ANU Policy Library - Policy - Freedom of information

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review</a></li> </ul> </div>   <div class="menu-flat menu-main"> <ul id="nav-2"> <li style="font-weight:bold;font-family:Arial,sans-serif; font-size:1.0em;letter-spacing:0.1em;"><a href="mailto:policy@anu.edu.au">FEEDBACK</a></li> <li style="font-weight:bold;font-family:Arial,sans-serif; font-size:1.0em;letter-spacing:0.1em;"><a href="https://policies.anu.edu.au/ppl/document/ANUP_002803">FAQ</a></li> </ul> </div>   </div>  </div>   <div id="content">       <style> .temptexthr { font-family: arial; font-size: 12px; font-style:italics; } ol[type='i'] { padding-left: 4em; } </style>   <div class="doublewide" id="convertedcontent">   <div style="position:relative; margin:0.7875in 0.7868in 0.7875in 0.7875in; width:8.268in"> <h1 id="_top" style="margin-top: 18pt; margin-bottom: 6pt; font-weight: normal; font-style: normal; text-decoration: none; border-bottom: 0px none Black"><span style="font-weight: normal; font-style: normal; text-decoration: none">Policy</span>: Freedom of information</span></h1><h2 style="margin-top: 14pt; margin-bottom: 6pt; font-weight: normal; font-style: normal; text-decoration: none; border-top: 0px none Black; border-bottom: 0px none Black"><span style="font-weight: normal; font-style: normal; text-decoration: none">Purpose </span></span></h2><p style="text-align: left; margin-top: 6pt; margin-bottom: 6pt; line-height: 1.3; font-family: Arial; font-size: 12pt; font-weight: normal; font-style: normal; text-decoration: none; border-top: 0px none Black; border-bottom: 0px none Black"><span style="font-size: 12pt; text-decoration: none">To </span>set out the Australian National University’s approach to meeting its responsibilities under <a href="https://www.legislation.gov.au/Series/C2004A02562"><span style="color: #4C6E78; font-weight: normal; font-style: normal; text-decoration: underline">the </span><span style="color: #4C6E78; font-style: italic; text-decoration: underline">Freedom of Information Act 1982</span><span style="color: #4C6E78; font-style: italic; text-decoration: underline"> </span><span style="color: #4C6E78; font-weight: normal; font-style: normal; text-decoration: underline">(</span><span style="color: #4C6E78; font-weight: normal; font-style: normal; text-decoration: underline">Cth</span><span style="color: #4C6E78; font-weight: normal; font-style: normal; text-decoration: underline">) (‘FOI Act’)</span><span style="color: #4C6E78; font-weight: normal; font-style: normal; text-decoration: underline">.</span></a></span></p><h2 style="margin-top: 14pt; margin-bottom: 6pt; font-weight: normal; font-style: normal; text-decoration: none; border-top: 0px none Black; border-bottom: 0px none Black"><span style="font-weight: normal; font-style: normal; text-decoration: none">Overview</span></span></h2><p style="text-align: left; margin-top: 6pt; margin-bottom: 6pt; line-height: 1.3; font-family: Arial; font-size: 12pt; font-weight: normal; font-style: normal; text-decoration: none; border-top: 0px none Black; border-bottom: 0px none Black"><span style="letter-spacing: 0.1pt; color: #111111; font-family: Arial; font-size: 12pt; text-decoration: none">The FOI Act</span><span style="letter-spacing: 0.1pt; color: #111111; font-family: Arial"> gives any person the right to seek access to information held by or in the possession of Commonwealth authorities, including ANU.</span></span></p><p style="text-align: left; margin-top: 6pt; margin-bottom: 6pt; line-height: 1.3; font-family: Arial; font-size: 12pt; font-weight: normal; font-style: normal; text-decoration: none; border-top: 0px none Black; border-bottom: 0px none Black"><span style="font-size: 12pt; text-decoration: none">The right of access is subject to </span>exemptions necessary to protect a range of public interests (including the protection of personal privacy and commercial in confidence material). It also does not extend to documents that are available for purchase.