Memorandum from Services Information Group
(SIG) (M17)
ARRANGEMENTS FOR
NEW MEMBERS
FOLLOWING THE
2005 GENERAL ELECTION
INTRODUCTION
1. This paper sets out the arrangements
that were put in place for new Members, and the briefings and
advice which were available to those Members at the start of the
2005 Parliament. It also provides an outline of the lessons learned
and the probable consequent changes to the arrangements at the
next General Election.
APPROACH ADOPTED
2. The approach adopted by the House Service
to welcoming new Members was to invite them to proceed on arrival
at Westminster to a single area where all Departments could provide
what they considered sufficient and appropriate information in
a corporate setting. An attempt was made to co-ordinate House
Service and party briefings for new Members. However, only limited
co-ordination was achieved.
3. This approach built on the successful
format of the 1997 and 2001 post-election arrangements. Its main
advance was to bring into one place, for the convenience of new
Members, the issuing of passes, the provision of IT equipment
and information and a financial registration and advice cell.
INITIAL PROVISION
OF INFORMATION
FOR NEW
MEMBERS
4. On election night Returning Officers
gave all Members of Parliament an introductory letter from the
Clerk of the House which stated when the House would meet. It
also explained the arrangements for access to the parliamentary
estate as well as giving a small amount of other essential information.
Instructions on how to access more detailed information via a
password protected web site (see paragraph 8 below) were provided.
NEW MEMBERS
RECEPTION AREA
5. Arrangements were made to meet new Members
on arrival and escort them to a reception area that was set up
on the first floor of Portcullis House. In the reception area,
Members were able to:
(a) Obtain their security passes;
(b) Discuss their salary and allowances or
their accommodation needs;
(c) Obtain a laptop, discuss their IT requirements,
and following a short briefing, gain access to the Parliamentary
Network; and
(d) Meet staff from all the Departments and
receive advice and information on the House and its Committees,
the House Service and the facilities available to Members.
6. The reception area was open on the Friday
after the election and remained open during the first two weeks
of the Session. Most of the new Members had visited the reception
area by the end of the first week and so Members' staff were invited
in the second week. A family room was provided with play equipment
for Members who were accompanied by young children.
WRITTEN BRIEFING
7. Members received a welcome pack that
included the Members' Handbook, a guide to pay and allowances,
a short guide to procedure, a list of briefings available to new
Members and guidance on taking the oath and the courtesies and
conventions of the House. The Code of Conduct and other standards
material was distributed separately by the Commissioner for Standards.
A checklist was included in the welcome pack that was designed
to help them identify key things to do or organise in their first
few days.
MEMBERS' HANDBOOK
8. All returned Members were sent a new
edition of the Members' Handbook. For the first time it included
colour maps and colour coded pages to indicate content likely
to be of interest to new Members. The Members handbook was also
placed on the intranet.
NEW MEMBERS'
INTRANET AND
INTERNET PAGES
9. A special password-protected website
was created for new Members. The website reiterated essential
information provided in the welcome pack, Members Handbook and
other material, and also provided a list of local hotels. It also
contained links to information elsewhere on the parliamentary
intranet relating to, for example, pay and allowances.
TEMPORARY OFFICE
ACCOMMODATION
10. Temporary office accommodation was made
available to Members for the period between arriving at Parliament
and being allocated a permanent office. The temporary office accommodation
was located in the main building, and provided Members with access
to a desk, telephone and computer.
ORAL BRIEFINGS
11. A concerted effort was made to coordinate
briefings and information available to new Members. A programme
of the briefings which were arranged for Members was placed in
each welcome pack. In addition, copies of the programme were also
made available in the Whips' offices; in the lower Table Office
and in the main Vote Office. Procedural briefings were also advertised
in the all-party whip, and e-mails were sent to all new Members
in advance of each briefing.
12. The briefings available to Members were:
(a) Procedure and the business of the House
and its Committees;
(b) Standards in the House, the Code of Conduct
and Outside interests;
(c) Security and risk management;
(d) Health and Safety; and
(e) Employment Responsibilities of Members
of Parliament .
13. The content of the individual briefings
was left to the relevant department, who also produced individual
briefing packs. (A list of paper briefings given to Members is
attached as an Annex). The briefings on employment responsibilities
and on standards and privileges were organised on a party basis
and were well attended. The other briefings, including the procedural
briefings, were not offered on a party basis but were open to
all new Members. They were less well attended.
