DNEAT Asset Management System for the Diocese of Norwich Education and Academies Trust
You are invited to submit tenders to provide Asset Management Software services, as set out below, to the Diocese of Norwich Education and Academies Trust (“DNEAT") in accordance with the invitation to tender.
By participating in these tenders, you are indicating your acceptance to be bound by the guidelines set out in this letter and attachments. We provide below the key details of DNEAT's requirements, which you should consider in your response.
Invitation to Tender for the provision of a Trust Wide Asset Management System
To access this competition:
Login to https://suppliers.multiquote.com and view the opportunity CA4472.
Visit https://suppliers.multiquote.com then register and quote CA4472 as the reason for registration.
Further details at https://www.contractsfinder.service.gov.uk/Notice/419259be-55f2-4f11-b4a8-51ba2bc4a6fa?p=@jJNT08=UFQxUlRRPT0=N
When an individual academy is forced to close the academy buildings due to extreme weather conditions for example, every effort will be made to ensure the education of pupils will not be affected. However all our academies are advised that if a decision to close the academy is made by the Headteacher, in the first instance they must inform DNEAT and then log onto the Norfolk County Council (NCC) My School facility to update emergency contact numbers and confirm that the academy is closed. DNEAT have agreed with NCC to use this as the one point of contact so that the Press and associated media, such as Radio Norfolk, are made aware of any closures and parents can access the information via the NCC website.
Link for academies
Asbestos in schools and academies
Updated guidance is available for schools and academies in Managing Asbestos in Schools (see below) Please ensure you keep a record of all known asbestos in the academy premises and have in place management plans to prevent exposure of staff, pupils and visitors (including contractors). This plan should be reviewed regularly.
Childcare Vouchers for Staff
- Information for staff
For staff who wish to take up the Childcare Voucher scheme DNEAT Academies work with the KiddiVoucher scheme. Childcare vouchers usually work through a Salary Sacrifice scheme so staff would receive childcare vouchers instead of part of their salary. If you are a staff member of a school that is about to convert to an academy, the new academy will need to be registered with KiddiVoucher so that you can continue with the scheme. If you are thinking about taking part in the Childcare Voucher scheme for the first time, please read the FAQ information attached.
- Information for academies
For academies new to this scheme, you will need to register with KiddiVouchers by calling 0800 612 9015. Your staff member must contact KiddiVouchers and then let you know the amount and cost of the vouchers they are looking to taken on. You will then have to contact EPM who deal with the DNEAT payroll. In effect KiddiVouchers will invoice the academy usually on a monthly basis, and in turn the relevant amount is deducted at source from the member of staff payroll to repay the school. Please read the FAQ information below and review the payroll guidance.
Since 2015-16 the Department for Education has managed copyright licencing for all state maintained schools. DfE pay a single sum to each of the Copyright Management Organisations which cover all primary and secondary schools in England including academies (not post 16 academies) For details of what these licences cover see information sheet
Academies have been fined by Getty Images for use of their material without the relevant licence and this includes DNEAT academies. These companies and others are constantly monitoring and tracking use of their material and fines are substantial. (This is not only restricted to images but written material with copyright as well) Your school cannot rely on the educational use exception, if you do not meet some of the criteria as set out below:
1. The work must be used solely to illustrate a point;
2. The use of the work must not be for commercial purposes;
3. The use must be fair dealing; and
4. It must be accompanied by a sufficient acknowledgement.
Please see the attached information sheet for FAQ's and guidance on using images from search engines and other websites.
To ensure that academies are following safeguarding and safer recruitment guidelines when dealing with contractors or subcontracted provision, DNEAT have produced a standard letter to send out to the relevant company prior to the start of the project work or employment that has been commissioned by the individual academy. (Please note that for central contracts such as Building Maintenance, Finance or HR, DNEAT have ensured that all relevant checks have been in place prior to the issuing of these contracts). However where an individual academy has organized other external providers to carry out work or deliver a service, then it is important that the individual Designated Safeguarding Lead follows through on the correct safer recruitment procedures. A template letter has been produced which can be downloaded and adapted by each academy to use.
