Guidelines for the handling of requests directed to public schools and (state) colleges in the province of the Western Cape in terms of the Promotion of Access to Information Act, 2000 (Act 2 of 2000) | Western Cape Education Department
Guidelines for the handling of requests directed to public schools and (state) colleges in the province of the Western Cape in terms of the Promotion of Access to Information Act, 2000 (Act 2 of 2000)

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Western Cape Promotion of Access to Information Act, Manual:
English


Guideline Contents
Part ONE: General background, important legal aspects, financial arrangements and file facilities
Part TWO: Recommended administrative procedures for the handling of requests directed in terms of the Promotion of Access to Information Act, 2000 (Act 2 of 2000) within the institution
Part THREE: Internal appeal procedure

Supporting Documents:

Document: Grounds of refusal: Checklist to determine whether one or more ground for refusing access to information applies to a record
Document: Automatically available records

Annexures:

Annexure 1: Form A: Request for access to record of public body
Annexure 2: Control sheet or finalisation steps
Annexure 3: Request register / Human Rights Commission report
Annexure 4: Internal covering letter : Route/Instructions
Annexure 5: Search instruction/report
Annexure 6: Untraceable files: Reporting / Affidavit(s)
Annexure 7: Invoice sheet for request and access fees
Annexure 8: Form C: Notice of internal appeal
Annexure 9: Check list

Letters:

Letter 1: Acknowledgement of receipt of request - Section 18
Letter 2: Reason for notice : Procedural deficiency - Section 19(2)
Letter 3: Reason for notice : Transfer of request - Section 20(1)(2)
Letter 4: Notice to requester in respect of transfer : Section 20(5)
Letter 5: Notice in respect of section 22(1) : Request for demand
Letter 6: Notice in respect of Access fee - Section 22(2)
Letter 7: Reason for notice : Lost/not existing records - Section 23
Letter 8: Notice in respect of record found and access granted - Section 23(4)
Letter 9: Notice in respect of record found, but access refused - Section 23(4)
Letter 10: Reason for notice: Deferral of access - Section 24
Letter 11: Reason for notice: Access granted - Section 25(2)
Letter 12: Reason for notice: Access refused - Section 25(3)
Letter 13: Reason for notice: Extension of time not exceeding 30 days - Section 26(2)
Letter 14: Notice in respect of partial access - Section 28
Letter 15: Notice in respect of health records - nomination of health practitioner - Section 30
Letter 16: Notice in respect of access to health records - Section 30
Letter 17: Notice to Relevant Authority of internal appeal received - Section 75
Letter 18: Third party notification - considering a request - Section 47
Letter 19: Notice to third party of decision of deputy information officer - Section 49