Freedom of Information

The Victorian Freedom of Information Act (FOI) gives members of the community, including staff and students ("the applicant") the right to:

• access documents about the applicant's personal affairs and the activities of the University; and
• request that incorrect or misleading information held by the University, about the personal affairs of the applicant, be amended or removed.

What information is available?

FOI covers access to documents that are held by the University, including documents:

• created by the University;
• supplied to the University by an external organisation or individual.

It is not only documents in paper form that are accessible. The word 'documents' covers a broad range of media including maps, films, microfiche, photographs, computer printouts, emails, computer discs, tape recordings and videotapes.

Applicants may ask for a copy of the document, or may request access to the document, for example, to see a film or to get a transcript of a tape recording. Please not costs may apply.

Information which might be available without an FOI application include:

• personal information of the applicant (such as personnel records);
• information which is available publicly (such as on a public register);
• information which is available for purchase.

What information is not available?

Not all information is automatically available. The Act allows the University to refuse access to certain documents or information. These documents or information are often called 'exempt' documents. In some cases access to an entire document may be refused. Alternatively, an applicant may be given access to a document with exempt information deleted.

Here is a list of some documents that may not be accessible:

• some internal working documents
• documents covered by legal professional privilege, such as legal advice
• documents containing personal information about other people
• documents containing information provided to the University in confidence
• documents containing information provided to the University by a business
• documents which are covered by secrecy provisions in other legislation

Each document is assessed on its merits before a decision is made.

In addition, section 109 of the Whistleblower's Protection Act 2001 ("the Act") excludes the application of the Freedom of Information Act 1982 to any document that relates to a disclosure made under the Act.

How to apply

Applications must:

• be in writing
• clearly describe the documents you are requesting access to
• include a $21.50 application fee or evidence that you qualify to have the application fee waived (eg. because payment of the fee would cause you financial hardship)

If the documents are about the applicant's personal affairs, evidence of identity will be required.

Process of a request cannot begin if any of the required information is not supplied.

Applications should be addressed to:

Freedom of Information Officer
University of Ballarat
PO Box 663
BALLARAT VIC 3353

Enquiries can be sent to foi@ballarat.edu.au

Complaints

Complaints can be made to either the Freedom of Information Officer of the University or the Vice-Chancellor.

Alternatively, complaints can be directed to the Victorian Ombudsman, see http://www.ombudsman.vic.gov.au/