</span></p><p style="text-align: left; margin-top: 6pt; margin-bottom: 6pt; line-height: 1.3; font-family: Arial; font-size: 12pt; font-weight: normal; font-style: normal; text-decoration: none; border-top: 0px none Black"><span style="font-size: 12pt; text-decoration: none">The FOI Act also gives every person the right to:</span></span></p><ul> <li style="margin-left: 36pt; margin-top: 6pt; margin-bottom: 6pt; font-weight: normal; font-style: normal; text-decoration: none"><span style="font-size: 12pt; text-decoration: none">ask for incomplete, incorrect, out of date or misleading personal information the University holds about them to be amended or annotated; and</span></li> <li style="margin-left: 36pt; margin-top: 6pt; margin-bottom: 6pt; font-weight: normal; font-style: normal; text-decoration: none"><span style="font-size: 12pt; text-decoration: none">seek review of a decision not to allow access to a document or not to amend their personal record.</span></li> </ul> <p style="text-align: left; margin-top: 6pt; margin-bottom: 6pt; line-height: 1.3; font-family: Arial; font-size: 12pt; font-weight: normal; font-style: normal; text-decoration: none; border-bottom: 0px none Black"><span style="font-size: 12pt; text-decoration: none">This policy aims to ensure compliance with </span>the University’s obligations under the FOI Act and promote a consistent approach to the handling of requests for access.</span></p><h2 style="margin-top: 14pt; margin-bottom: 6pt; font-weight: normal; font-style: normal; text-decoration: none; border-top: 0px none Black; border-bottom: 0px none Black"><span style="font-weight: normal; font-style: normal; text-decoration: none">Scope</span></span></h2><p style="text-align: left; margin-top: 6pt; margin-bottom: 6pt; line-height: 1.3; font-family: Arial; font-size: 12pt; font-weight: normal; font-style: normal; text-decoration: none; border-top: 0px none Black; border-bottom: 0px none Black"><span style="font-size: 12pt; text-decoration: none">This policy a</span>pplies to all staff and contractors who provide services to the community on behalf of ANU, and governs the University’s approach to dealing with applications by any person for access to documents and amendment of personal information under the FOI Act.</span></p><h2 style="margin-top: 14pt; margin-bottom: 6pt; font-weight: normal; font-style: normal; text-decoration: none; border-top: 0px none Black; border-bottom: 0px none Black"><span style="font-weight: normal; font-style: normal; text-decoration: none">Definiti</span>ons </span></h2><p id="_GoBack" style="text-align: left; margin-top: 6pt; margin-bottom: 6pt; line-height: 1.3; font-family: Arial; font-size: 12pt; font-weight: normal; font-style: normal; text-decoration: none; border-top: 0px none Black; border-bottom: 0px none Black"><span style="font-size: 12pt; font-weight: bold; text-decoration: none">A</span><span style="font-weight: bold">pplicant</span><span style="font-weight: normal; font-style: normal"> means a person who has made a request.</span></span></p><p style="text-align: left; margin-top: 6pt; margin-bottom: 6pt; line-height: 1.3; font-family: Arial; font-size: 12pt; font-weight: normal; font-style: normal; text-decoration: none; border-top: 0px none Black; border-bottom: 0px none Black"><span style="font-size: 12pt; font-weight: bold; text-decoration: none">Contractor</span><span style="font-weight: normal; font-style: normal"> includes a sub-contractor who provides services to the community on behalf of ANU, where the contract was entered on or after 1 November 2010.</span></span></p><p style="text-align: left; margin-top: 6pt; margin-bottom: 6pt; line-height: 1.3; font-family: Arial; font-size: 12pt; font-weight: normal; font-style: normal; text-decoration: none; border-top: 0px none Black; border-bottom: 0px none Black"><span style="font-size: 12pt; font-weight: bold; text-decoration: none">Documents</span><span style="font-weight: normal; font-style: normal"> include but are not limited to paper documents, electronic documents, audio recordings, pictures, plans, photographs and emails. It does not include documents that are publicly available such as reference material that is otherwise available and documents that can be purchased from or available freely from the University.</span></span></p><p style="text-align: left; margin-top: 6pt; margin-bottom: 6pt; line-height: 1.3; font-family: Arial; font-size: 12pt; font-weight: normal; font-style: normal; text-decoration: none; border-top: 0px none Black; border-bottom: 0px none Black"><span style="font-size: 12pt; font-weight: bold; text-decoration: none">Exempt documents</span><span style="font-weight: normal; font-style: normal"> are documents that the University may refuse to release under the FOI Act on specific grounds, such as breach of confidence. The University may also choose to release documents (including exempt documents) outside of the FOI Act.