Autumn Finance Admin FINAL _ www.bit.ly/taiho123

Finance admin sessions CFL Finance 13th & 14th November 2013 Guest inputs Pensions - Teachers • Diane Whyte • Vicki Langston Pensions – LGPS • Freda Townsend Audit and Governance • Helen Garvey – Audit & Governance Manager • Patrick Austwick – Deloitte Internal Audit HR/Liberata Payroll • Cathy Brearley • Suresh Uppu • Paul Fitzpatrick • • • • • • • Schedule AM 13/11/13 09.30 - 10.15 Finance Team 10.15 - 10.40 Pensions – Teachers/LGPS 10.40 - 11.00 Break 11.00 - 11.20 Audit and Governance 11.20 - 11.30 AOB 11.30 - 12.00 Croydon HR / Liberata Payroll • • • • • • • Schedule PM 14/11/13 13.30 - 14.15 Finance Team 14.15 - 14.40 Pensions – Teachers/LGPS 14.40 - 15.00 Break 15.00 - 15.20 Audit and Governance 15.20 - 15.30 AOB 15.30 - 16.00 Croydon HR / Liberata Payroll Proposed finance agenda • • • • • Team update Various 13/14 Funding 14/15 AOB Update on the CFL finance team • Restructure completed June 2013 • In terms of the direct support to schools there is a dedicated team under the direct leadership of the Head of Finance • A senior schools finance advisor • Two schools finance advisors • Two finance officers CFL Finance Team Structure – Autumn 2013 CFL Head of Finance 1FTE Lisa Taylor Finance Manager 1FTE Finance Manager 1FTE Management Accountant 1FTE -CALAT and CSS -Jan Elliott Finance Officer 0.5FTE -CALAT and CSS -Lorraine Wallace -SCFS, Learning and Inclusion * – Janet Baidoo -Educ Funding & Community and Support Services (CSS) -Ian Geary Management Accountant 1FTE -Funding -Ingrid Auguste Finance Officer 1FTE -Schools funding -David Morris Finance Support Officer 0.22 FTE -Systems -Cathy Horne Finance Officer 1FTE -Schools funding -Nicholas Vargas Finance Officer 1FTE -Schools funding and pensions -Greg Boyce Finance Support Officer 0.36FTE -Schools funding -Sarah Pearce Finance Support Officer 1FTE -Early Years Celda Legister Senior Schools Finance Advisor 1FTE John Fennell Schools Finance Advisor 1FTE Jane Frith Apprentice 1FTE Jessica King Management Accountant 1FTE -Social care & family support -Fatmata Mustapha Finance Officer 1FTE -Social Care and Family support -Tracey Pearson Schools Finance Advisor 1FTE Patrick Leavy Finance Officer 1FTE Vanessa Newton Finance Officer 1FTE Louise Watts Management Accountant 1FTE -Social Care and Family support -Kay Oshin Finance Officer 1FTE -Social care and family support -Bamidele Akinfenwa Management Accountant FTE – consolidation -Jude Mawanda Finance Officer 0.4FTE -Funding and consolidation -Shirley Cross Management Accountant 1FTE -Learning and Inclusion -Margaret Oliso Finance Officer 1FTE - Learning and Inclusion Vera Ladega Update on the CFL finance team – schools support • John Fennell – appointed November 2013 • Jane Frith schools finance advisor • Patrick Leavy schools finance advisor – appointed November 2013 • Ingrid Auguste reverting back to her management accountant role Ingrid will be keeping a small number of schools and will also be available to provide back up and support when required • Vanessa Newton finance officer • Louise Watts finance officer • Martin Dean will be leaving us at the end of this term Update on the CFL finance team – funding • Ian Geary is the finance manager leading the funding and pensions processes • The members of the team are Greg Boyce, David Morris, Nick Vargas, Celda Legister, Sarah Pearce and Cathy Horne • They will deal with teachers pensions, the development of the funding formula for primary and secondary schools and the allocation of funds to all types of schools and PVIs • Apprentice – Jessica King • CIPFA Trainee – Don Robertson Update on the CFL finance team – high needs • Janet Baidoo is the finance manager leading the funding for high needs and early years • Janet will deal with development of the changes in high needs and early years funding formula to all types of provision Funding Presented by Ian Geary Processing Data Personal Data: generally consent of the data subject is may not be required to process their Personal Data as long as there is compliance with the Data Protection principles Sensitive Personal Data: generally requires the explicit consent of the data subject before their Sensitive Personal Data can be processed Data Protection Principles • Fairly & lawfully processed • Held & processed for limited & specifically registered purposes • Adequate, relevant & not excessive • Kept accurate & up to date • Kept for no longer than is necessary • Processed in line with data subject’s access rights • Kept secure against unauthorised access, loss, disclosure or destruction • Not transferred outside of the E.U without an adequate level of protection Points to consider… • Has your school got an up to date information management policy? • Do you have a record retention schedule for schools? • How long you keep data for? • Who can access pupil data (particularly data not currently in use)? Points to consider… • Is personal data securely destroyed? • Do