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Here, you can find various documents and records relating to our investigations, Complaint Handling Reviews, publications, audits and business documents, such as our strategic and business plans, annual reports and policies. 

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  • 20 September 2022 | Our Business

    Senior Management Team Meeting - 16 August 2022

    Attendees:

    Michelle Macleod     Commissioner (MM)

    Sharon Smit           Accountable Officer / Head of Corporate Services (SS)

    Ilya Zharov            Head of Reviews and Policy (IZ)

    Sharon Clelland      Head of Legal Services (SC)

    John McSporran      Head of Investigations (JMcS)

    Rhoda Braddick      Communications Manager (RB)

    Laura Duguid          Finance Manager (LD)

    Jennifer Fisher        Secretariat (JF)

     

    1. Welcome and Apologies

    1.1       Apologies

    MM opened the meeting and welcomed all Senior Management Team (SMT) members.

    Apologies were noted from Phil Chapman, Director of Operations (PC).

    1.2       Matters proposed to be considered in private

    SMT agreed to consider agenda items 10 to 12 in private, for the reasons set out on the agenda.

     

    2. Minutes of previous meeting

    2.1       Draft Minutes

    SMT approved the minutes of July 2022 meeting.

    2.2       Action Log

    SMT noted the updates to the action log.

     

    3. Commissioner

    3.1       Update paper

    MM provided a detailed summary of the update paper (circulated in advance), drawing attention to the following areas:

    • Public Inquiry
    • Lady Angiolini Review – Public Consultation submission
    • Civil Case
    • Stakeholder Engagement

     SMT noted the update provided.

     

    4. Accountable Officer

    4.1       Risk Register Update

    SS provided a detailed summary of the Risk Register to July 2022, (circulated in advance).

    SS advised that there have been no amendments to the scores or actions this month.

    SS advised that Risk Coordinators have now been identified and are scheduled to attend a training / Risk Awareness session with Richard Mackie (RSM Auditor), on 23 August 2022.

    SMT noted the update provided.

    4.2      Audit Update (Audit Log)

    SS provided a detailed summary of the Audit Log to July 2022 (circulated in advance).

    SS advised that she had received a draft version of the IT Health-check audit report. SS further advised that discussions were ongoing to address the High and Mid-level priority actions identified within the report.

    SS further noted that mandatory Cyber Awareness training sessions will be arranged for all staff. Details of the training sessions will be communicated to staff during the PIRC ‘Cyber Awareness’ campaign scheduled for October 2022.

    SS advised that the next scheduled audits will examine HR Recruitment and Selection, which is scheduled to commence on 29 August and Creditor Payments (including Procurement Cards) which is scheduled to commence on 5 September 2022.

    SS informed members that the contract with the current auditors ends in March 2023. SS highlighted that a procurement exercise for internal audit services will begin in December 2022. SS further noted that she will provide feedback to the Audit & Accountability Committee (AAC) on the outcome of the procurement exercise, prior to awarding any contract.

    SMT noted the update provided.

     

    5.Corporate Services

    5.1       Performance Report

    SS provided a detailed summary of the Corporate Services Workload report to July 2022 (circulated in advance), drawing attention to the following areas:

    • Annual Leave
    • Flexi Balances
    • Recruitment and Vetting
    • Staff Attendance

    SMT noted the update provided.

     

    6. Finance

    6.1       Management Accounts

    LD provided a summary of the Management Accounts as at end July 2022 (circulated in advance), drawing attention to the following areas:

    • Staffing costs
    • Running costs
    • 3-year forecast budget

    SMT noted the update provided.

     

    7.Communications

    7.1       Update paper

    RB provided a detailed summary of the Communications update as at end July 2022 (circulated in advance), drawing attention to the following areas:

    • Media enquiries received
    • Project updates: PIRC website/intranet development, Media Management Tool
    • Annual Report / publication of Annual Report
    • PIRC / PSD Liaison event

    SMT noted the update provided.

