SCOTTISH EXECUTIVE

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The Scottish Compact Good Practice Guides

Advice on the Scottish Executive's relations with the voluntary sector

CHAPTER 2

Good Practice Guide on Consultation with Voluntary and Community Organisations

Compact background

The Scottish Compact recognises that the relationship between the Scottish Executive and the voluntary sector extends far beyond funding issues and that there are important benefits to be gained by working in partnership. The Compact contains a commitment that

The purpose of this Guidance

This Good Practice Guide is consistent with the procedures set out in the Cabinet Office document How to Conduct Written Consultation Exercises (1998). It spells out the practical details behind the commitment to consult voluntary organisations, volunteering interests and community groups when developing policies and proposals.

It is basic to good consultation that the whole exercise is carefully planned and managed and that consultation documents are carefully designed. Good practice is the key to effective consultation.

Normally the Scottish Executive will wish to consult through intermediary and umbrella bodies wherever possible. However, the Executive recognises that it is not always possible to consult only through intermediary and umbrella bodies, since there will be occasions when these bodies do not represent the full range of views in their client group area. The overall purpose of consultation with the sector is to ensure that the process of policy making takes account of all relevant views and draws on the sector's knowledge, experience and expertise. Policies that are developed as a result of views expressed through consultation are more likely to succeed at the implementation stage.

Best practice in consulting the voluntary sector

The Scottish Executive will fulfil its commitment to consult the sector through a range of good practice that includes:

• planning consultation exercises in collaboration with the voluntary sector, taking into account the full range of methods of consultation, including written consultations, opinion surveys, focus groups, user panels, citizen's juries, meetings, roadshows, the Internet etc.;
• taking soundings as early as possible in the process and usually at the stage of policy formulation;
• consulting with interests relevant to the issue in question;
• allowing at least 3 months for consultation. Where less time is allowed, the reason should be specified;
• consulting widely to bring in the fullest spread of views from those most likely to be affected and from those with most to contribute;
• encouraging intermediary and umbrella bodies to consult widely and transparently;
• giving due consideration to all responses; and
• paying particular attention to those most affected by the proposals.

Consultation documents should:

• include a statement of the consultation plan and a list of consultees;
• be concise, clearly laid out, use plain English and avoid jargon;
• contain a summary (ideally no more than one page);
• give a description of the issue being addressed, state the purpose of consultation and the issues on which views are sought;
• give factual statements of information and known opinions;
• give an explanation of decisions that have already been taken and why a particular option is favoured;
• explain who is likely to be affected and the impact on particular groups e.g. ethnic minorities and groups at risk of social exclusion;
• outline the timetable for the rest of the decision-making process and implementation;
• state a deadline for responses;
• give the name, address, telephone and fax number and e-mail address of a contact person;
• include a statement that responses will normally be made publicly available unless respondents ask that they be kept confidential;
• be placed on the Scottish Executive website;
• be publicised through a targeted press;
• be made available on request in Braille, in large print, on audiotape and in Gaelic and ethnic community languages when appropriate. (For advice on producing documents in Braille, Gaelic and ethnic community languages or on audiotape contact the Information Directorate.)

Consultees should normally receive:

• an acknowledgement of their response;
• prompt feedback on the outcome of the consultation exercise, for example through a press release or a Ministerial statement that explains how the decision reflects the results of the consultation, where possible copying this to all respondents;
• a report on progress if there is no outcome within 3 months;
• access to a summary of responses; and
• an explanation of why a particular view has been rejected if an enquiry is made.

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