Archived decisions

Name:

Hampshire Governor Services (HGS)

Proposed improvements

· Outcome Key Issue 1: the updating of processes and the governor database to facilitate the use of new technology which will improve the Service on offer to Hampshire governors whilst saving staff time, thus reducing the current overworking in the Service.

· Outcome Key Issue 2: development of new partnerships to strengthen and widen the services on offer to Hampshire governors whilst allowing the Service the flexibility to respond to future market changes. The focus will be on working with partners from outside the County Council on project based initiatives.

· Outcome from Key Issue 3: to raise the professional status and standards of clerking across the County.

These improvements relate specifically to the issues considered as part of the HGS Best Value Review. It therefore forms only part of the Services' continuous development initiatives which are built into the HGS Business Plan into which the BV Action Plan has now been incorporated.

Progress in implementing the Improvement Plan

· Replacement governor database installed by July 2002.
Prototype developed (Governor Manager) and being used by staff for training and familiarisation. System installed but requires further development before it can go live. Testing is ongoing to ensure the new system is robust and meets all the Service requirements. Proposed go live date July 2003.

· Secure on-line access to the HGS governor database available to all clerks by April 2003.
Deadline amended to April 2004 to take account of the revised go live date for the new Governor Manager system upon which this development is dependent.

· All new governors completing a HGS School Governor application form by Autumn term 2002.
Guidance circulated on time requesting that all new governors complete a HGS School Governor application form and that governors undertaking a further term of office fill in a declaration confirming their personal details and continued eligibility to be a governor.

· Number of copy letters issued reduced from April 2002.
In the process of being implemented from Spring term 2003. This aim was linked to the introduction of the use of mail merge through the new system for the production of standard letters and this has resulted in the delay in implementation.

· Threshold on the 10% rule relating to LEA Governor nominations revised to 50% by April 2002.
Implemented Autumn term 2002.

· Partnerships with alternative providers established to work on project based development issues - ongoing.
Clerks' Accreditation scheme developed in association with the Information for School and College Governors (ISCG).
Currently no partners have been identified with which the Service can work to develop IT distance learning packages.

· Continued incremental improvement within current framework - ongoing.
The recruitment and development of Associate Tutors is undertaken when required to ensure sufficient staff are in post to meet demand.

· Market periodically reviewed and monitored and the development of alternative providers evaluated - ongoing.
Compiling Benchmarking data continuing through the
Co-ordinators of Governor Services network.

· Development of the role of the clerk generally supported by HGS - ongoing.
Clerks' Accreditation Programme implemented ahead of time. Training and Support programmes revised and updated to ensure they effectively underpin the accreditation standards and introduced on time. HCC job description and guidance on terms and conditions for clerks currently out for consultation - revised implementation date Spring term 2003.

· LEA clerking service expanded without advertising - ongoing.
Gradual expansion has continued in line with expectations and the Service is currently meeting demand.

· Recruitment for the Clerking Service centralised by Summer term 2002.
Fully implemented on time.

· Administration of the Clerking Service centralised by September 2002.
Fully implemented on time.

· Accreditation for clerks investigated and evaluated by April 2002.
Fully implemented on time. Pilot Accreditation scheme established in Summer term 2002. First clerks accredited September 2002. Evaluation undertaken and scheme extended to all HCC clerks and offered to other LEAs.

· Accreditation of clerks implemented, if appropriate by April 2004.
Implemented ahead of time with the programme being in place by Autumn term 2002. Three other LEAs have bought the Accreditation Programme to date.

· HGS has contributed to national developments in promoting the role of the clerk - ongoing.
Accreditation Programme available to other LEAS and developed in association with the ISCG which is a nationally recognised body with extensive experience of supporting clerks. DfES advised of the development of the scheme.

The Best Value section of the internal audit report on Governor Services for 2002/2003 found that `a good framework is in place....This ensures that all points in the Unit's Best Value Review of December 2001 are being actioned'. It concluded ` that best value is considered and achieved, as appropriate'.

Future Plans

· The Service has a comprehensive Business Plan for 2002 - 2007 which details how it will deliver continuous improvements which was acknowledged by the District Auditor as `amongst the best we have seen'.

· The main area from the current plan that will continue to be addressed is the increased use of new technology to produce savings in staff time and reduced bureaucracy which is due to be completed by December 2005.

Contact for further information

Janet Sheriton on 01962 845706 or

Bob West on 01962 846449