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Applying a Public Interest Test (PIT) extension

The Freedom of Information Act gives a right of access to information that public authorities hold, but it also contains several possible exemptions from that right. Most exemptions are not absolute, they are qualified exemptions, so they require you to apply a public interest test. When considering the public interest, you may need more time than the standard 20 working days to respond to a FOI request. If this is the case, then a PIT extension can be added to the case.

To apply a PIT extension, follow the steps below.

1. Sign into eCase. Refer to the How to Sign into eCase section.
2. Go to your Workbasket and click on the Manage link, in the Actions column, on the case you would like to apply a PIT extension.
3. In the Case Details screen, click on the Apply PIT Extension link next to the Target Date. The Add New Extension pop up window appears.
4. Enter in the Extension Method.
   
   

   If you…	Then…
   Would like to extend by a number of days	Ensure the radio dial next to the Days field is selected and enter the number of days you are extending the case response date by in the Days field.
   Would like to enter a specific date	Click on the radio dial next to the Date field and select the extension date by using the calendar icon next to the Date field.

5. Optional: Enter in a reason for the PIT extension in the Comment field.
6. The correspondent must be informed of the PIT extension. If a Public Interest Test Document has been created under the Document Templates area, then it will appear on the Add New Extension pop up window for downloading. Download the document and amend as required.
7. Click on the Add Extension button. The Target Date has automatically been extended and the View Extensions link is now available. Click on the link to review the Case Extensions, comments and who added the PIT extension.
   
   NOTE If required, click on the Remove link to remove the extension period and then close the pop up by clicking on the Close button.
8. To send the Public Interest Test Document to the correspondent, depending on your processes, there are a number of ways to do this. Initially, the PIT document will need to be uploaded to the case.
   
   

   If you…	Then…
   Would like to send the PIT document out as a response	- Go to the Prepare a Response screen - Expand the Upload Response Document area and click on the Attach new files… button or drag and drop the file into this area. The Attach New Files pop up window appears. - Click on the Type drop down arrow and select Miscellaneous Case Document. - Optional: if required, add in a description. - Click on the Attach files to case button. The document will not be visible in the Upload Response Document area, but it can be viewed in the Documents section.
   Would like to send the PIT document out as part of the acknowledgement	- Go to the Case Details screen - In the Case Documents area, click on the Attach new files… button or drag and drop the file into this area. The Attach New Files pop up window appears. - Click on the Type drop down arrow and select Miscellaneous Case Document. - Optional: if required, add in a description. If sending a letter, make a note of the date the letter was posted in this description box. - Click on the Attach files to case button. The document will now be listed in the Case Documents area.

9. Once the PIT document is uploaded to the case, the correspondent can be sent to the client.
   
   

   If you…	Then…
   Are sending the PIT document out via the Prepare a Response screen	- Go to the Prepare a Response screen - Expand the Send Response area. - The clients preferred response method is already selected. If Email, select the PIT extension Email Template. NOTE a PIT extension email must be loaded in the Case Response Email Template Category. - Update the email details as required and select the PIT extension document in the Miscellaneous Attachments area by placing a tick in the tick box. - Preview the email and send. - If sending a letter, complete the details and click on the Mark as Sent button. The response can be seen at the at the bottom of the Case Details screen in the Correspondence section under Case Response.
   Are sending the PIT document out via email in the Acknowledgement area	- Go to the Acknowledgement area on the Case Details screen - Click on the Send Acknowledgement Email link - In the Email Template area, select the PIT extension Email Template. NOTE a PIT extension email must be loaded in the Case Acknowledgement Email Template Category. - Update the email details as required and select the PIT extension document in the Miscellaneous Attachments area by placing a tick in the tick box. - Preview the email and send. The response can be seen at the at the bottom of the Case Details screen in the Correspondence section under Acknowledgement Email.