TWMAT Freedom of Information Policy - iscaexeter.co.uk Policies Oct2017... · obliga,ons under the Freedom of Informa,on Act, in terms of responding to wriPen ... , emails, notes,

TedWraggMul,AcademyTrust

�

FreedomofInforma,onPolicy

ReviewSummary

Adopted: 06/2016

ReviewCycle: 2years

LastReview: n/a

NextReview: 06/2018

Page � of � 1 35


1. Introduc,on

1.1. TheFreedomofInforma,onAct2000providespublicaccesstoinforma,onheldbypublicauthori,es.Itdoesthisintwoways:

a. publicauthori,esareobligedtopublishcertaininforma,onabouttheirac,vi,es;and

b. membersofthepublicareen,tledtorequestinforma,onfrompublicauthori,es.

1.2. TheActdoesnotgivepeopleaccesstotheirownpersonaldata(informa,onaboutthemselves)suchastheirhealthrecordsorcreditreferencefile.Ifamemberofthepublicwantstoseeinforma,onthattheTrustholdsaboutthem,asubjectaccessrequestundertheDataProtec,onAct1998shouldbemade.

1.3. ThisPolicysetsouttheFrameworkforhowtheTedWraggMul,AcademyTrustmanagesitsobliga,onsundertheFreedomofInforma,onAct,intermsofrespondingtowriPenrequestsfromthepublicandpublishingcertaininforma,onaboutitsac,vi,esthroughtheFreedomofInforma,onActPublica,onScheme.

2. Defini,on

2.1. Forthepurposeofthisdocument:

a. TheTedWraggMul,AcademyTrustisreferredtoasTheTrust;

b. TheTrustreferstotheTrustandalltheAcademiesandSchoolswithintheTrust;

c. Academy/SchoolreferstoallAcademiesandSchoolswithintheTrust;

d. PupilsorStudentsreferstoallpupilsorstudentsbeingeducatedoronsiteatanyoneoftheschools/academieswithintheTrust.

3. LegalFramework

3.1. TheFreedomofInforma,onAct2000(FOI)camefullyintoforceonJanuary12005.UndertheAct,anypersonhasalegalrighttoaskforaccesstoinforma,onheldbytheTrust.Theyareen,tledtobetoldwhethertheTrustholdstheinforma,on,andtoreceiveacopy,subjecttocertainexemp,ons.

4. ScopeoftheFOIAct

4.1. TheActcoversallrecordedinforma,onheldbytheTrust.Itisnotlimitedtoofficialdocumentsanditcovers,forexample,draYs,emails,notes,recordingsoftelephoneconversa,onsandCCTVrecordings.Norisitlimitedtoinforma,onthathasbeencreated,soitalsocovers,forexample,lePersreceivedfrommembersofthepublic,althoughtheremaybeagoodreasonnottoreleasethem.

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4.2. Requestsforrecordedinforma,onaboutthehandlingofpreviousfreedomofinforma,onrequests(meta-requests)shouldbetreatednodifferentlyfromanyotherrequestforrecordedinforma,on.

4.3. TheActdoesnotcoverinforma,onthatisinsomeone’shead.Ifamemberofthepublicasksforinforma,on,informa,ononlyhastobeprovidedthatisalreadyinrecordedform.TheTrustdoesnothavetocreatenewinforma,onorfindtheanswertoaques,onfromstaffwhomayhappentoknowit.

4.4. TheActcoversinforma,onthatisheldonbehalfoftheTrust.Forexample,certaintypesofworkareoutsourcedtoanotherprovider.

4.5. Outsourcedservicesundertakenbyanexternalcompanymayholdinforma,onontheTrust’sbehalf.Someoftheinforma,onheldbytheexternalcompanymaybecoveredbytheActifafreedomofinforma,onrequestisreceived.Thecompanydoesnothavetoansweranyrequestsforinforma,onitreceives,buttheymayforwardrequeststotheTrust.

4.6. TheActdoesnotcoverinforma,ontheTrustholdssolelyonbehalfofanotherperson,bodyororganisa,on.Thismeansemployees’purelyprivateinforma,onisnotcovered,evenifitisonaworkcomputeroremailaccount;norisinforma,onstoredsolelyonbehalfofatradeunion,oranindividualGovernororTrustee.

5. FOIPublica,onScheme

5.1. TheTrusthasadoptedtheModelPublica,onSchemeforSchoolsapprovedbytheInforma,onCommissionerandisheldinAppendix1.Thispublica,onschemecommitstheTrusttomakinginforma,onavailabletothepublicaspartofitsnormalbusinessac,vi,es.Theinforma,oncoveredisincludedinclassesofinforma,on,wherethisinforma,onisheldbytheTrust.

5.2. TheschemecommitstheTrustto:

a. proac,velypublishorotherwisemakeavailableasamaPerofrou,ne,informa,on,includingenvironmentalinforma,on,whichisheldbytheTrustandfallswithintheclassifica,ons;

b. specifytheinforma,onwhichisheldbytheTrustandfallswithintheclassifica,ons;

c. proac,velypublishorotherwisemakeavailableasamaPerofrou,ne,informa,oninlinewiththestatementscontainedwithinthisscheme;

d. produceandpublishthemethodsbywhichthespecificinforma,onismaderou,nelyavailablesothatitcanbeeasilyiden,fiedandaccessedbymembersofthepublic;

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e. reviewandupdateonaregularbasistheinforma,ontheTrustmakesavailableunderthisscheme;

f. produceascheduleofanyfeeschargedforaccesstoinforma,onwhichismadeproac,velyavailable;

g. makethispublica,onschemeavailabletothepublic;

h. publishanydatasetheldbytheauthoritythathasbeenrequested,andanyupdatedversionsitholds,unlesstheTrustissa,sfiedthatitisnotappropriatetodoso;topublishthedataset,wherereasonablyprac,cable,inanelectronicformthatiscapableofre-use;and,ifanyinforma,oninthedatasetisarelevantcopyrightworkandtheTrustistheonlyowner,tomaketheinforma,onavailableforre-useunderthetermsoftheRe-useofPublicSectorInforma,onRegula,ons2015,iftheyapply,andotherwiseunderthetermsoftheFreedomofInforma,onActsec,on19.Theterm‘dataset’isdefinedinsec,on11(5)oftheFreedomofInforma,onAct.Theterm‘relevantcopyrightwork’isdefinedinsec,on19(8)ofthatAct.

6. RespondingtoInforma,onRequests

6.1. TheTrustrecognisesitsdutyto:

a. provideadviceandassistancetoanyonereques,nginforma,on.TheTrustwillrespondtostraighcorwardverbalrequestsforinforma,on,andwillhelpenquirerstoputmorecomplexverbalrequestsintowri,ngsothattheycanbehandledundertheAct;

b. tellenquirerswhetherornottheTrustholdstheinforma,ontheyarereques,ng(thedutytoconfirmordeny),andprovideaccesstotheinforma,ontheTrustholdsinaccordancewiththeprocedureslaiddowninAppendix2.

6.2. ManagingInforma,onRequests

a. TheChiefOpera,ngOfficerisresponsibleforrespondingtoinforma,onrequeststhatrelate to theTrustasawhole, rather than toaspecificSchoolorAcademy.Theyarealso responsible foroverseeing theapplica,onof thispolicy, co-ordina,ngenquiries,leadingontheanyFOIcomplaintsorrequeststoreviewdecisionsand isthe leadforanyadvice,guidanceortraining.

b. Schools and Academies are responsible for responding to informa,on requests thatrelatetotheirschool,inaccordancewiththeSchemeofDelega,on,howeverthishasbeenlimitedtorespondingtotheini,alrequests,anycomplaintsorrequeststoreviewdecisionshavenotbeendelegated,thereforeshouldbereferredtotheChiefOpera,ngOfficer. EachSchoolandAcademywithintheTrustmustappointapersonresponsiblefor FOI informa,on requests, this person must be no,fied to the Chief Opera,ngOfficer.

