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St John's C of E Primary School

Freedom of Information

Freedom of Information (FOI) Policy & Publication Scheme

St John’s C of E Primary School

This document sets out St John’s C of E Primary School’s Freedom of Information Policy, Request Procedure, and Guide to Information Available under the Information Commissioner's Office (ICO) Model Publication Scheme.

Part 1: FOI Policy & Request Procedure

1.1 Introduction and Legal Framework

One of the main aims of the Freedom of Information Act 2000 (FOIA) is that public authorities, including all maintained schools, should be clear and proactive about the information they make public. To meet this requirement, St John’s C of E Primary School has adopted the ICO Model Publication Scheme in full.

This scheme commits the school to:

  • Publish the classes of information held by the school.
  • Specify the manner in which information will be made available (online or hard copy).
  • State whether information is available free of charge or upon payment.

1.2 How to Request Information

If the required information is not available on our website or in the publication schedule below, you may submit a formal written request under Section 8 of the FOIA.

Contact Information:

  • Website: www.stjohns-primary.surrey.sch.uk
  • School Office Email: admin@stjohnscofe.uk
  • Governing Body Email: clerk@stjohnscofe.uk
  • Telephone: 01883 342009
  • Postal Address:

Freedom of Information Officer

St. John's C of E Primary School

Markfield Road, Caterham, SURREY CR3 6RN

To be valid under statutory guidelines, your request must be submitted in writing (email or letter), contain your full name and a valid return address (email or postal), and clearly describe the specific information requested.

1.3 Timeframe for Response

  • Information Available Under the Scheme: Paper copies of documents listed in the publication schedule below require 3 school days' notice to collect from the School Office.
  • Formal FOI Requests: For information not published on our website or within the scheme, the school will provide a response or the requested information within 20 working days of receipt (or 20 school days / 60 working days during extended school holiday periods in accordance with statutory regulations).

1.4 Exemptions, Personal Data, and Cost Limits

Not all information held by the school can be disclosed:

  • Personal Data (Section 40): Personal information relating to pupils, parents, or staff is protected under the UK GDPR and Data Protection Act 2018. Requests for your own personal data must be submitted as a Subject Access Request (SAR), not an FOI request.
  • Commercial Interests & Confidentiality: Information that compromises commercial sensitivity or statutory duties may be withheld under relevant statutory exemptions.
  • Cost Threshold (£450 Limit): Under Section 12 of the FOIA, if complying with a request is estimated to exceed the statutory cost limit of £450 (equivalent to 18 hours of staff time at £25/hour), the school is not obliged to comply. In such cases, we will contact you to help refine your request to bring it under the limit.

1.5 Complaints and Appeals

If you have comments about this scheme, require further assistance, or wish to make a complaint regarding how your request was handled, please address your concerns initially to the Headteacher or the Chair of Governors.

If you remain dissatisfied following the school's response, you have the right to lodge a formal complaint with the Information Commissioner’s Office (ICO):

  • Postal Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
  • Helpline: 0303 123 1113 or 01625 545 700
  • Email: casework@ico.gov.uk
  • Website: https://ico.org.uk

 

Part 2: Guide to Information Available (Publication Schedule)

Paper versions of any documents within this scheme can be obtained by contacting the school. Please note that 3 days' notice must be given to obtain physical documents from the School Office.

Class of Information Documents

Class 1: Who we are and what we do Free of charge

(Organisational information, structures, locations, contacts) | • School organisational info & structures

  • Staff and Governing Body list
  • Instrument of Government (Governing body constitution)
  • Contact details for Headteacher & Governing body
  • School Prospectus
  • School session times and term dates | • School Website
  • Email School Office
  • Email Clerk to Governors (clerk@stjohnscofe.uk)
  • Letter to School Office

 

Class 2: What we spend and how we spend it Free of charge

(Financial information, procurement, audit) | • Financial info (current and previous financial year)

  • Annual budget plan & capital/additional funding
  • Procurement and projects
  • Pay & Conditions of Service Policy
  • Governors’ allowances
  • Pupil Premium & PE Premium strategy statements | • School Website
  • Email School Office
  • Letter to School Office


 

Class 3: What our priorities are and how we are doing Free of charge

(Performance indicators, inspections, reviews)

  • School attainment performance indicators
  • Ofsted inspection reports
  • Safeguarding and Child Protection policies
  • E-Safety policy, Appraisal policy, Code of Conduct
  • School Development Plan
  • SIAMS Church School inspection reports
  • Parents Forum meetings & Minutes | • School Website
  • Email School Office
  • Letter to School Office

 

Class 4: How we make decisions Free of charge

(Decision-making processes and records)

  • School Development Plan
  • Admissions policy/arrangements (excluding individual decisions)
  • Agendas & Minutes of full Governing Body and sub-committee meetings (public domain) | • School Website
  • Email Governors
  • Letter to School Office

 

Class 5: Our policies and procedures Free of charge

(Current written protocols and statutory policies) |

  • School Policies: Attendance, Child Protection & Safeguarding, Discipline/Grievance, E-Safety, Equality, Finance, FOI, Health/Safety/Welfare, Medical Conditions, Pay & Conditions, Permissible Contact, Staff Conduct, Staffing Structure, Responding to Parents' Concerns, Risk Assessments, Whistleblowing.
  • Pupil & Curriculum Policies: Anti-Bullying, Behaviour, Collective Worship, Disability Accessibility Plan, Equality, Home/School Learning, ICT/e-Safety, Prevent, RE, SEND, Sex & Relationships, Teaching & Learning.
  • Records Management & Data Policies: Information Security, Records Retention & Archive, Data Protection (SCC guidelines followed).
  • Charging Policies: Charges & Remissions Policy. |
  • School Website
  • Email School Office
  • Letter to School Office |

 

 Class 6: Lists and registers Free of charge

(Statutory registers and asset records)

  • Curriculum circulars and statutory instruments
  • Asset Register (viewing only) |
  • School Website
  • Email / Letter to School Office

 

Class 7: The services we offer Free of charge

(Information, leaflets, guidance, newsletters) |

  • Information about school services & leaflets
  • Extra-curricular activities
  • Out of School clubs (Breakfast & After School Club: 01883 341021)
  • Weekly Newsletters (Website, Paper, Parentmail®)
  • Lettings Policy & Premises Hiring Fees | • School Website
  • Email School Office
  • Letter to School Office

 

Part 3: Schedule of Charges

Where hard copies or physical disbursements are requested, charges are calculated on the following basis:

Type of Charge

Description

Basis of Charge

Disbursement Cost

Photocopying / Printing @ 10p per sheet (black and white)

Actual cost incurred

Disbursement Cost

Postage

Actual cost of Royal Mail standard 2nd class

Digital Access

Email transmission / Website download

Free of charge

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