</span></span></p><p style="text-align: left; margin-top: 6pt; margin-bottom: 6pt; line-height: 1.3; font-family: Arial; font-size: 12pt; font-weight: normal; font-style: normal; text-decoration: none; border-top: 0px none Black; border-bottom: 0px none Black"><span style="font-size: 12pt; font-weight: bold; text-decoration: none">FOI Co-ordinator</span> is an officer authorised under section 23(1) of the FOI Act to make decisions in relation to FOI requests.</span></p><p style="text-align: left; margin-top: 6pt; margin-bottom: 6pt; line-height: 1.3; font-family: Arial; font-size: 12pt; font-weight: normal; font-style: normal; text-decoration: none; border-top: 0px none Black; border-bottom: 0px none Black"><span style="font-size: 12pt; font-weight: bold; text-decoration: none">FOI request</span><span style="font-weight: normal; font-style: normal"> means a request for access or amendment to documents under the FOI Act.</span></span></p><p style="text-align: left; margin-top: 6pt; margin-bottom: 6pt; line-height: 1.3; font-family: Arial; font-size: 12pt; font-weight: normal; font-style: normal; text-decoration: none; border-top: 0px none Black; border-bottom: 0px none Black"><span style="font-size: 12pt; font-weight: bold; font-style: italic; text-decoration: none">F</span><span style="font-weight: bold; font-style: italic">reedom of Information Act 1982</span><span style="font-weight: bold"> (Cth) (‘FOI Act’) </span>i<span style="letter-spacing: 0.1pt; color: #111111; font-family: Arial">s Commonwealth legislation that allows the public to seek access to information held by any Commonwealth agency or authority, including the Australian National University.</span></span></p><h2 style="margin-top: 14pt; margin-bottom: 6pt; font-weight: normal; font-style: normal; text-decoration: none; border-top: 0px none Black; border-bottom: 0px none Black"><span style="font-weight: normal; font-style: normal; text-decoration: none">Policy</span> </span></h2><h3 style="margin-top: 12pt; margin-bottom: 6pt; font-weight: normal; font-style: normal; text-decoration: none; border-top: 0px none Black; border-bottom: 0px none Black"><span style="font-weight: normal; font-style: normal; text-decoration: none">Principles</span></span></h3><p style="margin-top: 6pt; margin-bottom: 6pt; font-weight: normal; font-style: normal; text-decoration: none; border-top: 0px none Black; border-bottom: 0px none Black"><span style="font-size: 12pt; text-decoration: none">1. The University facilitates access by members of the public to documents it holds, subject to those exemptions defined in the FOI Act as being consistent with the public interest, including the preservation of personal privacy and the maintenance of confidentiality.</span></span></p> <p style="margin-top: 6pt; margin-bottom: 6pt; font-weight: normal; font-style: normal; text-decoration: none; border-top: 0px none Black"><span style="font-size: 12pt; text-decoration: none">2. Where reasonable and practicable the University provides access to documents it holds without requiring a person to make a formal application under the FOI Act. In particular, the University does this by:</span></span></p> <ul> <li style="margin-top: 6pt; margin-bottom: 6pt; font-weight: normal; font-style: normal; text-decoration: none"><span style="font-size: 12pt; text-decoration: none">providing an administrative scheme for current and former students and current staff to access their own student or personnel records, and </span></li> <li style="margin-top: 6pt; margin-bottom: 6pt; font-weight: normal; font-style: normal; text-decoration: none"><span style="font-size: 12pt; text-decoration: none">reviewing information that is routinely requested under the FOI Act to ascertain if that information may be published.</span></li> </ul> <p style="margin-top: 6pt; margin-bottom: 6pt; font-weight: normal; font-style: normal; text-decoration: none; border-bottom: 0px none Black"><span style="font-size: 12pt; text-decoration: none">3. The University promotes consistency in handling FOI access requests by publishing information about the application process and procedures and by providing a single point of contact for applicants. </span></span></p> <p style="margin-top: 6pt; margin-bottom: 6pt; font-weight: normal; font-style: normal; text-decoration: none; border-top: 0px none Black; border-bottom: 0px none Black"><span style="font-size: 12pt; text-decoration: none">4. All staff and contractors providing services on behalf of ANU are to assist the FOI team when requested by promptly conducting searches for, and where necessary providing copies of, records relevant to an FOI request, and indicating to the FOI Co-ordinator any concerns about release of documents.