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c. Schools and Academies are required to update the Central FOI request trackerdatabasewiththeinforma,onrequeststhatarereceived,toenabletheTrusttohaveacompleteoverviewandreportonallFOIrequestsatTrustlevel.

d. RequestsunderFOIcanbeaddressedtoanyoneintheTrust;soallstaffwillbemadeawareoftheprocessfordealingwithrequests.TheTrusthassetupacentralFOIemailaddresstoassistmembersof thepublicwhensubmiengrequests for informa,ontothe Trust and to enable Schools and Academies to communicate with the ChiefOpera,ngOfficer,regardinganyrequestsforguidance,enablearequesttobedirectedtothecorrectplaceorforacomplaintorrequestforreviewtobereferred.TheChiefOpera,ng Officer is responsible for managing the email account, which [email protected]

e. Requestsmustbemadeinwri,ng,(includingemail),andshouldincludetheenquirersnameandcorrespondenceaddress,andstatewhatinforma,ontheyrequire.Theydonothavetomen,ontheAct,nordotheyhavetosaywhytheywanttheinforma,on.There is a duty to respond to all requests, telling the enquirer whether or not theinforma,on is held, and supplying any informa,on that is held, except whereexemp,onsapply.

f. There isa,melimitof20daysexcludingschoolholidaysforrespondingtoarequestandmustberespondedtoinaccordancetotheprocedureslaiddowninAppendix2.

g. Certain informa,on is subject to either absolute or qualified exemp,ons. Theexemp,onsarelistedinAppendix3.Whenapplyingaqualifiedexemp,ontoarequest,thepublicinteresttestproceduresneedtobeinvokedtodetermineifpublicinterestinapplyingtheexemp,onoutweighsthepublicinterestindisclosingtheinforma,on.

h. Unlessitisinthepublicinteresttowithholdinforma,on,itwillbereleased.ThePublicInterest Test will be applied before any qualified exemp,ons are invoked. Forinforma,ononapplyingthePublicInterestTestseeAppendix4.

6.3. Charging

a. TheTrustreservestherighttorefusetosupplyinforma,onwherethecostofdoingsoexceeds the statutory maximum, currently £450. See Appendix 5 for furtherinforma,on.

6.4. RecordingInforma,onRequests

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mailto:[email protected]


a. AnFOITrackerDatabasewillbemaintained, includingwherearefusal torequesthasbeenmade.

7. Complaints

7.1. Ifamemberofthepublicisunhappywiththeservicetheyhavereceivedinrela,ontotheirrequestandwishtomakeacomplaintorrequestareviewofthedecision,theyshouldbeinformed to put it in wri,ng to the following contact details, this informa,on should beprovidedinthelePersentoutinresponsetotherequest:

AdministratortotheBoardofTrustees,

c/oExeterCollege,HeleRoad,

ExeterEX44JS,

[email protected]

7.2. TheTrustwillaimtodetermineallcomplaintswithin10daysofreceipt.ThecomplaintwillbedealtwithbytheChiefOpera,ngOfficer,ortheChairoftheTrust,iftheChiefOpera,ngOfficerdealtwiththeoriginalinforma,onrequest.

7.3. Ifon inves,ga,ontheoriginaldecision isupheld, then theTrusthasaduty to informthecomplainantoftheirrighttoappealtotheInforma,onCommissioner’soffice,whichwillbedetailed in the response lePer. Appeals should be made in wri,ng to the Informa,onCommissioner’soffice.Theycanbecontactedat:

FOI/EIRComplaintsResolu,on

Informa,onCommissioner’sOffice

WycliffeHouse

WaterLane

Wilmslow

Cheshire

SK95AF

8. PolicyCircula,on

8.1. ThisPolicywillbepublishedontheTrust’swebsiteandincludedintheTrust’sPolicyMonitoringSchedule.

8.2. ThisPolicywillbecirculatedtoeveryMember,Trustee/Director,GovernorandSeniorEmployeebysendinganemailtothelinkontheTrust’swebsiteonanannualbasisandwheneachnewMember,Trustee/Director,GovernorandSeniorEmployeejoinstheTrust.

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8.3. TheTrustees,inconsulta,onwiththeLocalGoverningBodies,areresponsibleforoverseeing,reviewingandorganisingtherevisionoftheFreedomofInforma,onPolicy.

Adop,onofthePolicy

ThisPolicyhasbeenadoptedbytheTrusteesoftheTedWraggMul,AcademyTrust.

Signed________________________

(ChairofTrust)

Date_____________

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Appendix1–Publica,onScheme

Publica,onScheme–TheTedWraggMul,AcademyTrust

Informa,ontobepublished HowtheInforma,oncanbeObtained Charge?

WhoweareandwhatwedoOrganisa,onalinforma,on,loca,onsandcontacts,cons,tu,onalandlegalgovernance.

TrustandAcademywebsites:TedWraggMul,AcademyTrustIscaAcademyCranbrookEduca,onCampusStJamesSchool

hPp://www.tedwraggtrust.co.uk/hPp://www.iscaexeter.co.uk/hPp://www.cranbrookeduca,oncampus.org.uk/hPp://www.stjamesexeter.co.uk

None

TrustLegalandFundingDocuments: hPp://www.tedwraggtrust.co.uk/financial-legal-documents

None

TrustSchemeofDelega,on [email protected]

None

TrustGovernance hPp://www.tedwraggtrust.co.uk/team None

Namesofkeypersonnel hPp://www.tedwraggtrust.co.uk/team None

Loca,onandcontactinforma,on hPp://www.tedwraggtrust.co.uk/enquiry-form

None

ConflictofInterestRegister&Log hPp://www.tedwraggtrust.co.uk/financial-legal-documents

None

WhatwespendandhowwespenditFinancialinforma,onrela,ngtoprojectedandactualincomeandexpenditure,tendering,procurementandcontracts.

Compe,,veTenderingPolicy hPp://www.tedwraggtrust.co.uk/trust-informa,on

None

AnnualReportandFinancialStatements

hPp://www.tedwraggtrust.co.uk/financial-legal-documents

None

Page � of � 8 35

http://www.tedwraggtrust.co.uk/

http://www.iscaexeter.co.uk/

http://www.cranbrookeducationcampus.org.uk/

http://www.stjamesexeter.co.uk

http://www.tedwraggtrust.co.uk/financial-legal-documents


http://www.tedwraggtrust.co.uk/team

http://www.tedwraggtrust.co.uk/team

http://www.tedwraggtrust.co.uk/enquiry-form


http://www.tedwraggtrust.co.uk/trust-information



AuditCommiPeeMee,ngtermsofReferenceandMee,ngMinutes

hPp://www.tedwraggtrust.co.uk/trust-mee,ngs

None

PayPolicy [email protected]

None

ExpensesPolicy hPp://www.tedwraggtrust.co.uk/policies None

Whatourpriori,esareandhowwearedoingStrategyandperformanceinforma,on,plans,assessments,inspec,onsandreviews.

TrustMee,ngs hPp://www.tedwraggtrust.co.uk/trust-mee,ngs

None

StrategicPlan [email protected]

None

RiskRegister [email protected]

None

AuditCommiPeeMee,ngTermsofReferenceandMee,ngMinutes

hPp://www.tedwraggtrust.co.uk/trust-mee,ngs

None

HowwemakedecisionsPolicyproposalsanddecisions.Decisionmakingprocesses,internalcriteriaandprocedures,consulta,ons.


