• Inform the asbestos and legionella managers of any proposed works to academies.COMPLAINTS/DISPUTESIf an Academy is dissatisfied with any aspect of the service it has received the complaintsprocedure at the back of this booklet should be followed. Every effort will be made to resolvedisputes quickly and effectively.Back to Contents127

SECURITY SERVICES, CASH IN TRANSITTEAM MANAGER:Name: Barry FrostEmail: barry.frost@sunderland.gov.uk 561 2643FUNCTION OF THE TEAM:The Cash in Transit Section is committed to delivering a high quality service which will ensuresafe and secure the collection and deposit of monies from academies/schools.In order to do this we provide an expert, professional service, briefly consisting of; -.• A comprehensive cash collection service.• Secure banking service.TEAM BASE: Civic Centre room 2.72STAFF IN TEAM:Barry Frost Security Services Manager 5612643Stephen Eagling Assistant Security Services Manager 5612644David Sinclair Contracts Monitoring & Admin coordinator 5612630Malcolm Naylor Security Adviser Schools 5612645Steve Barnes CCTV Liaison Officer 5612646SERVICES OFFERED:• The collection and delivery (banking) of all cash and valuables• The delivery service of coin “change”SERVICE DELIVERY MECHANISM:Academies/schools will receive services appropriate to the nature of the request. Some serviceswill be delivered in line with a planned programme and schools will be aware in advance of theseareas. Where services are requested on an ad-hoc basis e.g. advice or emergency call-outsthen these will be delivered in line with the service standards specified. Time expended isdependant upon the nature and complexity of each individual taskCOST OF SERVICES:£11.55 per collection128

SERVICE STANDARDS & HOW GOOD PERFORMANCE WILL BE MEASURED:Security Services shall:• Manage the provision of the Comprehensive Security Services package detailed in thisService Level Agreement ensuring that the Services are provided with due diligence and in aprofessional manner.• Ensure compliance with all statutes, regulations, British Standards (or Europeanequivalents), Health and Safety Executive guidance notes and all other procedures relevantto health and safety.• To respond to any Reactive request As Soon As Possible but within 1 working day.• Operate as per the approved framework of systems and procedures contained within thefollowing; ISO 9001:2000BS 5797 (Remote Monitoring Stations) City Alarm & Emergency Centre - SSAIBNational Policing Improvement Agency - Crime Prevention StandardsSecure by Design StandardsAssociation of Public Service Excellence (Standards and Benchmarking)Home Office CCTV Codes of PracticeAssociation of Chief Police Officers (ACPO) Policies & GuidelinesMONITORING AND EVALUATION:Cash in transit Services will;• Manage the collection of monies taken within the school as detailed in the Service LevelAgreement ensuring that the Services are provided with due diligence and in a professionalmanner.• Ensure compliance with all statutes, regulations, British Standards (or Europeanequivalents), Health and Safety Executive guidance notes and all other procedures relevantto health and safety.• To complete a Security and Risk Assessment survey to tailor individual school requirements• To respond to any Reactive request As Soon As Possible but within 1 working day.• Operate as per the approved framework of systems and procedures contained within thefollowing;Security Services shall carry out regular checks to monitor the Services provided under thisAgreement.A customer satisfaction survey will be carried out on an annual basis.Should Security Services not provide the Services to the academy/school's satisfaction, it shallrespond to complaints within 24 hours of receipt.CUSTOMER RESPONSIBILITIES:The academy/school shall:• Permit Cash in Transit to have agreed access to school buildings at reasonable times.• Inform of incidents recording details as necessary• Appoint a staff member to be the point of contact.129

COMPLAINTS/DISPUTES:If an academy/school is dissatisfied with any aspect of the service it has received the complaintsprocedure at the back of this booklet should be followed. Every effort will be made to resolvedisputes quickly and effectively.Back to Contents130

ENERGY AND CARBON MANAGEMENT SERVICETEAM MANAGER:Andrew AtkinsonEmail:Andrew.atkinson@sunderland.gov.uk 0191 5612728FUNCTION OF THE TEAM:To minimise energy cost and consumption and ensure regulatory compliance with energy/carbonrelated legislation.To manage the Energy Supply ContractsTEAM BASE: Civic CentreSTAFF IN TEAM:Andrew Atkinson – Energy Conservation Team Leader – andrew.atkinson@sunderland.gov.uk - 01915612728Dave Cooper – Energy Technician Leader – dave.cooper@sunderland.gov.uk - 01915612649Lesley Cruikshanks – Energy Technician - Leader – lesley.cruikshanks@sunderland.gov.uk - 01915612639SERVICES OFFERED:PROPERTY SERVICESCHARGES FOR SLA WORKSService Includes Does not include• Time and temperature changes for • Parts failure.heating controls.• Re-positioning sensors.• Initial fault diagnosis• Monitor, adjust or advise on remedialactions.The above service is now provided byCity Services as of 01/09/11 but theenergy conservation team will continue tomonitor performance and cover costs forthe duration of this SLA.Management ofheating controlsEnergy targetingand monitoring• Monitor all gas, electricity and wateraccounts.• Analysis of half-hourly consumptionpatterns.• Bill validation and provision offeedback to head teachers andbuilding managers relating actualconsumption to targets.• Provide an online meter readingservice,• Claims for water leaks -10% of rebate chargedas fee.• Charges levied by utilitycompanies fordisconnections andinstalling new supplies.• Applications for reducedsurface area charges toNorthumbrian Water.131

Energy Audits andSurveys• Monitor your academy’s performance• Liaise with energy and water suppliersto resolve billing disputes.• Organise new supplies anddisconnection of existing supplies.• Carry out audits / surveys to identifyhow energy savings can be achieved.• Monitoring of payback.Energy purchasing • Participation on the NEPO energysupply contracts.• Energy procurement and billing withregards to NEPO energy contracts.• Renewable energy technologies andFeed-In Tariffs.Renewable EnergyApplicationsAir ConditioningCertificatesDisplay EnergyCertificatesCarbon ReductionCommitment• Evaluate the feasibility of renewableenergy applications and provideadvice to the academy on behalf ofthe Council in terms of associatedlegal and procurement matters.• Produce a mandatory air conditioningcertificate for academies with systemsgreater than 12kW. This certificate isvalid for 5 years• Produce annual display certificates tomeet legislative requirements.Currently the threshold for certificatesis any building over 1000m2 but this isdue to fall to 250m2 in January 2013.• This is a mandatory emissions tradingscheme which commenced April2010. The energy conservation teamare legally required to submit energydata to the scheme administrators inthe current financial year.• Project Managementcharges – charge will be5% of scheme value.SERVICE DELIVERY MECHANISM:Ongoing energy monitoring and annual delivery of relevant certificationCOST OF SERVICES:Cost This S.L.A. runs from 1 st April 2012 and ends on 31 st March 2013.£350 Small Academy£850 Secondary AcademyMONITORING AND EVALUATION:The energy conservation team will endeavour to produce:Quarterly Progress reports against budget.132