    Website – Content Review

    RB asked that members nominate a member of staff from each department to undertake a content review of the current website and highlight to the Communications Team any update requirements.

     

    8. Reviews

    8.1       Performance Report

    IZ provided a summary of the Reviews Workload reports to July 2022  (circulated in advance), drawing attention to the following areas:

    • Number of CHR received / issued
    • Number of Heads of Complaints
    • Decrease in the number of complaints found to be ‘not reasonably’ handled
    • Decrease in the average age of pending cases
    • Training for staff on how to complete Workload reports
    • PIRC / PSD liaison event scheduled for 2 September 2022

    SMT noted the update provided.

     

    9. Investigations

    9.1       Progress Report

    JMcS provided a summary of the Investigations Workload reports to July 2022 (circulated in advance), drawing attention to the following areas:

    • Significant increase in the number of Crown Office & Procurator Fiscal Service (COPFS) referred investigations YTD
    • Significant increase in the number of Category C investigations YTD
    • % of reports completed within agreed timescales

    SMT noted the update provided.

  • 15 August 2022 | Our Business

    PIRC Audit and Accountability Committee Terms of Reference

    Download
  • 22 March 2022 | Our Business

    Senior Management Team Meeting - 15 February 2022

    Via video conference

    Attendees:

    Michelle Macleod   Commissioner

    Phil Chapman        Director of Operations

    Billy Little              T/AJ Head of Investigations

    Sharon Smit          Head of Corporate Services

    Ilya Zharov            Head of Reviews and Policy

    Laura Duguid         Finance Manager

    Carol Crombie       Secretariat

    Apologies:

    Minutes of previous meeting

    Minutes of last SMT meeting were approved.

    Action Log

    Actions were noted and updated accordingly.

    Commissioner’s update

    In addition to the update paper, the Commissioner advised on:

    Public Inquiry – a hearing on whether undertakings can be given for the key officers involved will now proceed on 22 February.

    AAC – minutes of the last meeting have now been finalised and circulated to the Chair.

    Disclosure of information – a meeting was held with ACC Speirs around disclosure of information and it was agreed to set up a tripartite group with PIRC, COPFS and Police Scotland to agree data principals and  a common approach to dealing with SARs. PIRC Head of Legal Service and Information Officer will represent PIRC

    Director of Operations update

    Articles 3 and 5 Process Review – staff from the PIRC Assessment Team are scheduled to meet with Police Scotland to look at shared learning on some issues.  It was noted that timescales for producing the report by 1 March may not be possible but it was hoped that the recommendations will be presented in the next two weeks.  Separate meetings are scheduled with COPFS and Police Scotland.

    Business Rules – discussed in agenda item 3

    Hybrid working – return to hybrid working resumed 14 February. SS asked that the process around desk bookings is reiterated to staff.

    Accountable Officer

    Risk Register – the register has been updated following the last Risk meeting and feedback from AAC.  SS proposed that going forward the Risk Register would be circulated for comment two weeks prior to SMT and any changes or updates can be agreed at SMT   There were no objections to this proposal.

    There was a discussion on staff involvement, through various groups, to identify risks to feed into the Risk Register group.

    Action:  Risk Register to be circulated two weeks prior to SMT and any updates approved at SMT meetings

    Audit Log – SS advised of three outstanding actions which will be presented to AAC for sign off and she is awaiting feedback on two further audits.

    She also advised that dates are currently being progressed for an information/risk session to be delivered to AAC members.

    Finance

    Management Accounts  - LD presented the monthly management accounts with no questions raised. In addition, she shared an overview of the previous PIRC annual budgets, highlighting the 72% increase over the last four years and the implications of underspends during this period.  She highlighted the use of underspends in relation to maternity cover, cost of living and pension increases as well as rising costs for IT and system upgrades. The slides demonstrated the overspend anticipated should there be no further uplifts 

    Communications

    There was no comment regarding the submitted update paper.