None


None

TWMATDecisionLogs [email protected]

None

GovernanceDiagram [email protected]

None

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http://www.tedwraggtrust.co.uk/trust-meetings


http://www.tedwraggtrust.co.uk/policies










Ourpoliciesandprocedures(CurrentwriPenprotocols,policiesandproceduresfordeliveringourservicesandresponsibili,es).Currentinforma,ononly.

TrustPolicies hPp://www.tedwraggtrust.co.uk/policies None

TrustHRPolicies [email protected]

None

ListsandRegistersCurrentlymaintainedlistsandregistersonly


None

Theservicesweoffer(Informa,onabouttheservicesweoffer,includingleaflets,guidanceandnewslePersproducedforthepublicandbusinesses).

TrustNews hPp://www.tedwraggtrust.co.uk/news None

Publica,onScheme–IscaAcademy



IscaAcademyWebsite: hPp://www.iscaexeter.co.uk/ None

Schoolstaffandstructure–namesofkeypersonnel

hPp://www.iscaexeter.co.uk/about-us/staff-list

None

Governingbody–namesandcontactdetailsofthegovernorsandthebasisoftheirappointment

hPp://www.iscaexeter.co.uk/about-us/governingbody

Page � of � 10 35

http://www.iscaexeter.co.uk/

http://www.iscaexeter.co.uk/about-us/staff-list

http://www.iscaexeter.co.uk/about-us/governingbody




http://www.tedwraggtrust.co.uk/news


Schoolsession,mes,termdatesandholidays

hPp://www.iscaexeter.co.uk/useful-informa,on

Loca,onandcontactinforma,on hPp://www.iscaexeter.co.uk/contact

Prospectus hPp://www.iscaexeter.co.uk/about-us/admissions



None

FinancialMonitoring hPp://www.iscaexeter.co.uk/about-us/governingbody/local-governing-body-minutes


None




None


None

SchoolDevelopmentPlan [email protected]

None

OFSTED hPp://www.iscaexeter.co.uk/about-us/ofsted

None

ExamPerformance hPp://www.iscaexeter.co.uk/about-us/examperformance

None

Page � of � 11 35

http://www.iscaexeter.co.uk/useful-information

http://www.iscaexeter.co.uk/contact

http://www.iscaexeter.co.uk/about-us/admissions


http://www.iscaexeter.co.uk/about-us/governingbody/local-governing-body-minutes






http://www.iscaexeter.co.uk/about-us/ofsted

http://www.iscaexeter.co.uk/about-us/examperformance


PupilPremium hPp://www.iscaexeter.co.uk/learning/pupil-premium

None

SpecialEduca,onalNeeds hPp://www.iscaexeter.co.uk/learning/special-educa,onal-needs

None



None


None

GoverningBodyMee,ngMinutes hPp://www.iscaexeter.co.uk/about-us/governingbody/local-governing-body-minutes

None

Admissions/AdmissionsPolicy hPp://www.iscaexeter.co.uk/about-us/admissions

None



AcademyPolicies hPp://www.iscaexeter.co.uk/useful-informa,on/policies

None

Safeguarding hPp://www.iscaexeter.co.uk/useful-informa,on/safeguarding

None


None


Page � of � 12 35

http://www.iscaexeter.co.uk/learning/pupil-premium

http://www.iscaexeter.co.uk/learning/special-educational-needs



http://www.iscaexeter.co.uk/about-us/governingbody/local-governing-body-minutes

http://www.iscaexeter.co.uk/about-us/admissions


http://www.iscaexeter.co.uk/useful-information/policies

http://www.iscaexeter.co.uk/useful-information/safeguarding




None


IscaMaPersNewslePers hPp://www.iscaexeter.co.uk/student-work

Publica,onScheme–CranbrookEduca,onCampus



CranbrookEduca,onCampusWebsite:

hPp://www.cranbrookeduca,oncampus.org.uk/ None


hPp://www.cranbrookeduca,oncampus.org.uk/Staff.aspx

None


hPp://www.cranbrookeduca,oncampus.org.uk/Governors.aspx

None


hPp://www.cranbrookeduca,oncampus.org.uk/ParentInforma,on.aspx

None

Loca,onandcontactinforma,on hPp://www.cranbrookeduca,oncampus.org.uk/Contact.aspx

None

Prospectus hPp://www.cranbrookeduca,oncampus.org.uk/ParentInforma,on.aspx

None

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http://www.iscaexeter.co.uk/student-work

http://www.cranbrookeducationcampus.org.uk/

http://www.cranbrookeducationcampus.org.uk/Staff.aspx

http://www.cranbrookeducationcampus.org.uk/Governors.aspx

http://www.cranbrookeducationcampus.org.uk/ParentInformation.aspx

http://www.cranbrookeducationcampus.org.uk/Contact.aspx





None

FinancialMonitoring hPp://www.cranbrookeduca,oncampus.org.uk/Minutes.aspx

None

PayPolicy [email protected] None



StrategicPlan [email protected] None

RiskRegister [email protected] None

SchoolDevelopmentPlan [email protected] None

OFSTED hPps://new.devon.gov.uk/schools/school/cranbrook-educa,on-campus/

None

Performance hPps://new.devon.gov.uk/schools/school/cranbrook-educa,on-campus/

None


TrustMee,ngs hPp://www.tedwraggtrust.co.uk/trust-mee,ngs None

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http://www.cranbrookeducationcampus.org.uk/Minutes.aspx






https://new.devon.gov.uk/schools/school/cranbrook-education-campus/

https://new.devon.gov.uk/schools/school/cranbrook-education-campus/



TrustSchemeofDelega,on [email protected] None

GoverningBodyMee,ngMinutes hPp://www.cranbrookeduca,oncampus.org.uk/Minutes.aspx

None

Admissions/AdmissionsPolicy hPp://www.cranbrookeduca,oncampus.org.uk/AdmissionInforma,on.aspx

None

NurseryApplica,ons hPp://www.cranbrookeduca,oncampus.org.uk/ParentInforma,on.aspx



AcademyPolicies hPp://www.cranbrookeduca,oncampus.org.uk/Policies.aspx

None

TrustHRPolicies [email protected] None



None


NewslePers hPp://www.cranbrookeduca,oncampus.org.uk/ParentInforma,on.aspx

None

Publica,onScheme–StJamesSchool

Page � of � 15 35


http://www.cranbrookeducationcampus.org.uk/Minutes.aspx

http://www.cranbrookeducationcampus.org.uk/AdmissionInformation.aspx



http://www.cranbrookeducationcampus.org.uk/Policies.aspx







StJamesSchoolWebsite: hPp://www.stjamesexeter.co.uk/ None


[email protected]

None

Headteacher’swelcome hPp://www.stjamesexeter.co.uk/home/headteachers-welcome/

None


hPp://www.stjamesexeter.co.uk/staff/governors-public/

None


hPp://www.stjamesexeter.co.uk/calendar-3/

None

Loca,onandcontactinforma,on hPp://www.stjamesexeter.co.uk/contact-us/

None



None

FinancialMonitoring [email protected]

None


None


Page � of � 16 35

http://www.stjamesexeter.co.uk/


http://www.stjamesexeter.co.uk/home/headteachers-welcome/

http://www.stjamesexeter.co.uk/staff/governors-public/

http://www.stjamesexeter.co.uk/calendar-3/

http://www.stjamesexeter.co.uk/contact-us/








None


None

SchoolDevelopmentPlan [email protected]

None

OFSTED hPp://www.stjamesexeter.co.uk/ofsted-2/ None

Performance hPps://www.compare-school-performance.service.gov.uk/school/113507

None

PupilPremium hPp://www.stjamesexeter.co.uk/ofsted-2/pupil-premium/

None

SpecialEduca,onalNeeds hPp://www.stjamesexeter.co.uk/staff/sen/ None



None


None

GoverningBodyMee,ngMinutes [email protected]

