Agency spend

Lara Jade made this Rhyddid Gwybodaeth request to Bradford College

This request has been closed to new correspondence from the public body. Contact us if you think it ought be re-opened.

Roedd y cais yn rhannol lwyddiannus.

Dear Bradford College,

Could you please provide me with your agency spend for the last 12 months split by agency and broken down by:
Lecturer
Assessor
Learning Support
Interim/Management
Non academic

and by subject area where possible.

Yours faithfully,

Lara Jade

Joanna Green, Bradford College

Dear Madam

Re: Freedom of Information Request

You asked for details of the College's agency spend for the last 12 months, split by agency and broken down by: Lecturer, Assessor, Learning Support, Interim/Management, Non academic; and by subject area where possible.

In relation to this request and another similar request received last month, I have consulted with the College’s Head of Procurement and the Group Director of Human Resources. Additionally, in connection with an almost identical request received in February 2015, I wrote to each of the eight agencies the College uses, to ask what relevant information they hold and could potentially provide. I have been advised as follows:

The College does not keep a central record of the subject areas to which agency staff are recruited, or what positions temporary staff are recruited to fill. While some relevant information might possibly be extracted from internal and external emails between Programme Area managers and external agencies, it would be necessary to ask all Programme Area managers to search their email folders to see if they have retained any relevant email correspondence and to arrange to access the email folders of those who have left. The exercise would involve at least 18 hours of staff time altogether and it is likely that much relevant information has been deleted, as Programme Area Managers are not required to keep it and there is a storage limit on individual email accounts.

The College keeps a scanned image of each invoice it receives from external suppliers and those are filed electronically by purchase order number. I understand that to locate an invoice from a particular external supplier it is necessary to manually identify the relevant purchase number and match it to the corresponding file on the purchasing system. Retrieving all the invoices from all eight agencies used during the relevant period and then extracting from those any relevant information would be a significant piece of work which would take at least eighteen staff hours to complete; while copy invoices might be obtained from the agencies, again significant staff time would be involved and it is likely that at least some of the agencies would make a charge for providing the information, which would add to the cost of dealing with your requests. When I wrote to each of the agencies to ask whether they might hold a copy of any relevant information, those who responded said their invoices would not contain information about the department or programme area for which the staff member was being provided and that they do not keep a central record of the department or staff category in respect of each order.

I conclude that while at least some information relevant to your request is held by Bradford College, it will not be practicable, and will likely be impossible, to provide a comprehensive breakdown of agency spend by department, or to identify among all the temporary staff that were engaged which were lecturers, assessors, learning support officers, managers, etc.

I am able to provide you with details of the College’s total spend on agency staff for the period you have requested broken down by agency if that is of interest? Please let me know.

If you are not satisfied with this response to your request, please contact me and I will arrange an internal review of your case. If after going through the internal complaints procedure, you remain dissatisfied, or if Bradford College fails to review your case, you have the right to apply directly to the Information Commissioner for a decision.

Kind regards and thank you for your interest in Bradford College.

Yours faithfully

Joanna Green
Clerk

Dear Joanna Green,

Many thanks for your reply. With regards to:
I am able to provide you with details of the College’s total spend on agency staff for the period you have requested broken down by agency if that is of interest? Please let me know.
This would be very much appreciated if you could provide the above information.

Yours sincerely,

Lara Jade

Joanna Green, Bradford College

1 Atodiad

Dear Madam

Re: Information Request

I am very sorry for the delay in dealing with your request. I attach the information I referred to in my previous correspondence.

If you are not satisfied with this response to your request, please contact me and I will arrange an internal review of your case. If after going through the internal complaints procedure, you remain dissatisfied, or if Bradford College fails to review your case, you have the right to apply directly to the Information Commissioner for a decision.

Kind regards and thank you for your interest in Bradford College.

Jo Green
Clerk to the Corporation