    Reviews

    Performance Report - IZ presented the performance report showing the outstanding cases together with the current live cases.  He advised that the new initial assessment process is now established. PC commented that this may affect the new process for statutory business rules and will ensure this is captured.

    The Commissioner advised that AAC members have requested that, going forward, that they are also provided with the numbers currently under review together with the outstanding cases. 

    Engagement – regular meetings continue with NCHWG and PSD

    Audits - work is progressing in relation to audits with the ToR now agreed.

    Investigations

    Performance Report - BL advised that Articles 3 and 5 referrals were having an impact on the Investigations workload and the total number of investigations to date has surpassed last year’s final total.  Current workload shows 45 live investigations

    There was a discussion around investigations involving footage from body worn cameras.

    Engagement continues with partner agencies

    Corporate Service

    Performance Report - SS presented the performance stats and highlighted the impact on the attendance stats due to staff on long term sick absence.

    She asked managers to relay to teams the importance of adding a reason for every flexi adjustment.  This is an area for audit this year and she emphasised the importance of this being managed appropriately.

    Recruitment – interviews are being carried out for two posts this week and two staff are due to take up their positions at the end of this month.

    Pay Policy - This has been updated to include the new pay scales, there were no further amendments.  The changes to the policy were approved.

    Fair work - SS explained this was a Scottish Government initiative around the health and livelihood of workers across Scotland. The Staff Representative Group has completed the SG questionnaire and will consider the outcomes on how PIRC perform against each criteria. Thereafter, a statement is required to be added to the PIRC website to show what PIRC are doing under each of the categories.

    PIRC Skills Profile - This paper has been circulated for consideration. SS advised this was a way to look at what skills staff currently have, what are required for each job role, to look at any gaps and prepare a Training Plan. The Training Coordinator and departmental training contacts will work on this. First line managers will also be involved. She asked that SMT consider the documents and respond by 22 February. She is happy to speak to any staff who may have questions.

    Action: SMT to consider the Skills Profile and provide feedback by 22 February.

    AOCB

    None

    Date of next meeting – 15 March 2022.

     

  • 22 March 2022 | Our Business

    FOISA Response No. 764 – number of complaints, staffing and budgetary levels of the PIRC

    Where relevant, we publish our responses to Freedom of Information requests under the Freedom of Information (Scotland) Act 2002 (FOISA).

    This response addressed the following query:

    “Can you please make available to me any statistics and reports regarding annual complaints made directly to the PIRC or forwarded to the PIRC by the relevant bodies. In addition can you please make available to me any statistics or reports regarding the annual staffing and budgetary level of the PIRC.”

    The PIRC has considered this as a request under the Freedom of Information (Scotland) Act 2002 (“FOISA”). An application for information held by public authorities under section 1 of FOISA requires that a public authority release all information held, subject to any applicable exemptions.

    I can confirm we hold this information. Details on the number of complaints received, staffing levels and annual budget is available in the Annual Reports and Accounts reports on our website. Reports for the financial years 2015/2016 up to the most recently published report 2020/2021 are available by clicking this link, or by selecting:

    Publications
    Our Business
    Select “Annual Reports and Accounts” from the drop down list
    then filter results

    The information for the period 2021/2022 will be published later in the year.

  • 22 March 2022 | Our Business

    FOISA Response No. 757 – Taser referral criteria

    Where relevant, we publish our responses to Freedom of Information requests under the Freedom of Information (Scotland) Act 2002 (FOISA).

    This response addressed the following query:

    “Please could you advise on the referral criteria for Police Scotland use of TASER?”

    The PIRC has considered this as a request under the Freedom of Information (Scotland) Act 2002 (“FOISA”). An application for information held by public authorities under section 1 of FOISA requires that a public authority release all information held, subject to any applicable exemptions.

    Under Section 17 of FOISA, I can confirm that we hold this information.

    Police Scotland only require to refer use of Taser to the PIRC when it is discharged by an officer. There is no requirement to refer if the weapon is pointed or presented at a person.

