Policies & Guidelines

Access to information

How do I request information at Mount Royal University under the Alberta Access to Information Act (the "ATIA")?

Mount Royal University provides information to the public on an informal basis through its operational departments by means of routine disclosure.

The University has also taken steps to proactively disclose information that is requested by the public on a regular basis, which is routinely made available online on the Mount Royal Access and Privacy website.

A formal access to information request is not required if the information can be routinely disclosed through the informal process.

 

Informal Process

Identify and contact the Mount Royal University Department, Faculty, or Operational Area that may have the information that you seek access to.

Mount Royal University has designated Department Access and Privacy Advisors who can discuss your initial request, determine whether information exists pertaining to your request, and confirm if the information can be routinely disclosed without using the formal access to information process through the University Access and Privacy Office.

Routine Disclosure: Is a routine response by a public body to a request for information by any person, where access to the information can be easily granted without the need to refer to any exceptions or allowances to disclose under the ATIA, therefore, no formal ATIA process is required to release the information.

Circumstances when Routine Disclosure may apply include:

  • Information being requested that actually belongs to the applicant [ID required].
  • Information that is general in nature. For example, a public report.
  • Information that contains no personal information. For example, a statistic.
  • Information that is already in the public, such as in a newspaper or in a public report.
    (Note: Under section 34 a public body can choose to not disclose a record if it is already public or will be made public within 60 business days)

Formal Process

1. If it is determined that the information being requested contains exceptions to right-of-access or disclosure under the ATIA, you must submit your request, formally in writing, to the Mount Royal University Information Management & Privacy Advisor.

In your Access Request Form:

  • Describe the information upon which you seek access.
  • Describe the date range of the information you require.
  • Describe the Department/Faculty/Area/individual where the information resides.
  • Provide sufficient detail in your request that the information can be identified in an efficient manner as required in section 7(2) of the Act.
  • Include your contact information such as: name, address, phone number, and e-mail.
  • If you are requesting your own personal information, attach or provide photo id.
  • Requests for general information do not require photo id.
  • Submitting your access request (via mtroyal.ca email account) is helpful to quickly authenticate your identity.
  • The Acknowledgement Letter will also advise you of the time required to complete your request (usually within 30 business days) and/or include details on any additional fees that have been determined in regards to your specific access to information request.

Collection Notification Statement: The personal information you provide to the Mount Royal University Information Management & Privacy Office is collected under the authority of the Alberta Protection of Privacy Act - section 4(c). The information you provide will be used for the purposes of authenticating your identity, as required, and for responding to your access-to-information request in accordance with the provisions under the POPA.  Any questions regarding the collection, use, disclosure, and protection of your personal information can be directed to the Mount Royal University Information Management & Privacy Advisor  - Mount Royal University - foip@mtroyal.ca.

2. The Mount Royal University Access and Privacy Office will review your request and send you an Acknowledgement Letter that provides proof of receipt of your request by the University.

 

Service Fees

According to section 96(1) of the ATIA, a public body may require an applicant to pay to the public body fees for services as provided for in the Regulations.

Applicants will be informed of any applicable service fees  by the Mount Royal University Access and Privacy Office.

If you are not satisfied with the response concerning your inquiry by the Mount Royal University Access and Privacy Office, you may contact the Alberta Information and Privacy Commissioner to review any decision, act or failure to act by the University as it relates to your access request in accordance with section 58(1) of the ATIA.

A request for a review by the Alberta Information and Privacy Commissioner must be in writing and must occur within 60 business days after the person asking for the review is notified of Mount Royal University's decision in accordance with section 59(2)(a)(ii) of the Act.

Office of the Information & Privacy Commissioner of Alberta (Calgary):
Suite 2460, 801 - 6th Avenue SW
Calgary, Alberta  T2P 3W2

Phone: 1-888-878-4044
Email: generalinfo@oipc.ab.ca

Website: https://oipc.ab.ca/forms