Report any unusual consumption patterns on an ongoing basisBenchmark academies on an annual basis and advise if corrective actions/improvements arerequired.Deliver energy related certificates on time.Respond to issues raised by academies within 5 working days and provide a monthly updateregarding the progress/resolution of these issues.Please note there may be occasions when there are utility supplier issues that will prevent timelyreporting as identified above. Reports will be produced as soon as these issues are resolved.CUSTOMER RESPONSIBILITIES:To co-operate fully with any requests for data and information requested by the energyconservation team.COMPLAINTS/DISPUTES:If an academy is dissatisfied with any aspect of the service it has received the complaintsprocedure at the back of this booklet should be followed. Every effort will be made to resolvedisputes quickly and effectively.Back to Contents133

ACADEMY PREMISES - DUTY TO MANAGETEAMMANAGERS:TEAM BASE:Colin Clark - Head of Land & Property (Head of Service)James Hope - Senior Building Surveyor (Service Manager)Brian Hollis - Building Surveying Manager (Inspections)Geoff Field - Senior Asset Management Officer (Data)Civic CentreFUNCTION OF SERVICE:Inspection of Council Property in accordance with statutory requirementsGENERAL PRINCIPLES1. Each service in this document covers legal requirements and Academies needto engage competent professionals to carry out these functions. The S.L.A. title“Duty to Manage” is taken from an H.S.E. initiative regarding responsibilities formanaging property risks etc.2. Academies may commission Property Services direct or seek these servicesfrom the private sector.3. Failure to ensure the engagement of competent professionals to discharge thelegal duties within these services will be a breach of legislation.4. The service provider must provide indemnity insurance as required to protectthe liabilities associated with the service works specified in this document.CONTACT INFORMATIONPROPERTY SERVICES CONTACTSColin Clark Head of Land & Property Office of The Chief Executive, Civic Centrecolin.clark@sunderland.gov.uk - 0191 5611502James Hope Senior Building Surveyorjames.hope@sunderland.gov.uk - 0191 561 7795Brian Hollis. Building Surveying Managerbrian.hollis@sunderland.gov.uk - 0191 561 2677Geoff FieldGeoff.field@sunderland.gov.uk - 0191 261 2713Alison HarveyAlison.harvey@sunderland.gov.uk - 0191 5612686Emma JorgensonEmma.jorgenson@sunderland.gov.uk -0191 5612660134

SERVICES OFFERED UNDER THE SLA:1. “Duty to Manage” Inspections• Service developed around Part IV of the Education (Academy Premises) Regulations1999 and D.F.S. asset management requirements• Support with compliance with property-related legislation• Asset management at Academy level• Building Safety Inspections• Water Hygiene Inspections• Electrical Systems Inspections• Mechanical Systems Inspections• Production of Academy Premises File• Production of Governors Maintenance Plan• Production of Governors Major Capital Repairs PlanSERVICE DELIVERY MECHANISM:Annual inspections producing reports to update Premises File, which contains primedocuments for Ofsted Inspectors, H.S.E. inspections, Safety inspectors, evidence in litigation,asset management etc.COST OF SERVICES:Fees are based on discounted market ratesSecondaryPrimary &SENNurseryBuilding Structure and FabricHealth & Safety InspectionElectrical Installation Health &safety InspectionMechanical installationHealth&safety inspectionWater Hygiene and Health andsafety Inspection.£600 £300 £100£300 £150 £100£300 £150 £100£600 £250 £150Asbestos Management £300 £150 £100Governor’s Maintenance plan £100 £100 £100TERM OF AGREEMENT & SERVICE CHARGEFees are based on discounted market ratesCurrently the majority of Schools are signed up to existing SLA’s with Property Serviceswhich are due to expire in March 2013.new SLA’s can be agreed with academies on anindividual basis as and when required135

SERVICE STANDARDS, MONITORING & EVALUATIONThese inspections/reports are certificated and are endorsed by the Director of Children’sServices. The appropriation of these certificates and a practicable approach to remedialactions will ensure compliance with Head Teachers and Governors duties under relevantlegislation affecting premises management. 99% of Academies complied last year.• Fulfil the requirements of part IV of the Education (School Premises) Regulations 1999• Compliance with Health and Safety legislation for inspection of structural condition ofpremises• Compliance with D.F.S. requirements regarding property management• All services managers are professionally qualified in their relevant disciplines• Our overall partnership will be measured by improvements in Asset Management Planstatistics and our ability to successfully bid for relevant government finance through the LA• Inspections will be carried out on an annual basis in• The inspections will highlight works to be carried forward to the Governors MaintenancePlan allowing comparison with the 3 yearly condition survey to inform future maintenancerequirements.• Every year progress relating to outstanding defects will be monitored and Academiesinformed of any outstanding premises issues that require urgent remedial workTERMINATION OF AGREEMENTThis S.L.A can be terminated with 1 month’s written notification from any party to the other.ACADEMY RESPONSIBILITIES• Use the Premises File/Governors Maintenance Plan/Inspections to prioritise work• Seek advice before committing finance to property work• Be aware of your responsibilities under the Construction, Design and ManagementRegulations. When you order construction work you automatically assume certain legalduties for which you are accountable. (See Health and Safety Policy)• Compliance with the ED1 procedure as specified by the Authority.COMPLAINTS/DISPUTESIf an Academy is dissatisfied with any aspect of the service it has received the complaintsprocedure at the back of this booklet should be followed. Every effort will be made to resolvedisputes quickly and effectively.Back to Contents136

SECURITY SERVICESTEAM MANAGER:Barry FrostEmail: barry.frost@sunderland.gov.uk 561 2643FUNCTION OF THE TEAM:The Security Services Section is committed to minimising crime and the fear of crime acrossCouncil Buildings as well as ensuring the protection and well being of customers, pupils andstaff. In order to do this we provide a wide range of expert services, briefly consisting of; -.• A comprehensive security and crime prevention advisory service.• Proactive security and crime prevention surveys• Advice on all types of security systems and crime prevention measures.• Provision of out of hours emergency repair and response service.• 24-hour City Alarm and Emergency Centre provision• Investigation of crime and anti-social behaviour.• Data Protection Act, ECHR Act, Freedom of Information Act & Regulation of InvestigatoryPowers Act advice and guidance.• Data protection Act (CCTV) compliance monitoring.TEAM BASE: Civic Centre room 2.72STAFF IN TEAM:Barry Frost Security Services Manager 5612643Stephen Eagling Assistant Security Services Manager 5612644David Sinclair Contracts Monitoring & Admin coordinator 5612630Malcolm Naylor Security Adviser Schools 5612645Steve Barnes CCTV Liaison Officer 5612646SERVICES OFFERED:Data Protection Act and Regulation of Investigatory Powers Act complianceMain Service Level Agreement• Security Risk assessment Surveys• Crime Prevention / Reduction Advice• Crime Prevention and Risk Surveys (Rolling Programme)• Incident Investigation & support; evidence gathering and presentation.• Police and Emergency Services Liaison• Provision of Out of Hours Emergency Repair Call Out System• Emergency Standby / Call Out (Security Team)• Security / Crime Risk Training• Lone Worker & Safety in the Work Place Advice and Training• CCTV System and Intruder Alarm AdviceAdditional Services as an add-on to Main Agreement• Monitoring of CCTV137

