Carleton University, through its administrative and academic units, routinely provides information to the public. It is not always required to make an official access request for information which can be released to the public routinely.
Informal Process
Begin the process for requesting information with an informal request to the department you believe may hold the information required. Describe the records requested to the personnel in the Department. You will be assisted in your request and told whether the information is readily available or if you will be required to submit a formal request under the Freedom of Information and Protection of Privacy Act (FIPPA).
Formal Process
When an informal request to access information is denied, a formal application can be made under FIPPA. Your application must be in writing. You may fill out this request form or draft your own request in writing. Submit your signed formal application for the requested records with the required $5.00 application fee to Carleton’s Privacy Office.
You may also request to view or make changes to your personal information held by Carleton University. Generally a request to access your information is required before a request to change your personal information is submitted. For both an access request and a change to personal information request, please make sure to note the following:
- Provide enough detail to enable the University to identify the records.
- Indicate whether you want a copy of the record or to examine the original record.
- Attach payment for the required fees made payable to Carleton University.
- The Privacy Office may contact you to clarify your request if sufficient detail is not provided.
- The University must make every reasonable effort to respond to a request no later than 30 calendar days after receiving it, unless specific exceptions apply that warrant an extended period of time for the University to respond.
FIPPA Reading Room
Copies of requested documents can be provided to you, but if you wish to view the original documents you will be contacted for an appointment to view them in the FIPPA reading room.
- Location: Robertson Hall, Room 607
- Hours of Operation: By appointment only due to COVID-19 restrictions
Appeal Procedure
An applicant may request the Ontario Information and Privacy Commissioner to review any decision made by the University that relates to a request for access or correction. Your appeal must be sent within 30 days from the date of receipt of the letter denying your request. Make your appeal by writing to:
Information and Privacy Commissioner/Ontario
2 Bloor Street East, Suite 1400
Toronto, Ontario M4W 1A8
Provide the Commissioner’s office with:
- Your name, address and telephone number.
- The Access Request Number (case file #) assigned to your request by Carleton’s Privacy Office.
- A copy of the original request for information that was sent to Carleton University.
- The reasons for your appeal.
The appeal must be accompanied by the appropriate fee. Fees vary according to the nature of the request being appealed as follows:
- $25, if the person appealing has made a request for access to a general record under subsection 24 (1) of the Act.
- $10, if the person appealing has made a request for access to personal information under subsection 48 (1) of the Act.
If you have any questions about the access or appeal process, please do not hesitate to contact Carleton’s Privacy Office.