Request Process
An Informal Request Pertains to:
- public information
- personal information about the requestor
Informal requests can be handled directly by contacting the originating department.
A Formal Request Pertains to:
- non-public information
- personal information about someone other than the requestor
- third parties
The following outlines the formal request process:
- Formal FIPPA requests must be in writing. This form may be used to initiate requests: Request for Access to Records. All formal requests must be submitted to the Freedom of Information and Protection of Privacy (FOIPOP) Coordinator, by fax or email, as noted below.
- Requests also may be sent directly to Kwantlen’s Freedom of Information and Protection of Privacy Coordinator, by regular mail:
Ms. Fatima Sakarya
Associate, FOIPOP and Organizational Risk
Human Resource Services
20901 Langley Bypass
Surrey, BC V3A 8G9
E-mail: fatima.sakarya@kwantlen.ca
Tel: 604-599-3290
Fax: 604-599-3044
- It is helpful if you describe the records you want as well as you can, and limit your request to only the records you need. The more general or complex your request is the longer it will take to process and the greater the fees that may apply
- Requests will be responded to in writing within 30 working days.
- The Requestor will be advised if the request involves external business interests or could potentially compromise the personal privacy of another individual. The 3rd party involved will be given 20 working days to give consent of disclosure or make a representation as to why the information should not be disclosed. The 30 day time limit will be recalculated from the date of the 3rd Party Notice.
- Requests may be subject to fees. FIPPA provides you with access to your own personal information free of charge. Access to all other information may be subject to a fee. Charges are based mainly on time spent searching and retrieving records; however, FIPPA provides that the first three hours of search and retrieval time is free of charge. Each additional hour is charged at the rate prescribed in the Regulations (FOIPOP Fee Regulations). Charges may also apply to photocopies.
- The coordinator contacts the applicable department to conduct a search for documents responsive to the request. The department(s) have five (5) working days to identify and retrieve the records. This time includes the work day the request arrives, and the final day in which to submit the information to the coordinator. Where records do not exist or have been destroyed the department contact the coordinator with an explanation and supporting documentation. Various records are stored electronically (e.g. database files). In compliance with FIPPA, a new hard copy of the record may have to be created.