• Management of Council Keyholding Service• Provision of manned or mobile security guarding requirements• Cash Handling / Collections• Management and provision of all security guarding requirementsSERVICE DELIVERY MECHANISM:Academies will receive services appropriate to the nature of the request. Some services will bedelivered in line with a planned programme and schools will be aware in advance of these areas.Where services are requested on an ad-hoc basis e.g. advice or emergency call-outs then thesewill be delivered in line with the service standards specified. Time expended is dependant uponthe nature and complexity of each individual task.COST OF SERVICES:The charges for the service are: £503 per annumSERVICE STANDARDS & HOW GOOD PERFORMANCE WILL BE MEASURED:Security Services shall:• Manage the provision of the Comprehensive Security Services package detailed in thisService Level Agreement ensuring that the Services are provided with due diligence and in aprofessional manner.• Ensure compliance with all statutes, regulations, British Standards (or Europeanequivalents), Health and Safety Executive guidance notes and all other procedures relevantto health and safety.• To respond to any Reactive request As Soon As Possible but within 1 working day.• Operate as per the approved framework of systems and procedures contained within thefollowing; ISO 9001:2000BS 5797 (Remote Monitoring Stations) City Alarm & Emergency Centre - SSAIBNational Policing Improvement Agency - Crime Prevention StandardsSecure by Design StandardsAssociation of Public Service Excellence (Standards and Benchmarking)Home Office CCTV Codes of PracticeAssociation of Chief Police Officers (ACPO) Policies & GuidelinesMONITORING AND EVALUATION:Security Services shall carry out regular checks to monitor the Services provided under thisAgreement.A customer satisfaction survey will be carried out on an annual basis.Should Security Services not provide the Services to the School's satisfaction, it shall respond tocomplaints within 24 hours of receipt.138

CUSTOMER RESPONSIBILITIES:The Academy shall:• Permit Security Services to have agreed access to school buildings at reasonable times.• Record incidents of crime to enable crime pattern analysis• Inform Security Services of incidents.• Appoint a staff member to be the point of contactCOMPLAINTS/DISPUTES:If an academy is dissatisfied with any aspect of the service it has received the complaintsprocedure at the back of this booklet should be followed. Every effort will be made to resolvedisputes quickly and effectively.Back to Contents139

BUILDING CLEANING SERVICETEAM MANAGER:Janet Bonsor Housekeeping Services Manager 0191 561 4651FUNCTION OF THE TEAM:To provide a quality cleaning service to all areas outlined within the agreed specification, inorder to maintain hygienic standards of the accommodation in which staff and pupils work, aswell as ensuring the maintenance of the fabric of the building.TEAM BASE:South Hylton HouseSERVICES OFFERED UNDER THE SLA:Sunderland Building Cleaning service provides a high quality, routine cleaning service specificto individual needs of the customer, maintaining flexibility to provide specialist services as andwhen necessary, subject to the agreed variable rates. These will be measured, costed andincluded within the individual SLA as and when required.The following Cleaning and Technical Services to Academies/ Schools and Civic Buildingsare available as detailed below:Cleaning services are delivered by committed and skilled personnel who carry out a widerange of duties, to include:Routine Daily Cleaning ServicesRoutine daily cleaning of:• Hard and soft floors incorporating: Routine maintenance (e.g. application of polishwhere applicable).• Dusting of fixtures and fittings.• Cleaning of sanitary facilities.To include emergency cleaning services as required via a rapid response team.Specialist cleaning can be provided at an additional charge:• Carpet cleaning• Sealing of wood floors• Cleaning of blinds• Window cleaning• High level cleaning of fixtures and fittings• Computer cleaning services• Builders clean following alteration work or refurbishment of new premises• Facilitating the provision of barrier matting• Key Holding• Security Duties• Provision of relief cover for caretakers cleaning duties• Cleaning of extraction fans in catering premises• Provision of rapid response teams in emergency situations; e.g. fire or floodIn order to deliver the above services Building Cleaning Services Management Systemsinclude the provision of the following:140

• Recruitment and Selection:- Advertising and interviewing staff in compliance with legislation (equal opportunitiesand disability) and corporate guidelines.- Pre employment checks – medical questionnaires / criminal records.- Availability of staff to cover for absence and sickness / annual leave.• Induction – prior to employment to ensure that employees receive health and safetyinformation and training in accordance with the Health and Safety at Work Act 1974 andManagement Regulations 1992:- Use of equipment- Use of all cleaning materials – cover provision of all COSHH safety data sheets andchip regulations.- Manual handling- Fire safety procedures- First Aid- Employee responsibility• Training- To ensure that all staff are competent to perform the tasks required to achieve thequality standards documented.• Other Personnel Issues:- Trade Union negotiations- Employment matters- Disciplinary and grievance procedures- Staff appraisal- Employment statistics- Sickness and absence management- Redundancy and redeployment• Financial- Payment of staff wages.- Payment of invoices and accounting processes.- Validation of insurance payments and subsequent liability claims against the school• Staff Welfare- Provision of protective clothing.- Occupational Health Services.• Supplier and Contract Control- Sourcing value for money goods and equipment – especially in line with sustainableissues.- Monitoring of suppliers and performance.- Stock control of goods.• Health and Safety Systems- Management and preparation of risk assessment following Corporate Health andSafety guidelines.- PAT testing of electrical machines to the standards outlined within IEE regulations- Provision and maintenance of cleaning machines, equipment and chemicals toensure compliance with statutory and industry regulations and codes of practice.- Ensure prevention of cross contamination with the use of colour coded cleaningsystems.- Ensuring safe working methods to include the use of correct protective clothing as141

equired (e.g. when sealing wooden floors and using specialist chemicals).- Provision of all data sheets for chemicals and keeping up to date with the latestlegislation.• Quality Standards Systems- Fully documented training systems manual.- Specifications documenting frequencies of cleaning as agreed per individualrequirements.- Quality Standards documentation which details final output standards e.g. Floorsurfaces should be free from dust, debris, spillages and scuffmarks.- Supervisory visits on a regular basis with site inspections documented.- Management visits as outlined in services provided.Performance Framework ManagementIntroductionTo ensure that the services continue to be value for money additional services are providedthrough the Strategic arm of the business:Monitoring and MeasurementBenchmarkingThe service is a member of the Association of Public Service Excellence (APSE) whichcompares data with other national and local authorities resulting in annual comparisonreports. This enables the service to measure individual areas of performance and bring aboutbest practise for the benefit of its customers.Performance Indicators, with set targets, are set for the service and thus bring aboutimprovement of services through measuring productivity and cost factors.Quality Management SystemTo ensure that services provided remain effective, our processes are constantly inspectedand evaluated, adhering to the standards outlined within the internal quality system, which isalso monitored externally by Lloyds of London. This enables us to provide a high qualityservice based on evaluation of trends which highlight where improvements to the servicescan be made.• Performance inspection visits relating to:- Ensuring that the quality standards set within the agreed specification aremaintained- Evaluation of output standards i.e. levels of cleanliness in order to maintainuniform standards of cleaning throughout the city.• Each Headteacher will receive a quality standards report based on findings from eachinspection visit.• Quarterly assurance consultation is carried out by the site supervisor, trends arecollated and analysed.Information derived as a result of consultation exercises is also extremely beneficial and isevaluated along with the above to ensure services are streamlined to customer requirements.This, together with other trend information, is collated and will be presented through theagreed reporting mechanism.142

