Freedom of Information (FOI) and Environmental Regulations (EIR)

The University may refuse a Freedom of Information request if the estimated cost of locating, retrieving, and extracting the requested information exceeds the legal limit set by the Freedom of Information Act. For universities, this limit is currently £450, which equates to 18 hours of staff time.

As far as possible, we will suggest how your request can be refined  to meet the appropriate time-cost limit.

This exemption is most likely to apply where responding to a request would involve a significant amount of manual work, for example:

• requests covering a large volume of records or emails;
• requests for information held across multiple departments or systems; or
• requests that require extensive manual searches to locate the relevant information.

This exemption applies where the requested information is reasonably accessible to the requested through other  means . For example, information may already be published on the University's website or available from another organisation, such as HESA. Information can still be considered reasonably accessible even if there is a charge to obtain it.

Examples include:

• admissions requirements and application information;
• the University's Annual Report and Financial Statements; and
• published student, graduate or institutional data.

This exemption applies to requests for personal information where disclosure would breach data protection legislation. Although there may be circumstances where information about senior members of staff, such as salaries or expenses, can be disclosed, personal information will generally not be released if it identifies, or could identify, an individual.

Examples include:

• Data requests where a small number of individuals could lead to possible identification, including where values are fewer than five. Examples include admissions data and misconduct cases;
• information that directly identifies an individual; and
• information that could identify someone when combined with other publicly available information.

This exemption applies where information has been provided to the University by another person or organisation in confidence, and disclosing it would result in an actionable breach of confidence.

Examples include:

• confidential information contained in contracts or agreements with third parties; and
• information provided by University employees outside their normal duties, such as whistleblowing reports or evidence gathered during an investigation.

These exemptions may apply where the University plans to publish information in the future. The information does not need to have a confirmed publication date for the exemption to apply.

Section 22A specifically applies to research that is ongoing  and where there is an intention to make public some relevant information. t.

Examples include:

• research data that is being prepared for publication;
• financial information that will be included in the University's Annual Report; and
• exam or performance data held by external organisations or professional bodies, such as the General Medical Council.

These exemptions may apply where releasing information could prejudice an investigation or the prevention or detection of crime, or  law enforcement and security matters.

The University uses these exemptions only where necessary, but they may apply where disclosure could increase risks to safety, security, or the prevention of crime.

Examples include:

• information about IT security systems or infrastructure;
• building plans or estate information that could be misused for criminal purposes; and
• information about the frequency or nature of data breaches

This exemption may apply to information relating to the University's internal decision-making, administration, or business activities. It may be used where releasing information could affect the University's ability to operate effectively or discourage open and honest discussions between stakeholders.

Section 36 can only be applied with the approval of a qualified person. At the University, this is the Vice-Chancellor.

Examples include:

• past exam papers or assessment materials that are regularly reused;
• minutes, notes, or draft documents where disclosure could prevent full and frank discussion.

This exemption may apply where releasing information could endanger the physical or mental health, safety, or wellbeing of an individual or group.

Examples include:

• information about controversial research, where disclosure could lead to individuals being targeted;
• information where disclosure could negatively affect public health; and
• information about the accommodation or location of individuals who may be at risk of threats or harm.

This exemption protects confidential communications between the University and its legal advisers. It applies to legal advice provided by the University's internal legal team or external legal advisers, including advice relating to current or potential legal proceedings.

Examples include:

• legal advice about University policies, decisions, or actions; and
• legal advice relating to current or potential legal claims involving the University.

This exemption may apply where releasing information would harm the commercial interests of the University or another organisation. It may be used to protect information that could affect the University's ability to compete effectively, negotiate contracts, or protect its commercial position.

Examples include:

• information that could reveal student recruitment strategies to competitor institutions;
• information about donations or external funding arrangements; and
• details of contracts, tender submissions, or commercial agreements with third parties.