Griffith University releases information administratively (this is discussed further below) and proactively where possible with considerable information publicly available on the University's website. Information can be accessed via the documents published through:
- The University's website or in the Publications Scheme;
- Information included in the Disclosure Log; or
- making a Right to Information (RTI) access application or Information Privacy (IP) amendment application.
The University's Right to Information Officer is the Vice President (Corporate Services), Mr Colin McAndrew. Initial enquiries about accessing information in the University may be made to Right to Information Services, Office of the Vice President (Corporate Services) on (07) 373 55586 or email firstname.lastname@example.org.
Accessing Information by Requesting an Administrative Release
The simplest means by which you might access information held by the University is by way of an administrative release, a process whereby the University’s Right to Information Officer may elect to release documents you have requested to you. Documents released by administrative process are released free of charge.
You may request an administrative release of documents by to Right to Information Services, Office of the Vice President (Corporate Services) on (07) 373 55586 or email email@example.com. It is important that you clearly specify what documents you are requesting access to and that you do not request access to documents you do not require (as responding to broadly worded requests will involve significant time, effort and cost and accordingly the application may be refused as an unreasonable diversion of the University’s resources as described below). A decision about whether or not documents will be released by administrative process will generally be made within 7 days from the date of receipt.
Please note that requests for administrative release of documents may be refused particularly in circumstances where:
the claim for documents is so broad and responding to it would involve an unreasonable diversion of the University’s resources;
the claim involves access to a third party individual’s personal information and is an invasion of that individual’s privacy;
the request is made in relation to documents that are subject to legal professional privilege;
releasing the documents might constitute a breach of confidence, prejudice the University’s ability to obtain confidential information or affect confidential communications;
releasing the documents might prejudice the private, business, professional, commercial, financial affairs of the University;
releasing the documents might involve the disclosure of trade secrets of the University, and/or information of commercial value to the University or another person and information the disclosure of which could reasonably be expected to destroy or diminish the commercial value of the information;
the disclosure of the documents could prejudice the effectiveness of a method or procedure for the conduct of tests or examinations by the University;
the document does not exist or is un-locatable; or
the document is commercially available.
If your request for an administrative release of documents is refused and you wish to persist, then it will be necessary for you to make a right to information request or an information privacy access application.
Making a Right to Information (RTI) or Information Privacy (IP) access application
If you wish to make a formal application for documents under the Right to Information legislation, you must lodge your request in writing on the approved application form.
Your application must:
- be on the approved application form
- provide sufficient information concerning the document/s to enable the University to identify the document/s
- state the address for the delivery of notices and documents to which you seek access;
- include suitable evidence of identification if you are seeking access to your own personal information;
- if the application is made under the RTI Act, the application fee of $48.00 must accompany the application.
Processing your RTI application
Your application will be processed in a timely manner and access to documents may be provided either in the form of inspection or photocopies. There is no application fee if you are applying for your own information. If you are applying for someone else’s information or non-personal information (e.g. University business records), then there is an application fee of $48.00. You may also be required to pay for processing and photocopying charges. If you are required to pay these charges, the University will advise you of estimated costs.
The Vice President (Corporate Services) will make a decision about your RTI application within 25 business days of receiving a valid application. You have a right to seek an internal review of a decision made by the Vice President (Corporate Services) if you are not satisfied with the decision. An applicant who is dissatisfied with the University's decision either at the initial decision stage or on an internal review may seek a review of that decision through the Information Commissioner. The Information Commissioner is an independent body set up to review the Right to Information and Privacy decisions of all government agencies and public authorities.
Making an IP amendment application
The Information Privacy Act 2009 provides that if certain requirements are satisfied, a person may make an application to amend a document of the University. You are entitled to amend personal information that is inaccurate, incomplete, out of date or misleading. If you wish to make an amendment application, you must lodge your request in writing on the approved application form.You may apply for an internal review if you are not satisfied with a decision made by the University’s Privacy Contact Officer. Further information is available in the Griffith University Privacy Plan.