Monitoring of Customer Queries• Prompt response to customer queries in relation to service provision or technicaladvice.• Processing of customer concerns in accordance with the corporate procedure liaisingwith the provider to ensure satisfactory corrective action.Service Support• Preparing of specifications in line with customers requirements, tailoring to suitallocated budgets.• Provision of advice with regard to:- Floor covering (safety flooring and cleaning regimes).- Cleaning equipment.- Cleaning materials.- Relevant Health and Safety requirements.- Changes in relevant legislation.- Contract payments.• Reviewing temporary and permanent service variations as a result of additionalservice requestsSERVICE DELIVERY MECHANISM:Quality Management SystemAll academies/ schools will receive inspection visits to ensure a consistent quality serviceprovision. Regular monitoring will be carried out by the onsite supervisor with standards alsomonitored by the area supervisor.COST OF SERVICES:Individual charges are agreed within the individual SLA for each school. The BuildingCleaning Service will submit a monthly invoice for the payment of cleaning service.Additional Cleaning Services will be billed monthly and the method used will be internal billingunless the academy/ school choose to have their own independent bank account when theywill be invoiced.Any queries on these charges must be received by the service provider within 28 days ofnotification of the chargesSERVICE STANDARDS & HOW GOOD PERFORMANCE WILL BE MEASURED:Quality Management SystemSee Monitoring and Evaluation section.Inspection Process• Annual independent inspection of quality cleaning standards, together with regularmonitoring by the onsite supervisor.Performance Indicators• Building Cleaning Services are committed to providing a quality value for moneyservice and as such work to service performance targets. The annual reports compiledthrough APSE can be viewed on request.143

Investors in People• Building Cleaning Service has also achieved Investors In People (IIP).Communication process• All telephone calls will be returned within 24 hours.• All requests for service will be responded to within three working days.• All concerns will be acknowledged within three working days. See the complaintsprocedure for Community and Cultural Services.• Senior Management will be available 24 hours a day to respond to queries and toreceive telephone calls.Quarterly consultation process to ensure ongoing customer satisfaction.(see below)MONITORING AND EVALUATIONQuality Management SystemA Quality Assurance Card is presented to the customer on a regular basis to request theirviews on the quality of different aspects of the cleaning standards. These cards are returnedfor analysis of comments. The results from these are then evaluated as part of the qualitysystem; the results will be fed back through the agreed reporting channels.Any issues arising from individual comments are actioned immediately, while further actionsto ensure continual improvement of services are implemented. Inspection visits are carriedout, by an independent officer to ensure Quality Management Systems are operatingsatisfactorily. These results are collated with results analysed to detect trends whereimprovement to services could be made.Any issues arising from consultation or inspections are rectified immediately, with furtheractions implemented to ensure continual improvement of services.GENERAL MATTERSProcurement of ServiceInitial contact for service requests should be made to the Cleaning Services Manager who willarrange to meet and discuss requirements.Areas requiring the cleaning service will be documented (including measurement of floorarea) and a provisional cost for the service will be forwarded to the customer, within twoweeks of the initial requestOnce written approval is received, the Cleaning Services Manager will organise the relevantcleaning to commence from the agreed date.Should any additional services be required, these can be added to the annual contract or paidby variation on a monthly basis, by arrangement with the Cleaning Services Manager.The Building Cleaning Service will provide the service detailed in the Description of Serviceand subscribed to by the school in a professional and supportive manner to meet the needs ofthe school and the customers.144

Termination of SLAEither party may terminate this agreement on giving to the other three months notice inwriting. Where the terminating party fails to give the required notice they shall be liable to theother or the direct costs arising from such termination.ACADEMY / SCHOOL RESPONSIBILITIES• Provision of:- Hot and cold water and electricity.- Soaps, paper towels and toilet rolls where required.- Adequate lockable storage areas for equipment and chemicals.• Mutual assistance with moving furniture wherever possible.• Adequate access to all areas to enable adequate time provision for carrying out theservice.COMPLAINTS/DISPUTESIf an academy/ school is dissatisfied with any aspect of the service it has received thecomplaints procedure at the back of this booklet should be followed. Every effort will be madeto resolve disputes quickly and effectively.Back to Contents145

BUILDING SERVICESTEAM MANAGER:Colin Ranson Assistant Head of Community Services 0191 5614642FUNCTION OF THE TEAM:The primary aim of the service is to provide• A comprehensive surveying, repairs and maintenance service to academy/ school facilities• Undertake feasibility surveys and design and inspection for adaptations, alterations andextensions• On a main contractor basis undertake adaptations, alterations, extensions and day to dayrepairsTEAM BASE: South Hylton HouseSERVICES OFFERED UNDER THE SLA:• Inspect, survey, advice and project manage all building, electrical, heating and mechanicalworks• Inspect, survey, design and prepare schemes / project design and specifications• Contract management relating to all property related functions• Management of servicing contracts• Management of small works schemes / contracts• Management of day to day repairs• Kitchen / servery inspectionsOn a main contractor basis to undertake general building works :• 24 Hour, 365 days per year emergency call out• Day to day repairs and maintenance⇒ General building works⇒ Plumbing and heating⇒ Painting and glazing⇒ Electrical works• Annual / periodic servicing⇒ Boilers⇒ M & J heaters⇒ Kitchen equipment⇒ Gas safety checks⇒ Intruder alarms⇒ Fire alarms⇒ Emergency lighting⇒ Electricity at Work testing⇒ PAT testing⇒ Lifts⇒ Fire Fighting Equipment⇒ Auto Doors⇒ Air Con146

• Adaptations and minor works and new build⇒ Estimating and surveying⇒ Install, commission and maintain all commercial plumbing, gas heating plant andequipment⇒ Install, test, certificate and maintain all electrical installationsCharges either reflect guidance based upon the National Schedule of Rates or upon an estimateprovided for the task undertaken.As part of the Best Value framework all charges will be continuously reviewed and benchmarkedagainst comparative service providers.COST OF SERVICES (TRADED SERVICES ONLY) :Charges are In line with Schedule of Rates, increased annually in line with the BMI GeneralBuilding Maintenance Cost Indices, or based upon an estimate provided for the task undertaken.SERVICE STANDARDS & HOW GOOD PERFORMANCE WILL BE MEASURED:Building Services shall:• Ensure compliance with all statutes, regulations, British Standards (or Europeanequivalents), Health and Safety Executive guidance notes and all other procedures relevantto health and safety and the provision of the Services. All services are covered by a QualityAssurance Manual.• Manage the provision of the Comprehensive Building Services package detailed in thisService Level Agreement ensuring that the Services are provided with due diligence and in aproper, skilful and workmanlike manner.• Visit academies/ schools on annual basis to review service performance and ascertainoverall levels of satisfaction• Supply all advice, estimates, labour, materials and equipment necessary for the provision ofthe Services.• Ensure that all operatives using equipment are fully trained before providing the services.• Ensure that operatives are supplied with the appropriate protective equipment at all times.Building Services will undertake to respond to calls for service within the following timescales:Emergency WorksPriority WorksRoutine WorksNon Urgent2 Hour response and followed up within 24 hours of receiptWithin a 5 working day cycleWithin a 20 working day cycleWithin 50 working days(Subject to the availability of non standard materials with an extendeddelivery time)MONITORING AND EVALUATIONBuilding Services shall carry out regular inspections to monitor the Services provided under thisAgreement.All works arranged by Building Services shall be identified with a unique reference number(URN) which will be provided to the academy/ school147

