1. The procedure for handling requests for access to information in terms of the Promotion of Access to Information Act (PAIA), 2000 (Act 2 of 2000) in the Western Cape Education Department (WCED) was explained in Knowledge and Information Management Minute 0003/2014, dated 06 June 2014.

2. However, owing to changes in the structure of the WCED, it has become necessary to inform our officials of the revised procedure for providing access to information in terms of PAIA, which is applicable with immediate effect.

3. The Director-General of the Western Cape Provincial Government, as Information Officer and in terms of Section 1 of PAIA, has delegated all powers and duties conferred and imposed upon him in terms of Section 17(3) of the PAIA to the Head of Department, Director: Policy Co-ordination, Director: Communication and Director: Knowledge and Information Management, as well as all the directors in the 8 education district offices and any person acting in these posts as WCED Deputy Information Officers (DIOs).

4. The following revised procedure for providing access to information applies with immediate effect:
4.1 All final responses to requests for access to information in terms of PAIA will henceforth be issued by the Office of the Head: Education (HOD) via the DIO in the office of the HOD (Mr Paddy Attwell) who is delegated to receive, facilitate and co-ordinate the respective response(s).
4.2 This implies that the officials mentioned in paragraph 2 above will henceforth still receive requests for access to information (Form A) in their capacities as WCED DIOs and compile draft responses, but they will no longer issue final responses to requests for access to information to the requestors.
4.3 When the DIO receives a formal request for access to information (Form A) in terms of PAIA, his/her office will immediately compile a draft response based on the available information and forward the draft response, together with the request for access, to information to the Office of the Head: Education for attention of the DIO in the office of the HOD (Mr Paddy Attwell).
4.4 Consequently, the DIOs are advised that when they receive a formal request for access to information they should immediately:
4.4.1 acknowledge receipt in writing of the formal request for access to information (Form A) and inform the requestor that the matter has been referred to the DIO in the office of the HOD (Mr Paddy Attwell);
4.4.2 compile a draft response to the request for access to information based on the information at their disposal; and
4.4.3 record the request before forwarding the draft response to the Office of the Head: Education for attention of the DIO in the office of the HOD (Mr Paddy Attwell) to ensure compliance to the prescribed timeframe (30 days).
4.5 The DIO in the office of the HOD (Mr Paddy Attwell) will facilitate and co-ordinate the final response to the request for access to information and maintain a record and register of all requests for access to information received for reporting purposes.
4.6 In case the district DIO receiving the original request is uncertain of the response, he/she must record and immediately refer the request for information to the DIO in the office of the HOD (Mr Paddy Attwell) to avoid possible delay.
4.7 If a formal request for access to information is received at the Cape Teaching and Leadership Institute (CTLI) or any Head Office directorate of the WCED headed by a Director not assigned the duties of Deputy Information Officer (DIO) in terms of PAIA, the CTLI or directorate concerned is advised to immediately:
4.7.1 issue a written acknowledgement of receipt to the requestor; and
4.7.2 submit the request, together with a draft response via the office of the relevant Director to the DIO in the office of the HOD (Mr Paddy Attwell) (scanned copies may also be e-mailed to Mr Paddy Attwell at Paddy.Attwell@westerncape.gov.za).
4.8 The DIO in the office of the HOD will then deal with the matter in terms of paragraph 4.5.

5. The procedure outlined in this circular comes into immediate effect.

6. WCED officials are kindly requested to give their full co-operation to ensure that requests for access to information are dealt with timeously.

7. Please regard Knowledge Management Minute 0003/2014, dated 06 June 2014, as amended accordingly.

8. Kindly bring the contents of this circular to the attention of all staff under your supervision.


SIGNED: PA VINJEVOLD
HEAD: EDUCATION
DATE: 2015:09:04

Promotion of Access to Information Act, 2000  (size: 178 KB)
Form A: Request for access to record of public body  (size: 24 KB)