Requests for Official Information
At St Joseph's School, we respond to requests for 
official information by following the requirements of relevant legislation and guidelines, including the Official Information Act 1982 and Local Government Official Information and Meetings Act 1987. We make information available unless there is a good reason to refuse access to information or withhold information (e.g. confidentiality and privacy).
Official information means any information held by the school, board employees, and anyone contracted by the board. Official information may include information such as board minutes (including "in-committee" minutes) as well as information in emails, photos, videos, and social media. Official information may include personal information such as student or employee records.
St Joseph's School assesses requests for information and responds appropriately. Straightforward requests for information may be dealt with by school staff, including the principal. More complex requests are referred to the board and may be delegated as appropriate.
- Requests for information about board meetings are managed in compliance with the Local Government Official Information and Meetings Act 1987.
- Requests for official information are considered under the Official Information Act 1982.
- Requests by a person for reasons for decisions affecting that person are considered under the Official Information Act 1982.
Where we have made a decision or recommendation in respect of any person, under the Official Information Act that person has the right to request a written statement within a reasonable timeframe setting out:
- the findings on material issues of fact
- reference to any information on which the findings were based (unless that information is evaluative material; the disclosure could prejudice the mental or physical harm of the requester; the disclosure would be contrary to the interests of a requester under the age of 16; or disclosure would prejudice the safe custody or rehabilitation of an offender)
- the reasons for the decision or recommendation.
- Requests by a person for their personal information are managed in compliance with the Privacy Act 2020. See Personal Information Access and Correction Process.
- Requests by a person to access someone else's personal information may be managed according to the Privacy Act 2020 if the requester is a representative of the person concerned. Otherwise this is considered under the Official Information Act 1982.
Under the Education and Training Act 2020, parents and guardians are entitled to receive reports on the performance and progress of their child, including matters that are preventing or slowing progress or harming relationships with teachers and other students. In some situations, parents/guardians do not have a right to access personal information our school may hold about their child. In these situations, parents/guardians will be advised of the decision to withhold personal information about their child and advised of their right to refer the decision to the Privacy Commissioner or the Ombudsman as appropriate. See Personal Information and Sharing Student Personal Information with Parents and Guardians.
St Joseph's School may charge for the costs associated with requests under the Official Information Act or Local Government Official Information Meetings Act. We ensure the person who requested the information agrees to the costs before proceeding. Requests for information may be amended to reduce the estimated costs. See Charging guidelines for OIA requests 
.
Requests under the Local Government Official Information and Meetings Act 1987
As required by the Local Government Official Information and Meetings Act (LGOIMA), the board takes reasonable steps to ensure that parents/guardians of enrolled students can learn the location and timing of board meetings, and allows members of the public to access agendas, reports, and meeting minutes. Anyone who wants to request this information can contact the office.
This does not apply to reports considered during public-excluded business or the minutes from the public-excluded part of a meeting (i.e. the "in-committee" part of a meeting).
Requests under the Official Information Act 1982
As required by the Official Information Act (OIA), we make official information available when requested unless there is a good reason to withhold it (as outlined in the Official Information Act). See Process for Requests under the Official Information Act.
The following guidelines apply to requests under the Official Information Act:
- A request does not have to be in writing (e.g. requests can be made in person or by phone). However, we may ask for a verbal request to be clarified in writing.
- Initial requests should be as specific as possible so the school can find and share the information requested. The school will work with the requester to clarify the request if necessary.
- Requesters do not have to give a reason for the request. The school may ask for reasons to help with its response but the requester does not have to give reasons.
- A request does not have to refer to official information law.
- If a request is urgent, the requester must tell the school why the request is urgent.
- If the school may need to deny the request due to the need for substantial collation or research, the requester has the opportunity to amend the request.
- Where the information requested is part of a document and there is good reason for withholding some of the information contained in that document, the other information in that document may be made available by making a copy of that document available with such deletions or alterations as are necessary.
Related policies
Legislation
- Official Information Act 1982
- Local Government Official Information and Meetings Act 1987
- Education and Training Act 2020
- Privacy Act 2020
Resources
Hei mihi | Acknowledgement
SchoolDocs appreciates the professional advice of Kathryn Dalziel, senior barrister, in the review of this policy.
|
: Term 2 2024, Term 4 2020, Term 4 2019
The release history is a record of changes made to a SchoolDocs Core topic as the result of an internal or scheduled review. The date indicates when a change was made. If you have a customised topic, it may not have received the updates described. Release history links are kept for five years, then archived.
