Procedure overview
- 1 Purpose
- 2 Scope
- 3 Procedure Overview
- 4 Procedures
- 5 References
- 6 Schedules
- 7 Procedure Information
1 Purpose
To identify the process to be followed in enabling the University meet its compliance obligations under the Right to Information Act (2009) (Qld) (RTI Act). The procedure outlines the key responsibilities of Enterprise Information Management Services in dealing with the requirements of the RTI Act, including broad guidelines relating to the processing of access requests for information held by the University.
This procedure is pursuant to the University's Right to Information Policy.
2 Scope
This procedure applies across the University and to the public.
Organisations such as student unions/guilds and associated clubs and societies, employee associations and social clubs, and non-controlled entities are excluded for the purposes of the RTI Act.
3 Procedure Overview
This procedure provides a high-level overview of the processes involved in:
- delegation of the Right to Information Coordinator and Decision-maker
- access applications made under the Right to Information Act 2009 (Qld) and the Information Privacy Act 2009 (Qld) (IP Act)
- maintaining an Administrative Access Scheme, Publication Scheme and a Disclosure Log on the University website - refer Section 7 below.
- mandatory reporting, audit processes, self-assessment reviews and surveys
- training and support to University Members.
4 Procedures
4.1 RTI Coordinator and Decision-maker
Subject to the limitations of the RTI Instrument of Delegation, the RTI Coordinator and decision-maker and the Manager (Enterprise Information Management) (the authorised officers) will undertake a range of activities to assist the University in meeting its compliance obligations under the RTI Act.
4.2 Access applications
4.2.1 How to apply
All requests for access to information made under the RTI Act and the IP Act must be made, in writing, and submitted to the RTI Coordinator and Decision-maker located in Enterprise Information Management Services (O4).
Applicants are encouraged to:
- Use the mandated form available across the Queensland public sector. Refer Section 7 below.
- Discuss their request with the RTI Coordinator and decision-maker, or alternatively, the Manager (Enterprise Information Management) prior to lodgement.
4.2.2 Authorised decision-maker
Only the nominated officers (the authorised officers), as per the RTI Instrument of Delegation, have the legal authority to make a determination or decision on RTI access applications.
4.2.3 Application process
Upon receipt of an RTI access application the authorised officer will, at their discretion, consult with the applicant and relevant senior manager to determine if the requested information could be released, in full or in part, without the need for a formal access application i.e. to explore the possibility of discretionary release under the Administrative Access Scheme.
Each request will be considered on its own merit taking into consideration exempt and Out of Scope Material. On each occasion the authorised officer will refer to the publicly accessible USQ Publication Scheme to determine if information requested may be readily available from that particular source. Refer Section 7 below.
Where discretionary release is not realised the authorised officer will screen all formal access requests and make an initial determination concerning 'which Act' applies for the purpose of processing i.e. under the Right to Information Act (2009) or the Information Privacy Act (2009).
Requests for access to an applicant's personal information only, held by the University, will be referred to the University's Privacy Officer for processing under the IP Act. All other requests will be processed under the RTI Act by the authorised officer.
The authorised officer has a duty to assist an applicant to make an application which is compliant with the requirements of the RTI Act - s33 refers.
Where applicable, the authorised officer will request University officers to locate, assist and provide relevant documents (in all relevant Document Formats) falling within the scope of the access request to the decision-maker. University officers will be responsible for locating the relevant information held in their cost centres or under their control, making a declaration attesting to the thoroughness of their searches and providing the documents to the decision-maker within the requested timeframe.
In making a determination under the RTI Act the decision-maker will take into consideration the provisions of the RTI Act (including processing timeframes) and relevant guidelines, training materials, previous decisions and other information published by the Office of the Information Commissioner and other relevant jurisdictions.
4.2.4 Application, processing and access charges
- A prescribed application fee is required to commence the RTI process.
The application fee cannot be waived - section 24(4) of the RTI Act refers. - Processing and access charges may apply, subject to, the provisions of the RTI Act.
Refer Section 7 below.
4.2.5 Review Rights
If an applicant is dissatisfied with the outcome of a decision they may apply for an internal and/or external review. It is not necessary to have an internal review before applying for an external review. Refer Section 7 below.
4.3 Other responsibilities
The authorised officer under the direction of the Manager (Enterprise Information Management) will be responsible for maintaining and implementing a range of activities to assist the University in meeting its compliance obligations under the RTI Act.
4.3.1 Maintaining the RTI website
The University will maintain an RTI website (refer Section 7 below) and will endeavour to provide relevant and up-to-date information concerning the operation of the RTI Act which is readily and easily accessible to University Members and the public. Relevant links such as a 'Right to Information' footer on the UniSQ Home Page is a mandatory requirement.
