This guidance gives examples of the kinds of information that we would expect the National Assembly for Wales to provide in order to meet its commitments under the model publication scheme. We would expect the Assembly to make the information in this definition document available unless:
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it does not hold the information;
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the information is exempt under one of the FOI exemptions or Environmental Information Regulations (EIRs) exceptions, or its release is prohibited under another statute;
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the information is archived, out of date or otherwise inaccessible; or,
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it would be impractical or resource-intensive to prepare the material for routine release.
The guidance is not meant to give a definitive list. The legal commitment is to the model publication scheme, and authorities should look to provide as much information as possible on a routine basis.
Who we are and what we do
Organisational information, structures, locations and contacts.
We would expect information in this class to be current information only.
The Assembly should provide outline and detailed information about its role and responsibilities with particular reference to:
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The role of the Welsh Assembly
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The role of the Assembly Commission
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The roles and identity of the Presiding Officer, Deputy Presiding Officer, First Minister, Government Ministers and Committee Chairs
Identification of, responsibilities of and biographical details of senior personnel in the Assembly. Any biographical details that are not related to the position should be published only with consent.
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Committee structure and membership
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Information relating to the legislation relevant to functions of the Assembly
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The role of and business related biographical details of the Clerk of the Assembly
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Members of the Welsh Assembly
Details of those who sit in the Assembly as members of the legislature. Composition of the Assembly by reference to party.
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Membership of the Assembly Commission
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Relationship of the Welsh Assembly with other UK and European legislative bodies
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Locations and contact details
Location of the Assembly and any of its offices indicating whether there is public access. Where possible, give named contacts.
What we spend and how we spend it
Financial information relating to projected and actual income and expenditure, procurement, contracts and financial audit.
The minimum we would expect is that financial information for the current and previous two financial years should be available.
If money is allocated to specific cost centres in the Assembly and it assists in understanding how public money is spent, the Assembly should consider publishing it.
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Financial statements, budgets and variance reports
Financial information in enough detail to allow the public to see where money is being spent, where the Assembly and its Commission is or has been planning to spend it, and the difference between the two. Financial information should be published at least annually and, where practical, we would also expect half yearly or quarterly financial reports to be provided. Revenue budgets and budgets for capital expenditure should be included.
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Audit of accounts
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Members’ salaries, allowances and expenses
Details of the schemes for the payment of salaries, expenses and allowances to members. While some details of the expenses paid to individuals should not be disclosed without consent, we would expect to see that the public have ready access to at least the totals,
by reference to categories,
paid to or incurred by individual MPs on an annual basis.
Categories will be such headings as travel, subsistence, accommodation.
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Workforce pay and grading details, allowances and expenses
The pay scales for those working at the Assembly together with schemes for the payment of allowances and expenses. Overall figures, by reference to categories, for the expenses paid to or incurred by the Clerk of the Assembly. Categories will be under such headings as travel, subsistence, accommodation.
Details of procedures for acquiring goods and services. Contracts available for public tender.
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Lists of contracts awarded and their value
We would normally expect the Assembly to publish details only of contracts that are large enough to have gone through formal tendering.
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Financial statements for projects and events
If there are identifiable projects, we would expect the publication scheme to cover at least the financial reports that indicate actual expenditure against original project budgets. The larger the project, the greater the detail that should be available. Similarly, where organised events are publicised, their cost should be available through the scheme.
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Internal financial regulations
What are our priorities and how are we doing
Plans, performance indicators, audits and reviews.
We would expect information in this class to be available at least for the current and previous three years.
Below is a list of the type of information we would expect the Assembly to have readily available for publication. Any other reports or recorded information showing the Assembly’s planned or actual performance should normally be included.
An indication of how business is allocated to the Assembly and its committees. Calendars of business to be conducted. The legislative programme.
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Strategic plans
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Annual business plan
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Annual report
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Internal and external organisation performance reviews
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Inspection reports
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Impact assessments
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Service standards
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Statistics produced in accordance with Assembly requirements
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Public service agreements
How we make decisions
Decision making processes and records of decisions.
We would expect information in this class to be available at least for the current and previous three years.
Information about legislative competence, legislative procedures, matters proceeding through the Assembly, subordinate legislation. Records of proceedings before the Assembly.
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Public consultations and research briefings
Details of consultation exercises with access to the consultation papers or information about where the papers can be obtained. The results and outcomes of consultation exercises.
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Agendas and Minutes or reports of Assembly meetings
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Minutes of meetings of the Commission
We would expect minutes of senior level meetings and the minutes of similar meetings where decisions are made about providing services and other executive decisions taken to be readily available. This excludes information that is properly regarded as private to the meeting.
Documents laid before the Assembly, statements of opinion tabled by Assembly Members on matters affecting Wales, petitions and written Ministerial Statements. Reports submitted to committees
excluding information that is properly regarded as private to the meeting.
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Internal communications guidance, criteria used for decision making, internal instructions, manuals and guidelines
If access to internal instructions, manuals and guidelines for dealing with the business of the Assembly would help the public understand how decisions are made, these should be readily available. We would not expect information that might damage the operations of the Assembly to be revealed.
Our policies and procedures
Current written protocols, policies and procedures for delivering our services and responsibilities.
We would expect information in this class to be current information only.
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Policies and procedures for the conduct of the Assembly’s business
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Policies and procedures for the provision of services
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Policies and procedures for the recruitment and employment of staff
The Assembly should include such items as
Standing Orders of the National Assembly for Wales, procedural guidance, Presiding Officer's rulings,
codes of practice, memoranda of understanding and similar information. A number of policies, for example equality and diversity and health and safety, will cover both the provision of services and the employment of staff. If vacancies are advertised as part of recruitment policies, details of vacancies will be readily available. The
Welsh Language Scheme in accordance with the Welsh Language Act 1993 and policies and procedures for dealing with information requests should be included.
Standards for providing services to the Assembly’s customers, including the complaint procedure. Complaints procedures will include those covering requests for information and operating the publication scheme.
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Records management and personal data policies
This will include information security policies, records retention, destruction and archive policies, and data protection (including data sharing) policies.
Guidelines produced for staff of the Assembly where publication of them will assist the public in understanding how the administrative arrangements of the Assembly operate.
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Charging regimes and policies
Details of any statutory charging regimes should be provided. Charging policies should include charges made for information routinely published. They should clearly state what costs are to be recovered, the basis on which they are made, and how they are calculated.
Lists and registers
We expect this to be information contained only in currently maintained lists and registers.
If the Assembly is required to maintain any register and make the information in it available for public inspection, the existing provisions covering access will usually be adequate. However, we expect authorities to publicise which public registers they hold, and how the information in them is to be made available to the public. Where registers contain personal information, authorities must ensure that they consider the data protection principles.
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Asset registers and information asset register
We would not expect the Assembly to publish all details from all asset registers. We would expect some information from capital asset registers to be available. If the Assembly has prepared an information asset register for the Re-use of Public Sector Information Regulations 2005, it should publish the contents.
If the Assembly produces a disclosure log indicating the information provided in response to requests, it should be readily available. Disclosure logs are recommended as good practice.
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Register of gifts and hospitality provided to Ministers and senior personnel
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Any register of interests kept in the Assembly
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Other lists required by law
The services we offer
Information about the services the Assembly provides including leaflets, guidance and newsletters.
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Arrangements for visiting the Assembly
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Ceremonies and occasions
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Services for which the Assembly is entitled to recover a fee together with those fees
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Assembly circulars
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Leaflets, booklets and newsletters
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Advice and guidance
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Media releases
Version 2
23 October 2008
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