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Hafan

Training and awareness

It is important that all staff are trained in FOI procedures. The level of staff training  might depend on their role. However all staff should be trained in how to recognise a request, what to do if you receive a request and, if the role requires it, how to complete a request. All staff should also be aware of the timescales for completion of a request and their role in meeting the requirements set out under FOIA. Once training has been delivered, refresher training should be provided to staff on a regular basis to ensure their knowledge is up to date.

This module makes you think about and understand how your training is provided and how you make colleagues aware of their FOI responsibilities.

All questions are mandatory.

Criteria

Good:

  • All staff know how to recognise a request and what to do with it in order to comply with the statutory timescales.
  • Generic FOI training is delivered to all members of staff.
  • Specific FOI training is delivered to staff with responsibility for handling requests for information.
  • Ad-hoc updates and refresher training is delivered to all staff on a regular basis.
  • Training and supporting documents are regularly reviewed and updated.
  • The public authority has a planned approach to covering for absence of FOI staff.

Adequate:

  • Most staff know how to recognise a request and what to do with it in order to comply with the statutory timescales.
  • Generic FOI training is delivered to relevant members of staff.
  • Ad-hoc updates and refresher training is provided to relevant members of staff.
  • Training and supporting documents are occasionally reviewed and updated.
  • The public authority is able to make adjustments to cover for FOI staff absence.

Unsatisfactory:

  • Only FOI staff can recognise a request and are aware of the statutory timescales.
  • Little or no FOI training provided.
  • Refresher training is rarely or never given.
  • Training and supporting documents are rarely reviewed and updated.
  • There are limited contingency plans for covering FOI staff absence.
1. When requests are received outside of the FOI department, the awareness of what to do and the actions taken are…
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A request for information could be received by any member of staff so everyone must ensure that they can recognise a request and that they know what to do with it. Any correspondence could include a request for information, eg business-as-usual correspondence, complaints, requests from journalists, Tweets or other written messages. (NB - EIR requests can be made verbally). It is important that staff know who to refer requests to or seek advice from. It is good practice to have a recognised point of contact, with in-depth knowledge of the legislation, who can be consulted about requests. Not every request needs to be handled under FOIA. Where appropriate, requests can be considered under normal course of business, provided the requester is not disadvantaged.

2. The FOI training delivered to members of staff across the public authority is…
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All staff should be aware of their responsibilities in relation to information requests made to the public authority. All new members of staff should receive at least basic training on or shortly after appointment. More detailed training should be provided to staff responsible for responding to requests and reviews.

3. The public authority's approach to maintaining FOI knowledge or skills is...
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Staff, particularly FOI staff, are kept updated and informed about issues which may affect compliance with statutory timescales. All training and supporting documents should reflect any new ICO guidance and recent Information Tribunal decisions. Training and suppporting documents should be regularly reviewed.

4. The way in which the public authority provides cover when staff with FOI responsibilities are absent is...

Staff absence may be unexpected, eg sickness, or expected, eg annual leave, secondment, resignation or retirement. Ensuring other staff are adequately trained might lessen the impact of any such absences.