A telephone satisfaction survey is in place to monitor the service provided to academies/schools.Should Building Services not provide the services to the satisfaction of academy/ school, it shallrespond to complaints within 10 days of receipt. At the academy / school's request regularprogress meetings can be convened.All invoices are checked for value for money before forwarding for payment. Any invoiceenquiries are dealt with by a dedicated assistant.ACADEMY / SCHOOL RESPONSIBILITIESIn order to enable building services to provide the services delivered under this SLA, theacademy/ school responsibilities are:• To be aware of all responsibilities under the construction Design and ManagementRegulations – see Corporate Health and Safety Policy• Make available the Property Asbestos Register• Permit Building Services to have reasonable use, free of charge, of electricity for lighting andpower, during normal term time and agreed holiday periods;• Ensure the health and safety of Building Services employees whilst surveying, managing orproviding the services on academy/ school premises;• Record any accidents on the premises which involve Building Services employees surveying,managing or providing the Services, or make available the Accident Book for the chargehand to complete; (all further documentation will be processed by Building Services);• Supply access to first aid facilities for Building Services employees managing or providingthe services (Building Services will reimburse the school for any items used).• Provide access during a normal working day - Monday to Friday, 8.00am to 4.30pm.• Allow access outside of normal working hours to carry out repairs as and when necessary.Provide points of contact for key holding duties and for signing in procedures during normalworking hours and out of hours.COMPLAINTS/DISPUTESIf an academy / school is dissatisfied with any aspect of the service it has received thecomplaints procedure at the back of this booklet should be followed. Every effort will be made toresolve disputes quickly and effectively.Back to Contents148

CARETAKING SERVICESTEAM MANAGER:Janet Bonsor Housekeeping Services Manager 0191 561 4651FUNCTION OF THE TEAM:To provide a comprehensive caretaking solution for academies/ schools as per the agreedservice specification.TEAM BASE:South Hylton HouseSERVICES OFFERED UNDER THE SLA:Sunderland Building Cleaning Service enables the provision of a high quality effective andefficient caretaking/janitorial services which will be tailored to suit the individual needs of theacademy/ school.There are three caretaking solutions available:1. Full management arrangements whereby the caretaker is employed by City Servicesand specific services are detailed in an SLA2. The caretaker remains an employee of the academy/ school but contract managementarrangements are put in place so that the service is delivered by City Services onbehalf of the school3. The service is bought by the academy/ school on a hour by hour or weekly basisThe requirements will be itemised and costed within the individual SLA as and when required.The main Caretaking services are available as follows:• Routine cleaning tasks, to include daily cleaning of sanitary areas• Floor cleaning• Floor maintenance e.g. stripping and resealing of floors• Key holding duties i.e. opening and closing the school premises• Out of hours caretaking• Relief caretaking and holiday/ sickness cover• High level cleaning e.g. high dusting of beams, or pipe work• Movement of equipment ,e.g. tables and chairs• Training of caretakers• Health and safety advice and training• Recruitment and selectionTo include emergency cleaning services as required via a rapid response team.Specialist cleaning can be provided through the Building Cleaning Service at anadditional charge:• Carpet cleaning• Sealing of wood floors• Cleaning of blinds• Window cleaning• High level cleaning of fixtures and fittings• Computer cleaning services149

• Builders clean following alteration work or refurbishment of new premises• Facilitating the provision of barrier matting• Provision of relief cover for caretakers cleaning duties• Provision of rapid response teams in emergency situations; e.g. fire or floodIn order to deliver the above the Service includes the provision of the following:• Recruitment and Selection:- Advertising and interviewing staff in compliance with legislation (equal opportunitiesand disability) and corporate guidelines.- Pre employment checks – medical questionnaires / criminal records.- Availability of staff to cover for absence and sickness / annual leave.• Induction – prior to employment to ensure that employees receive health and safetyinformation and training in accordance with the Health and Safety at Work Act 1974 andManagement Regulations 1992:- Use of equipment- Use of all cleaning materials – cover provision of all COSHH safety data sheets andchip regulations.- Manual handling- Fire safety procedures- First Aid- Employee responsibility• Training- To ensure that all staff are competent to perform the tasks required to achieve thequality standards documented.• Other Personnel Issues:- Trade Union negotiations- Employment matters- Disciplinary and grievance procedures- Staff appraisal- Employment statistics- Sickness and absence management- Redundancy and redeployment• Financial- Payment of staff wages.- Payment of invoices and accounting processes.- Validation of insurance payments and subsequent liability claims against the school• Staff Welfare- Provision of protective clothing.- Occupational Health Services.• Supplier and Contract Control- Sourcing value for money goods and equipment – especially in line with sustainableissues.- Monitoring of suppliers and performance.- Stock control of goods.• Health and Safety Systems- Management and preparation of risk assessment following Corporate Health andSafety guidelines.150

- PAT testing of electrical machines to the standards outlined within IEE regulations- Provision and maintenance of cleaning machines, equipment and chemicals toensure compliance with statutory and industry regulations and codes of practice.- Ensure prevention of cross contamination with the use of colour coded cleaningsystems.- Ensuring safe working methods to include the use of correct protective clothing asrequired (e.g. when sealing wooden floors and using specialist chemicals).- Provision of all data sheets for chemicals and keeping up to date with the latestlegislation.• Quality Standards Systems- Fully documented training systems manual.- Specifications documenting frequencies of cleaning as agreed per individualrequirements.- Quality Standards documentation which details final output standards e.g. Floorsurfaces should be free from dust, debris, spillages and scuffmarks.- Supervisory visits on a regular basis with site inspections documented.- Management visits as outlined in services provided.Performance Framework ManagementIntroductionTo ensure that the services continue to be value for money additional services are providedthrough the Strategic arm of the business:Monitoring and MeasurementBenchmarkingThe service is a member of the Association of Public Service Excellence (APSE) whichcompares data with other national and local authorities resulting in annual comparisonreports. This enables the service to measure individual areas of performance and bring aboutbest practise for the benefit of its customers.Performance Indicators, with set targets, are set for the service and thus bring aboutimprovement of services through measuring productivity and cost factors.Quality Management SystemTo ensure that services provided remain effective, our processes are constantly inspectedand evaluated, adhering to the standards outlined within the internal quality system. Thisenables us to provide a high quality service based on evaluation of trends which highlightwhere improvements to the services can be made.• Performance inspection visits relating to:- Ensuring that the quality standards set within the agreed specification aremaintained- Evaluation of output standards i.e. levels of cleanliness in order to maintainuniform standards of cleaning throughout the city• Each Headteacher will receive a quality standards report based on findings from eachinspection visit• Quarterly assurance consultation is carried out by the site supervisor, trends arecollated and analysed151

