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AGWG-M08
REVIEW OF SCOTLAND 'S COLLEGES
WORKING GROUP: ACCOUNTABILITY & GOVERNANCE
Minutes of Meeting
STUC Office, 333 Woodlands Road , Glasgow
27 July 2006 , 2.00 pm - 4.00 pm
Attendees:
Aileen McKechnie, Scottish Executive (Chair)
Margaret McLachlan, Scottish Executive (Secretariat)
Col Baird, Scottish Executive
George Reid, Scottish Executive
David Caldwell, Universities Scotland
Jennifer McLaren, Scottish Funding Council (Substitute)
Neil Cuthbert, Association of Scotland's Colleges
Ian Graham, Principal, John Wheatley College
Brian Hay, Chair, Edinburgh's Telford College (Substitute)
Jill Little, NUS Scotland
Matthew Lancashire, NUS Scotland (Observer)
Marian Healy, STUC (Substitute)
Sandy Watson, Chair, Angus College
Apologies:
Linda McKay, Principal, Forth Valley College
Martin Fairbairn, Scottish Funding Council
John Cassidy, STUC
Introductions:
The Chair welcomed members, and in particular substitutes Marian Healy STUC, Jennifer McLaren and Brian Hay. She introduced Jill Little, NUS to members and explained that Jill would be taking over from James Alexander and would now represent NUS on this working group. She also introduced Matthew Lancashire, NUS who had taken over from Gail Edwards and was observing the meeting as part of his induction programme.
The Chair introduced Erica Hensens, development advisor from SPARQS and invited her to give her presentation on the work which SPARQS had carried out on issues such as student representation, mentoring etc.
1. SPARQS Presentation
The presentation covered an introduction to SPARQS, including the history surrounding its formation, the partners involved and the work being carried out on issues such as student representation, mentoring etc. It also looked at recognising and rewarding student representatives, supporting student governors, and learner involvement in a self evaluation project.
Members were issued with a copy of the recently published SPARQS 'Report of the Further Education Mapping Exercise of Student Involvement in Quality Assurance and Improvement Processes' and a copy of the SPARQS annual report 2004 to 2005.
Members thanked Erica for her presentation and commended the good work carried out by SPARQS. It was recognised that SPARQS had helped achieve "effective" student representation on college boards of management. Dialogue with members of college boards was encouraged both collectively and individually. However, given capacity issues it was acknowledged that SPARQS participation in national training events may offer the most practical way of engaging directly with college board members.
2. Minutes of the previous meeting including action points
The minutes of the previous meeting were agreed.
Action Points from Previous Meeting
(i) Action points under Item 1 - Executive to amend minutes of previous meeting as agreed
The draft minute of 13 June had been amended and now includes the additional comment "Members raised concerns over a potential conflict of interest if during the evaluation stage of tenders it became apparent that the consultants had previously been Executive staff."
Executive to keep members fully informed of progress of the tendering process and to issue a copy of the recommendations paper when available
Members had been informed that DTZ had been appointed to carry out the research and a copy of both non commercially sensitive sections of the tender and the recommendation report had been circulated. The inception meeting of the Research Advisory Group (RAG) took place on 18 July. The research project involves 3 strands: interviews with 10 key stakeholders; a survey of all colleges and; and a representative sample of 8 case studies of colleges.
Executive to ask the Secretaries to Board Community of Practice Group to consider what further measures could be taken to encourage greater diversity of board membership
It had been agreed with Colin Steen, Chair of SFEU Secretaries to Board Community of Practice Group, that this will be discussed at the next meeting of the Steering Group of the Community of Practice on 22 August.
ASC to liaise with SFEU Secretaries to the Board network regarding the survey on the composition of college boards
This item had also been agreed to be discussed at the Secretaries to Board Community of Practice Group Steering Group meeting on 22 August.
Executive to contact Erica Hensens to confirm details for the meeting on 27 July. ASC to invite Brian Hay to the meeting on 27 July.
Both Erica Hensens and Brian Hay were in attendance.
(ii) Action points under Item 2 - Executive to circulate the amended version of working group paper 13, 'Public Sector Monitoring and Evaluation' prior to submitting it to the Inspection, Audit and Complaint Review team
Discussed under Item 4 of this agenda.
