How to Request Information
In you wish to make a request under the terms of the Freedom of Information Act your request should:
- be in writing (this includes emails)
- state clearly what information is required
- state your name and an address for correspondence
Using AI to help draft information requests?
The following advice comes from the Information Commissioner’s Office (ICO), the regulator for FOIA and EIR in England, Wales and Northern Ireland:
AI tools can be helpful, but they can also introduce errors or create overly complex requests that increase the burden on public bodies and cost to the taxpayer.
When using AI to help draft an information request, please make sure the final wording has been checked and reflects your actual information needs.
Before you submit a request or secondary correspondence, please check that:
- You are only asking for the information you are genuinely looking for. AI tools sometimes generate broad or excessive wording that goes beyond the information you actually want or need;
- The request is clear, concise and focused. Short, straightforward requests are easier for us to process and usually lead to quicker, more accurate responses;
- There are no obvious factual inaccuracies. AI can misrepresent legislation or misstate what organisations do. Please review the text of your request carefully and don’t assume AI is right. If it has referred to something you don’t understand, check what it is; and
- The tone is appropriate. AI-generated content can sometimes sound abrupt, or otherwise inappropriate. Please check the tone before sending.
Why does this matter?
We are seeing an increase in requests and secondary correspondence that appear to have been drafted by generative AI. These can require additional clarification because of inaccuracies or unnecessary complexity. This creates delays for both requesters and our teams.
Need guidance?
You can find on the Information Commissioner’s Office website.
Please send your request to:
Email: foi@sussex.ac.uk
Information Officer
Information Management Team
Room 300, Sussex House
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Falmer
Brighton BN1 9RH
If further information on your request is required we will contact you to clarify what it is that you are seeking. The 20 working day time limit for responses will begin at the point clarification is received.
If you require the information that you request to be supplied in a special format, for example in Braille, audio or large type, please state this in your application.
There may be a fee payable for complying with your request. This will be considered in accordance with the Fees Regulations and you will be informed if a fee is payable. In this event the fee must be paid before the information is processed and released. The 20 working day time limit for responses will begin upon receipt of the payment. If payment is not received within 3 months the University will not be required to comply with the request.
The Freedom of Information Act defines a number of exemptions which may prevent release of the information you have requested. There will be an assessment and if any of the exemptions apply then the information will not be released. If this is the case you will receive an explanation, quoting the relevant exemption, and an explanation of your rights of appeal.
The University reserves the right to refuse any vexatious or repeated requests. This may include repeated requests from the same person for the same information, or requests which are intended to disrupt the University's work.
The Freedom of Information Act does not transfer copyright in any information supplied under it.