The monitoring process
Initial office visit
Once a company is registered, their details are issued to one of the Scheme’s Monitors who will contact the company to arrange a suitable time to carry out an office visit.
This annual visit is an opportunity to review a company’s performance against the Scheme’s Code of Considerate Practice, and ensure that the company is meeting the expectations of registration. It involves a detailed discussion around the relevant questions and prompts within the Monitors’ Checklist and a review of the company’s processes, policies and systems.
The office visit will result in the issuing of a report and an ‘indicative’ score that reflects their assumed or expected performance against the Scheme’s criteria based on discussions, observations and evidence where available.
The Monitor is unlikely to be able to give a definitive result without seeing how the company operates ‘in the field’. For this reason, the indicative score will usually be given as a two-point range, e.g. 6-7, which would mean that the Monitor thinks the company is performing to a good or very good level using the descriptors shown here, but needs to verify the discussions before a validated score can be awarded.
It may be possible for the Monitor to award a specific indicative score if they feel confident but equally, they may occasionally use a three point range, e.g. 6-8, if they did not get enough information at the office visit to be confident in narrowing down a score.
If the Monitor is satisfied that the company is performing to at least the basic expectations of registration, the company will receive the appropriate registration material (including Scheme branded posters and vehicle stickers) along with a Certificate of Registration.
Companies failing to meet the basic expectations will be monitored again, once sufficient time has been allowed for non-compliance issues to be addressed.
These Monitor visits take place at the company’s projects, and verify that the standards discussed at the office are being implemented on site. Companies with an annual turnover less than £250k will receive one validation visit each year, while all others will receive two.
Companies will be prompted to provide opportunities for validation visits shortly after the office visit has been completed, giving them ample time to undertake any development work discussed at the office visit. The Scheme Monitor and company will agree on a date and location to conduct the validation visits.
As with the office visit, Monitors will review a company’s considerate performance based on what they witness against the Code using the Monitors’ Checklist to ask questions and guide discussions.
Following the visit, an updated indicative score will be shown on the report which may match that shown on the office report or may be flexed up or down, depending on whether observations at the validation visit matched the discussions that previously took place or whether they actually demonstrated a level of performance better or worse than previously discussed. The report will highlight areas of good practice while also providing advice and guidance on how to further improve.
If the company has a turnover below £250k, this will be the only validated visit and a report will be issued confirming the final validated score along with the appropriate star rating.
For those companies that receive a second validation visit, a further updated indicative score will be shown reflecting observations at that time. The Monitor will also provide a final validated score that reflects how they feel that company is generally performing against the Scheme’s Code and the associated Checklist. The validated score is not a reflection of the second site visited but of overall performance based on discussions and observations across three separate meetings. A star rating will also be issued based on the final validated score.
If registered companies wish to receive further guidance and increase their validated score, then additional validation visits can be purchased from the Scheme.
Additional visits are available via the administration office at a cost of £170 (+ VAT) per additional standard visit and £300 (+ VAT) per additional multi-visit.
The Scheme also offers an advisory visit where the Monitor will visit the company’s office to discuss the Scheme’s requirements in more detail and advise on how the company might improve its score. This can be arranged at a cost of £250 (+ VAT).
Following each visit, the Monitor will complete a report that will be issued to the registered company. The report will provide a summary of the visit, along with a score range (or confirmed score if all validation visits have been conducted) and observations within each section of the Code of Considerate Practice.
As a company’s registration progresses through the year, the report will include details from the initial office visit and subsequent validation visits, proving a clear audit trail of progress through the registration period.
An executive summary found on the first page of the report will highlight good practice as well as what needs to be addressed to further improve.
On the second page of the report, bold italic comments will be used to identify any shortfalls or to identify potential areas for improvement within each section of the Code. They may also highlight where more attention could be paid to achieve a higher score.
As a score of 8 or more indicates that the company has addressed all relevant questions on the Checklist but hasn’t done anything exceptional to warrant a score of 9, or anything innovative to warrant a 10, the Monitor’s report may not contain any bold italic comments. It is therefore the responsibility of the site manager to consider what needs to be done to achieve a higher score.
Monitor reports are a reflection of what was witnessed, and the information that was provided, in response to the Checklist questions at the time of the visit.
The report is not an assessment of the sites visited but a review and comment on the company’s systems and processes, with the narrative reflecting this focus.