IC review applications section 54N — STEP ONE — Resolve action ‘Case Admin'

1. Open an IC review case in the Mail Assessor/Triage tab in Resolve
2. Complete action step ‘Allocate to Triage Officer' allocating to yourself. (Case will remain in ‘My Cases' tab until the ‘First Check' action is completed)
3. Using the below questions as a guide to completing action step ‘First Check (MR)'

1. Is the matter correctly registered as an IC review?

Is it a complaint or enquiry?

Is there only one decision for review? Each FOI application requires its own IC review (X-Ref each case)

Yes

Proceed to 2

No

If the Case is not a IC review create a new complaint/enquiry/extension of time (EOT) case for the individual and transfer all documents (make a note in documents properties that case was originally register incorrectly) then arrange for the IC review case to be deregister or if actions/notes exist close as incorrectly registered.

Proceed with assessor check list for complaints/enquiries.

2. Does the IC review application include appropriate contact details? (postal or email) s 54N(1)(a)

Please look up generic agency FOI contacts if none is provided — eg check their website for FOI email and have this for agency. For Minister's office use the agency FOI contact unless minster's contact is shown in correspondence.

Yes

Check applicant and respondent details in resolve records are correct, cross reference to any relevant cases and proceed to 3.

No

If phone number is provided call the applicant and seek appropriate details, check resolve for other entries for this person, otherwise, make note for assessor — appears application is not valid.

3. Does the IC review request include a full copy of the Decision? (other than deemed refusal) s 54N(1)(b)

Look for missing pages or attachments

Yes

• Add description of case decisions to main tab ‘Details of the review' include dates, summary of request and decision/exemptions
• Complete ‘review type' (top left of screen).
• Fill in the ‘Agency Decision' tab, include decision maker ‘add issue'. Proceed to 4.

No (part of)

Request the applicant provide a full copy of the decision/attachments/schedule. Record any action communications in Actions tab as relevant action type.
Proceed to 4.

4. Was the initial FOI request received with the agency on or after 1 Nov 2010?

Yes

Proceed to 5

No/not sure

Make a note in the first check action comments for the Assessor ‘appears not to be a valid IC review application, confirm with agency/call or write to the applicant and explain possible review rights'. Proceed to 5.

5. Was the IC review application lodged within 60 days of receipt of the access refusal decision notice? Section 54S(1) or 30 days for the access grant decision s 54S(2)

Yes

Proceed to question 7.

No/not sure

See next question.

6. Has an extension of time been sought/granted? (s 54T)

Yes

Proceed to 7.

No

Consult with EL1 — contact the applicant and discuss seeking an extension of time.

7. Does the case contain subject matter that is time critical or sensitive in nature? Such as review of an access grant decision

Yes

Consult with EL1.

No

Proceed.

Complete

1. Fill in the ‘Main' view tab. Use your best judgement, these fields can be updated or corrected at a later date.

• Review type — Respondent details
• Applicant type (applicant/lawyer?) — Respondent contact
• when and how received — Agency reference number (if known, check smart form)
• Sensitivities (if media or MP — valid/invalid
  pick the one most related to
  subject rather than the applicant)

2. Fill in the ‘Agency decisions' and if relevant ‘Parties' and ‘X-Refs' (conduct a search for enquiries, EOT or IC reviews for the applicant and X-ref as appropriate)
3. In ‘Agency decision' add and an ‘Issue'
4. In the comments field of ‘First check' action step explain any steps taken to ensure all material is available for the IC review, ie full decision requested, within timeframes contact details provide. If appropriate add any extra steps taken, such as calls to applicant/respondent, list any suggestions for the Assessor and note any discussions or action cleared with EL1.
5. Mark action step ‘First Check (MR)' as complete (case is moved to assessor).