  • 22 March 2022 | Our Business

    FOISA Response No. 755 – complaint handling review reports

    Where relevant, we publish our responses to Freedom of Information requests under the Freedom of Information (Scotland) Act 2002 (FOISA).

    This response addressed the following query:

    “I would like copies of all the redacted complaints handling reviews (CHRs) from 19th August 2021 (PIRC/00609/20) until 9th February 2022 (PIRC/00198/21) inclusive.”

    The PIRC has considered this as a request under the Freedom of Information (Scotland) Act 2002 (“FOISA”). An application for information held by public authorities under section 1 of FOISA requires that a public authority release all information held, subject to any applicable exemptions.

    Please find copies of the CHRs you have requested attached to the email which issues this letter.

  • 22 March 2022 | Our Business

    FOISA Response No. 749 – staff training

    Where relevant, we publish our responses to Freedom of Information requests under the Freedom of Information (Scotland) Act 2002 (FOISA).

    This response addressed the following query:

    “What training do staff receive before dealing with the public and or their complaints about the police?”

    The PIRC has considered this as a request under the Freedom of Information (Scotland) Act 2002 (“FOISA”). An application for information held by public authorities under section 1 of FOISA requires that a public authority release all information held, subject to any applicable exemptions.

    I can confirm that we hold this information.

    All new staff are recruited based on their experience and qualifications relevant to the role. This can include customer service and communication skills for positions that deal directly with the public. All staff complete a two-week induction programme on organisational procedures as well as specific in-house and external training dependant on role. Staff are then closely supervised and monitored for a nine-month probation period. On-going appraisals or client feedback can highlight any further training needs.

  • 22 March 2022 | Our Business

    FOISA Response No. 748 – outcome of complaints

    Where relevant, we publish our responses to Freedom of Information requests under the Freedom of Information (Scotland) Act 2002 (FOISA).

    This response addressed the following query:

    “If complaints have been upheld, what was the outcome and or reprimands issued?”

    The PIRC has considered this as a request under the Freedom of Information (Scotland) Act 2002 (“FOISA”). An application for information held by public authorities under section 1 of FOISA requires that a public authority release all information held, subject to any applicable exemptions.

    Under Section 17 of FOISA, I can confirm that we hold this information. For most upheld complaints we offer an apology to the person making the complaint. Many of those which were upheld in the past related our failure in complying with our timescales when responding to police complaints due to a high number of applications. Any PIRC complaints which arise as result of staff actions are brought to the attention of the line manager and corrective advice provided.

  • 22 March 2022 | Our Business

    FOISA Response No. 747 – complaints received against the PIRC

    Where relevant, we publish our responses to Freedom of Information requests under the Freedom of Information (Scotland) Act 2002 (FOISA).

    This response addressed the following query:

    “How many complaints were made about PIRC for the last 5 years?”

    The PIRC has considered this as a request under the Freedom of Information (Scotland) Act 2002 (“FOISA”). An application for information held by public authorities under section 1 of FOISA requires that a public authority release all information held, subject to any applicable exemptions.

    I can confirm we hold this information. The number of complaints received about PIRC for the last five years is outlined in the table below. Note that the 2021/22 figure is up to the date of your request, 31 January 2022.

      2017-18 2018-19 2019-20 2020-21 2021-22
    Number of complaints received 12 21 21 12 17

  • 22 March 2022 | Our Business

    FOISA Response No. 745 – complaint handling review reports

    Where relevant, we publish our responses to Freedom of Information requests under the Freedom of Information (Scotland) Act 2002 (FOISA).

    This response addressed the following query:

    “I would like to request access to the full reports: PIRC/00292/21, PIRC/00157/21 and PIRC/00011/21 that were published on the 25th of January.”

    The PIRC has considered this as a request under the Freedom of Information (Scotland) Act 2002 (“FOISA”). An application for information held by public authorities under section 1 of FOISA requires that a public authority release all information held, subject to any applicable exemptions.

    I can confirm that we hold this information. The anonymised versions of the requested PDF reports are attached to this email.