(iii) Action points under Item 5 Executive to invite John McClelland, Chair, SFC to a future Accountability and Governance meeting
The Executive had written to John McClelland to up-date him on the progress of the working group. He had been invited to attend a future meeting of the Working Group and advised of the dates. Members will be informed of which date is suitable for him, once he returns from leave.
ACTION POINT: Executive to keep members informed of which meeting John McClelland will attend.
3. Student Representation
Members were reminded of the meeting which took place in Central College of Commerce in April. This meeting had been set up by NUS to give an opportunity to capture the views of student representatives so that they could share their knowledge and experiences of their role while in post. A note of this meeting had been issued - Paper 12.
Members had also received a copy of the paper from the Review's Staffing, Learners and Learning Environments (SLALE) Working Group, which examines the overall college experience for learners and, in particular, issues relating to student representation. The paper also makes recommendations for action by both colleges and student associations. These recommendations would ensure that there continues to be consistent improvements made to the overall learner experience and that all learners are able to participate at all levels of college discussions.
Members commended the SLALE paper and recognised that this paper had looked at issues both at a national and local level. Members acknowledged that the recommendations, which were not written in a prescriptive manner, allowed for the necessary flexibility to meet the needs of individual colleges.
It was suggested that the Executive, NUS and John Wheatley have a dialogue to clarify concerns raised about employment contractual matters and the appointment of sabbatical officers in Colleges.
Members highlighted the flexibility in current legislation to allow more than one student representative to attend a board of management meeting. It was noted that all boards have the power to co-opt members and that the number of student representatives is one of the issues that will be covered by the Working Group's research project. It was also noted that this method of augmenting student representation was already being implemented by some College Boards. Such an approach might not require changes to primary legislation.
4. Evaluating and monitoring of Scotland 's Colleges - Revised paper.
Members were asked at the previous meeting to submit their comments on this paper prior to it being submitted to the Inspection, Audit and Complaint Review team. Comments had been received and incorporated into the revised version, now paper 17. This revised paper had been circulated to all members. Having negotiated an extension to the original deadline, members were invited to make any further comments on the revised version. Members welcomed this comprehensive paper. It was however requested that the Care Commission and Disclosure Scotland be added and suggested that the paper be categorised into legislation, public sector remit and college specific remit. It was also suggested that reference to the Cabinet Office document should also be included. The Executive agreed to make these amendments. ACTION POINT: Executive to amend paper 17 to reflect members comments, prior to it being submitted to the Inspection, Audit and Complaint Review team.
5. Role and Responsibilities of College Accountability Officers
Given that the remit of the Working Group includes considering the role of, and relations between, the chair, board and principal as well as that of the Accountable Officer, paper 16 was written to provide members with information about the role and responsibilities of college accountable officers.
It was mentioned that the terminology of 'Accountable Officer' was causing confusion within the sector. It was agreed that there should be clarity surrounding the terminology used. It was also noted that the Parliament's Audit Committee had recommended that the Review of Scotland's Colleges should examine the way in which Accountable Officers are designated. The Group asked for a further paper that outlined the issues involved in greater detail along with the implications of any changes. It was agreed that this paper might require an input from a legal advisor. ACTION POINT: Funding Council and Executive to discuss further with a view to preparing a further paper for the Working Group.
6. Any Other Business
The Group will discuss national issues arising from the Audit Committee's recent report on Inverness College at its next meeting.
Members reminded the Executive that the workplan may need to be revised to take account of issues already discussed. The Executive agreed to revisit the workplan with a view to reducing the number of meetings necessary. ACTION POINT: Executive to assess workplan.
List of Action Points
ITEM 1
- Executive to keep members informed of which meeting John McClelland will attend.
ITEM 4:
- Executive to amend paper 17 to reflect members comments, prior to it being submitted to the Inspection, Audit and Complaint Review team.
ITEM 5:
- Funding Council and Executive to discuss further with a view to preparing a further paper for the Working Group.
ITEM 6:
- Executive to assess workplan.
Margaret McLachlan
Reviews Team
FAED
ETLLD
August 2006