None

Admissions/AdmissionsPolicy hPp://www.stjamesexeter.co.uk/admissions/

None

Page � of � 17 35




http://www.stjamesexeter.co.uk/ofsted-2/

https://www.compare-school-performance.service.gov.uk/school/113507

http://www.stjamesexeter.co.uk/ofsted-2/pupil-premium/

http://www.stjamesexeter.co.uk/staff/sen/




http://www.stjamesexeter.co.uk/admissions/




AcademyPolicies hPp://www.stjamesexeter.co.uk/parents-carers/school-policies/

None


None



None


News hPp://www.stjamesexeter.co.uk/latest-news/

None

Schedule of Charges TypeofCharge

Descrip,on BasisofCharge

Disbursementcost Photocopying/prin,ng@3ppersheet(black&white)

Actualcost

Photocopying/prin,ng@10ppersheet(colour) Actualcost

Postage ActualcostofRoyalMailstandard2ndclass

StatutoryFee Inaccordancewiththerelevantlegisla,on

Page � of � 18 35


http://www.stjamesexeter.co.uk/parents-carers/school-policies/



http://www.stjamesexeter.co.uk/latest-news/


Appendix2–ProcedureforDealingwithRequests

Whenaninforma,onrequestisreceived,thefollowingprocessneedstobefollowed,byansweringthefollowingques,ons.TheTrusthassetupacentralFOIemailaddresstoassistamemberofth

1. IsitaFOIrequestforinforma3on?

Arequestforinforma,onmaybecoveredbyone,orall,ofthreeinforma,onrights:

a. DataProtec,onenquiries(orsubjectaccessrequests)areoneswheretheenquireraskstoseewhat personal informa,on the school holds about the enquirer. If the enquiry is a DataProtec,onrequest,theTrustDPAPolicymustbefollowed.

b. Environmental Informa,on Regula,ons enquiries are ones which relate to air, water, land,natural sites, built environment, flora and fauna, and health, and any decisions and ac,vi,esaffec,ng any of these. These could therefore include enquiries about recycling, phonemasts,schoolplayingfields,carparkingetc. If theenquiry isaboutenvironmental informa,on, followtheguidanceontheICO’sorDEFRAwebsite.

c. FOIenquiriesareconcernedwithallotherinforma,onandthereasoningbehinddecisionsandpolicies.Therequestdoesnothavetomen,ontheFOIAct.Allrequestsforinforma,onthatarenotdataprotec,onorenvironmentalinforma,onrequestsarecoveredbytheFOIAct.

2. IsthisavalidFOIrequestforinforma3on?

3.AnFOIrequestshould:

a. beinwri,ng,includingemailorFAX;

b. statetheenquirer’snameandcorrespondenceaddress(emailaddressesareallowed);

c. describe the informa,on requested - theremustbeenough informa,on tobeable to iden,fyandlocatetheinforma,on;andnotbecoveredbyoneoftheotherpiecesoflegisla,on.

In cases where the enquiry is ambiguous, assist the enquirer to describe more clearly theinforma,onrequested.Wherepossible,establishdirectcontact.Theaim is toclarify thenatureoftheinforma,onrequestedandnottodeterminetheaimsormo,va,onoftheenquirer.Ifweno,fytheenquirerthatweneedfurtherinforma,ontoenableustoanswer,wedonothavetodealwiththe requestun,l the further informa,on is received.The response,me limit starts from thedatethisisreceived.

VerbalenquiriesarenotcoveredbytheFOIAct.Suchenquiriescanbedealtwithwheretheenquiryis rela,vely straighcorward and can be dealt with sa,sfactorily. However, for more complexenquiries, and to avoid disputes overwhatwas asked for, the enquirermust be asked to put therequestinwri,ngoremail,whentherequestwillthenbecomesubjecttoFOI.

3. DoestheTrustholdtheinforma3on?

Page � of � 19 35


“Holding”informa,onmeansinforma,onrela,ngtothebusinessoftheTrust:

a. theTrusthascreated,or

b. theTrusthasreceivedfromanotherbodyorperson,or

c. heldbyanotherbodyontheTrust’sbehalf.

Informa,onmeansbothhardcopyanddigitalinforma,on,includingemail.

IftheTrustdoesnotholdtheinforma,on,itdoesnothavetobecreatedoracquiredjusttoanswertheenquiry,althoughareasonablesearchshouldbemadebeforedenyingthattheTrustholdsthisinforma,on.

4. Hastheinforma3onrequestedalreadybeenmadepublic?

If the informa,on requested is already in the public domain, for instance through the Publica,onSchemeoronawebsite, theenquirer shouldbedirected to the informa,on,withanexplana,onregardinghowtoaccessit.

5. Istherequestvexa3ousormanifestlyunreasonableorrepeated?

TheActstatesthatthereisnoobliga,ontocomplywithvexa,ousrequests.Thisistakentomeanarequest which is designed to cause inconvenience, harassment or expense rather than to obtaininforma,on,andwouldrequireasubstan,aldiversionofresourcesorwouldotherwiseunderminetheworkoftheTrust.Thishoweverdoesnotprovideanexcuseforbadrecordsmanagement.

6. CantheTrusttransferarequesttoanotherbody?

If the informa,on isheldbyanotherpublicauthority,TheTrustmustfirst check that theyhold it,thentransfertherequesttothem.Theenquirershouldthenbeno,fiedthattheTrustdonotholdtheinforma,onandtowhomtherequesthasbeentransferredto.Theenquirymustbeansweredinrespectofinforma,ontheTrustdoeshold.

7. Couldathirdparty’sinterestsbeaffectedbydisclosure?

Itisnotintendedtoincludeotherwisevalidrequestsinwhichtheapplicantmaymakecomplaintsorventfrustra,ons.TheTrustdoesnothavetocomplywithrepeatediden,calorsubstan,allysimilarrequestsfromthesameapplicantunlessa“reasonable”intervalhaselapsedbetweenrequests.

Consulta,onofthirdpar,esmaybeundertakeniftheirinterestscouldbeaffectedbyreleaseoftheinforma,on requested, and any such consulta,onmay influence the decision. Consulta,on is notrequiredifanexemp,onisappliedmeaningthattheinforma,onwon’tbereleased.

8. Consulta,onwillbenecessarywhere:

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1. disclosureof informa,onmayaffect the legal rightsofa thirdparty, suchas the right tohavecertain informa,ontreated inconfidenceorrightsunderAr,cle8oftheEuropeanConven,ononHumanRights;

2. theviewsofthethirdpartymayassistindeterminingifinforma,onisexemptfromdisclosure,or

3. theviewsofthethirdpartymayassistindeterminingthepublicinterest.

9. Doesanexemp3onapply?

Thepresump,onofthelegisla,onisthattheTrustwilldiscloseinforma,onunlesstheActprovidesaspecificreasontowithhold it.Therearemorethan20exemp,ons.Theyaresetout inAppendix3andaremainlyintendedtoprotectsensi,veorconfiden,alinforma,on.

Exemp,ons should be reviewed to see if they apply, where the Trust has real concerns aboutdisclosingthe informa,on.Eventhen,wherethepoten,alexemp,on isaqualifiedexemp,on,thepublic interest test will also be considered in order to see if the public interest in applying theexemp,onoutweighsthepublicinterestindisclosingit.Therefore,unlessitisinthepublicinteresttowithhold the informa,on, ithas tobe released.Appendix4 containsguidanceon conduc,ngapublicinteresttest.