</span></span></p> <p style="margin-top: 6pt; margin-bottom: 6pt; font-weight: normal; font-style: normal; text-decoration: none; border-top: 0px none Black; border-bottom: 0px none Black"><span style="font-size: 12pt; text-decoration: none">5. Staff responsible for dealing with FOI access requests are to assist applicants as necessary to make a valid application, including where the scope of the initial request is too large to be processed. </span></span></p> <p style="margin-top: 6pt; margin-bottom: 6pt; font-weight: normal; font-style: normal; text-decoration: none; border-top: 0px none Black; border-bottom: 0px none Black"><span style="font-size: 12pt; text-decoration: none">6. The University exercises its best endeavours to make a decision on an FOI request as promptly as possible and within statutory timeframes. The University may seek an extension of time from the Office of the Australian Information Commissioner where the request is complex or voluminous. The FOI Co-ordinator liaises with the applicant where further time is necessary to finalise the response to their request.</span></span></p> <p style="margin-top: 6pt; margin-bottom: 6pt; font-weight: normal; font-style: normal; text-decoration: none; border-top: 0px none Black; border-bottom: 0px none Black"><span style="font-size: 12pt; text-decoration: none">7. The University advises applicants of their rights of review when a decision about access to documents or amendment to their personal information has been made. Internal review of a decision will be made by the Chief Operating Officer.</span></span></p> <p style="margin-top: 6pt; margin-bottom: 6pt; font-weight: normal; font-style: normal; text-decoration: none; border-top: 0px none Black; border-bottom: 0px none Black"><span style="font-size: 12pt; text-decoration: none">8. The Vice-Chancellor as the principal officer of the University ensures that sufficient staff are appointed as authorised officers under the FOI Act to facilitate the timely handling of FOI requests.</span></span></p> <p style="text-align: left; margin-top: 6pt; margin-bottom: 6pt; line-height: 1.3; font-family: Arial; font-size: 12pt; font-weight: normal; font-style: normal; text-decoration: none; border-top: 0px none Black; border-bottom: 0px none Black"></span></p> <p style="text-align: left; margin-top: 6pt; margin-bottom: 6pt; line-height: 1.3; font-family: Arial; font-size: 12pt; font-weight: normal; font-style: normal; text-decoration: none; border-top: 0px none Black"></span></p> </div> </div>     <div class="doublewide" style="color:#000000;"> <div id="info_block" class="box bg-uni25 bdr-solid bdr-uni"> <table style="border:none; width:100%;"> <tr> <td> <h3>Information</h3> </td> <td style="text-align:right; "> <a href="/ppl/pdfdownload/6801"> Printable version (PDF) </a> </td> </tr> <tr> <td style="width:25%; text-align:left;"> Title </td> <td style="width:75%; text-align:left;"> Freedom of information </td> </tr> <tr> <td style="width:25%; text-align:left;"> Document Type </td> <td style="width:75%; text-align:left;"> Policy </td> </tr> <tr> <td style="width:25%; text-align:left;"> Document Number </td> <td style="width:75%; text-align:left;"> ANUP_6030479 </td> </tr> <tr> <td style="width:25%; text-align:left;"> Version </td> <td style="width:75%; text-align:left;"> </td> </tr> <tr> <td style="width:25%; text-align:left;"> Purpose </td> <td style="width:75%; text-align:left;"> To set out the Australian National University’s approach to meeting its responsibilities under the Freedom of Information Act 1982 (Cth) (‘FOI Act’). </td> </tr> <tr> <td style="width:25%; text-align:left;"> Audience </td> <td style="width:75%; text-align:left;"> Staff, Students </td> </tr> <tr> <td style="width:25%; text-align:left;"> Category </td> <td style="width:75%; text-align:left;"> Administrative </td> </tr> <tr> <td style="width:25%; text-align:left;"> Topic/ SubTopic </td> <td style="width:75%; text-align:left;"> Information Management - Records & Archives </td> </tr> <tr> <td colspan="2">   </td> </tr> <tr> <td style="width:25%; text-align:left;"> Effective Date </td> <td style="width:75%; text-align:left;"> 15 Jan 