Freedom of Information Act Policy

Freedom of Information

FOI Logo Bangor University takes its responsibilities with regard to the management of the requirements of the Freedom of Information Act 2000 very seriously. This document provides the policy framework through which this effective management can be achieved and audited. It covers:

Scope of the policy
Responsibilities
Relationship with existing policies
Available Guidance
The University’s Publication Scheme
Specific Requests for Information
Charges
Complaints
Exemptions
Contacts

1. Scope of the Policy

The purpose of this policy is to ensure that the provisions of the Freedom of Information Act 2000 are adhered to and in particular that:

a significant amount of routinely published information about the University is made available to the public as a matter of course through the Publication Scheme;
other information not included in the Publication Scheme is readily available on request and such a request is dealt with in a timely manner; and
in cases where information is covered by an exemption, consideration is given as to whether or not the information should be released.

2. Responsibilities

The University recognises its corporate responsibility under the Act to provide a general right of access to information held. The Senior Officer with overall responsibility for this policy is the Registrar.

The Assistant Registrar is responsible for drawing up guidance on freedom of information and promoting compliance with this policy in such a way as to ensure the easy, appropriate and timely retrieval of information.

Wherever possible, members of staff should receive an introductory briefing on the Freedom of Information Act procedures.

3. Relationship with existing policies

This policy has been formulated within the context of the following university documents:

Information & Communication Strategy
Data Protection Policy
Records Management Policy

4. Available Guidance

Guidance on the procedures necessary to comply with this Policy is available from the Assistant Registrar or on the Legal Compliance web pages.

5. The University’s Publication Scheme

The University’s Publication Scheme is available on the web or in hard copy from any of the University Libraries or by request from the Assistant Registrar. The Publication Scheme will specify:

what information the University will make routinely available to the public as a matter of course
how it will do so, and
whether or not this information will be made available free of charge or on payment of a fee

6. Specific Requests for Information

Information not already made available in the University’s Publication Scheme will be accessible from January 2005 through a specific request for information. In this regard the Freedom of Information Act establishes two related rights:

the right to be told whether information exists, and
the right to receive the information (subject to exemptions)

These rights can be exercised by anyone – natural or legal persons, worldwide. These specific requests for information not listed in the publication scheme will be dealt with by the Assistant Registrar.

Any request must be made in a permanent form (for example in writing or by email) and a charge may be made for dealing with any request. Requestors will not be entitled to information to which any of the exemptions in the Act applies. However, only those specific pieces of information to which the exemption applies will be withheld, and information covered by an exemption will be subject to review by the Assistant Registrar.

The University must respond to any request within 20 working days although further reasonable details can be requested in order to identify and locate the information. If a fee is required, the period of 20 working days is extended by up to 3 months until the fee is paid.

7. Charges

Unless otherwise specified information made available through the University’s Publication Scheme will be free of charge.

The University reserves the right to charge an appropriate fee for dealing with a specific request for information not listed in the publication scheme in accordance with the Act.

8. Complaints

The Registrar's Office will co ordinate any complaints received in respect of this policy.

The complaint should be addressed to the Assistant Registrar in the first instance. The complaint will be acknowledged immediately and every reasonable effort will be made to offer a more comprehensive reply within 21 days.
If the applicant is not satisfied with the reply then they should inform the Assistant Registrar within 21 days. The complaint will then be forwarded to the University Registrar and will be dealt with in accordance with the University’s Staff & General Complaints Procedure or the University’s Student Grievance Procedure as appropriate.

If applicants are dissatisfied with the outcome of the Complaints Procedure they may seek an independent review from the Information Commissioner. Requests for review by the Information Commissioner should be made in writing to:

The Information Commissioner
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Tel. 01625-545-700
Fax. 01625-545-510

9. Exemptions under the Act

There are 23 exemptions under the Act, some exemptions where the public interest test applies, and others which are absolute exemptions. The full list of exemptions can be found at Appendix 1 of this policy.

The University may decide that some information it holds could be regarded as exempt information under the Act. Where a request is made for information which includes exemptions the University will consider the prejudice test and the public interest test, and may in some circumstances withhold the requested information.

10. Contacts

Gwenan Hine

Assistant Registrar

The Registrar’s Office
Prifysgol Bangor University
College Road
Bangor
Gwynedd LL57 2DG

Tel: (01248) 38 2413
Fax: (01248) 38 3876

E-mail: gwenan.hine@bangor.ac.uk

Appendix 1