How to Make an FOI Request

How to make an Information Request

Introduction

So far as is possible, and subject to exemptions provided for by the Freedom of Information Act 2000, the University of Central Lancashire wishes to provide its staff and students, and other members of the public, with any information they want which is held by the University.  The University is committed to promoting public understanding of its nature and activities via the systematic publication of all relevant information, and will make every effort to provide, where practical and permissible, additional information to members of the public in cases where routinely published information does not provide them with the information they require.

Under the terms of the Data Protection Act 1998 and the Freedom of Information Act 2000, individuals have rights in regard of obtaining information held by the University.  Appropriate information request forms are attached.  Before completing an application form, please read the notes below to determine the nature of your request.

Request for information relating to yourself

Under the terms of the Data Protection Act 1998 you are allowed to ask the University for information held about you as an individual.  For example, you may wish to see your staff or student file, your library borrowing record, etc.  If you wish to make an enquiry about data that relates to yourself, then please apply in writing to the University Freedom of Information Officer – e-mail dpfoia@uclan.ac.uk. Please note that the University will normally have 40 days to respond to your request.

Request for information held by the University

Under the terms of the Freedom of Information Act 2000 you are allowed to ask the University to provide you with information held by the University.  For example, you may wish to see the minutes of a particular meeting, or obtain standard information about student numbers.

The University already makes public large quantities of information that it holds, through a publication scheme  required by the Freedom of Information Act. Information on a range of operational issues is also available from individual Services, Schools and Area offices of the University. Before submitting any request you are advised to check the University’s Publication Scheme to determine whether the information you require is already available

If you wish to make an enquiry about information held by the University and which does not seem to be already available, then please complete the form titled “Request for Information” and return it to the address shown.  We will then instigate a search for the information you need.  Please note:

(i)         where the information you request is already routinely published by the University (or some other public body) then we will provide you with guidance on how to find this information, rather than the information itself.

(ii)        if you wish to obtain personal information relating to yourself then we may need to ask for a more detailed request from you making a request under the Data Protection Act 1998.  These requests should be made in Writing to the University Freedom of Information Officer – e-mail dpfoia@uclan.ac.uk 

(iii)       there may be a fee for information to be provided under the Freedom of Information Act, if so, we shall contact you as soon as possible to inform you of the amount

(iv)       the University will usually have 20 working days to respond to your request once any   fee is paid

(v)        please be careful to specify clearly all the information you require: we will make all reasonable efforts to locate this information, though we may need to ask you to provide more detail if your original application does not allow us to identify exactly what you want.  If you require advice on how to specify your needs, please contact the School/Service office shown on the form

(vi)       the Freedom of Information Act 2000 provides some limits to your access to information, though the University would consider withholding information only in cases where an exemption legitimately applies.  General guidance on the exemptions that the University might apply to an Information Request are availabe from the Information Commissioner.  If we cannot comply with your request for any reason, we will provide you with a full explanation of the reason(s) for that refusal and details of how to appeal against that decision.

(vii)      we will not provide statistical information analysed to any greater level of detail than is normally provided with the University’s standard published information unless this information is already available to us.

(viii)      if it transpires that the University does not hold the information you have requested then we will write to you to inform you of this.  Where possible, we will suggest alternative ways in which you may be able to access the information you require.

(ix)       if some/all of the information you request is held by another Public Authority then we will provide what information we can and then consider transferring the request to the relevant Authority.  Should we need to transfer your request, you will be informed immediately.

Making a request for information

Once you have decided the type of enquiry you are making, please complete the appropriate application form and return it to the Department Office at the address shown. 

Please provide full contact details so that we may contact you quickly should we need to clarify the nature of your enquiry.

Email: dpfoia@uclan.ac.uk, Ext 2561