Coventry University is classified as a public authority under FOIA, as specified in Schedule 1 of the Act.
What information is covered by the FOIA?
The Act covers all recorded information held by a public authority. It is not limited to official documents and covers things like drafts, emails, notes, recordings of telephone conversations and CCTV recordings.
It is however, limited in scope to information which is in a recorded form, and it does not cover information which has not been recorded.
How can I obtain information?
The University has adopted a model Publication Scheme, which lists all the classes of information we make public, describes how this information is made available, and gives details of any charges made. Consulting the Publication Scheme should be your first step if you want to obtain information from us.
If you don’t find what you are looking for in the Publication Scheme, you can write to us to ask for information we hold.
How to request information from Coventry University?
If the information you need is not available through the Publication Scheme, you can submit a request under FOIA. To ensure your request is valid:
- Submit it in writing (by post or email).
- You may also submit your request via WhatDoTheyKnow (WDTK). Please note that responses to WDTK requests are automatically published on their website.
- Provide your real name and a valid contact address (email is sufficient) as required by Section 8 of FOIA.
- Clearly specify the information you require. If your request is unclear, we may ask for clarification.
Please make your request to:
Email: foia@coventry.ac.uk
Records and Information Governance Unit
Risk, Resolution, Information and Legal Services (RRILS)
Armstrong Siddeley Building,
Gosford Street,
Coventry University, Coventry, CV1 5DL
Please note that FOIA email address is solely for requesting information we hold under the Freedom of Information Act. It should not be used for general enquiries, applications, enrolment-related emails, or marketing requests.
How we handle your request
Once we receive your request, we will acknowledge it in writing and inform you of the deadline for our response. If your request relates to environmental information, we will process it under the Environmental Information Regulations 2004 (EIR).
Our response will confirm whether we hold the requested information and either provide the information or explain why it has not been provided i.e. if an exemption applies. The information will be supplied in a format acceptable to you (e.g. by email or in hard copy) so far as is reasonably practicable.
We are committed to offering reasonable advice and assistance to anyone requesting information. If we require further clarification, we will contact you to ensure we fully understand your request. The 20-working-day response period will begin once we have received the necessary clarification.
You can express a preference for the format in which you would like to receive the information, including Braille, audio format, or another language. However, we will consider the cost of providing the information in your preferred format and discuss this with you before proceeding with your request.
Timescales
The University will respond to your request under FOIA or EIR within 20 working days, confirming whether we hold the requested information. If we do, we will either provide it or explain why an exemption applies.
Other Information Access Requests
If your request concerns information about yourself, it falls under Data Protection legislation rather than Freedom of Information. These are known as
'Subject Access Requests' and are handled through separate procedure.
To submit a Subject Access Request to the University , you will need to download and complete a Subject Access Request form.
Costs
The University typically does not charge a fee for providing information, except where costs are incurred for photocopying, printing, or postage.
If a charge applies, payment must be made before the information is processed and released. The 20-working-day response period will begin once payment is received. If payment is not made within two months, the University will no longer be obligated to fulfil the request.
Exemptions
The Freedom of Information Act (FOIA) provides several exemptions that the University may rely on where disclosure of the requested information could cause prejudice. Each request is assessed individually, and if an exemption applies, the information will not be disclosed.
If an exemption is applied, we will:
- Provide an explanation of the relevant exemption.
- Inform you of your right to appeal the decision.
Types of Exemptions
The key exemptions that may be relevant, include but are not limited to;
- Some requests may be exempt due to the effort required to fulfil them (section 12).
- Information that is readily accessible through other means (section 21).
- Information scheduled for future publication (section 22).
- The disclosure of the information would prejudice the effective conduct of the University (section 36).
- Information that could pose a risk to health and safety (section 38).
- Requested information relates to personal information about others or could lead to identification of individuals. (section 40(2)).
- Confidential information (section 41).
- Information that could harm the University's commercial interests (section 43).
The University may refuse the request where it is vexatious or repeated requests, which includes:
- Requests from the same person for the same information OR
- Requests that are intended to disrupt the University's operations.
To further understand exemptions under the FOIA, please visit the Information Commissioner’s Office website.
Complaints (Internal Reviews)
If you are dissatisfied with how your request has been handled (typically if your request for information has been partially or fully denied), you have the right to request an ‘internal review.’ Requests for an internal review must be submitted within 40 working days of receiving the response to your original request and it should be directed to:
Email: foia@coventry.ac.uk
Records and Information Governance Unit, Coventry University, Armstrong Siddeley Building (4th Floor), Gosford Street, Coventry, CV1 5DL
When requesting an internal review, please specify the grounds for your request and include any relevant additional information.
Internal reviews are intended to challenge either the outcome or the process of handling the initial response.
We aim to provide a decision within 20 working days from the date we receive your request.
If you remain dissatisfied following the internal review, you have the right to request an independent review from the Information Commissioner's Office (ICO).
The Information Commissioner can be contacted at: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
