***To:*** All Staff in the Faculty

***From:*** Iain C. McNeil, Faculty Secretary, Faculty of Physical
Sciences

***Subject:*** Freedom of Information Scotland Act (FOISA)

***Date:*** 13 November 2023

This is to remind you that the Act comes into force on 1 January 2005
and that all formal requests for information should be regarded as a
Freedom of Information (FOI) request even though the request does not
explicitly refer to the Act. Details of the Act and the University's
arrangements for dealing with FOI requests are available at
[www.gla.ac.uk/foi](http://www.gla.ac.uk/foi) In addition, the following
points are provided to help you deal with requests:

-   If the request is of a type that you would normally deal with then
    you should respond within the 20 working days allowed by the Act. If
    it is abnormal and you recognise the information is of a sensitive
    nature please refer it to me or to Lynn Kearns as we are the
    Faculty's FOI Coordinators. Your Departmental Administrator will
    also be able to provide guidance. If you need to pass on a request
    this should be done timeously as the request is timed from the date
    of first receipt. **DO NOT REFUSE AN FOI REQUEST WITHOUT FIRST
    CONSULTING THE UNIVERSITY (Claire Johnson) AND FACULTY FOI
    COORDINATORS.**

-   Requests can be made in any recordable medium i.e. a letter, email
    or voicemail. If you are absent from the Department for more than a
    few days you should have in place arrangements to manage these
    communications. (If a verbal request is received you should invite
    the person to resubmit it in writing making clear what information
    is being requested).

-   The Data Protection Act takes precedence over FOISA. Data relating
    to individuals must not be released to other than the individual
    concerned. If in doubt, please consult David Fildes, University Data
    Protection Officer.

-   Requests for environmental information and questions about animal
    research should immediately be referred to the Freedom of
    Information Office (<foi@gla.ac.uk>).

The main method of dealing with enquires will be to check the
University's Publication Scheme
([**http://www.gla.ac.uk/foi/publicationscheme.html**](http://www.gla.ac.uk/foi/publicationscheme.html))
and if the information is held there refer the enquirer to that source.
There are 17 categories of information in the Publication Scheme and
these are listed:

[1. General
Information](http://www.gla.ac.uk:443/adminforms/foimps/group.cfm?id=2)

[2. Access to
Information](http://www.gla.ac.uk:443/adminforms/foimps/group.cfm?id=3)

[3.
Governance](http://www.gla.ac.uk:443/adminforms/foimps/group.cfm?id=4)

[4. Financial
Resources](http://www.gla.ac.uk:443/adminforms/foimps/group.cfm?id=5)

[5. Corporate
Planning](http://www.gla.ac.uk:443/adminforms/foimps/group.cfm?id=6)

[6.
Procurement](http://www.gla.ac.uk:443/adminforms/foimps/group.cfm?id=7)

[7. Management of
Research](http://www.gla.ac.uk:443/adminforms/foimps/group.cfm?id=8)

[8. Commercialisation and Knowledge
Transfer](http://www.gla.ac.uk:443/adminforms/foimps/group.cfm?id=9)

[9. Human
Resources](http://www.gla.ac.uk:443/adminforms/foimps/group.cfm?id=10)

[10. Physical
Resources](http://www.gla.ac.uk:443/adminforms/foimps/group.cfm?id=11)

[11. Health and
Safety](http://www.gla.ac.uk:443/adminforms/foimps/group.cfm?id=12)

[12. Support for Disabled
People](http://www.gla.ac.uk:443/adminforms/foimps/group.cfm?id=13)

[13. Student Administration and
Support](http://www.gla.ac.uk:443/adminforms/foimps/group.cfm?id=14)

[14. Teaching
Quality](http://www.gla.ac.uk:443/adminforms/foimps/group.cfm?id=15)

[15. Information
Services](http://www.gla.ac.uk:443/adminforms/foimps/group.cfm?id=16)

[16. External and Community
Relations](http://www.gla.ac.uk:443/adminforms/foimps/group.cfm?id=17)

[17. Government and Regulator
Relations](http://www.gla.ac.uk:443/adminforms/foimps/group.cfm?id=18)

There are a number of exemptions to the Act including the release of
research information. Standard exemptions are:

-   personal information about a third party
    [[(s.38)]{.underline}](http://www.scotland-legislation.hmso.gov.uk/legislation/scotland/acts2002/20013--c.htm#38)

-   any material intended but not yet ready for publication
    [[(s27)]{.underline}](http://www.scotland-legislation.hmso.gov.uk/legislation/scotland/acts2002/20013--c.htm#27)

-   commercially sensitive information, including commercial confidences
    and trade secrets
    [[(s.33)]{.underline}](http://www.scotland-legislation.hmso.gov.uk/legislation/scotland/acts2002/20013--c.htm#33)

-   intellectual property whose disclosure would harm the competitive
    position of a third party
    [[(s.33)]{.underline}](http://www.scotland-legislation.hmso.gov.uk/legislation/scotland/acts2002/20013--c.htm#33)

-   information supplied in confidence
    [[(s.36)]{.underline}](http://www.scotland-legislation.hmso.gov.uk/legislation/scotland/acts2002/20013--c.htm#36)

-   documentation relating to matters where the University is seeking
    legal advice on its position
    [[(s.34)]{.underline}](http://www.scotland-legislation.hmso.gov.uk/legislation/scotland/acts2002/20013--c.htm#34)

-   information about honorary appointments prior to acceptance

Further details on exemptions can be found at:
<http://committees.gla.ac.uk/admin/CAFOI/Papers/20041109/exempt5.htm>

Finally, if you are responsible for managing a committee or local
records you should consult your Head of Department and/or the
Departmental Administrator to ensure the information retained is
appropriate and there is a managed retention policy.