Freedom of Information

Attorney-General's Statement on Freedom of Information, 2 February 2000

Guidelines to assist the Administration of the Freedom of Information Act, issued by the Attorney-General, 2 February 2000

What is Freedom of Information?

What should I do to make an application?

What should a staff member do if he or she receives an FOI application?

What is a document?

What documents are covered by the FOI Act?

What documents may be exempt?

Further Information

FOI Part II Statement

What is Freedom of Information ?

The Victorian Freedom of Information Act came into effect on 5 July 1983. The FOI Act (No. 9859 of 1982) gives persons the general right, subject to specified exceptions, to access the information held by departments and authorities of the Victorian Government.

The University is an agency under the FOI Act.

What should I do to make an application?

All formal requests for access to documents of the University, under the provisions of the Freedom of Information Act, are to be made in writing to :

The Senior Vice-Principal
The University of Melbourne
VIC 3010

FOI applications must be made in writing and should be accompanied by a $22.00 application fee.

What should a staff member do if he or she receives an FOI application ?

The Senior Vice-Principal is the formally designated Freedom of Information Manager of the University and the University Secretary is the Deputy FOI Manager.

If you receive a FOI application you should forward it immediately to Len Currie, University Secretary who is responsible for managing responses to FOI requests.

What is a document ?

Documents include those held in files or records of the agency, or held by an individual for the purpose of discharging his/her duties. This includes electronic mail messages in both paper or electronic format.

The definition of the word "document" is given broad scope in the FOI Act. Examples of documents are books, maps, plans, drawings, audio-visual media, photographs and documents that could be produced in discrete form by the use of a computer or other equipment (eg. material stored in a database or spreadsheet). It does not include library material maintained for reference purposes.

What documents are covered by the FOI Act ?

The FOI Act covers documents in the possession of an agency whether created in the agency or received in the agency.

The right of access established by the FOI Act does not extend to:

• exempt documents as specified in Part IV S(13) of the Act;

• documents containing information of a kind which is already available for public access eg, publications;

• documents created prior to 5 July 1978 other than documents which relate to the personal affairs of the applicant. Documents of any age are subject to FOI if they relate to the personal affairs of the applicant.

What documents may be exempt ?

Decisions concerning the exemption of documents are made by the Senior Vice-Principal on the advice of the University Secretary.

• Documents affecting personal privacy. This exemption does not apply where the person seeking access to the document is the person who is the subject of the information.

• Internal working documents ie. for the purpose of the deliberative processes involved in the functions of an agency, a Minister or Government.

• Documents affecting legal proceedings.

• Documents relating to trade secrets, or other matters of a business, commercial or financial nature.

• Documents containing material obtained in confidence.

• Documents where disclosure would be contrary to the public interest.

Further Information

Further information on FOI is available from Janet White, University Secretary, ext. 47117 or John Green, Deputy University Secretary, ext 47935.