Operational Policies
Our operational policies set out the processes that ensures we run our organisation's activities effectively and efficiently.
Information Requests
- Freedom of Information Policy: This policy outlines the Commissioner's requirements and responsibilities in matters relating to Freedom of Information and Environmental Information Regulations.
- Freedom of Information Procedures: This document sets out the procedures of how the organisation handles a request for information.
- Guide to Information: This document outlines what information is available, how to find the information easily, and how to request for information we hold that is not made publicly available.
- How to make a request for information: This page explains the steps in requesting information from us and how we will respond.
- Privacy Notices: This document outlines how we treat personal data; Our statutory powers (the lawful basis), what we use the data for, how we keep it, who we share it with, how long we store it, how we remove it, and the subject rights.
Records Management
- Archiving Procedures: Procedures describing how we will archive records of enduring value.
- Data Protection Policy: This policy outlines how our organisation and our contractors will ensure that personal data is managed safely, effectively and in line with the requirements of the GDPR.
- Data Protection Procedures: This document sets out how the organisation will ensure that personal data is managed safely, effectively and in line with the requirements of the GDPR.
- File Plan and Retention Schedule: This document details the format of our filing system and documents the retention period for its contents.
- Laying Procedures: These procedures outlines how to lay documents before the Scottish Parliament.
- Records Management Policy and Procedures: This policy provides guidance for staff on how we manage our records.
- Appendix 1: Guidance for staff on file-naming conventions
- Appendix 2: Guidance for staff on managing emails
Operating Procedures
- Complaint Handling Procedures: This sets out the procedures for ESC employees on handling a complaint about us.
- Declaration of Interests/Gifts & Hospitality Form: This form is to be completed by all staff annually or when circumstances change to document conflicts of interest and gifts or hospitality received.
- Fraud Response Plan: This policy outlines how the Commissioner aims to respond to detections of fraud.
- Grading Policy: This policy details current staff grades and pay scales.
- Out of Pocket Expenses Policy: This policy details how to claim for reimbursement of reasonable expenses that arise during the course of work on behalf of the Commissioner.
- PAA Charging and Travelling Time Policy: This policy details how Public Appointment Advisers (PAA's) should charge for fees and travelling time.
- Smoke Free Policy: This policy has been developed to protect all building users from exposure to second-hand smoke to assist compliance with the Smoking, Health and Social Care (Scotland) Act 2005.
- Unacceptable Behaviour Policy: This policy defines unacceptable or unreasonable behaviour by those who interact with the work of the Commissioner.