FREEDOM OF INFORMATION PROCEDURES JANUARY 2016 ROLES RESPONSIBILITIES AND

l VERBAL AND MENTAL ABUSE - regularly swore and cursed ie "don't be so f

FREEDOM OF INFORMATION PROCEDURES

January 2016

ROLES, RESPONSIBILITIES AND OBLIGATIONS

Establish type of information ie is it a request for information under the Freedom of Information Act of simply information – leaflet, prospectus, fee, name of tutor of class, duration of class etc.

If it is simply routine information, supply that information if you can or redirect them to someone who can ie our Resources ie prospectus, webpage, library, department, reception, departmental administrator/secretary, MIS, tutor or member of staff etc.

If it is a Request for Information under the Freedom of Information Act and the information isn’t readily available as outlined in number 2, direct these to the Freedom of Information Officer Philip Neill, Corporate Development, Belfast Metropolitan College, Titanic Quarter Campus, TQ-4-17, 7 Queens Road, Belfast, BT3 9FQ, Tel: 028 9026 5047, Email: [email protected].

All staff must bear the responsibility for the information they generate, manage, transmit and use – emails, faxes, letters, memos, post-its, hand written notes etc. Mindful of the consequences – that information may one day be subject to public scrutiny and disclosure under the Act. Ensure information relating to their area is recorded, accurate, current, relevant, complete, reliable, valid, approved and maintained. Claim ownership.

All staff should respect and adhere to the Legal Framework ie Freedom of Information Act, Data Protection Act, Legislation, Copyright, Email and Internet Policies etc.

Role AND RESPONSIBILITY of Senior Managers

Create of college culture that promotes the effective exploitation of information – openness and transparency in public administration.

Develop and Internal Communications Strategy to ensure all staff and students are aware of FOI Act, and the Publication Scheme and the impact of FOI on staff and students and the statutory rights of the public. This can be done through training sessions, staff awareness seminars and surveys, emails, and the College’s Staffroom magazine.

Support and co-operate with FOI Officer to act on requests, refer requests to other staff/dept for the information which is not readily available, and despatch within timescale.

Be aware of exemptions with regard to disclosure – there are 23 exemptions ie national security, commercial interests, DPA, law enforcement ie disclosure of information could harm a police investigation. Review the structure that this information currently takes – releasable information from information covered by exemptions. If we decide to alter document structures to make them ‘FOI Friendly, then staff will have to be trained in producing documents in the new format and in the processing of FOI requests relating to them. (A list of exemptions is also on the web page).

Comply with the FOI Act, make decisions, consult third parties and/or apply exemptions when applicable, construct replies if information is with held or part with held, be prepared for appeals when necessary.

Role AND RESPONSIBIITIES of Freedom of Information officer

Ensure implementation and compliance of FOI Act and the Belfast Met College’s Publication Scheme – review, spot-check, monitor, assess, evaluate and report non-compliance to the Chief Executive.

Act on Requests for Information, assess requests – ie could disclosure breach DPA etc, acknowledge, respond, monitor, liaise with, senior management, staff/depts who hold the information, third Parties, forward information or inform Requester if that information is to be with held or with held in part, apply necessary exemptions if applicable and the reasons why.

Assist with training, awareness, communications, analyse requests and feedback and act accordingly – ie where a number of requests have come in for a particular policy and we don’t have one, liaise with senior manager as it may be necessary to draw up a policy.

Draw up Retention and Disposal Policy and a Records Management Policy and develop monitoring procedures and examine systems.

Provide guidance and advice to members of the public, staff, students, senior management etc with regard to the FOI Act.

The FOI Officer will seek the information requested from staff/departments and advise in accordance with the FOI Act 2000.

Jan 2016 3