Regularity self-assessment questionnaire Requirements Questions College response Suggested evidence Compliance with any specific terms and conditions of revenue grants, income and/or donations (from whatever source), including where the college acts in the capacity as agent. Compliance with any specific terms and conditions of capital grants, income and/or donations (from whatever source). Has the corporation approved policies and procedures operating during the year for each funding stream that has specific terms attached? Do the policies and procedures comply with the terms and conditions for the application of such funds? Has the college completed and returned any related funding claims/returns and reconciled this to specific eligible costs incurred and/or activities delivered? Does the college have processes in place to ensure it is aware of funding rules and the evidence required to demonstrate learner eligibility, including but not limited to: evidence of the date on learning activity begins and ends evidence of learning activity taking place [Minutes demonstrating corporation consideration and approvals] [College policies and procedures] [College funding claims / returns and reconciliations] [College actions taken] [Data management strategy]
evidence of learning support being delivered in accordance with the planned programme, where applicable Has the college complied with subcontracting requirements? ESFA’s . The corporation is free to spend its funding as it sees fit, provided it fulfils the conditions of funding imposed. Additional terms may be applied through a that should be considered as part of this review. Extract from , specifically relating to ‘Part 2 of Schedule 4’ as revised from the Further and Higher Education Act 1992: Can the corporation demonstrate that: it is discharging its responsibilities to safeguard the college’s assets? due consideration of decisions made over the operation and direction of a college’s activities in the context of risk to the college’s financial health? policies and procedures are in place that set powers of authorisation and situations where corporation approval is required? members of the corporation are discharging responsibilities as charity trustees? it periodically reviews the profile of its activities to ensure they are within its powers? [Corporation and committee minutes] [Relevant policies and procedures in and regularly reviewed] [Charity law and requirements embedded in college finance policies] [Regularly reviewed
effective and efficient use of resources, solvency of the institution and safeguarding of assets an instrument must prohibit the body from making changes to the instrument of government or articles of government that would result in the body ceasing to be a charity it is satisfied in monitoring the financial performance of any non-core activities that they are not being materially subsidised from public funding? Is the clerk independent with the skills and expertise to support the governance function, and the corporation’s Has ESFA been informed as soon as is reasonably practicable of any transactions that could jeopardise financial viability? investment policy] [Risk register] [Reserves policy] The corporation shall demonstrate that payments in respect of termination: are regular and represent value for money no payments made where disciplinary action Where the corporation has considered entering into an agreement to settle any employment claims brought by any employee (including but not limited to key management personnel), has it: taken appropriate professional advice? approved the terms of any final agreement? [Advice received] [Minutes] [Notification to reporting accountant]
would have been more appropriate. brought all settlements to the attention of the reporting accountant? Clear protocols to mitigate against corruption (in addition to register of interests) for example policies on acceptance of gifts and/or hospitality, including compliance with the and . Basic charitable principle to act in good faith for the benefit of the college – see . Does the college have a policy for personal gifts and/or hospitality? Is the procurement process clearly documented in college financial regulations or financial procedures? Have staff been appropriately and regularly trained in the requirements of the Bribery Act 2010? [Gifts and hospitality policy] [Register of interests] [Minutes] [Financial regulations and procedures] Conflicts of interest and related parties. Clear framework and monitoring of such transactions must extend to all staff in significant procurement positions. Does the maintain a register of personal interests in accordance with the instrument of government, is this available to any person wishing to inspect it, and does it cover: all governors? all key staff with significant financial and decision-making responsibilities? [Register of interests and access arrangements/ requests] [Staff structure with names of key staff in a
all key management personnel? anyone else with a capacity to influence and/or control Can the corporation demonstrate on appointment of staff? Has the college avoided conflicts of interest associated with subcontracting? position of authority] [Summary of potential conflicts and actions to mitigate] Clear whistleblowing and complaints handling procedures. Has the corporation approved, and published, a whistleblowing policy and procedures, that enable concerns to be raised confidentially inside and outside the college? Are complaints received by the college effectively managed and overseen? [Whistleblowing policy and procedures, and associated logs] Potential fraud and whistleblowing investigations Has the corporation received any communications from ESFA about potential fraud and whistleblowing allegations? Has the corporation provided its reporting accountant with copies of communications, [Whistleblowing / log includes actions] [Reporting accountant
or the main outcomes from any potential fraud and whistleblowing allegations? Has the college reported known frauds to ? received investigations outcomes] Safeguarding assets. . What procedures does the college have to safeguard assets from e.g. fire and theft (e.g. physical security and compliance with fire regulations)? cyber security breaches Has the college experienced any such occurrences in the year? If yes, please provide details. Have any insurance claims been made in the year, and if so of what value? Is insurance cover regularly reviewed? [Details of approved terms and conditions that are different to the standard terms applied to all staff] [Relevant policies and procedures] [Evidence of physical asset checks] [Evidence of insurance cover]
Safeguarding assets. Investment in subsidiary, joint ventures or similar arrangements. Basic charitable principle to act in good faith for the benefit of the college – see the Charity Commission’s . Have payments to partner organisations been made in line with contractual terms and the college’s financial regulations? Has the college entered into any subsidiary, joint ventures or similar arrangements: obtained professional advice? secured prior approval by the board? established appropriate arrangements for each subsidiary, associate and/or joint venture to enable it to discharge its accountability responsibilities? any investment made with due regard to risk, a cost/benefit analysis and managing potential conflicts of interest? where subsidiaries are loss-making, the corporation reviews any financial support avoiding placing those assets at risk Has due regard been given to the Charity Commission’s guidance on , and ? [Corporation papers and minutes of consideration and approvals] [Evidence of compliance with Charity Commission requirements] [Communication with professional advisors / accountants / auditors] [Board meeting minutes] [Register of interests]
Are regular reports provided to governors on performance? protocols to mitigate against inappropriate disposal of assets. Do college procedures detail the processes for the disposal of assets, and reflect value for money? Have there been any fixed asset disposals in the year? [Financial regulations and details of any asset disposals] The corporation shall manage / develop its property to ensure properly equipped maintained and premises to deliver education and training for which it is funded. Has the corporation agreed a property strategy? Has the corporation notified ESFA if considering significant disposals, particularly assets supported by capital grant? [Asset management plan] [Notification to ESFA] Controls and monitoring over expense claims (particularly expenses of key management personnel and all overseas expenses), use of college credit cards and ex gratia payments. Does the college have policies and procedures for expense claims (including overseas expenses) that are regularly reviewed and include the authorisation process of expenses claims for key management personnel? [Expense claim policies and procedures] [Example claims for key
projects and initiatives, including non-core activities. completion and subsequent review? Does this extend to capital and revenue projects? Is this requirement embodied within the college financial regulations? consideration and approval] [Financial regulations] Reasonableness of procurement policies (e.g. limits for individual purchase without recourse to governors). No unnecessary extravagance in purchases Has the corporation approved expenditure levels above which formal quotations are required and further approval levels operate to ensure the college is receiving value for money through its procurement processes? [Corporation papers and minutes of consideration and approval] [Financial regulations] Ensuring value for money in all transactions involving public funds. The corporation should be able to demonstrate consideration/approval of: value for money, especially for public interest activity (e.g. overseas activity, termination payments, investments) and where necessary consideration/ documentation of cost vs benefit [Notification to funding body] [Corporation papers and minutes of