10. Whatiftherequestisforpersonalinforma3on?

Personal informa,on requestedby the subjectof that informa,on isexemptunder theFOIActassuch informa,on is covered by the Data Protec,on Act. Individuals must, therefore, con,nue tomake a ‘subject access request’ under the Data Protec,on Act if they wish to access suchinforma,on.

11. Whatifthedetailscontainpersonalinforma3on?

Personal informa,onrequestedbythirdpar,es isalsoexemptundertheFOIActwherereleaseofthat informa,onwouldbreach theDataProtec,onAct. If a request ismade for adocument (e.g.GoverningBodyminutes)whichcontainspersonalinforma,onwhosereleasetoathirdpartywouldbreachtheDataProtec,onAct,thedocumentmaybeissuedbyblankingouttherelevantpersonalinforma,onassetoutintheredac,onprocedure.Theprocedureforredac,onis:

i)maskthepassageswhicharenottobedisclosedandphotocopy;

(ii)annotateinthemarginagainsteachblankpassage,theexemp,onandsec,onoftheActunderwhichthispassageapplies.

12. Whatisthecostofprovidinginforma3on?

TheActallowstheTrusttochargeforprovidinginforma,on.Forfurtherinforma,on,seeAppendix5.

Thefirststepistodetermineifthethreshold(currently£450)wouldbeexceeded.Staffcostsshouldbecalculatedat£25perhour.

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Ifarequestwouldcostlessthantheappropriatelimit,(currently£450)theTrustcanonlychargeforthe cost of informing the applicant whether the informa,on is held, and communica,ng theinforma,ontotheapplicant(e.g.photocopying,prin,ngandpostagecosts).Ifarequestwouldcostmorethantheappropriatelimit,(£450)theTrustcanturntherequestdown,answerandchargeafee,oranswerandwaivethefee.Ifitdecidestochargeafee,anddoesnothaveotherpowerstodoso,itcanchargeonthebasisofthecostsoutlinedinAppendix5.

Inprac,cetheTrustwillrespondtostraighcorwardenquiriesfreeofchargeandchargewherethecostsaresignificant.

Whenachargeisgoingtobemadeafeesno,cewillbesenttotheenquirerandthendonothavetocomplywiththerequestun,lthefeehasbeenpaid.Appendix5givesmoreinforma,ononcharging.

13. Istherea,melimitforreplyingtotheenquirer?

Compliancewith a requestmustbeprompt and certainlywithin the legally prescribed limit of 20working days, excluding school holidays. Failure to comply could result in a complaint to theInforma,onCommissioner.Theresponse,mestarts fromthe,metherequest is received.WheretheTrusthasasked theenquirer formore informa,on toenable it toansweranswer, the20daysstart,mebeginswhenthisfurtherinforma,onhasbeenreceived.

Ifaqualifiedexemp,onappliesandtheTrustneedsmore,metoconsiderthepublicinteresttest,areplywithinthe20dayswillbesentsta,ngthatanexemp,onappliesincludinganes,mateofthedatebywhichadecisiononthepublicinteresttestwillbemade.

Where the enquirer has been no,fied that a charge is to be made, the ,me period stops un,lpaymentisreceivedandthencon,nuesagainoncepaymenthasbeenreceived.

14. Whatac3onisrequiredtorefusearequest?

Ifitisdecidedtorefusearequest,arefusalno,ceshouldbesent,whichwillcontain:

i)thefactthattheresponsiblepersoncannotprovidetheinforma,onaskedfor;

ii)whichexemp,on(s)apply;

iii)whytheexemp,on(s)applytothisenquiry(ifitisnotself-evident);

iv)reasonsforrefusalifbasedoncostofcompliance(seeAppendix5)

v)inthecaseofnon-absoluteexemp,ons,howthepublicinteresttesthasbeenapplied,specifyingthepublicinterestfactorstakenintoaccountbeforereachingthedecision(seeAppendix4)

vi)reasonsforrefusalonvexa,ousorrepeatedgrounds

vii)thecomplaintsprocedure.

FormonitoringpurposestheFOITrackermustbecompletedwiththereasonsforrefusal.

15. Whatdowedoifsomeonecomplains?

AnywriPen (including email) expression of dissa,sfac,on - even if it does not specifically seek areview–shouldbereferredto theChiefOpera,ngOfficer.Therecordof thecomplaintsandtheiroutcomewillberecordedintheFOITracker.

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When theoriginal requesthasbeen reviewedand theoutcome is that the informa,on shouldbedisclosedthisshouldbedoneassoonasprac,cable.Whentheoutcomeisthatprocedureshavenotbeen properly followed, the procedures will be reviewed to prevent any recurrence. When theoutcome upholds the original decision or ac,on, the applicant will be informed of their right toappealtotheInforma,onCommissioner.Theappealshouldbemadeinwri,ngto:

FOIComplianceTeam(complaints)

WycliffeHouse

WaterLane

Wilmslow

CheshireSK95AF

Appendix3Exemp,ons

Although decisions on disclosure should be made on a presump,on of openness, the FOI Actrecognisestheneedtopreserveconfiden,alityandprotectsensi,vematerialinsomecircumstances.

Informa,onwillnotbewithheldinresponsetoavalidrequestUNLESSoneofthefollowingapplies:-

1. anexemp,ontodisclosure,or

2. theinforma,onsoughtisnotheld,or

3. therequestisconsideredvexa,ousorrepeatedor

4. thecostofcomplianceexceedsthethreshold(seeAppendix5)

Thedutytoconfirmordeny

Apersonapplyingforinforma,onhastherighttobetoldiftheinforma,onrequestedisheldandifthat is thecase tohave the informa,onsent (subject toanyof theexemp,ons).Thisobliga,on isknownastheTrust’s“dutytoconfirmordeny”thatitholdstheinforma,on.However,theTrustdoesnothavetoconfirmordenyif:-

a. theexemp,onisanabsoluteexemp,on,or

b. in the case of qualified exemp,ons, confirming or denying would itself disclose exemptedinforma,on

Exemp3ons

Aseriesofexemp,onsaresetoutintheActwhichallowthewithholdingofinforma,oninrela,ontoanenquiry.Someareveryspecialisedintheirapplica,on(suchasna,onalsecurity)andwouldnotusuallyberelevant.

Therearetwogeneralcategoriesofexemp,ons:-

Absolute:wherethereisnorequirementtoconfirmordenythattheinforma,onisheld,disclosetheinforma,onorconsiderthepublicinterest;and

Qualified: where, even if an exemp,on applies, there is a duty to consider the public interest indisclosinginforma,on

WhataretheAbsoluteExemp3ons?

Thereare8absoluteexemp,onslistedintheAct.Evenwhereanabsoluteexemp,onapplies:-

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a. itdoesnotmeanthattheTrustcan’tdiscloseinallcases;itmeansthatdisclosureisnotrequiredbytheAct.Adecisioncouldbetakentoignoretheexemp,onandreleasetheinforma,ontakingintoaccountallthefactsofthecase

b. thereiss,llalegalobliga,ontoprovidereasonableadviceandassistancetotheenquirer

Theabsoluteexemp,onsintheActaresetoutbelow.

Informa,onaccessibletotheenquirerbyothermeans(Sec,on21)Ifinforma,onisreasonablyaccessibletotheapplicantbyanotherroutethantheAct, it isexemptinforma,on.This isthecaseeven if theenquirerwouldhave topay for the informa,onunder thatalterna,ve route.This exemp,on includes cases where the Trust is required to give informa,on under otherlegisla,on,orwheretheinforma,onisavailableviathePublica,onScheme.

