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Freedom of Information |
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Frequently asked questions - for staffIf you have any questions relating to the Freedom of Information Act 2000 or handling freedom of information requests please contact Lizzie Richmond, the Freedom of Information Co-ordinator (extn. 3464). How do people access information?There are two ways people can access information held by the University using the Freedom of Information Act. The first is via the Publication Scheme which lists the types of information the University makes available to the public as a matter of routine e.g. prospectuses, the Library and Learning Centre catalogue and the minutes of some committees. The second is by making a request. How does someone make a request?A request for information may come from anywhere in the world and may be received by anyone within the University. The requestor does not have to refer to the Freedom of Information Act but requests must be in writing (letter, e-mail or fax). What do I do if I receive a request?If you receive a request for information that you would routinely supply in the course of your normal work simply continue as usual. If you receive a request for information which mentions freedom of information or that you are in any way unsure about contact the Freedom of Information Co-ordinator immediately. What about requests made on the telephone?A request for information received via the telephone does not constitute a request under the Act. You should continue to deal with simple requests for information made over the telephone in the normal way, but if a telephone enquiry proves to be complex or potentially problematic you should suggest that the caller put their request into writing. In this case, enquirers may be referred to the Making a request web page. When is a request 'received'?A freedom of information request is 'received' when it is delivered to the University post room or to the inbox of a member of staff. The Act stipulates that all requests must be answered within 20 working days from the date of receipt. If you receive a request which you cannot deal with in the normal course of your work, contact the Freedom of Information Co-ordinator immediately. What should I do if I'm away from the University and cannot 'receive' requests?If you plan to be away from your office for more than a week, arrangements should be made to ensure that requests for information are re-routed. You should also ensure that an automated e-mail response message is in place, providing requestors with an alternative contact during your absence. For instructions on setting up such a message visit the BUCS web pages. Is there any information which the University does not have to make available?The Freedom of Information Act outlines some types of information which are exempt from disclosure. Generally the University is not required to disclose:
The application of the exemptions set out in the Act is complex, so you should not attempt to use them yourself. If you receive any request for information that you cannot deal with straightforwardly, contact the Freedom of Information Co-ordinator immediately. What should I do if I receive a request for personal information?If you receive a request for information about a living person - this might include departmental student files, examination scripts, comments written on student assignments, staff files - you should seek advice from the University Data Protection Officer. What is the difference between data protection and freedom of information?The Data Protection Act 1998 regulates the way that the University collects, processes and discloses information about living individuals. All enquiries relating to personal information should be directed to the University Data Protection Officer. Access to all other types of information created and held within the University is governed by the Freedom of Information Act 2000. All enquiries regarding access to information, other than personal information, should be directed to the Freedom of Information Co-ordinator. Does the Act have implications for servicing meetings of University committees?Most of the University's statutory bodies and principal committees are included in the University Publication Scheme. This generally means that details of membership, terms of reference, and minutes of meetings are published on the University website as a matter of routine. Business items not suitable for routine publication are identified as such in the agenda. Most committees at faculty and departmental level are not included in the Publication Scheme. However, if the University received a request for information contained in the minutes of a committee not included in the Publication Scheme, the information would have to be disclosed, subject to the exemptions outlined in the Act. If you are responsible for servicing meetings of a formal University committee it is useful to remember that it may be necessary to make the information public at some point in the future. For more advice contact Colette Milner, Head of Secretariat, Office of the University Secretary (extn. 3075). How does the Act affect what I publish on the University web pages?The purpose of the Act is to promote greater openness and accountability across the public sector. The University makes a huge amount of information available to the public via its website during the course of its normal business, but there may be some occasions when it is not appropriate to publish information to a world-wide audience. If you have any queries about the types of information you publish on University web pages please contact the Freedom of Information Co-ordinator.
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