2020 </td> </tr> <tr> <td style="width:25%; text-align:left;"> Next Review Date </td> <td style="width:75%; text-align:left;"> 13 Jan 2025 </td> </tr> <tr> <td colspan="2">   </td> </tr> <tr> <td style="width:25%; text-align:left;">Responsible Officer: </td> <td style="width:75%; text-align:left;"> University Librarian and Director, Scholarly Information Services </td> </tr>   <tr> <td style="width:25%; text-align:left;">Approved By:</td> <td style="width:75%; text-align:left;"><a href="mailto:eo.vc@anu.edu.au">Vice-Chancellor</a></td> </tr> <tr> <td style="width:25%; text-align:left;">Contact Area</td> <td style="width:75%; text-align:left;">  <a href="mailto:director.sis@anu.edu.au">Library, Archives and University Records</a> </td> </tr> <tr> <td style="width:25%; text-align:left;"> Authority: </td> <td style="width:75%; text-align:left;"> <a href="http://www.legislation.gov.au/Series/C2004A02562">Freedom of Information Act 1982</a><br/> <a href="http://www.legislation.gov.au/Series/C2004A02796">Archives Act 1983</a><br/> <a href="http://www.legislation.gov.au/Series/C2013A00133">Public Interest Disclosure Act 2013</a><br/> </td> </tr> <tr> <td style="width:25%; text-align:left;"> Delegations </td> <td style="width:75%; text-align:left;"> <a href="https://www.anu.edu.au/files/governance-framework/by-category-sm_1.pdf">398, 399</a> </td> </tr> <tr> <td style="width:100%; text-align:left;" colspan="100%"> <br /><div> Information generated and received by ANU staff in the course of conducting business on behalf of ANU is a record and should be captured by an authorised recordkeeping system. To learn more about University records and recordkeeping practice at ANU, see <a href="https://aus01.safelinks.protection.outlook.com/?url=https%3A%2F%2Fservices.anu.edu.au%2Fplanning-governance%2Frecordkeeping&data=05%7C01%7CMariane.AndradeQuintao%40anu.edu.au%7Ccedb48f8c5c04061df0008daa1b4a9d2%7Ce37d725cab5c46249ae5f0533e486437%7C0%7C0%7C638000094553222970%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=oe1oV23fZUdfusEFDbzg4qt3OHfaauKXG8qGhAzZnRA%3D&reserved=0">ANU recordkeeping</a> and <a href="https://policies.anu.edu.au/ppl/document/ANUP_001233">Policy: Records and archives management.</a></div> </td> </tr> </table> </div> </div>  <div class="doublewide nomargintop" style="color:#000000;"> <div class="box bg-uni25 bdr-solid bdr-uni"> <table style="border:none; width:100%;"> <tr> <td colspan="2"><h3>Related Content</h3></td> </tr>  <tr> <td style="width:25%; text-align:left;"> Policy<br> </td> <td style="width:75%; text-align:left;"> <table style="border:none;"> <tr> <td colspan="2" style="text-align:left;""> <a href="/ppl/document/ANUP_001233">Records and archives management</a> </td> </tr> </table> </td> </tr> <tr> <td style="width:25%; text-align:left;"> Procedures<br> </td> <td style="width:75%; text-align:left;"> <table style="border:none;"> <tr> <td colspan="2" style="text-align:left;""> <a href="/ppl/document/ANUP_000666">Staff access to personnel records </a> </td> </tr> <tr> <td colspan="2" style="text-align:left;""> <a href="/ppl/document/ANUP_6030578">Freedom of information requests </a> </td> </tr> <tr> <td colspan="2" style="text-align:left;""> <a href="/ppl/document/ANUP_6030683">Student access to student records </a> </td> </tr> </table> </td> </tr> <tr> <td style="width:25%; text-align:left;"> Guidelines<br> </td> <td style="width:75%; text-align:left;"> <table style="border:none;"> <tr> <td colspan="2" style="text-align:left;""> <a href="/ppl/document/ANUP_6030790">Processing freedom of information requests </a> </td> </tr> <tr> <td colspan="2" style="text-align:left;""> <a href="/ppl/document/ANUP_6030752">Access to ANU archives</a> </td> </tr> </table> </td> </tr>    </table> </div> </div>   </div>   </div>  </div>    <style> footer.anu-wf-footer img.anu-wf-img[alt="The Australian National University"] { width: 160px; } footer.anu-wf-footer img.anu-wf-img[alt="APRU"] { width: 70%; } footer.anu-wf-footer img.anu-wf-img[alt="IARU"] { width: 88%; } footer.anu-wf-footer img.anu-wf-img[alt="edX"] { width: 45%; } footer.anu-wf-footer img.anu-wf-img[alt="Group of Eight Member"] { width: 80%; } </style> <div role="contentinfo" id="footer-wrap"> <footer class="anu-wf-footer" aria-label="Footer banner" role="contentinfo" data-tracker="anu"></footer><script src=https://webstyle.anu.edu.au/widgets/bundle.js></script> </div>  </body> </html>

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