Informa,on dealing with security mabers (Sec,on 23) (see also qualified exemp,on underSec,on24onna,onalsecurity).Thisappliestoinforma,ondirectlyorindirectlysuppliedby,orrela,ngto,bodiesdealingwithsecuritymaPerssuchasGCHQ,MI5,MI6,SpecialForcesandtheNa,onalCriminalIntelligenceService.

Court records (Sec,on 32) – (see also the qualified exemp,on under Sec,on 30 concerninginves,ga,ons and proceedings conducted by public authori,es).This applies to informa,onrelatedtoproceedingsinacourtortribunalorservedonapublicauthorityforthepurposesofproceedings.

ParliamentaryPrivilege(Sec,on34).Thisexemptsinforma,onifitisrequiredforthepurposeof avoiding an infringement of the Parliamentary privilege. Parliamentary privilege is animmunity wherebyMPs cannot be prosecuted for sedi,on or sued for libel or slander overanythingsaidduringproceedingsintheHouse.

Prejudice to the effec,ve conduct of public affairs (Sec,on 36) – see also the qualifiedexemp,onpartofSec,on36.Thisrelatestothemaintenanceofthecollec,veresponsibilityofMinisters.

Personalinforma,on(Sec,on40)-seealsothequalifiedexemp,onpartofSec,on40.Whereenquirersasktosee informa,onaboutthemselves, this isexemptundertheActbecause it iscoveredbytheDataProtec,onAct.

Informa,on provided in confidence (Sec,on 41).This relates to informa,on obtained from apersonifitsdisclosurewouldcons,tuteabreachofconfidenceac,onablebythat,oranother,person.

Prohibi,onsondisclosure(Sec,on44)Informa,onisexemptwhereitsdisclosureisprohibitedunderanyotherlegisla,onbyorderofacourtorwhereitwouldcons,tuteacontemptofcourtorwhereitisincompa,blewithanyECobliga,on.

WhataretheQualifiedExemp3ons?

Withqualifiedexemp,ons,evenifitisdecidedthatanexemp,onapplies,thereisadutytoconsiderthepublicinterestinconfirmingordenyingthattheinforma,onexistsandindisclosinginforma,on.Thequalifiedexemp,onsintheActaresetoutbelow.

Informa,on intendedfor futurepublica,on (Sec,on22).Ifat the,metherequestwasmadeinforma,on is held with a view to publica,on, then it is exempt from disclosure if it isreasonable that it should not be disclosed un,l the intended date of publica,on. This could

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apply for instance to sta,s,cs published at set intervals, for example annually or whereinforma,onisincompleteanditwouldbeinappropriatetopublishprematurely.Thereisalegaldutytoprovidereasonableadviceandassistance.

Na,onalsecurity (Sec,on24) (seealsoabsoluteexemp,on23) Informa,on isexempt for thepurposesofsafeguardingna,onalsecurity.

Defence(Sec,on26)Informa,onisexemptifitsdisclosurewouldprejudicethedefenceoftheUK.

Interna,onal rela,ons (Sec,on27) Informa,on isexempt if itsdisclosurewouldorwouldbelikelyto,prejudicerela,onsbetweentheUKandanyotherstate,interna,onalorganisa,on.

Rela,onswithinUK(Sec,on28)Informa,onisexemptifitsdisclosurewouldorwouldbelikelyto, prejudice rela,ons between any administra,on in the UK ie the Government, ScoeshAdministra,on,NorthernIrelandAssembly,orNa,onalAssemblyofWales.

Theeconomy(Sec,on29)Notethefollowing:-

a. theintendedpublica,ondoesnothavetobebytheTrust, itcanbebyanotherpersonorbodyonbehalfoftheTrust

b. the date of publica,on does not have to be known, it could be at some future date(althoughitisrecommendedthatsomeideaofalikelydateisgiven)

c. thedutytoconfirmordenydoesnotapplyiftodosowouldinvolvethedisclosureofanyoftherelevantinforma,on

Informa,onisexempt if itsdisclosurewould,orwouldbe likelyto,prejudicetheeconomicorfinancialinterestsoftheUK

Inves,ga,ons and proceedings conducted by public authori,es (Sec,on 30) Informa,on isexemptifithasatany,mebeenheldbytheschoolforthepurposesofcriminalinves,ga,onsorproceedings, suchasdeterminingwhether aperson shouldbe chargedwithanoffenceorwhetherachargedperson isguilty,or inves,ga,onswhichmay leadtoadecisionto ins,tutecriminalproceedings.Thedutytoconfirmordenydoesnotapplytosuchinforma,on.

Lawenforcement(Sec,on31)Informa,onwhichisnotexemptunderSec,on30Inves,ga,onsandProceedings,maybeexemptunder thisexemp,on in theevent thatdisclosurewould,orwouldbelikelyto,prejudicethefollowingamongothers:-

a. thepreven,onordetec,onofcrime

b. theapprehensionorprosecu,onofoffenders

c. theadministra,onofjus,ce

d. theexerciseoffunc,onssuchasascertainingifapersonhasbrokenthelaw,isresponsiblefor improper conduct, whether circumstances jus,fy regulatory ac,on, ascertaining aperson’sfitnessorcompetenceinrela,ontotheirprofession,ascertainingthecauseofanaccidentorprotec,ngorrecoveringchari,esoritsproper,es

e. anycivilproceedingsbroughtbyoronbehalfoftheTrustwhichariseoutofaninves,ga,oncarriedoutforanyofthepurposesmen,onedabove.

The duty to confirm or deny does not arise where prejudice would result to any of thesemaPers.

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AuditFunc,ons(Sec,on33)Informa,onisexemptifitsdisclosurewould,orwouldbelikelyto,prejudice the exercise of an authority’s func,ons in rela,on to the audit of the accounts ofotherpublicauthori,es.Itdoesnotapplytointernalauditreports.

Formula,on of government policy (Sec,on 35) Informa,on held is exempt informa,on if itrelates to the formula,onordevelopmentof governmentpolicy,ministerial communica,ons,advicebyLawOfficers(egAPorneyGeneral)andtheopera,onofanyMinisterialprivateoffice

Prejudice to the conduct of public affairs (Sec,on 36) (excluding maPers covered by theabsoluteexemp,onpartofSec,on36) Informa,onlikelytoprejudicethemaintenanceoftheconven,on of the collec,ve responsibility ofMinisters or likely to inhibit the free and frankprovisionofadviceorexchangeofviews

Communica,ons with the Queen (Sec,on 37) Informa,on is exempt if it relates tocommunica,onswith the Queen, the Royal Family or Royal Household or if it relates to theawardofhonours.Thedutytoconfirmordenydoesnotarisewherethisexemp,onapplies.

HealthandSafety(Sec,on38)Informa,onisexemptifitsdisclosurewouldorwouldbelikelytoendangerthesafetyorphysicalormentalhealthofanyindividual.Thedutytoconfirmordenydoesnotarisewhereprejudicewouldresult.

Environmentalinforma,on(Sec,on39)Informa,onisexemptunderFOIwhereitiscoveredbythe Environmental Informa,onRegula,ons. Environmental informa,on can cover informa,onrela,ngto:air,water,land,naturalsites,builtenvironment,floraandfauna,andhealth.Italsocoversallinforma,onrela,ngtodecisionsorac,vi,esaffec,nganyofthese.

Personalinforma,on(Sec,on40)–seealsotheabsoluteexemp,onpartofSec,on40Whereanindividualseeksinforma,onaboutthemselvesDataProtec,onActpowersapply.Wheretheinforma,on concerns a third party, it is exempt if its disclosure would contravene the DataProtec,on Act, or the data protec,on principles; or if the person to whom the informa,onrelateswouldnothavearightofaccesstoitbecauseitfallsunderoneoftheexemp,onstotheDataProtec,onAct.Thedutytoconfirmordenydoesnotariseinrela,ontothisinforma,onifdoingsowouldbeincompa,blewithanyoftheabove.

