PROCEDURE FOR MANAGING AN A T I P P REQUEST
Most information requests are dealt with in the normal course of university business, since the university strives to provide information whenever it can do so. However, individuals may exercise their right to file ATIPP requests.
ATIPP requests must be relayed immediately to the IAPP Office, as statutory timelines apply.
The IAPP Office manages ATIPP requests in accordance with the ATIPP Act and regulations. The IAPP Office receives applications, processes the application fees, ensures legislative timelines are met, develops fee estimates (where applicable), prepares records for disclosure, consults with Unit heads and others, as appropriate, and issues decision letters to applicants.
Authority for decision-making is set out in Decision-making under ATIPPA: Delegation of Authority.
The IAPP Office responds to the Office of the Information and Privacy Commissioner [the Commissioner] when that office investigates complaints and requests for review.
Identifying, locating and retrieving responsive records
Records to remain intact
It is an offense under s.72 of the ATIPP Act to destroy a record or remove information from a record to evade an ATIPP request.
Providing the responsive records to the IAPP Office
The IAPP Office decides if the time limit (30 calendar days) for responding to an ATIPP request is to be extended as permitted by the ATIPP Act.
If the records sought in an ATIPP request are teaching materials, questions on an examination or test or research data, then access may be denied on the basis that the records are excluded from the ATIPP Act. The University, through the IAPP Office, reviews records for determination of exclusion. Decisions to deny access to these types of records are subject to review by the Commissioner.
Exceptions to disclosure
Information subject to mandatory exceptions to disclosure will be removed by the IAPP Office from the copy of the responsive record to be provided to the ATIPP applicant.
The IAPP Office determines if any of the information is subject to discretionary exceptions to disclosure. Decisions to deny access to this kind of information are made by the Unit head after consultations with the IAPP Coordinator or General Counsel for the university.
Unit heads provide the IAPP Office with an estimate of the time needed to identify, locate and retrieve records responsive to an ATIPP request. Using the Search for Records Worksheet, Unit heads record the actual time spent identifying, locating and retrieving records of each employee and provide this information to the IAPP Office.
The IAPP Office reports to the Board of Regents, the Senior Executive Committee and the IAPP Advisory Committee on the university's administration of ATIPP requests.