Introduction

The Freedom of Information (FOI) Act is a powerful tool for transparency, ensuring that government agencies, public bodies, and organizations that receive public funding are held accountable to the public. For PR professionals, understanding how to navigate FOI requests and use them effectively is vital in promoting transparency and trust while managing reputations. This 5-day training course provides participants with the knowledge and skills to understand, manage, and respond to FOI requests, ensuring compliance with legal requirements while protecting their organization’s interests.

Objectives

By the end of this course, participants will be able to:
✅ Understand the core principles and legal framework of Freedom of Information (FOI) and how it applies to public relations.
✅ Identify when an FOI request is valid and how to respond appropriately.
✅ Protect sensitive information and manage confidentiality while ensuring transparency.
✅ Develop effective communication strategies around FOI disclosures and manage public perception.
✅ Address FOI exemptions, appeals, and complaints in a professional and ethical manner.
✅ Implement a proactive FOI policy for managing public relations and organizational communications.

Who Should Attend?

✔️ Public relations professionals working in government, public sector organizations, or any institution subject to FOI requests.
✔️ Communication managers responsible for managing internal and external messaging regarding FOI disclosures.
✔️ Corporate affairs specialists dealing with public access to organizational information.
✔️ Public sector employees who manage or respond to FOI requests.
✔️ Legal advisors, compliance officers, and ethics officers overseeing transparency and legal obligations.
✔️ Nonprofit organizations or advocacy groups advocating for public transparency or involved in public information requests.

5-Day Course Outline

Day 1: Introduction to Freedom of Information (FOI)

• The Purpose and Importance of FOI: The role of FOI in promoting transparency, accountability, and public trust in government and public sector organizations.
• Overview of FOI Laws: Understanding the FOI Act (e.g., FOIA in the U.S., FOI Act 2000 in the UK, etc.), key global frameworks, and how they vary across regions.
• Key Terms and Definitions: Clarifying the terminology involved in FOI requests (e.g., exemptions, public interest test, disclosure, withholding information).
• The Right to Access Information: Who is eligible to make FOI requests and what kind of information can be requested.
• Hands-on Activity: Examine a real-world FOI request and discuss the appropriate steps for response.

Day 2: Managing FOI Requests and Responses

• Receiving and Validating FOI Requests: How to determine whether an FOI request is valid and falls within the scope of the law.
• Timeframes and Deadlines: Understanding the statutory deadlines for responding to requests and managing timely responses.
• Types of FOI Requests: Handling simple and complex requests, including requests for internal communications, financial information, and strategic plans.
• Best Practices for Document Retrieval: How to efficiently retrieve requested information while adhering to organizational policies and laws.
• Hands-on Activity: Role-playing exercise: Simulate responding to an FOI request, drafting a response letter while managing the disclosure process.

Day 3: Exemptions, Redactions, and Sensitive Information

• FOI Exemptions: Identifying what information can be legally withheld or exempted from disclosure, including national security, personal data, commercial confidentiality, and legal professional privilege.
• Redaction Techniques: How to appropriately redact sensitive information without compromising the integrity of the FOI response.
• Public Interest Test: Understanding the balance between disclosure and withholding information based on public interest considerations.
• Managing Sensitive or Confidential Information: Ensuring that classified, proprietary, or personal data is protected while still complying with FOI regulations.
• Hands-on Activity: Practice redacting sensitive documents while considering exemptions and public interest.

Day 4: Strategic Communication and Public Perception

• Effective Communication of FOI Responses: How to communicate the disclosure of information to the public, journalists, or stakeholders in a clear, transparent, and constructive way.
• Managing Negative or Unfavorable Information: Strategies for managing and mitigating negative media or public response to FOI disclosures.
• Proactive Transparency: How to leverage FOI disclosures as part of a proactive PR strategy to build trust and engage with the public.
• Crisis Management: Handling FOI requests that lead to potentially damaging or controversial revelations, including media training for spokespersons.
• Hands-on Activity: Develop a communication plan to accompany an FOI disclosure, ensuring transparency while managing potential reputational risk.

Day 5: Implementing an FOI Policy and Handling Appeals

• Creating an Internal FOI Policy: How to design and implement an organizational policy for managing FOI requests, ensuring consistency and compliance across departments.
• Staff Training and Awareness: Educating team members on the FOI process, roles, and responsibilities to ensure smooth handling of requests.
• Dealing with Appeals and Complaints: How to handle appeals against FOI decisions, including when to escalate and the process for responding to complaints.
• FOI and the Public Relations Cycle: Integrating FOI practices into regular communication workflows to anticipate requests and avoid delays.
• Final Project and Discussion: Create an FOI response plan for a complex public relations issue and discuss the approach for managing transparency and potential reputational impact.