Legalprofessionalprivilege(Sec,on42)Legalprofessionalprivilegecoversanyadvicegivenbylegal advisers, solicitors and barristers. Generally such informa,onwill be privileged. A Trustwishingtodisclosetheinforma,onwillneedtoseekconsentfromtheprovideroftheadvice.Thisexemp,oncoversallsuchinforma,onwhereaclaimtolegalprofessionalprivilegecanbemaintained in legal proceedings. The duty to confirmor deny does not arisewhere to do sowouldinvolvethedisclosureofsuchinforma,on.

Commercialinterests(Sec,on43)Informa,onisexemptifitcons,tutesatradesecretorwouldbe likely toprejudice thecommercial interestsofanypersonorbody.Theduty toconfirmordenydoesnotarisewhereprejudicewould result to commercial interestsbutnotwhere theinforma,oncons,tutesatradesecret.

Protec3veMarkingsandApplyingExemp3ons

Thepresenceofaprotec,vemarking(Restricted,Confiden,alorSecret,withorwithoutdescriptorssuchas Staff,Management,Commercial etc)doesnot cons,tuteanexemp,onand isnot in itselfsufficientgroundsonwhichtopreventdisclosure.Eachcasemustbeconsideredonitsmerits.

Timing

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Where informa,on has previously been withheld, it must not be assumed that any subsequentrequestsforthesameinforma,onwillalsoberefused.Sensi,vityofinforma,ondecreaseswithageand the impact of any disclosure will be different depending on when the request is received.Therefore,foreachrequest,itwillbenecessarytoconsidertheharmthatcouldresultatthe,meoftherequestand,whiletakingintoaccountanypreviousexemp,onapplica,ons,eachcaseshouldbeconsideredseparately.

Nextsteps

Inallcases,beforewri,ngtotheenquirer,thepersongivenresponsibilityforFOIbytheschoolwillneed to ensure that the case has been properly considered, and that the reasons for refusal, orpublicinteresttestrefusal,aresound.

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Appendix4-ApplyingthePublicInterestTest

Background

Having established that a qualified exemp,on(s) definitely applies to a par,cular case, a publicinteresttestwillbecarriedouttoiden,fyifthepublicinterestinapplyingtheexemp,onoutweighsthe public interest in disclosing it. Therefore, unless it is in the public interest to withhold theinforma,on, it has tobe released.Althoughprecedent andadeveloped case lawwill play apart,individualcircumstanceswillvaryandeachcasewillneedtobeconsideredonitsownmerits.

Carryingoutthetest

What is in thepublic interest is notnecessarily the sameas thatwhichmaybeof interest to thepublic.ItmaybeirrelevantthatamaPermaybethesubjectofpubliccuriosity.Inmostcasesitwillbe rela,vely straighcorward to decidewhere the balance of the public interest in disclosure lies.However, therewill inevitably be caseswhere the decision is a difficult one. Applying such a testdependstoahighdegreeonobjec,vejudgementandabasicknowledgeofthesubjectmaPeranditswider impact in the school andpossiblywider. Factors thatmight be taken into accountwhenweighingthepublicinterestinclude:-

ForDisclosure AgainstDisclosure

Is disclosure likely to increase access toinforma,onheldbytheschool?

Isdisclosurelikelytodistortpublicrepor,ngorbemisleadingbecauseitisincomplete?

Is disclosure likely to give the reasons for adecision or allow individuals to understanddecisionsaffec,ngtheirlivesorassisttheminchallengingthosedecisions?

Is premature disclosure likely to prejudice fairscru,ny, or release sensi,ve issues s,ll on theinternalagendaorevolving?

Is d isc losure l ike ly to improve theaccountabilityandtransparencyoftheschoolin the use of public funds and help to showthatitobtainsvalueformoney?

Is disclosure likely to causeunnecessary publicalarmorconfusion?

Is disclosure likely to contribute to publicdebate and assist the understanding ofexis,ngorproposedpolicy?

Is disclosure likely to seriously jeopardise theschool’slegalorcontractualposi,on?

Is disclosure likely to increase publicpar,cipa,onindecision-making?

Is disclosure likely to infringe other legisla,one.g.DataProtec,onAct?

Is disclosure likely to increase publicpar,cipa,oninpoli,calprocessesingeneral?

Is disclosure likely to create a controversialprecedent on the release of informa,on orimpair

ourabilitytoobtaininforma,oninthefuture?

Is disclosure likely to bring to lightinforma,onaffec,ngpublicsafety?

Is disclosure likely to adversely affect theschool’s proper func,oning and discourageopennessinexpressingopinions?

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a. poten,al or actual embarrassment to, or loss of confidence in, the Trust, school, staff orgovernorsisNOTavalidfactor

b. thefactthattheinforma,onistechnical,complextounderstandandmaybemisunderstoodmaynotofitselfbeareasontowithholdinforma,on

c. thepoten,alharmofreleasing informa,onwill reduceover,meandshouldbeconsideredatthe ,me the request is made rather than by reference to when the relevant decision wasoriginallytaken·thebalanceofthepublicinterestindisclosurecannotalwaysbedecidedonthebasis of whether the disclosure of par,cular informa,on would cause harm, but on certainhigherorderconsidera,onssuchastheneedtopreserveconfiden,alityofinternaldiscussions

d. a decision not to release informa,on may be perverse i.e. would a decision to withholdinforma,onbecause it isnot in thepublic interest to release it, itself result inharm topublicsafety,theenvironmentorathirdparty?

DecidingonthepublicinterestisnotsimplyamaPerofaddingupthenumberofrelevantfactorsoneach side. Deciding how important each factor is in the circumstances is part of the overallassessment.

ForDisclosure

Wherethebalanceofthepublicinterestliesindisclosure,theenquiryshouldbedealtwithandtheinforma,onrequiredshouldbemadeavailable.Wherethefactorsareequally-balanced,thedecisionshouldusuallyfavourdisclosure(butsee3rdbulletpointabove).

AgainstDisclosure

AYer carrying out the public interest test if it is decided that the exemp,on should s,ll apply,proceedtoreplytotherequest.Therewillbeoccasionswhenithasbeendecidedthataqualifiedexemp,onappliesbutconsidera,onofthepublic interesttestmaytakelonger. Insuchacase,theenquirer should be contactedwithin 20working days sta,ng that a par,cular exemp,on applies,includinganes,mateofthedatebywhichadecisiononthepublicinteresttestwillbemade.Thisshould bewithin a “reasonable” ,me – in prac,ce, it is recommended this decision ismade andcommunicated within the 20 days but where not possible it is suggested that no more than 10workingdaysbeyondthe20daysshouldbeallowed.

Isdisclosurelikelytoreducefurtherenquiriesonthetopic?

If a large amount of informa,on on the topichasalreadybeenmadeavailable,wouldfurtherdisclosure shed any more light or serve anyusefulpurpose?

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APPENDIX5-Charging

Important:DifferentchargesapplyforrequestsundertheDataProtec,onAct

Maywechargeafee?

FOIdoesnotrequirechargestobemadebuttheTrusthasdiscre,ontochargeapplicantsafee inaccordance with the Fees Regula,ons (fees Regula,ons on the DCAwebsite www.dca.gov.uk/foi/secleg.htm)

Whatstepswillwetakeinconsideringwhethertocharge?

TheTrustwilltakethefollowingintoaccountwhencalcula,ngthees,matedcostofcomplyingwitharequestforinforma,on:

Theprescribedcosts:

TheTrustmay,forthepurposesofitses,mate,takeintoaccountonlythecostsitreasonablyexpectstoincurinrela,ontotherequestin–

a)determiningwhetheritholdstheinforma,on,

b)loca,ngtheinforma,on,oradocumentwhichmaycontaintheinforma,on,

c)retrievingtheinforma,on,oradocumentwhichmaycontaintheinforma,on,and

d)extrac,ngtheinforma,onfromadocumentcontainingit.

