About Saint Mary's
Guidelines for Requests
The University's ultimate goal is to satisfy requests for information through routine channels and use the formal access request procedure under FOIPOP as the avenue of last resort. What is our incentive? Quite simply, processing formal requests and appeals under FOIPOP is more expensive and time consuming than providing predictable access to pre-identified categories of information.
For the purposes of the Act, information may be divided into two categories: personal information and general information. Any person (an "applicant") has the right to access and to a copy of personal information held by the University (section 5(1)) subject to exemptions specified in the Act (section 12 - 21). An applicant does not have to give reasons for requesting information.
When you receive a request, immediately contact the office of Suzanne van den Hoogen, FOIPOP Chief Administrator. In specific cases, you will need to transfer the request to her. The FOIPOP Administrator should be copied on all correspondence.
Personal information may be released only to the person whom the information is about, or, with the written consent of that person, to a third party. Personal information means recorded information about an identifiable individual including:
- the individual's name, address or telephone number,
- the individual's race, national or ethnic origin, colour, or religious or political beliefs or associations,
- the individual's age, sex, sexual orientation, marital status or family status,
- an identifying number, symbol or other particular assigned to the individual,
- the individual's fingerprints, blood type or inheritable characteristics,
- information about the individual's health care history including a physical or mental disability,
- information about the individual's educational, financial, criminal or employment history,
- anyone else's opinions about the individual, and
- the individual's personal views or opinions, except if they are about someone else.
Each Academic or Administrative unit will designate a FOIPOP liaison person or persons to whom requests to see and copy records containing information about faculty, staff, students or the University in general may be made. In some cases all staff will need to be familiar with FOIPOP legislation.
An application must be in writing and forwarded to the FOIPOP Administrator for processing according to the FOIPOP Application Process for Saint Mary's University as outlined below.
Download the Request Access to Records Form now.