14. Attendance at the procedural briefings
was as follows:
| Date | Briefing
| Morning attendance | Afternoon attendance
|
| 18 May | Introducing the House of Commons
| 4 | 0 |
| 24 May | A User's Guide to the House of Commons
| 9 | 6 |
| 7 June | Questions on Questions and Answers
| 11 | 2 |
| 14 June | Bills and Standing Committees (Q&A)
| 5 4 | |
| 21 June | European Scrutiny System
| 4 | 0 |
| 28 June | How Select Committees Work
| 2 | 0 |
15. A small number of new Members attended more than
one of the briefings and a small number asked if they could bring
their staff. The events had been intended to be a Members only
forum but with attendance so low staff were allowed to take part.
In one case where only a member of staff turned up a one-to-one
briefing was given.
EVALUATION
SIG Evaluation
16. SIG conducted an evaluation of post-election services
and reported to the Board of Management in October 2005. A
questionnaire was sent to all 123 new Members, 60%. of whom responded.
Individual House departments also examined how well the arrangements
had worked from their own perspective. New Members seem to have
been happy with the arrangements. Of those who responded at least
84% were satisfied with the reception facilities and 88% said
they felt the information packs were useful. Almost everyone found
the letter from the Clerk a useful innovation. Some new Members
felt overwhelmed by all of the information. Some felt coordination
with the Whips could have been better. There were complaints about
delays in the provision of laptops and other IT equipment, and
the biggest complaint from new Members was about the time taken
to allocate accommodation. The arrangements were thought overall,
to have worked well. (For a more detailed note of findings, see
the First Report from the Administration Committee, HC 777 of
Session 2005-06, Ev18-21.)
Administration Committee
17. The Administration Committee, which replaced most
of the Domestic Committees at the start of this Parliament, published
a Report on Post-election services in December 2005 (Post-election
Services, First Report from the Administration Committee, Session
2005-06, HC 777). This focused mainly on accommodation and related
facilities such as computers, and on services for former Members.
The Committee recommended that the House Administration "should
investigate ways of making the information of most use and interest
to new Members easily available to be digested in Members' own
time". The Commission's reply accepted these points, and
the Services Information Group are considering how to implement
those recommendations as it plans for the aftermath of the next
general election.
Hansard Society
18. On 5 December 2006, the Hansard Society published
its report, A Year in the Life: from member of public to Member
of Parliament, conveying the results of monitoring a group
of 21 newly elected Members of Parliament, and including a chapter
on "the early days". Earlier this year SIG held a useful
informal meeting with the author of the report, Gemma Rosenblatt.
In addition to raising the general issue of accommodation, several
Members are recorded in the report as emphasising that they would
have welcomed more information on parliamentary procedure and
process. The report also highlighted the wide variation in the
level of new Members' previous knowledge and experience of the
Commons, and the priority they all give to constituency concerns.
LESSONS FOR
THE FUTURE
19. It is envisaged that the same basic elements of the
package will be provided again but with a number of refinements.
We are currently considering the following:
(a) an initial welcome pack which will focus on the core
tasks that a new Member will need to undertake in the first few
weeks at Westminster;
(b) a better strategy for the provision of information
which avoids overloading Members;
(c) greater liaison between the House Authorities and
the Whips over the content and timing of briefings; and
(d) the establishment of a help-desk for Members, located
in the e-library in Portcullis House.
20. The information provision strategy will provide newly
joined Members with material which is very tightly focused on
information essential for effective performance in the first few
weeks at Westminster. Links and references will be available which
will allow a new Member to delve further into a subject should
they want to. These links will be on paper with directions to
the parliamentary intranet and probably on DVD or CD which could
also provide the more detailed information. This is in line with
the recommendation of the Administration Committee in its Report
on Post-election services. SIG has considered producing an inter-active
DVD which would provide information in a more varied and more
interesting format. However, given the cost of this approach,
the very limited distribution and likely use of any DVD, this
idea has not been taken further
21. With the agreement of the Chief Whips of the three
main parties we have also made contact with Jeff Janas, Director
of Committee Operations, Committee on House Administration, who
is responsible for the induction programmes for U.S. Congressmen
in Washington. There may be lessons to be learned from the American
experience.
