Guide to Information published by the National Portrait Gallery

This guide explains what information is available about the National Portrait Gallery and how you can access it.

It conforms to the model publication scheme approved by the Information Commissioner’s Office and to the related definition document for authorities established to manage museums, libraries and archives (including art galleries and historical collections).

Information published on the Gallery’s website can be accessed directly and free of charge by following the links from this guide. This information can also be requested in hard copy from the Archive & Library (archiveenquiry@npg.org.uk).

Information that is available only on request can be obtained by contacting the Archive & Library (archiveenquiry@npg.org.uk) unless otherwise stated.

Charges will only be made for supplying information in hard copy if the costs of photocopying (20p per sheet) and/or printing to paper (5p per sheet) exceed £5 excluding postage and VAT.

The information that is available is arranged into the following seven classes:

Who we are and what we do
What we spend and how we spend it
What our priorities are and how we are doing
How we make decisions
Our policies and procedures
Lists and registers
The services we offer

1. Who we are and what we do

Role and responsibilities
Basic information about the organisation of the Gallery

Information about the Gallery’s structure, governance and management are published in the Annual Report and Accounts

The Gallery’s aims and key objectives are published in the Annual Report and Accounts and in the Corporate Plan

The Gallery’s overall aim and its strategic priorities are published in the funding agreement between the Gallery and the Department for Culture Media and Sport. More information about the status, function, duties, powers, aims, objectives and targets of the Gallery can be found in the Management Statement and Financial Memorandum

The responsibilities and accountability of the Chairman, Board of Trustees and Director are published in the Management Statement and Financial Memorandum

The role of the Director is also described in the Annual Report and Accounts

1.2 Organisational structure

Note: members of the Gallery’s Management Team are denoted by grey boxes.

A list of staff, arranged by department is published in the Annual Review

1.3 Trustees, management board members and senior staff

The names of the Gallery’s Trustees which also appear in the Annual Review

The responsibilities and accountability of the Chairman, Board of Trustees and Director are published in the Management Statement and Financial Memorandum

The role of the Director is also described in the Annual Report and Accounts

1.4 Location, public access arrangements and contact details

Locations and opening times for the Gallery, including its exhibitions, events and schools programmes, the Archive & Library, Restaurant and regional partnerships with National Trust properties Montacute House, Beningbrough Hall and Bodelwyddan Castle.

A list of office staff contact e-mails, arranged by department.

Contact information for specific types of query

1.5 Subsidiary bodies

Information about the National Portrait Gallery Company

2. What we spend and how we spend it

2.1 Funding agreement

The Gallery’s funding agreement with the Department for Culture Media and Sport

2.2 Financial statements, budgets and variance reports

End-of-year financial reports can be found in the Annual Report and Accounts and in the Annual Review

The Gallery publishes its plans and consolidated figures for income generation and expenditure in the Corporate Plan

2.3 Purchasing plans for exhibits and planned expenditure for exhibitions

The Gallery’s acquisition budget has been fixed at £305,000 for the last twenty-five years. Potential acquisitions are considered as and when they arise and the criteria by which portraits may be acquired for the collection are explained in the Acquisition Policy

Consolidated figures for expenditure on developing the collection and increasing understanding and engagement with the collection through exhibitions and displays are published in the Annual Report and Accounts and in the Annual Review

2.4 Grants and donations

Consolidated figures for grants and donations are published in the Annual Report and Accounts and in the Annual Review

Public announcements about specific grants and donations may be made by the Gallery or by the grant-giving body from time to time. An archive of press releases issued by the Gallery

2.5 Financial audit reports

The certificate and report of the Comptroller and Auditor General is published in the Annual Report and Accounts

2.6 Staff and board members’ allowances and expenses

Consolidated figures for Trustee expenses are published in the Annual Report and Accounts

2.7 Pay and grading structures

The pay structures for the Director and Deputy Directors are published in the Annual Report and Accounts

2.8 Procurement and tendering procedures

The Gallery’s Terms and Conditions of Purchase of Goods and Services

Contracts available for public tender which are valued above a certain threshold according to EU legislation are published in the Official Journal of the European Union (OJEU). Details of current thresholds can be found at http://www.ojec.com/Threshholds.aspx

2.9 Lists of contracts awarded and their value

Purchase prices for major acquisitions to the collections are usually reported in the Trustees’ Minutes