Information derived as a result of consultation exercises is also extremely beneficial and isevaluated along with the above to ensure services are streamlined to customer requirements.This, together with other trend information, is collated and will be presented through theagreed reporting mechanism.Monitoring of Customer Queries• Prompt response to customer queries in relation to service provision or technicaladvice.• Processing of customer concerns in accordance with the corporate procedure liaisingwith the provider to ensure satisfactory corrective action.Service Support• Preparing of specifications in line with customers requirements, tailoring to suitallocated budgets.• Provision of advice with regard to:- Floor covering (safety flooring and cleaning regimes).- Cleaning equipment.- Cleaning materials.- Relevant Health and Safety requirements.- Changes in relevant legislation.- Contract payments.• Reviewing temporary and permanent service variations as a result of additionalservice requestsSERVICE DELIVERY MECHANISM:Quality Management SystemAll academies/ schools will receive inspection visits to ensure a consistent quality serviceprovision.Regular monitoring will be carried out by the onsite supervisor with standards also monitoredby the area supervisor.COST OF SERVICES:Academies/ schools will either be charged a management fee or an hourly, daily or weeklyrate depending on the services they would like provided.SERVICE STANDARDS & HOW GOOD PERFORMANCE WILL BE MEASURED:Quality Management SystemSee Monitoring and Evaluation section.Inspection Process• Annual independent inspection of quality cleaning standards, together with regularmonitoring by the onsite supervisor.152

Performance Indicators• Building Cleaning Services are committed to providing a quality value for moneyservice and as such work to service performance targets. The annual reports compiledthrough APSE can be viewed on request.Investors in People• Building Cleaning Service has also achieved Investors In People (IIP).Communication process• All telephone calls will be returned within 24 hours.• All requests for service will be responded to within three working days.• All concerns will be acknowledged within three working days. See the complaintsprocedure for Community and Cultural Services.• Senior Management will be available 24 hours a day to respond to queries and toreceive telephone calls.• Quarterly consultation process to ensure ongoing customer satisfaction.(see below)MONITORING AND EVALUATIONQuality Management SystemA Quality Assurance Card is presented to the customer on a regular basis to request theirviews on the quality of different aspects of the cleaning standards. These cards are returnedfor analysis of comments. The results from these are then evaluated as part of the qualitysystem; the results will be fed back through the agreed reporting channels.Any issues arising from individual comments are actioned immediately, while further actionsto ensure continual improvement of services are implemented. Inspection visits are carriedout, by an independent officer to ensure Quality Management Systems are operatingsatisfactorily. These results are collated with results analysed to detect trends whereimprovement to services could be made.Any issues arising from consultation or inspections are rectified immediately, with furtheractions implemented to ensure continual improvement of services.GENERAL MATTERSProcurement of ServiceInitial contact for service requests should be made to the Cleaning Services Manager who willarrange to meet and discuss requirements.A provisional cost for the service will be forwarded to the customer, within two weeks of theinitial requestOnce written approval is received, the Cleaning Services Manager will organise the relevantservice to commence from the agreed date.Should any additional services be required, these can be added to the annual contract or paidby variation on a monthly basis, by arrangement with the Cleaning Services Manager.153

The Building Cleaning Service will provide the service detailed in the Description of Serviceand subscribed to by the school in a professional and supportive manner to meet the needs ofthe school and the customers.Termination of SLAEither party may terminate this agreement on giving to the other three months notice inwriting. Where the terminating party fails to give the required notice they shall be liable to theother or the direct costs arising from such termination.ACADEMY/ SCHOOL RESPONSIBILITIES• Provision of:- Hot and cold water and electricity.- Soaps, paper towels and toilet rolls where required.- Adequate lockable storage areas for equipment and chemicals.• Mutual assistance with moving furniture wherever possible.• Adequate access to all areas to enable adequate time provision for carrying out theservice.COMPLAINTS/DISPUTESIf an academy/ school is dissatisfied with any aspect of the service it has received thecomplaints procedure at the back of this booklet should be followed. Every effort will be madeto resolve disputes quickly and effectively.Back to Contents154

DRIVER/ COURIER SERVICESTEAM MANAGER:Paul Robson Facilities and Services Manager 0191 561 1116FUNCTION OF THE TEAM:To provide a high quality driver/ courier service to academies/ schools across the City.TEAM BASE: South Hylton HouseSERVICE DELIVERY MECHANISM:Academies/schools will be visited to pick up/ drop off mail packages and correspondence from/to the Civic Centre. A route planner is used to generate the most effective transport routesacross the school estate. All academies/ schools will be informed of routes and approximatepick up times.Ad-hoc arrangements can be discussed with the Facilities and Services Manager.SERVICE STANDARDS & HOW GOOD PERFORMANCE WILL BE MEASURED:The Driver/ Courier Service will:• Provide a timely mail delivery and pick up service• Inform schools of changes to service provision• Ensure compliance with all statutes, regulations, British Standards (or Europeanequivalents), Health and Safety Executive guidance notes and all other procedures relevantto health and safety.• Respond to any reactive request as soon as possible but within 1 working day• Carry out annual customer satisfaction servicesCOMMUNICATION PROCESSAll phone calls returned within 24 hours.All requests for service responded to within three working days.All concerns acknowledged within three working days. See corporate procedure.MONITORING AND EVALUATIONThe delivery of the services will be monitored on an ongoing basis as part of a centralised drivingfunction within the Council. A customer satisfaction survey will be carried out on an annualbasis.Should the service provided not be to the School's satisfaction, it shall respond to complaintswithin 24 hours of receipt.155

ACADEMY / SCHOOL RESPONSIBILITIESThe academy/ school shall:• Permit the Driver/ Courier Service to have agreed access to school buildings at reasonabletimes.• Inform of incidents recording details as necessary• Appoint a staff member to be the point of contact.COST OF SERVICESAcademies/ schools will be charged based on the number of collections.COMPLAINTS/DISPUTESIf an academy/ school is dissatisfied with any aspect of the service it has received the complaintsprocedure at the back of this booklet should be followed. Every effort will be made to resolvedisputes quickly and effectively.Back to Contents156

SCHOOL FOOD SERVICE (INCLUDING SCHOOL FOODCLIENT SERVICE)TEAM MANAGER:Ann Escritt/ Kathleen Smith/ Keith Miles Catering Services Managers 0191 561 4648/ 0191 561 4565/ 0191 561 4655School Food Client Service – Graeme Guthrie 0191 561 4646FUNCTION OF THE TEAM:Provision of high quality, value for money School Meals Service for academies/ schools whichwill enable a wide variety of healthy eating options to be available for all customers and in doingso, improving and developing nutritional and dietary habits for children and young people.Provision of an independent, monitoring and technical advisory service, which incorporates aneffective equipment repair and maintenance service.TEAM BASE: South Hylton HouseSERVICES OFFERED UNDER THE SLA:Community Services is committed to delivering a high quality, value for money service to ourcustomers, while maintaining a flexible approach to ensuring individual service needs are met.OPERATIONAL SERVICES• Provision of a School Meals Service, for both free and paid meals, to academies/ schools• Provision of catering for breakfast, mid-morning break.• Provision for catering for those schools with extended hours.• Provision of specialist diets.• Provision of function catering as and when required at agreed additional rates.• Provision of a range of additional catering services which will increase sales e.g. workinglunches, staff room sales, children’s birthday celebrations, and take-a-way services.• Attendance at parents’ evenings to cascade information around the menus and seekingparents views.• Attendance at student councils to promote healthy eating and take views on food type/meal preferences.• Nutritional analysis of all recipes and menus in relation to nutritional standards• Work with academies/ schools to promote healthy food throughout the school day andthus increase meal uptakeCLIENT SERVICE• Strategic services advice and guidance e.g. nutritional standards, food policydevelopment, legislation, performance management, benchmarking, monitoring ofoperational standards, service development• Repairs and maintenance of kitchen equipment• Annual electrical servicing and PAT testing of equipment• Annual ventilation inspection, annual extraction inspection and cleaning of associatedequipment• Annual gas appliance screening and inspection• Annual fire safety equipment servicing• Dining room furniture repairs and replacement• Collection of cash157

