Freedom of Information

This publication scheme is for Pembroke College Oxford. It follows the standard format required by the Information Commissioner’s Office (ICO) from January 2009. It sets out what information the College publishes or intends to publish, how the information can be accessed and whether or not a charge will be made for it. The Information Officer is responsible for maintaining the scheme on behalf of the College.

The purpose of the scheme is to give a clear indication of which College publications are routinely accessible, so that the public can be informed as far as reasonably possible of the purpose and nature of College activities, and to assist in developing a greater culture of openness in general.

Through the scheme, the College endeavours to be as transparent as possible about its activities, while at the same time recognising that there are exemptions within the Act.  All material associated with the definitions in the classes contained in the scheme is available either in hard copy or via the College website. The College reserves the right to make a charge for printed copies of some website documents to cover administrative costs.

It is important to us that this Publication Scheme meets your needs. If you find the scheme difficult to understand, please let us know. We also welcome suggestions as to how the scheme might be improved. Any questions, comments, or complaints about this scheme should be sent in writing to:

Bursar and Information Officer, Pembroke College Oxford, OX1 1DW

Information which falls into the following categories is not published as part of the scheme:

• the College does not hold the information;
• the information is exempt under one of the FOI exemptions or Environmental Information Regulations (EIRs) exceptions, or its release is prohibited under another statute;
• the information is archived, out of date or otherwise inaccessible;
• it would be impractical or resource-intensive to prepare the material for routine release.

The Information Officer of the College has overall responsibility for the publication scheme. The person responsible for maintaining and managing the scheme is:

Head of Communications, Pembroke College Oxford, OX1 1DW

If you would like this scheme, or any of the information it covers, in a more accessible format, please contact the Information Officer to discuss additional ways in which the information may be made available to you.

The copyright in this publication scheme and its contents is reserved to Pembroke College.

If you have any comments about this scheme or are not satisfied that information is being published in accordance with this scheme, you should contact the Information Officer in the first instance (address above). If you are still dissatisfied please write to the Head of House who will arrange for the matter to be reviewed internally: The Master, Pembroke College Oxford, OX1 1DW.

If, after the investigation of your complaint, you are still dissatisfied you may refer your complaint to the Information Commissioner at: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

This guide to the information available and the operation of the scheme will be reviewed annually - last review June 2018.

Organisational information, locations, and contacts, constitutional and legal governance.

1.01 Statutes

1.02 College Regulations and Codes

1.03 Governance Statement - available on request

1.04 College Fellows and Officers - see introduction to College Financial Statements (3.02 below)

1.05 Committee Structure and Membership - see introduction to College Financial Statements (3.02 below)

1.06 Academic Staff

1.07 College Location

1.08 Key contacts: support staff

1.09 Organisational chart: support staff - see 5.04 below

1.10 Student Activities and Societies 

1.11 Research by our Academics

1.12 Alumni Relations and Fundraising

Financial information relating to income and expenditure, and assets and liabilities, for three financial years.

2.01 College Financial Statements: Year ending 31st July 2017; Year ending 31st July 2016; Year ending 31st July 2015

2.02 Salaries and Benefits - available on request

2.03 Investment Strategy

2.04 Procurement Policy

2.05 Rents and Domestic Charges

2.06 Details of expenditure over £25k - available on request

Strategies and plans, performance indicators, audits, inspections and reviews, for current plus previous three years.

3.01 Strategic Plan - available on request

3.02 College Accounts - see 2.01 above

3.03 Plans for major capital expenditure - included in Annual Report and Financial Statements (see 2.01 above)

3.04 The Pembroke Record

3.05 Equality Action Plan

3.06 Oxford (incl Pembroke) 2018 Annual Admissions Report

Decision making processes and records of decisions, for current plus previous three years.

4.01 Terms of Reference: all College committees - available on request

4.02 Agenda and minutes from Open Session meetings of Governing Body - available on request

4.03 Appointment committees and procedures

4.04 Conference of Colleges information

Current written protocols, policies and procedures for delivering our services and responsibilities.

5.01 College Regulations - NB these include Code of Conduct relating to Sexual Harassment, Confidentiality and Data Protection Policies, Code on Substance Abuse, and Code on Freedom of Speech

5.02 Equality Policy

5.03 Student Handbook

5.04 Employee Handbook for non-academic staff, including HR policies

5.05 Academic Staff Handbook - available on request

5.06 Policy for the Review of Proposed Donations

5.07 IT Acceptable Use Policy

5.08 Social Media Policy and Guidelines

5.09 Policy on the safeguarding of children and other vulnerable groups

5.10 Recruitment and vacancies

5.11 Health and Safety policy and procedures

5.12 Food Hygiene Policy - available on request

5.13 Complaints Policy - see College Regulations (5.01 above) and Employee Handbook (5.04 above)

5.14 IT Security Policy

5.15 Research policy and strategy, including publicly funded research outputs and data

5.16 Risk Management Policy

5.17 FOIA Publication Scheme - the information on this web page

5.18 Environmental Policy

5.19 SALTO Door Access Policy

5.20 Allergen Policy

5.21 Conflict of Interest Policy

5.22 PREVENT Policy

5.23 Suspended Students Policy

5.24 Privacy Notices and General Data Protection Regulations Compliance

5.25 Confidentiality Statement with regard to Students

Information held in registers required by law and other lists and registers relating to the functions of the authority.

6.01 CCTV Policy and Standards - includes Subject Access Request form as appendix

6.02 Registers of water and electrical testing/inspection - available on request

6.03 Register of gifts and hospitality provided to senior staff - available on request

6.04 Senior staff declaration of interests register - available on request