January 2007
Annex
INFORMATION PROVIDED TO MEMBERS AFTER THE 2005 ELECTION
| What | Who |
Where |
| Letter enclosing: Registration form | Commissioner/Registrar
| Commissioner/Registrar Pack |
| A folder containing: | Commissioner/Registrar
| Commissioner/Registrar Pack |
| Contents | Commissioner/Registrar
| Commissioner/Registrar Pack |
| The Code of Conduct | Commissioner/Registrar
| Commissioner/Registrar Pack |
| Guide to Rules (incl Appendix with Resolutions on Code of Conduct)
| Commissioner/Registrar | Commissioner/Registrar Pack
|
| Advices notes (6) | Commissioner/Registrar
| Commissioner/Registrar Pack |
| Procedural Notes (6) | Commissioner/Registrar
| Commissioner/Registrar Pack |
| Information from the Electoral Commission |
Commissioner/Registrar | Commissioner/Registrar Pack
|
| Index | Commissioner/Registrar
| Commissioner/Registrar Pack |
| Advice note on declaration | Commissioner/Registrar
| Commissioner/Registrar Pack |
| A welcome to DFA sheet | DFA
| DFA Pack |
| Green Book | DFA | DFA Pack
|
| Quick Guide | DFA | DFA Pack
|
| Information on allowances, including forms:
| DFA | DFA Pack |
| Incidental expenses provision Members reimbursement form
| DFA | DFA Pack |
| IEP/staffing allowance Direct payment of suppliers form
| DFA | DFA Pack |
| IEP/staffing allowance Periodic payment forms
| DFA | DFA Pack |
| Additional costs allowance forms | DFA
| DFA Pack |
| Forms, factsheets and information on appointing staff, personnel advice service staff pensions and staff pay
| DFA | DFA Pack |
| Staff training forms | DFA
| DFA Pack |
| Pensions forms including notice of nomination, for the PCPF
| DFA | DFA Pack |
| Members travel reimbursement and claim forms
| DFA | DFA Pack |
| Information on Members travelcard | DFA
| DFA Pack |
| Occupational health service information |
DFA | DFA Pack |
| Gym leaflet | DFA | DFA Pack
|
| Business of the House: Short Guide to Procedure & Practice
| Clerk's | New Members Pack
|
| Swearing-in Leaflet | Clerk's
| New Members Pack |
| Guide to courtesies and conventions | Clerk's
| New Members Pack |
| Green Book | DFA | New Members Pack
|
| Quick guide to Green Book | DFA
| New Members Pack |
| New Members Checklist | Office of the Clerk
| New Members Pack |
| List of contents | Office of the Clerk
| New Members Pack |
| Guide to services | Office of the Clerk
| New Members Pack |
| Members' handbook | Office of the Clerk
| New Members Pack |
| Trombinoscope | Office of the Clerk
| New Members Pack |
| Guide to RD services RD | New Members Pack
| |
| Note on what to do in the event of an emergency
| SAA | New Members Pack |
| Guide to the travel office | Travel Office
| New Members Pack |
| PCD Binder containing | PCD
| PCD/PICT Pack |
| Contacts | PCD | PCD/PICT Pack
|
| Summary of Services—including PCD Service Catalogue
| PCD | PCD/PICT Pack |
| Centrally provided equipment | PCD
| PCD/PICT Pack |
| Telecommunications | PCD |
PCD/PICT Pack |
| Tips and guidance | PCD |
PCD/PICT Pack |
| Newsletters (empty) | PCD |
PCD/PICT Pack |
| Training | PCD | PCD/PICT Pack
|
| Glossary of terms | PCD |
PCD/PICT Pack |
| A leaflet describing the Speaker's Chaplain's work
| Chaplain | Reception area |
| A leaflet about the Chapel of St Mary Undercroft
| Chaplain | Reception area |
| A guidebook of St Margaret's Church | Chaplain
| Reception area |
| Business of the House: Short Guide to Procedure & Practice
| Clerks | Reception Area |
| Business of the House: Committee Guide |
Clerks | Reception Area |
| Swearing-in Leaflet | Clerks
| Reception Area |
| The Department of the Clerk of the House—Brief Guide for New Members 2005
| Clerks | Reception area |
| Handout for Reception Area | Commissioner/Registrar
| Reception Area |
| DFA Guide to services | DFA
| Reception area |
| Information Sheet-IEP | DFA
| Reception area |
| Incidental Expenses Provision—Member's reimbursement form C1
| DFA | Reception area |
| Incidental Expenses Provision/Staffing Allowance—Direct payment of suppliers C2
| DFA | Reception area |
| Incidental Expenses Provision/Staffing Allowance Form B Periodic payment form
| DFA | Reception area |
| Information Sheet-Travel Allowance | DFA
| Reception area |
| Additional Costs Allowance—Notification of Member'shome addresses ACA1
| DFA | Reception area |
| Members' Claim Form: ACA2 | DFA
| Reception area |
| Information sheet-Members staffing allowance
| DFA | Reception area |
| New starter's envelope: Salary ranges, Specimen job description, Specimen contract, P46, Pay rates, Office of the Clerk Guide, Proof of right to work in UK, A/L form, Contract checklist, Guide to personnel adv service, Employee pension a/f, SA1 form
