Board Structure & Governor Records

The board structure in a single school/college or a MAT can be set up in the GVO. Governor Records are also stored in the GVO (for each board).

Note: If a GVO is operating as a MAT then personal data redaction will be in place. This means that any user can only see the personal data (such as email, telephone, address) if they are on the same Trust or Local Board. See the Help section on PERSONAL DATA REDACTION for more information

The information in each Governor Record is...

  1. Type of Governor (from pre-defined list*)
  2. Appointing body (from pre-defined list*)
  3. Date of appointment
  4. Date of retirement
  5. Roles for this governor on the board (from pre-defined list*)
  6. Committees that this governor is on (Committees pre-defined for each board)
  7. Validity dates for DBS (if required)
  8. Register of Interests (with date of last update)

* These pre-defined lists are set up by the local GVO Manager in the GVO Settings area

Example Governor Record...

Reporting of Governor records is available for use on the school or college website.

Setting up Boards and Governor Records

The process to set up Governor Records in a single school/college GVO or in a MAT is similar and follows the steps below. For a MAT it is assumed that there will be a 'Trust Board' plus a series of 'Local' boards depending upon the number of schools in the MAT (see below).


For more details about each step click to set this up on the relevant link.

Note:If you wish to set up the board structure and Governor Records for a MAT please contact GVO Support to arrange to have the GVO set up as a MAT (this is a simple task performed by the Support Desk). It is a good idea to have a 'plan' to set up the boards and allocate users to them as Personal Data Redaction is in place so users can only see contact information with people on the same board.

Setting up the board structure and allocating users to the board(s)

1. Set up the 'Master Data' for types of governor, appointing bodies and allowed governor roles on committees. This can only be done by the local GVO Manager.   Use the GVO Settings area for this.
 

2. Use the Users/Board option to go to the 'board' area. For a single school/college set up the local board name, for a MAT set up the Trust Board and create local boards for each school. Use the 'edit board' button to do this. Add any committees that each board has (if there are no committees leave this blank).

Create/Edit a Single School/College Board

Create/Edit MAT Boards
 

3. Allocate users to each board - in a MAT GVO a user can be in more than one board. Simply select the users for this board and place a 'tick' in the checkbox.

4. If any user was a member of the board and is subsequently removed their information will be stored in the 'former members' table (there are options to remove this history in case of error).

 

Adding the Governor Records

1. For each board select each user in turn and complete the various sections of the screen. There are 'drop-down' lists for the 'type of governor', 'appointing body' and 'governor roles' and 'committees' (defined above). The dates of election and retirement are also required.

Detailed help to create/edit Governor records 

Note: The GVO Manager can add the information about 'register of interests' if required but this information can also be added/edited by the user themselves afterwards - this is the normal practice.

Note: Other users can have 'Edit Board' added to their user profile and this allows them to update records for users in the boards they are a member of. This is useful for clerks in MATs.
More information - BOARDS - WHO CAN DO WHAT