Filling in the form

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The nuts and bolts of making a participation request 

To make a participation request, you have to complete a form, which will ask you to: 

  • show you are the right type of group to make a participation request; 

  • state an outcome that you think can be improved; and 

  • answer some questions about what your group will bring and why you should be involved 

This quick guide takes you through the questions step-by-step as well as giving you some tips for finding the form and what to do if you can’t find it. 

Where to find the form 

You should, by now, have some idea of which public body you want to make the participation request to. If not, read our guide who can they be made to?  

To find the correct form, the first thing to do will be to search for the public body’s information on participation requests. The easiest way is to search online – try typing the name of the public body along with “participation request” into the search engine. 

Once you find the public body’s information on participation requests, then it shouldn’t take you long to find the form. In most cases, this will be a downloadable document which you can fill in and then email to the public body. A contact will likely be provided. 

Note: At this stage you will often see that the public body advises you to speak to them first before making a participation request. This is entirely up to you, and we’ve provided some guidance on approaching public bodies which you may find helpful. 

What if you can’t find the form? 

If you can’t find the form within the public body’s information on participation requests, see if there is a contact email or phone number for someone you can ask to provide you with the form. 

Here are some steps to take if you can’t find any information about participation requests on the public body’s website: 

Check that the public body is listed in the legislation as a ‘public service authority’. (In other words, that you can make a participation request to them). Read our guide who can they be made to?

  1. Check that the public body is listed in the legislation as a ‘public service authority’. (In other words, that you can make a participation request to them). Read our guide who can they be made to?

  2. See if information on participation requests is provided by the local community planning partnership (CPP). In some instances, such as in Aberdeen, the CPP receives participation requests on behalf of a range of different local public bodies.  

  3. Identify and contact any departments within the public body who are likely to deal with community engagement, participation, empowerment or public involvement. For instance, many local authorities have community learning and development (CLD) teams. 

  4. Contact support organisations such as your local third sector interface (TSI) or Scottish Community Development Centre, who may be able to help. 

  5. If you have a contact at the public body, why not ask them if they know? If the public body doesn’t have a process in place, you could let them know that the standard participation request form is available within the Statutory Guidance for participation requests, and can easily be used. In fact, most public bodies stick to these same questions within their own forms. 

 

What does the form ask? 

The participation request form will contain 8 standard questions. The public body may add more questions if they want to.  

Some of language in the form is a bit technical, so it can be a bit off-putting at first glance. However, if you break it down, the form is asking 5 key things. 

  • Who you are (name of group and contact details) 

  • Who you are making the participation request to 

  • What outcome you want improved (or the change you want to see)  

  • What your group will bring and why you should be involved. 

  • Showing you are the right type of group to make a participation request 

 

Top tips! 

Focus on the future 

Understandably, many groups want to use a participation request to challenge something they are unhappy with. To make a strong participation request, you may need to ‘flip this round’ and think about what it is that you want to see instead. After all, participation request forms ask you for the outcome you want to improve. 

The form asks this for a very good reason. A good outcome gives your group and the public body a goal to aim for that you both agree on; you can now discuss the best way of achieving this.   

A good outcome also makes it harder for the public body to refuse your request, since it will be something they are working towards already. See our separate guidance on outcomes, where do we want to be?

 

It’s all about the experience 

The participation request form asks you three questions about what you will bring and why you should be involved. Answering these questions may appear quite a daunting task, but it could help to try and keep things simple. 

All you are asking in effect, is that you want to contribute your group’s ideas and experience towards improving the outcome, something that should be very hard to reasonably refuse. So focus on the following: 

  • Show you have experience of using, or being affected by, the service. 

  • Make it clear that you are part of the community who will benefit from improving the outcome.  

  • Identify any barriers you face in your lives which are relevant.   

  • Describe the reach you have to others in your community and the knowledge you have of their priorities and concerns. 

  • Any past experience you have of helping to plan and improve public services 

  • How long you’ve been involved, whether in terms of being part of the community, using the service or actively trying to improve things. 

 

Don’t come up with all the answers 

Another tip is to avoid tripping yourself up by trying to show that you already know how to improve the outcome.  

Participation requests are meant to start a discussion in which different views and ideas are heard and considered. This should result in better decisions being made. 

By focusing on your group’s experience, you can simply show that you have a legitimate voice that should be listened to as part of the discussion.  

It’s not much to ask, but it is important. At the end of the day, it’s something everyone should agree with. 

 

What happens next? 

Once you send your form to the public body, they will have to validate it. If there are any reasons they cannot accept the form they must let you know so you can make any changes. Once the public body has received your form and they are happy it is correctly filled in they have to let you know.  

Then the public body has 30 working days to decide whether or not to accept your request, or 45 working days if your request is to more than one public body. 

 

Links to more information