Thedisbursements

TheseareanycostsdirectlyandreasonablyincurredbytheTrustin:

a)informingtheapplicantwhetheritholdsinforma,onofthedescrip,onspecifiedintherequest

b)communica,ngtheinforma,ontotheapplicant

Forallrequests,theTrustwillhaveregardtothefollowingtwopoints:

a. Thedutytoprovideadviceandassistancetoapplicants. Ifplanningtoturndownarequestforcostreasons,orchargeahighfee,wewillcontacttheapplicant inadvancetodiscusswhethertheywouldpreferthescopeoftherequesttobemodifiedsothat,forexample,itwouldcostlessthantheappropriatelimit.

b. Themaximumamountthatcanbecharged.TheRegula,onssetoutthemaximumamountthatcanbecharged.HoweverthereisnothingtostoptheTrustchargingalesserornofee.Governingbodiesshoulddevelopaconsistentpolicyoncharging.

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http://www.dca.gov.uk/foi/secleg.htm


Mayweaggregatethecostswheretherearemul3plerequests?

Wheretwoormorerequestsaremadebydifferentpeoplewhoappeartobeac,ngtogetheroraspartofacampaignthees,matedcostofcomplyingwithanyoftherequestsistobetakentobethees,matedtotalcostofcomplyingwiththemall,providedthat:

(a) the twoormore requests referred to in that sec,onare for informa,onwhich ison the samesubjectmaPerorisotherwiserelated;

(b)thelastoftherequestsisreceivedbytheschoolbeforethetwen,ethworkingdayfollowingthedateofreceiptofthefirstoftherequests;and

(c) it appears to the school that the requests have beenmade in an aPempt to ensure that theprescribedcostsofcomplyingseparatelywitheachrequestwouldnotexceedtheappropriatelimit.

IftheTrustgetsmul,plerequestsforthesameinforma,on,itwillbeincludedintheinforma,oninthepublica,onscheme.

Howdoweinformtheapplicantofthefee?

Wherethereisaninten,ontochargeafeeforcomplyingwitharequestforinforma,onthenwewillgivethepersonreques,ngtheinforma,onno,ceinwri,ng(the“feesno,ce”)sta,ngthatafeeoftheamountspecifiedintheno,ceistobechargedforcomplying.

Whereafeesno,cehasbeengiventothepersonmakingtherequest,theTrustdoesnotneedtocomplywiththerequestunlessthefeeispaidwithinthreemonthsoftheno,cebeingreceived.

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APPENDIX6

StandardLebers

1Respondingtoaninforma,onrequestwiththerequestedinforma,on.

{TrustAddress}

{ApplicantAddress}

{Date}

{FOIRef}

Dear{Name},

Thankyouforyourrequestforinforma,onreceivedon.

Yourrequestforinforma,onhasnowbeenconsideredandthefollowinginforma,onrequestedisenclosed:

1. XX

2. XX

Ifyouhaveanyqueriesorconcernsthenpleasecontactme.Pleaseremembertoquotethereferencenumberaboveinanyfuturecommunica,ons.

Ifyouareunhappywiththeserviceyouhavereceivedinrela,ontoyourrequestandwishtomakeacomplaintorrequestareviewofourdecision,youshouldwriteto:

AdministratortotheBoardofTrustees,c/oExeterCollege,HeleRoad,ExeterEX44JS,[email protected]

Ifyouarenotcontentwiththeoutcomeofyourcomplaintorreview,youmayapplydirectlytotheInforma,onCommissionerforadecision.Generally,theICOcannotmakeadecisionunlessyouhaveexhaustedthecomplaintsprocedureprovided.TheInforma,onCommissionercanbecontactedat:

Informa,onCommissioner'sOfficeWycliffeHouseWaterLaneWilmslowCheshireSK95AFTelephone:08456306060or01625545745www.ico.gov.uk

Yourssincerely,

{Name}

{Title}

2ToinformtheenquirertheTrustdoesnotholdtherequestedinforma,on.

{TrustAddress}

{ApplicantAddress}

{Date}

Dear{Name},

Page � of � 32 35



Wehaveconductedathoroughsearchofourrecordsandunfortunatelyweareunabletolocatetheinforma,onyourequested.ThismaybebecausetheTrusthasneverheldthisinforma,onorthattheinforma,onisolderthanthestatutoryrequirementsforreten,onandhasbeenlegallydestroyedinaccordancewithourreten,onschedules.

Ifyouhaveanycommentsrela,ngtohowyourrequesthasbeenhandled,youshouldwriteto:




Yourssincerely,

{Name}

{Title}

2Toinformtheenquirerwearetransferringtherequesttoanotherpublicbody

{TrustAddress}

{ApplicantAddress}

{Date}

Dear{Name},

Thankyouforyourrequestforinforma,on,receivedon.

Tothebestofourknowledgetherequestedinforma,onisnotheld.However,webelievethat{Nameand address of organisa,on} may hold the informa,on you require. We will therefore need totransfertherequesttothem.Ifyouhaveanobjec,ontothistransferyoushouldletusknowassoonaspossiblebywri,ngto {Address}or telephoning01andasking for {NameofOfficerdealingwiththerequest}.





Yourssincerely,

Page � of � 33 35


{Name}

{Title}

3Toseekclarifica,onofarequest

{TrustAddress}

{ApplicantAddress}

{Date}

Dear{Name},


Fromtheinforma,ondescribed,wehavebeenunabletoiden,fytheinforma,onyourequire.Couldyou please give usmore informa,on rela,ng to: {Include specific informa,on you require, try toensurethattermsthatmaybeunfamiliartotherequestorareexplained}.

The Freedomof Informa,onAct 2000 requires thatwe dealwith requests such as thiswithin 20workingdays.Wearenotrequiredto includeany,mewhilstwai,ngforclarifica,onofarequest.Wewillendeavourtoproceedwithyourrequestassoonasyousupplytheinforma,onrequired.Ifwehavenotreceivedareplywithinthreemonthswewilltreatthisrequestascancelled.





Yourssincerely,

{Name}

{Title}

4Toinformtheenquirerthattheinforma,ontheywantisalreadypubliclyavailable

{TrustAddress}

{ApplicantAddress}

{Date}

Dear{Name},

Thankyouforyourrequestforinforma,on,receivedon.

Theinforma,onwhichyourequestedisalreadyavailabletothepublicviaourpublica,onscheme,whichisavailableonourwebsitewww.tedwraggtrust.co.uk

Page � of � 34 35

http://www.tedwraggtrust.co.uk






Yourssincerely,

{Name}

{Title}

5Toinformanenquirerofanychargestobemadeforcomplyingwiththeirrequest

{TrustAddress}

{ApplicantAddress}

{Date}

Dear{Name},

Thankyouforyourrequestforinforma,onreceivedon…

Itises,matedthatthe,metofindthisinforma,onwillbehours.Thecostofthissearchwillexceedthestatutoryceilingof£450.00forfreesearching,meallowedundertheFreedomof Informa,onAct2000(TheFreedomofInforma,onandDataProtec,on(AppropriateLimitandFees)Regula,ons2004).

Toproceedwithyourrequestwewillrequireafeeof£{supplydetailsoflocaladdressandpaymentdetails}.Wewillcon,nuewiththesearchonreceiptofpayment,howeverifwehavenotreceivedareplywithinthreemonthswewillcanceltherequest.





Yourssincerely,

{Name}{Title}

Page � of � 35 35