Stakeholder Consultation

It is important to identify early in the project process who the key stake holders are in the project. Their needs must be recognised, understood and incorporated at the very beginning of the project. Consultation will enable the client body to understand the stakeholders requirements and ambitions and for the stakeholders to develop an understanding of the project.

There are a number of key stakeholders who should be engaged. It is one of the very important elements of project leadership and management to get the right level of engagement with, and to manage the aspirations of stakeholders.

Each project will be different; each college will have its own unique requirements for stakeholder engagement. The following list should be considered as a guide.

• Users of the building, governors, managers, teaching staff, students, maintenance and support staff all have an interest and a contribution to make.
• The LSC and other possible funding agencies Local Authorities and Statutory Bodies
• General public and local community groups

Good and well managed communication of information is vital in ensuring positive and constructive consultation.

Consultation Events

Consultation events can take a number of forms depending on the outcomes required and the people to be engaged. The project teams should be involved as participation in these events is essential as a key part of developing the project brief.

Opportunities should be considered for -

• Stakeholder Conference
• An introductory conference outlining the vision and key objectives of the project.
• Stakeholder Workshops
• Engagement of stakeholders in understanding the opportunities and constraints of the project and contributing ideas and priorities.
• Stakeholder Consultation
• Small groups or one-to-one meetings to understand detail needs.

Other consultation and communications should consider -

• Questionnaires
• Newsletters
• Exhibitions
• Exemplar Visits

It is important to develop a strategy for consultation and to manage the consultation events carefully to ensure positive engagement and constructive outcomes to support the development of the project brief.

LSC Consultation

Consultation will be required with Local and Regional LSC officers and the local provider network from the early vision stage to the completion of a project.

The Local office will need to support the educational case underpinning any capital application. It is important that they agree learner growth assumptions as these directly impact on a College's projected financial health and therefore project affordability. They also dictate the space requirement which is the basis upon which the overall business case is formulated.

The Regional office will also input in the guise of the Regional Property Advisor and Regional Financial Director. This input is equally necessary at the vision stage to appraise officers of the property issues being faced. Regular consultancy should then continue throughout the process in respect of developing strategies and the establishment of a preferred option. All property aspects of an application will require the support of the Regional Property Advisor. In addition the resultant affordability and value for money issues will require the support of the Finance Officers.

The LSC have developed regional capital strategies and local capital plans which have been compiled in consultation with key stakeholders such as Regional Development Agencies, Local Authorities, Urban Regeneration Companies and other agents for change. These plans provide a framework for the decision making process for capital investment in a specific location and also identify where further consultation may be necessary as part of this process.

Local Authority

The Local Council is an important stakeholder in the development of the college project for a number of reasons. Apart from statutory requirements to consult under Town Planning Legislation, it is important to have support of the Council members to be successful through the democratic process of achieving planning consent. Consultation Events should involve local councillors wherever possible.

The Local Authority are key consultees that can have a significant impact of the development of a project from the early strategic thinking stage. Therefore the project team should engage with the appropriate officers as soon as possible.

• Town Planning
• Highways
• Environment Agency

Town planning

The approach to a successful planning process and outcome is to invest in the early and continuous involvement of the planning authority. It is important that the planners have a complete understanding of the strategic aims and objectives of the project to deliver education solutions within the community of the college. It is therefore useful if the Planning Officers can engage in appropriate Consultation Events with the College.

It helps at an early stage to understand the requirements of the local planning authority and how any projects being considered relates to the Local Plan developed for the area. For major redevelopment projects it may be appropriate to appoint a specialist Town Planning Consultant to guide the college and negotiate with the Authority. This can help understand whether an outline planning application is required or not, or whether a Detailed Planning application is the only route to achieving consent.

The requirements to achieve planning consent now go beyond the simple design of the building and require a number of reports in addition to design drawings. These will include, but not limited to:

• Environmental Impact Assessments
• Design and Access Statements
• Green Travel Plan

Sustainability is high on the Planning agenda and each Authority has its own criteria. Your advisors should support you in understanding the implications of this on your project design.

Through Town Planning other agencies may get involved. If your site contains Listed Buildings or is in a Conservation Area, or part of or near a listed Ancient Monument, or indeed within a listed Parkland, English Heritage will need to be consulted. Again it is important to consult with English Heritage at an early stage to understand and take account of the issues they will have with the development.

Major public buildings, which colleges are, attract the interest of CABE (Commission for Architecture and the Built Environment) particularly in inner city or town developments where development has a significant impact on the public realm. CABE will be engaged through the Local Planning Authority. CABE can be very helpful to the process and must be involved as early as possible.

Archaeology is an issue that has the potential to cause significant delay and disruption to both process and design. On potentially sensitive sites it is important to establish the requirement for and Archaeological Assessment Report and to take account of the outcomes. The Local Planning Authority will advise of the need and planning consultants should support the team in obtaining the report and interpreting the outcome.