Data Protection (General Data Protection Regulations 25th May 2018)
The DNEAT Data Protection policy has been revised (see policy section) to ensure it is compliant with the GDPR that comes into force in May 2018. Privacy notices and consent forms are being updated, including consent from students over the age of 13, and the Trust has appointed a Data Protection Officer Sharon Money who can be contacted on 01603 882329 or email firstname.lastname@example.org
New recruitment documentation has been amended to comply with the new regulations and all academies should start to use these from January 2018 when carrying out recruitment processes. Please contact Sharon Money for copies of the new documentation.
For further information on GDPR go to the Information Commissioners Office website
Hot Works procedure for contractors on site
Any contractor wishing to carry out any form of hot works procedures must first ensure that their work has been signed off by the DNEAT Operations Manager (or David Hicks in her absence) by submitting the attached form prior to work commencing. The completed form should be emailed to email@example.com and will be forwarded to the approved DNEAT Building Maintenance contractor to risk assess.
The Operations Manager is then responsible for ensuring sign off for work commencing and will follow up this process on completion of work undertaken
Malicious Communications and Reviewing Protective Security in Schools
The above document contains useful links and information relating to protective security in our academies, it should be read in conjunction with Prevent Duty Advice that all academies must have cascaded to staff after attending training organised by Kelly Waters at Norfolk County Council. For those academy heads who have not yet completed their Prevent Duty training please contact either Kelly Waters or Sharon Money to arrange update training as soon as possible.
Reporting Prejudice Related Incidents
Norfolk County Council currently collects schools data in respect of prejudice related incidents and this information has been valuable in informing policy and practice within the LA and appropriate support to schools and educational settings. (Suffolk will do the same for the Suffolk based academies)
For the academic year 2017/18 they will be moving to an annual reporting model. This will replace the current process of reporting individual incidents online. Therefore, there will no longer be any need to submit individual reports during the year.
Schools and setting will be asked to complete an annual return in the summer term which will provide us with an overview of incidents within the LA. You will be asked to report on all incidents relating to protected characteristics as detailed in the Equality Act 2010.
The protected characteristics are:
- Race (ethnicity)
- Sex (gender)
- Religion or belief
- Sexual orientation
- Gender reassignment
- Pregnancy and maternity
*These refer to staff but not pupils
Although the Local Authority will be collecting this information annually, it is important that you continue to keep a contemporaneous record and have a clear school/setting process
Recording prejudice related incidents
Recording racist incidents was a recommendation of the 1999 MacPherson Report of the inquiry into the murder of Stephen Lawrence. In addition to in-school reporting procedures, sharing the data with the Local Authority allows the identification of patterns and contributes to the monitoring of the effectiveness of countywide strategy and training and the development of models of best practice.
The analysis of this data evidences how schools, settings and the Local Authority:
- Foster good relations
- Advance equality of opportunity
- Eliminate discrimination
These are requirements of the Equality Act
How to decide if it is a prejudice related incident or bullying
A prejudiced-related incident is any incident which is perceived by the victim, or any other person, to be prejudiced towards an individual, due to one or more of the protected characteristics.
Bullying is behaviour by an individual or group, repeated over time, that intentionally hurts another individual or group either physically or emotionally. Three characteristics of bullying are:
- Deliberately hurtful (including aggression)
- Repeated often over a period of time
- Difficult for the victim to defend themselves against
Bullying may be because of a protected characteristic but this is not always the case.
A prejudice related incident may not be bullying. Bullying related to a protected characteristic would always be a prejudice related incident.
Risk Protection Arrangements and Personal Injury Claims
The Claims Portal - If you are required to utilise the Claims Portal to submit a personal injury claim against us for either an employers or public liability matter then details of the correct portal ID and Compensator can be found on the attached link http://academyreferral.co.uk
We are a member of the Risk Protection Arrangement (RPA) administered by the DfE
For advice and information on claims for Academies covered under the Risk Protection Arrangement (RPA) the Third Party Administrators, Gallagher Bassett,and their appointed Loss Adjusters are available to provide immediate advice and support as well as a proactive response to any claim you may need to notify.
Please notify claims using the online RPA claims portal: https://dfeclaimforms.co.uk/
For any urgent/major incidents please contact RPA on: 0113 246 2040 or email : UK.RPA@gbtpa.com
For FAQs and further information RPA information and FAQ