FOOD SERVICE PROVISION• Compliance with new government standards in relation to nutrition• Provide to academies/ schools a catering service for both free and paid meals during theagreement period, subject to the terms and conditions laid down within the specification• Costs of service are negotiated individually with academies/ schools• Other catering services can be arranged and would be subject to separate negotiations,per event/occasion• Agreement periods and notice conditions will be as detailed within the specificationdocumentMENU PROVISIONThe following meals service will be provided as requested by the individual school:• Compliance with new government standards in relation to nutrition.• Nursery, Primary and Special Schools – A three choice menu incorporating a non-meatchoice. A choice of protein, carbohydrate, vegetables, sauce accompaniments anddessert shall be available for all customers taking the meal throughout the lunchtimeperiod.• Secondary – Multi choice cash cafeteria service incorporating two course traditionalmeals as well as snacks, sandwiches, salads, drinks. The majority of items of the menushall be available to customers throughout the lunchtime period. These meals will besold based on a cash cafeteria tariff.• By request, meals can be provided for customers requiring special dietary needs, uponreceipt of a letter from a doctor or dietician. Additionally, any specialised catering needs,i.e. ethnic requirements can be provided. All meals will conform to the government’sschool meals regulations, statutory regulations, guidance advice and Sunderland CityCouncil’s minimum nutritional standards and healthy eating policies.• Catering services can be available to accommodate before or after school clubs• Continuous review of menus together with nutritional analysis to ensure compliance withGovernment regulations.FOOD PURCHASING• All food will be sourced from reputable suppliers with premises and transport that complywith the Food Hygiene (England) 2006 Regulations, School Meals Specification and arecompetitively priced. Where possible procurement of products which have been locallysourced will be used (also consideration to Fair Trade goods).• Contingency arrangements for non-delivery of supplies will be in place i.e. bad weather,breakdown of transport.• Communication with suppliers will be undertaken to address urgent issues, such as GMFoods, Dioxin Warnings and BSE.PROVISION OF TRAINING• Provision of new training qualification – Foundation Certificate in Nutrition• Induction of staff prior to employment will be provided, ensuring they receive Health andSafety information and training in accordance with the Health and Safety at Work Act1974 and Management Regulations and most notably:- Provision of new Employee Responsibility- Kitchen Safety- Use of Equipment- First Aid- Gas- Electricity- Accident Reporting- Fire- Storage- Control of Substances Hazardous to Health (COSHH)158

- Manual Handling- Emergency Procedures• Additionally, written or verbal instruction will be provided for food handlers prior toemployment in accordance with the Food Hygiene (England) 2006 Regulations in theessentials of food hygiene covering:- Hazard Analysis and critical control point / Assured Safe Catering- Personal hygiene- Protective clothing- Action to be taken regarding skin, nose, throat infections, stomach or boweltrouble or infected wounds- Cuts and sores- Smoking- Incident spotting- Food preparation- Temperature Control- Cross contamination- Cleaning processes- Storage of goods• The above only refers to induction, additionally, ongoing training relating to Health andSafety matters will be provided.• The provision of suitably qualified personnel and ongoing training will be provided toensure that the following areas are operated within the law:- Provision of new Management of catering procedures and establishment of anoperational manual and recording system to demonstrate due diligence which isevaluated and revised on a regular basis (Community and Cultural Servicescurrently has ISO 9001:2000 accreditation).- All operatives will have received Nutrition training, (Level one foundationcertificate in Nutrition).- Provision of a Hazard Analysis System.- Management of supply, delivery, storage and production of food.- Management of cleaning of equipment and premises.• Major Incident Response - Community Services will act as the City Council Agent indelivery of relevant services provided within the academy/ school should a major Incidentoccur and regularly undertake risk assessments.RECRUITMENTCommunity Services will:• Advertise and interview staff in compliance with current legislation i.e. EqualOpportunities and Disability Legislation.• Carry out pre-employment checks including medical clearance appropriate for foodhandlers and appropriate checks with the Criminal Records Bureau.• Provide a “pool” of appropriately qualified and trained staff to cover for absenteeism andtraining needs.PERSONNEL ISSUESThese services will be provided in accordance with Community Services rules and proceduresas well as current legislation:• Counselling• Grievance Procedures• Termination of Employment159

• Absence monitoring and welfare visits• Maternity Provision• Staff Appraisal• Payroll/additional hours payment• Recruitment and Equal Opportunities monitoring• Employment Statistics provisionOTHER SERVICESLight equipment -Community Services will accept responsibility for provision of light equipment(crockery, cutlery, glassware, kitchen utensils, cleaning materials, paper goods) to cateringservices. Maintenance of cash registers/cashless systems in secondary schools.Hygiene – Community Services will clean areas to agreed schedules as outlined in theSpecification and adhere to legislative requirements.Telephone – Community Services will accept responsibility for payment of school kitchen /servery telephones.Marketing – Community Services will be responsible for marketing of school meals to improvethe take up of free and paid meals. Encourage the promotion of educational, nutritional andhealthy eating messages to pupils of all ages. As well as foster partnerships with industrynetworks and the Local Authority Caterers Association.Health and Safety – Community Services will comply with food safety and health and safetyregulations in the provision of the service.Waste materials – Community Services will accept responsibility for the provision of containers(and their cleanliness) and charges relating to the removal from the premises of wastecontainers receiving the waste from the catering operation. Additionally arrange the regulardisposal of food waste and waste oil.Insurance – Community Services will ensure adequate insurance cover for Employee andPublic Liability.Payments – Community Services will provide the academy/ school with auditable claims for theprovision of the school meals service.QUALITY OF SERVICETo ensure a quality delivery of consistent standards the school meals service operates aninternal quality management system which constantly inspects all processes.This enables us to provide a high quality service based on evaluation of trends which highlightwhere improvements to the services can be madeRobust quality assurance systems and procedures are maintained to ensure consistency acrossall sites.Information derived as a result of consultation exercises is also extremely beneficial and isevaluated along with the above to ensure services are streamlined to customer requirements.This, together with other trend information, is collated and will be presented in an annualperformance report.160