| DFA | Reception area |
| Staffing Allowance—Authority to pay salary of Members' employee SA1
| DFA | Reception area |
| Staffing Allowance—Authority to amend employee's salary SA2
| DFA | Reception area |
| Staffing Allowance/Incidental Expenses Provision—Authority for the payment of one-off salary and/or expenses to staff SA3
| DFA | Reception area |
| Staffing Allowance—Authority to cease an employee's salary SA4
| DFA | Reception area |
| WWP Training course info | DFA
| Reception area |
| Pension folder | DFA | Reception area
|
| Information sheet- Travel Allowance | DFA
| Reception area |
| Travel Allowance—Member's monthly car mileage claim form T1
| DFA | Reception area |
| Travel Allowance—Member's travel reimbursement claim form Form T2
| DFA | Reception area |
| Travel Allowance—New Member Travel details
| DFA | Reception area |
| Travel Allowance Employee's car mileage claim form Form TE1
| DFA | Reception area |
| Car Assessment Form | DFA |
Reception area |
| House of Commons Travel Card—Guide |
DFA | Reception area |
| House of Commons Travel Card—Completing your monthly Travel Card statement
| DFA | Reception area |
| Travel Card Folder | DFA |
Reception area |
| Travel Card- Delivery Checklist | DFA
| Reception area |
| Travel Card—Acknowledgement | DFA
| Reception area |
| Westminster Gym leaflet | DFA
| Reception area |
| The Dept of the Official Report (Hansard)—A Brief Guide for New Members 2005
| Hansard | Reception area |
| The Dept of the Official Report (Hansard)—A Guide for Civil Servants 2005
| Hansard | Reception area |
| Using the Library guide | Library
| Reception Area |
| Guide to Services of the Library | Library
| Reception Area |
| Who Does What in the Library Library Reception Area What the Library can do for you—A Brief Guide to services for Members and their staff
| Library | Reception area |
| HoC Service—A brief Guide | Office of the Clerk
| Reception Area |
| How the House Services are Managed | Office of the Clerk
| Reception Area |
| Letter from SAA | Pass office
| Reception area |
| Members' spouse/partner pass application |
Pass office | Reception area |
| Member's car parking permit application |
Pass office | Reception area |
| Vouch Proforma x 2 | Pass office
| Reception area |
| Registration form for Members' secretaries and research assistants x 3
| Pass office | Reception area
|
| Pass application and security questionnaire x 3
| Pass office | Reception area
|
| Folder 1—Parliamentary Communications Directorate. Included: Contacts, summary of services, centrally provided equipment, telecommunications, tips and guidance, newsletter, training, glossary
| PCD/PICT | Reception area |
| Folder 2—PCD Election May 2005 documentation. Included: PDC general, Members support (MUS), Telecom, PCD folder
| PCD/PICT | Reception area |
| PCD Documentation—Election May 2005 on CD
| PCD/PICT | Reception area |
| SO 17—Met Police Service—Palace of Westminster Police
| Police | Reception area |
| Malicious Communications | Police
| Reception area |
| A Guide to Personal Security | Police
| Reception area |
| Booklet on Services of the Refreshment Department'
| RD | Reception area |
| Emergency Procedures Leaflet | SAA
| Reception area |
| Access and security | SAA |
Reception area |
| Baby care facilities for visitors to the Palace of Westminster
| SAA | Reception area |
| Committee Rooms, Conference, Meeting and Interview Rooms
| SAA | Reception area |
| Exhibitions in the Upper Waiting Hall of the House of Commons
| SAA | Reception area |
| Fire precautions and fire safety measures |
SAA | Reception area |
| Mass Lobbies | SAA | Reception area
|
| Photography, filming, sound recording, painting, sketching, mobile telephones and pagers in the Palace of Westminster
| SAA | Reception area |
| Visitors to Parliament | SAA
| Reception area |
| Accommodation and Facilities | SAA
| Reception area |
| Car Parking for Members of Parliament and others working in the House of Commons
| SAA | Reception area |
| Facilities for visitors with disabilities in the Palace of Westminster
| SAA | Reception area |
| Services for Members' spouses or partners |
SAA | Reception area |
| Gallery Tickets | SAA | Reception area
|
| Parliamentary Mail Service | SAA
| Reception area |
| Stationery, post paid envelopes and use of the crowned portcullis
| SAA | Reception area |
| Business of the House: Procedural Series Leaflets (8 Titles)
| Clerks | Briefings |
|
