Policies & Guidelines

How do I request information at Mount Royal University under the Freedom of Information and Protection of Privacy (FOIP) Act?

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 FOIP 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 FOIP 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 Information Management & 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 FOIP Act., therefore, no formal FOIP 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 29 a public body can choose to not disclose a record if it is already public or will be made public within 60 days)

Formal Process

1. If it is determined that the information being requested contains exceptions to right-of-access or disclosure under the FOIP Act, 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.

FOIP Notification Statement: The personal information you provide to the Mount Royal University Information Management & Privacy Office is collected under the authority of the Alberta Freedom of Information and Protection of Privacy (FOIP) Act - section 33(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 FOIP Act. 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.

2. The Mount Royal University Information Management & Privacy Office will review your request and mail to you an Acknowledgement Letter that provides proof of receipt of your request by the University.

The Acknowledgement Letter will also advise you of the time required to complete your request (usually within 30 calendar days) and/or include details on any additional fees that have been determined in regards to your specific access-to-information request.

Service Fees

According to section 93 of the Act, a public body can charge a fee for services provided.

Although a request for your own Personal Information does not require an initial fee, charges apply if the cost of producing copies is more than $10.

A request for General Information requires an initial fee of $25, however, additional fees may apply under the FOIP Regulation depending on the number of records required to fulfill your request.

3. Upon receipt of required fees, the University Information Management & Privacy Office will obtain the requested information and formally "sever" or "black-out" information in the records where exceptions to disclosure under the FOIP Act apply.

If it has been determined that an entire record cannot be disclosed under the Act, the University Information Management & Privacy Office will inform the applicant why the record was not disclosed.

A formal letter will be sent to you by mail that details the exceptions that were applied to the records under the Act, which will be attached to the released information.

4. If you are not satisfied with the response concerning your inquiry by the Mount Royal University Information Management & Privacy Office, you may contact the Alberta Privacy Commissioner to review any decision, act or failure to act by the University as it relates to your request as according to section 65(1) of the Act.

A request for a review by the Alberta Privacy Commissioner must be in writing and must occur within 60 days after the individual asking for the review is notified of Mount Royal University's decision as according to section 66(1) and 66(2)a(i) of the Act.

Office of the Information & Privacy Commissioner of Alberta:
410, 9925 - 109 Street
Edmonton, Alberta
T5K 2J8

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