Details of contracts awarded by the Gallery may be requested in the first instance from the Archive & Library (archiveenquiry@npg.org.uk)

Individual invoice payments over £25,000 made each month during the financial year

2.10 Financial statements for projects and events

Consolidated figures for activities undertaken by the Gallery are published in the Annual Report and Accounts and in the Annual Review

2.11 Internal financial regulations

A statement on internal control is published in the Annual Report and Accounts

Details of the Gallery’s internal financial regulations may be requested in the first instance from the Archive & Library (archiveenquiry@npg.org.uk)

3. What are our priorities and how are we doing

3.1 Strategic plans

The Gallery is currently compiling a seven years strategic plan.

The Gallery’s plans for the next three years are published in its Corporate Plan

3.2 Annual business plan

The Gallery’s annual business plan is published as part of its three year Corporate Plan

3.3 Annual report

The Gallery publishes an annual report of its activities in the Annual Review and in the Annual Report and Accounts

3.4 Internal and external reviews of the organisation’s performance

The Department for Culture Media and Sport undertook a peer review of the Gallery in November 2008 and published its findings in 2009.

3.5 Funding agreement reports

The Gallery’s funding agreement report is published as part of the Annual Report and Accounts

3.6 Service standards

The Gallery does not have a service level agreement with the public, however its performance against funding agreement targets, as agreed with the Department for Culture Media and Sport, are reflected in the Annual Report and Accounts

3.7 Visitor figures and audience research

Annual visitor figures since 1980

A report of visitor numbers and profile is published in the Annual Review

More information about visitors and audience research may be requested in the first instance from the Archive & Library (archiveenquiry@npg.org.uk)

4. How we make decisions

4.1 Minutes of senior level meetings

Edited versions of the quarterly Trustee minutes dating back to 2003

4.2 Reports and papers provided for consideration at senior level meetings

Some reports and papers presented at quarterly Trustee meetings, i.e. those that are described in this guide, are published on the website. Please follow the links.

5. Our policies and procedures

The Gallery’s principal policy documents and protocols are published on the website. These include:

Collections, research and public programmes
Acquisitions and Disposals Policy
Exhibitions and Display Policy
National Strategy Policy
Code of Practice in Research
Due Diligence Policy
Capitalising the Gallery's Heritage Assets

Conduct of business
Communications Policy
Publishing Policy
Intellectual Property Rights
Risk Management Policy
Anti-Fraud Policy
Terms and Conditions of Purchase of Goods and Services

Recruitment and employment of staff
Recruitment Policy
Equality Scheme
Expenses Policy
Health and Safety Policy
Information Security Policy
Volunteers, Interns and Work Experience Policy

Records management
Archive and Records Management Policy
Data Protection Policy

6. Lists and registers

6.1 Asset registers

Summary information about the value of the Gallery’s tangible fixed assets is published in the Annual Report and Accounts

6.2 Disclosure logs

Details of information that has already been disclosed in response to requests may be requested from the Archive & Library (archiveenquiry@npg.org.uk)

Answers to frequently asked questions

6.3 Register of gifts and hospitality provided to Trustees, Board members and senior personnel, register of interests and any other register or list required by law

The Gallery’s registers of gifts and register of interests are available for consultation on request in accordance with the requirements of Charity and Company Law. Information relating to these registers can be requested in the first instance from the Archive & Library (archiveenquiry@npg.org.uk)

7. The services we offer

7.1 Information about the collections and related research material, including catalogues and other finding aids

Information about the Gallery’s collections

Information about research

Information about the Archive & Library

The Gallery publishes catalogues of its collections and exhibitions and details of publications for sale

7.2 Access arrangements

Information about access arrangements to the Gallery

7.3 Exhibitions

Details of current and forthcoming exhibitions at the Gallery, including those for which charges are made

Information about the activities of the Gallery outside London, including those for which charges are made

7.8 Advice and guidance

For advice and guidance about British portraiture please contact the Archive & Library (archiveenquiry@npg.org.uk)

7.9 Media releases

An archive of press releases issued by the Gallery

7.10 Publication for the purposes of Part 6 of the Tribunals, Courts and Enforcement Act 2007

Information about works lent to the Gallery that are exempt from seizure

Last updated 13/06/2011