The Freedom of Information and Protection of Privacy Act (FIPPA) gives individuals the legal right to access records held by public bodies, such as the University of Manitoba. Here are some frequently asked questions regarding the application for access to information process.
If you require access to general university information or to your own personal information held at the university, complete the provincially legislated application form and submit it to the Access and Privacy Office by mail, fax or email:
Access and Privacy Office
233 Elizabeth Dafoe Library
University of Manitoba
Winnipeg, Manitoba, R3T 2N2
Only applications that are submitted on the provincially legislated application form will be processed.
The university may need to contact you if there are any questions, or if further clarification is required regarding your application for access. You may also include an email address if that is a more convenient way to communicate with you.
The Access and Privacy Office staff is obligated to protect your privacy during the access requests process, so your identity will only be shared with other university staff member(s) if your identity is required in the retrieval of the records you have requested.
If your identity needs to be shared, it will only be shared with the minimum amount of people required to complete the application for access.
An acknowledgement letter that specifies the date your request was received by the university and the wording of your request is mailed to the address supplied on your application form within the first 5 - 7 days of the application process.
If the wording of your access request is modified based on conversations with the university after your application is submitted, a clarification letter will be sent to you detailing the changes madeto the original wording of your request.
No, there is no charge to submit an application for access. However, there are fees that may be applied to your application. If any of the following scenarios apply, a fee estimate letter will be sent to you.
1. All access requests are allotted 2 free hours of search and preparation. A fee of $15 per 30-minutes will be charged to access requests that take longer than 2 hours.
2. Computer programming and data processing fees of $10 per 15-minutes if internal programming or data processing is required, or the actual cost of external programming or data processing is incurred by the university.
A fee estimate puts the application process on hold until payment is received by the university. Therefore, the deadline to respond to your request will be delayed.
If you are unable to or do not want to pay the fee estimate, please contact the Access and Privacy Office to discuss your concerns. We may be able to help you narrow the scope of your access request in order to decrease the fees, or eliminate them entirely.
If the fee is not paid, and/or the Access and Privacy Office is not contacted to discuss the fee estimate, the file will be considered abandoned and closed 30 days after last contact.
The university is required to respond to your access request within 30 calendar days of receipt of your application for access unless a time extension has been taken. The date the university received your application will be included on the acknowledgement letter sent to you.
FIPPA allows the public body to take a 30-day time extension under certain circumstances, which is outlined under subsection 15(1) of the Act.
For example, if a large number of records are requested which would unreasonably interfere with the operations of the university, or if the university needs to consult with a third party or another public body before deciding whether or not access will be granted to the record(s), the university can take a 30-day extension.
Unless a notice for a time extension was sent to you, the university has 30 calendar days from the day they received the application for access to complete your request. Please allow 2-3 business days after the 30-day deadline to see if a response arrives in the mail. If nothing arrives, contact the Access and Privacy Office to inquire on the status of your request, either by phone 1-204-474-9462 or by email: email@example.com.
You can contact the Access and Privacy Office by phone 1-204-474-9462 or by email at firstname.lastname@example.org to discuss your questions or concerns.
Subsection 59(1) of The Freedom of Information and Protection of Privacy Act provides that you may make a complaint about the university's decision regarding your request for access to the Manitoba Ombudsman's Office. You have 60 days from the receipt of the university's decision letter to make a complaint.
For more information regarding an access to information request to the University of Manitoba, please contact the Access and Privacy Office at email@example.com.
Last updated: June 2, 2015