Freedom of Information

This guide has been produced as a requirement of the Information Commissioner’s Office (ICO) and introduces a Publication Scheme.

The Model Publication Scheme provides a list of the information routinely published by colleges which the ICO expects them to make available unless:

They do not hold the information
The information is exempt under one of the FOI exemptions or Environmental Information Regulations (EIRs) exceptions, or its release is prohibited under another statute
The information is archived, out of date or otherwise inaccessible; or
It would be impractical or resource-intensive to prepare the material for routine release.

Information to be made available by the College

The information colleges routinely publish falls into the following categories – these have been determined by the ICO:

Who we are and what we do
What we spend and how we spend it
What our priorities are and how we are doing
How we make decisions
Our policies and procedures
Lists and registers
The Services we offer

Charges for information

The College may make a reasonable charge for information which is not readily available or requested in hard copy, as indicated in the Scheme.

Model Publication Scheme

This publication scheme commits an authority to make information available to the public as part of its normal business activities. The information covered is included in the classes of information mentioned below, where this information is held by the authority. Additional assistance is provided to the definition of these classes in sector specific guidance manuals issued by the Information Commissioner.

The scheme commits an authority:

To proactively publish or otherwise make available as a matter of routine, information, including environmental information, which is held by the authority and falls within the classifications below.
To specify the information that is held by the authority and falls within the classifications below.
To proactively publish or otherwise make available as a matter of routine, information in line with the statements contained within this scheme.
To produce and publish the methods by which the specific information is made routinely available so that it can be easily identified and accessed by members of the public.
To review and update on a regular basis the information the authority makes available under this scheme.
To produce a schedule of any fees charged for access to information which is made proactively available.
To make this publication scheme available to the public.

Classes of information

Who we are and what we do

Organisational information, locations and contacts, constitutional and legal governance.

Legal Framework
How the institution is organised
Departmental Structures
Location and Contact Details
Student Activities

What we spend and how we spend it

Financial information relating to projected and actual income and expenditure, tendering, procurement and contracts.

Funding / Income
Budgetary and account information
Financial audit reports
Capital program
Financial regulations and procedures
Staff pay and grading structures
Register of suppliers
Procurement and tender procedures
Contacts

What our priorities are and how we are doing

Strategy and performance information, plans, assessments, inspections and reviews.

Annual report
Corporate and business plans
Teaching and learning strategy
Academic quality and standards
Links with employers
Government and regulatory reports

How we make decisions

Policy proposals and decisions. Decision making processes, internal criteria and procedures, consultations.

Minutes from governing body
Teaching and learning committee minutes
Minutes of staff / student consultation meetings
Appointment committees and procedures

Our policies and procedures

Current written protocols for delivering our functions and responsibilities,

Procedures and policies relating to academic services
Procedures and policies relating to student services
Procedures and policies relating to human resources
Procedures and policies relating to recruitment
Code of Conduct for members of governing bodies
Equality and Diversity
Health and Safety
Estate management
Complaints policies and procedures
Records management and personal data policies

Lists and registers

Information held in registers required by law and other lists and registers relating to the functions of the authority.

Asset Registers
Disclosure Logs

The services we offer

Advice and guidance, booklets and leaflets, transactions and media releases. A description of the services offered.

Prospectus and course information
Services for outside bodies
Welfare and counseling
Health and well being
Chaplaincy services
Sports and recreational facilities
Libraries
Conference facilities
Advice and guidance
Careers advice
Local campaigns
Media releases

The classes of information will not generally include:

Information the disclosure of which is prevented by law, or exempt under the Freedom of Information Act
Is otherwise properly considered to be protected from disclosure
Information in draft form
Information that is no longer readily available as it is contained in files that have been placed in archive storage, or is difficult to access for similar reasons.

The method by which information published under this scheme will be made available

The authority will indicate clearly to the public what information is covered by this scheme and how it can be obtained.
Where it is within the capability of a public authority, information will be provided on a website. Where it is impracticable to make information available on a website or when an individual does not wish to access the information by the website, a public authority will indicate how information can be obtained by other means and provide it by those means.

In exceptional circumstances some information may be available only by viewing in person. Where this manner is specified, contact details will be provided. An appointment to view the information will be arranged within a reasonable timescale.

Information will be provided in the language in which it is held or in such other language that is legally required. Where an authority is legally required to translate any information, it will do so.

Obligations under disability and discrimination legislation and any other legislation to provide information in other forms and formats will be adhered to when providing information in accordance with this scheme.

Charges which may be made for information published under this scheme

The purpose of this scheme is to make the maximum amount of information readily available at minimum inconvenience and cost to the public. Charges made by the authority for routinely published material will be justified and transparent and kept to a minimum.

Material which is published and accessed on a website will be provided free of charge.
Charges may be made for information subject to a charging regime specified by Parliament.
Charges may be made for actual disbursements incurred such as:
- photocopying
- postage and packaging
- the costs directly incurred as a result of viewing information

Charges may also be made for information provided under this scheme where they are legally authorised, they are in all the circumstances, including the general principles of the right of access to information held by public authorities, justified and are in accordance with a published schedule or schedules of fees which is readily available to the public.

If a charge is to be made, confirmation of the payment due will be given before the information is provided. Payment may be requested prior to provision of the information.

Written requests

Information held by a public authority that is not published under this scheme can be requested in writing, when its provision will be considered in accordance with the provisions of the Freedom of Information Act.

To make a request for information please complete the Information request form via the link below:

FOI Request Form

How to obtain more information

General information on the Freedom of Information Act and the Model Publication Scheme can be obtained from:

The Information Commissioner
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF

or via the internet at www.ico.gov.uk