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.
Information that is available only on request can be obtained by contacting the Gallery ([email protected]) 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
1.1 Role and responsibilities
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 Agreement.
The responsibilities and accountability of the Chairman, Board of Trustees and Director are published in the Management Agreement.
The role of the Director is also described in the Annual Report and Accounts
1.2 Organisational structure
A list of staff, arranged by department is published in the Annual Review
1.3 Trustees, management board members and senior staff
The responsibilities and accountability of the Chairman, Board of Trustees and Director are published in the Management Agreement
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.
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 Collections Development 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
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
2.10 Financial statements for projects and events
2.11 Internal financial regulations
A statement on internal control is published in the Annual Report and Accounts
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
3.4 Funding agreement reports
The Gallery’s funding agreement report is published as part of the Annual Report and Accounts
3.5 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
3.6 Visitor figures and audience research
4. How we make decisions
4.1 Minutes of senior level meetings
Edited versions of the quarterly Trustee minutes dating back to 2004
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
Exhibitions and Display Policy
National Strategy Policy
Code of Practice in Research
Due Diligence Policy
Health and Safety Policy
Information Security Policy
Archive and Records Management 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
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 ([email protected])
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
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
7.4 Services for which fees are charged and details of those charges
Details of all current and forthcoming activities at the Gallery, including those that are chargeable
Information about the Gallery Shop and shopping at the Gallery
Information about the Portrait Café and Portrait Restaurant (currently closed)
Information about venue hire, licensing images and filming at the Gallery
Information about individual and corporate giving
7.5 Opportunities for volunteers
7.6 Educational services
Information about the Gallery’s educational services
7.7 Publications, leaflets, booklets and newsletters
Information about Gallery publications
Information relating to business publications
Information relating to image rights and re-use
7.8 Advice and guidance
For advice and guidance about the Collections and History of the National Portrait Gallery please contact the Archive & Library ([email protected]). Please note we are unable to give general advice or help with enquiries about portraits or other works of art not held by the Gallery.
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
7.11 Further request for information not listed
Should you be interested in anything not listed or documented here in the Gallery’s Publication Scheme, such as further financial information, contractual details or visitor/audience research, then please contact the Gallery on the following [email protected] submitting a Freedom of Information request. Please detail the information you are interested in, supply your name and contact details. Information on a valid Freedom of Information request can be found on the independent regulator – the Information Commissioners Officer – website.
Last updated 28/08/2019
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