Requests for records that may contain sensitive or confidential information are called Freedom of Information (FOI) requests.
These requests are processed by the Privacy Office in accordance with procedures set out in the Freedom of Information and Protection of Privacy Act (FIPPA).
A record may include books, documents, maps, drawings, photographs, letters, vouchers, papers and any other thing on which information is recorded or stored by graphic, electronic, mechanical or other means.
The following types of information or records can be requested through routine channels, without submitting a formal FOI request:
- a record that was received from or previously sent to the individual;
- a record that is routinely available for a fee (e.g. student transcripts);
- a record that does not contain personal information about a third party and only contains personal information about the individual (such as an employee's own record of employment); and
- personal information released to a third party with a signed consent form from the individual to whom the information relates.
CapU also makes a range of information publicly available such as Board of Governors minutes, budgets, plans and reports.
Visit Governance for further information.
Formal FOI requests should be made in writing and sent by mail or email to the attention of the Privacy Officer. CapU has 30 business days, from the date received, to respond to the request.
In some cases, an extension of time may be required for requests that require more work to meet, for example, if they are very complex, have a very high volume of records, or involve third parties.
Formal FOI requests should include:
- date of request;
- Requester's name and contact information;
- a description of the records being requested with sufficient detail for CapU to identify the required records; and
- whether the requested information should be sent electronically or by courier (the email or delivery address should be provided).
Requests for personal information about another individual must be accompanied by an authorization form or statement signed by that individual permitting the release of that information.
There are very few exemptions under the FIPPA that allow an individual's personal information to be provided to a third party without that individual's consent.
Under Section 75 of the FIPPA, CapU may charge fees for formal FOI requests for records and information for the following:
- locating, retrieving and producing the record;
- preparing the record for disclosure;
- shipping and handling the record; and
- providing a copy of the record.
CapU cannot charge fees for:
- the first three hours spent locating and retrieving the records requested;
- time spent severing records; or
- if a Requester is requesting access to their own information, CapU will not charge for providing the information.
If the Requester is not satisfied with CapU's response, they can ask the Office of the Information and Privacy Commissioner for British Columbia (OIPC) to review the response.
The OIPC provides independent oversight and enforcement of B.C.'s access and privacy laws and has the authority to use binding orders to resolve disputes related to FOI requests.
Questions or concerns?
If you have any questions or concerns about our Privacy Statement, or about any information collected by the University, please contact firstname.lastname@example.org.
Please send any privacy related questions to the Privacy Officer at email@example.com.