4.3.2 Maintaining a Publication Scheme
The University will maintain a Publication Scheme (refer Section 7 below) on its RTI website which describes and categorises information routinely available from UniSQ. The information is structured and accessible through seven classes (mandatory requirement).
4.3.3 Maintaining a Disclosure Log
The University will maintain an up-to-date Disclosure Log (refer Section 7 below) which provides the information that has been released in response to right to information access applications made under the RTI Act.
The Disclosure Log will not include personal information.
4.3.4 Mandatory reporting, audits and reviews
Coordination of a single University response to mandatory RTI & IP reporting, audits, self-assessment reviews and surveys commissioned by the Office of the Information Commissioner will be the responsibility of the authorised officers, in consultation with the Privacy Officer and the Director (Planning and Office of the Deputy Vice-Chancellor Enterprise Services).
4.3.5 Training and support
Appropriate RTI training programs will be coordinated and delivered by the authorised officers through the University's People Portfolio Learning and Development Program.
The authorised officers will, as required, monitor and attend external RTI training programs and practitioner forums to assist with maintaining an up-to-date knowledge base of the RTI regime.
4.3.6 Policy input
The Manager (Enterprise Information Management) will, as required, provide an appropriate level of input to University policies and other documents where a potential RTI impact is a consideration.
4.3.7 Internal reporting
The Manager (Enterprise Information Management) supported by the Team Leader (Enterprise Information Management Services) will be responsible for the submission of appropriate statistical reports information relating to RTI activity to the Audit & Risk Committee.
4.3.8 External reporting
The Manager (Enterprise Information Management) supported by the Team Leader (Enterprise Information Management Services) and, in consultation with the Privacy Officer, will be responsible for the submission of statutory reports to the Queensland Government relating to the operation of the RTI Act and IP Act as applicable to the University.
5 References
Queensland Government. Department of Justice and Attorney-General.
University of Queensland; University of Sunshine Coast; James Cook University.
6 Schedules
This procedure must be read in conjunction with its subordinate schedules as provided in the table below.
7 Procedure Information
| Accountable Officer | Chief Information Officer |
| Responsible Officer | Manager (Enterprise Information Management) |
| Policy Type | University Procedure |
| Policy Suite | |
| Subordinate Schedules | |
| Approved Date | 26/6/2020 |
| Effective Date | 26/6/2020 |
| Review Date | 4/7/2019 |
| Relevant Legislation | Information Privacy Act (2009) Information Privacy Regulation 2009 |
| Policy Exceptions | |
| Related Policies | |
| Related Procedures | |
| Related forms, publications and websites | |
| Definitions | Terms defined in the Definitions Dictionary |
| The term 'University' or 'UniSQ' means the University of Southern Queensland....moreThe term 'University' or 'UniSQ' means the University of Southern Queensland. The days of Monday to Friday inclusive between 9am and 5pm Australian Eastern Standard Time (AEST), with the exclusion of gazetted Public Holidays for the relevant campus location, plus the closure of the University between 25 December and 1 January in the following year inclusive as specified in the Enterprise Agreement, as well as any closure of the University either at one or severa...moreThe days of Monday to Friday inclusive between 9am and 5pm Australian Eastern Standard Time (AEST), with the exclusion of gazetted Public Holidays for the relevant campus location, plus the closure of the University between 25 December and 1 January in the following year inclusive as specified in the Enterprise Agreement, as well as any closure of the University either at one or several campuses in accordance with a direction of the Crisis Management Team. Persons who include: Employees of the University whose conditions of employment are covered by the UniSQ Enterprise Agreement whether full time or fractional, continuing, fixed-term or casual, including senior Employees whose conditions of employment are covered by a written agreement or contract with the University; members of the University Council and University Committees; visiti...morePersons who include: Employees of the University whose conditions of employment are covered by the UniSQ Enterprise Agreement whether full time or fractional, continuing, fixed-term or casual, including senior Employees whose conditions of employment are covered by a written agreement or contract with the University; members of the University Council and University Committees; visiting, honorary and adjunct appointees; volunteers who contribute to University activities or who act on behalf of the University; and individuals who are granted access to University facilities or who are engaged in providing services to the University, such as contractors or consultants, where applicable. | |
| Definitions that relate to this procedure only | |
| Administrative Access Discretionary release of requested information outside of the formal Right to Information (RTI) and Information Privacy (IP) process. Document Section 12 of the RTI Act defines a document as: “a document, other than a document to which the RTI Act does not apply, in the possession, or under the control, of the agency (University) whether brought into existence or received in the agency (University) and includes - (a) a document to which the agency (University) is entitled to access; and (b) a document in the possession, or under the control, of an officer of the agency (University) in the officer's official capacity.” Document Format Documents may be in a range of formats including, but not limited to:
Out of Scope Material Documents containing information which will not be released includes:
| |
| Keywords | RTI, Right to Information, informal access, IP, Information Privacy |
| Record No | 14/496PL |