OIA Process (revised October 2019):
1
Once the OIA is received, send an FYI email to Simon Johnson, Katherine Edmond,
Day of receipt
and Sarah Boyd – include any relevant questions here (i.e. is this an OIA or comms
request, who would hold this information, who should be the SLT sponsor)
2
Add the request to the information request log located in the M drive, create an
Day of receipt
email folder in “current requests” within OIA inbox and document a folder in your
personal OneDrive for the relevant correspondence and documentation
3
Assess request – who is the requestor, is it likely that we will be able to answer the
Day of receipt
question/s, is this a serious/controversial/risky matter, etc.
4
Acknowledge request using the template email
1st working day
5
Identify the VUW staff who will collate the response – send them the template
1st working day
email requesting the information
6
Assign an SLT member to sponsor the request and provide final approval – send
1st working day
them the template email with their EA copied in
7
If you haven’t received a response from the staff collating the information, follow up 5th working day
to ensure you will receive it in time, and answer any questions they have
8
Follow up via phone if the requested information has not been received in full –
11th working day
advise Simon Johnson and their manager if required
9
Assess the information received – does it answer the questions, do I need any more
11th working day
information or context, does Simon need to be looped in, have the staff members
requested any redactions, if so – are they valid, etc.
10 Make any valid redactions to the information and save (do not apply redactions yet
11th working day
so staff can still assess), and draft the response – proofread and ensure all questions
have been answered
11 Circulate response to the staff who collated the information, Katherine Edmond,
11th working day
and Sarah Boyd and request their approval
12 Make any relevant changes and circulate again if necessary
12th working day
13 Send approved response to SLT sponsor (and EA) for approval – inform SLT member
13th – 16th
who has already approved and when the deadline is (answer any questions they
working day
may have – directly or indirectly)
14 Once SLT approval is received - finalise redactions, sign letter, and check documents
20th working day
once more, then send the response to the requestor via the OIA inbox
(latest)
15 Ensure all relevant correspondence is stored in the request folder in the OIA inbox
After response is
and OneDrive folder, mark the request as completed in the information request log,
sent
and move relevant folders to “archived requests” and M drive “completed” folder
If some information is to be withheld:
This will most likely be under section 9 grounds (sometimes section 6):
Grounds for withholding must be set out in the letter. Seek advice from Legal Services and
Communications if necessary
The right of the requester to appeal anything in the letter must be included in the letter.
Extensions:
Should be given rather than declining for substantial collation or research under s18(f).
Only extend for the amount of time needed.
Charging:
Should be given rather than declining for substantial collation or research under section 18(f).
There are strict requirements set out in the Ombudsman’s Charging Guidelines.
Send the letter to the requester within the timeframe giving them time to pay to within the
timeframe.
If other agencies subject to the OIA are involved:
Consider consulting with them - however we make the final decision on the request.
Other Requirements:
SLT OIA reporting – ensure this occurs by around 10am every Thursday using the template. Email
these reports to Robyn Cavill-Fowler.