you use encrypted memory sticks and laptops only? • Do staff email personal data to their personal email accounts? • Do you use data only for the purposes you are registered for? • How would you report data loss? Subject Access Request (SAR) • Any data subject can request information held about them from a data controller - this is called a SAR • All requests must be in writing and there is a statutory fee of £10 for each request; and a reply must be provided with 40 days of the request subject to applicable exemptions in the Act • Third Parties - (member of the family, solicitor etc) acting on behalf of a data subject requests information on their behalf Check! Wrongful disclosure • A data controller will be in breach of Data Protection rights owed to any data subject, where their personal data is disclosed to a third party without the requisite consent • Where this happens, an individual can lodge a complaint with the Information Commissioner’s Office (ICO) and can also go to court to seek damages for breach of their Data Protection rights Education (Pupil Information) (England) Regulations 2005 (EPIR) • In addition to DPA, pupils and parents also have separate rights to access to the Educational Record under - EPIR • The definition is wide and includes any information about current and past pupils that is processed by or for a school’s governing body or teacher • It includes a 'curricular record', defined in Section of the Regulations as a formal record of a pupil’s academic achievements, other skills and abilities and progress in school Except for information the teacher has solely for their own use Education EPIR Under the EPIR information may be withheld if it relates to: • information which might cause serious harm to the physical or mental health of another individual • Cases where the disclosure would reveal a child is at risk of abuse • Information about third parties • Information contained in adoption and parental order records • Information given to a court in proceedings under the Magistrates’ Courts (Children and Young persons) Rules 1992 • Copies of examination scripts; providing examination marks before they are officially announced EPIR • Not all information about pupils is contained in their educational records • Where a request is made under DPA, a pupil or parent will be entitled to all the information (subject to exemptions) relating to the pupil and this is not limited to the educational records • Requests - in writing to the Board of Governors Records should be made available for inspection parent free of charge within 15 days of the request being made • Where a request for copies of these records is made should be disclosed within 15 days following payment of fee - to 19 pages, £1.20; 29 pages will cost £2; maximum of 500+ pages £50 Words of warning • Every e-mail sent, every note on a piece of paper etc could fall within the remit of these pieces of legislation • It is not where the information is held that is important i.e e-mails sent via personal email addresses about school business are also covered • The preventing disclosure following a request may in the given the circumstances be a criminal offence Enforcement • Failure to comply with any part of these pieces of legislation may lead to a complaint being made to the Information Commissioner’s Office (ICO), who may choose to investigate; possibly resulting in an Enforcement notice requiring the School to take remedial action • Failure to comply with an Enforcement Notice may result in the ICO referring the matter to the High Court - who can choose to treat the matter as a contempt of court When things go wrong… ICO fines Surrey County Council for data breaches Surrey has been fined £120,000 by the ICO for a "serious breach" of the DPA after sensitive personal information was emailed to the wrong recipients on three occasions Brent Council's data loss gaffes revealed A civil liberties protection group has revealed a catalogue of personal data loss gaffes by Brent Council Other incidents in Brent include: - Brent Council documentation stolen from an employee's car - Brent data found on a 'highway' in recycling bags - Brent meeting minutes sent to wrong parent - Documents sent to wrong recipients in post A receptionist who unlawfully obtained her sister-in-law’s medical records in order to find out about the medication she was taking has been found guilty of an offence under section 55 of the Data Protection Act She was given a two year conditional discharge and ordered to pay £614 prosecution costs Where to find Guidance Data Protection - http://www.ico.gov.uk/for_organisations/data_protection.aspx Educational Records http://www.ico.gov.uk/for_the_public/topic_specific_guides/schools/pupils_in fo.aspx General Guidance for Schools http://www.ico.gov.uk/for_organisations/sector_guides/education.aspx Thank you! Governance@croydon.gov.uk 0208 7605489 Croydon HR / Liberata Payroll Presented by Cathy Brearley Suresh Uppu Paul Fitzpatrick