A performance inspection visit will be carried out relating to:• Hygiene• Health and Safety• Food Production• Service Delivery• Menu planningA summary of the performance of the service will be provided to academies/ schools followingthe visits.Assistance will be given to customers with regard to queries, requests for advice and complaints.Processing of customer concerns liaising with the provider to ensure satisfactory correctionaction.BENCHMARKING OF SERVICESThe School Meals Services are actively involved in Benchmarking through the Association forPublic Service Excellence and has been short listed as Best Performer in Education Catering 2years running. In partnership will all relevant agencies, advice relating to operational services isavailable for all academies/ schools as outlined below:• Food Hygiene (England) 2006 regulations• Health and Safety at Work Act 1974• GM Foods and labelling• Beef and BSE• Nutritional analysis of recipes• Special dietary requirements liaison• Service delivery in academy/ schools• Catering equipment and furniture• Liaison with service providerProvision of information and delivery of new projects to include:• Health and Safety at Work Act 1974• Food Hygiene (England) 2006• Nutrition• Menu Provision• Special Diets• Food Specification• Training and Recruitment of Staff• Transportation of Meals• Planning and provision of school kitchens and dining centres• Initiation and contribution to service development initiatives driven by corporate ormember policies for City Services in partnership with academies/ schools and otherservice providersSERVICE DELIVERY MECHANISM:Prioritised visits by Catering Services Management to ensure consistent quality serviceprovision.A minimum of one inspection visit each year based on the Quality Management System.161

COST OF SERVICES:Charges will be determined to meet individual academy/ school requirements.SERVICE STANDARDS & HOW GOOD PERFORMANCE WILL BE MEASURED:All phone calls returned within 24 hours.All requests for service responded to within three working days.All concerns acknowledged within three working days (See corporate procedure)A senior manager will be available 24 hours a day to respond to queries and to receivetelephone calls. Ofsted LIJ Criteria:• A central contract is available for academies/ schools wishing to buy into, that is flexiblefor all schools requirements• Support is available for academies/ schools wishing to make their own arrangements• Translation of the government’s agenda and support to ensure that schools meet theirstatutory duties.• Monitoring of meal uptake figures.• Menu analysis of all recipes using the nutritional software package CRISp to ensurecompliance with the governments nutritional standardsMONITORING AND EVALUATIONAs part of the Quality System, independent visits are carried out to ensure that the systems andprocesses are operating satisfactorily with reports being forwarded to the individual schools forinformation.Periodically customers are consulted through a questionnaire format to ensure that they are stillsatisfied with the service. This in addition to other forms of consultation undertaken with parents,pupils and the wider public e.g. the Exeter and Mori surveys.The results from both the inspections and customer consultations are collated with analysis oftrends used to aid improvement of services provided.Regular visits are continually made by the operational management team to ensure that day today running of the service remains smooth and effective.Monitoring of supplier performance and review of associated contracts inclusive of sustainabilityclauses where best value allowsPerformance Management - This will be discussed with each customer and tailored to suitindividual requirements, and will be documented within the SLA.ACADEMY/ SCHOOL RESPONSIBILITIESEnsure access to kitchen and academy/ school premises.Provision of energy.Assistance with healthy eating initiatives.Assistance with implementation of nutritional standards and requirementsAssistance in the promotion of school meals to increase meal uptake162

COMPLAINTS/DISPUTESIf an academy/ school is dissatisfied with any aspect of the service it has received the complaintsprocedure at the back of this booklet should be followed. Every effort will be made to resolvedisputes quickly and effectively.Back to Contents163

BEHAVIOUR SUPPORT SERVICETEAM MANAGER:Name: Vince BovillEmail: Vincent.bovill@schools.sunderland.gov.uk 0191 5535712FUNCTION OF THE TEAM:To provide a holistic approach to behavioural needs, this includes outreach support to pupils whoare at risk of exclusion and improving pupil outcomes.The Tier 1 sits within the LA Additional Educational Needs Service alongside:KS1 Nurture – part time, fulltime and outreachTier 2 (KS2 and 3)Tier 3PEx ProvisionHome TutoringVirtual School (LAC)Returners UnitYoung Mums UnitTEAM BASE: Tudor GroveSTAFF IN TEAM:Vince Bovill – Assistant Head Teacher Tier 1John Roberts – Advisory TeacherGlenn Robson – Behaviour Support AdvisorChristine Parker – Behaviour Support OfficerJaime Curry - Behaviour Support OfficerJane Jones - Behaviour Support OfficerJonathon Stronach - Behaviour Support OfficerRachel Simpson - Behaviour Support OfficerSERVICES OFFERED:• Whole school behaviour training / advice• Individual staff support / advice• Individual pupil support• Small group support generic (self esteem) or specialised e.g. (Friends for Life).• Team Teach (dependent on whether license is bought in agreement with academies)• Positive Play (Primary Lunchtimes)• Positive Minds• Behaviour management packages linked to - Behaviour for Learning• NQT behaviour training• Liaison and links with relevant KS provisions (Tier 2 and 3)• Liaison with other agencies

SERVICE DELIVERY MECHANISM:Schools and academies can access the service via the CAF. CAF panels are held on aweekly basis and there is AEN representation at the weekly locality panel meetings.The AEN has an Admissions Policy which is in line with the locality CAF panelproceduresSchools/academies can expect:• Equality of access to a specialist support service via the CAF panel• Action plans of support based on assessment of need• Regular communication• Reports• Identified training through pupil supportChildren and young people can expect…• access to a specialist support• assessments of need• reports on progress• Individual attention and support• To be listened to• Any issues to be dealt efficientlyParents and carers can expect…• Access to a specialist advice• Clear information about the service• Personalised pupil support• Reports and other home contactCOST OF SERVICES:Fixed Charge:Primary Academy £500 and additional £6.25 per pupil premium (x population of academy)Secondary Academy £1000 and additional £6.25 per pupil premium (x population of academy)(costing is based on roll number of academy)Fixed ChargePrimary 82 500 41,000Special 0 0 0Secondary 17 1,000 17,00058,000Plus additional pupil premiumPer Pupil 37,891 6.25 237,000295,000

MONITORING AND EVALUATION:All aspects of Tier 1 support undertaken is then followed up with satisfaction questionnaires.The feedback will then be collated and fed back to the AEN Management Committee.Longitudinal tracking of individual pupils accessing any AEN service is reported on an annualbasis, for pupils returning to the systemCUSTOMER RESPONSIBILITIES:Schools’ responsibilityThe member of staff from the child’s home school is responsible for:• Making a referral to the CAF and completion of Passport• Ensuring that the pupil is supported with the advice given in the action plan/reports• To maintain contact with the team• To inform the service if the pupil is absent on the day of appointment, or sooner if thepupil has a longer term absence.• To provide suitable accommodation for individual/group work/parent meetingsundertaken in the school.COMPLAINTS/DISPUTES:If an academy is dissatisfied with any aspect of the service it has received the complaintsprocedure at the back of this booklet should be followed. Every effort will be made to resolvedisputes quickly and effectively.Back to contents

COMPLAINTS PROCEDUREPROCEDURE FOR RESOLUTION OF COMPLAINTS AND / OR DISPUTESIf dissatisfied with any aspect of the service the complaints procedure below should be followed;every effort will be made to resolve disputes between the parties quickly and effectively:Stage 1: - Informal(iv) The relevant member of staff dealing with the area of work involved should becontacted to try to resolve the problem(v) If the matter cannot be resolved satisfactorily the Service Manager should berequested to intervene.(vi) If the matter remains unresolved move to Stage 2.Stage 2 - Formal(iii)(iv)Request a formal complaint form and complete and return to the Service Manager.The complaint form is passed to the relevant Chief Officer for final resolution andarbitrationBack to Contents167