Make an Access to Information Request

On behalf of the University of Alberta (U of A), the Information, Privacy and Records Management Office (IPRMO) manages access to information requests under the Access to Information Act (ATIA).

If you are seeking information that is not available through the University of Alberta’s website, through existing U of A procedures or other routine processes, you may submit a formal ATIA request.

An ATIA request must meet the following four requirements:

  1. Must be in writing;
  2. Be submitted to the public body the individual believes has custody or control of the record - in this case, the University of Alberta (U of A); 
  3. Provide enough detail to enable the public body to locate and identify the record requested within a reasonable time with reasonable effort; and 
  4. For general ATIA requests only, include the required $25 initial fee. This fee does not apply to an applicant’s request for their own personal information.
     

Processing of a request cannot begin until all four requirements are met. Incomplete requests will require further information and cause delays. 

ATIA requests may be submitted using the Access to Information Request Form and sent to the IPRMO by email at privacy@ualberta.ca or by mail at 7-20 University Terrace, 8303 - 112 Street NW, Edmonton, Alberta, T6G 1K4.

Initial fee payments can be made online or via cheque payable to University of Alberta.


Personal ATIA Requests

Individuals can request ​access to their own personal information. ​Oftentimes, a formal ATIA request is not necessary. If unsure whether or not an ATIA request is required, contact the IPRMO at privacy@ualberta.ca. 

In some instances, someone else may ​submit a personal ATIA request on behalf of ​another individual, and it will be necessary to determine whether the applicant has the ​proper authorization ​or legal right under the ATIA. Common examples​ includes:

  • ​Legal Representative: such as an executor administering an individual's estate.
  • ​Guardians of Minors: provided the disclosure would not be an unreasonable invasion of personal privacy of the minor​.
  • ​Authorization: Anyone with the individual's written consent. To give authorization to someone else, please complete the Authorization of Representative Form. 

Note: When providing an applicant with access to their own personal information, a public body must be satisfied that the individual receiving the information is the individual the information is about or an authorized representative of that individual. The IPRMO will require proof of identification (valid Government issued photo identification with current address) and any other applicable required documentation prior to the release of any personal information and will discuss ID verification options with the applicant.

 

Facts and Frameworks

  • General ATIA Requests: An applicant must pay the initial fee before processing begins. An initial fee of $25.00 is required when a non-continuing request is made. An initial fee of $50.00 is required when a continuing request is made. If total processing costs are estimated to exceed $150.00, a fee estimate will be issued and the request placed on hold. 
  • Personal ATIA Requests: There is no initial fee associated with processing a personal ATIA request. If the cost for producing a copy of a record is estimated to exceed $10.00, a fee estimate will be provided and the request placed on hold. 
  • If an applicant is required to pay fees for services under ATIA and its associated regulation, the applicant will be provided with options to reduce, eliminate or request a waiver of fees.
  • Public bodies have 30 business days to respond to an ATIA request and applicants will be notified should an extension be required under the Act. 
  • You may be eligible to receive a copy of records from a previously processed general access request (a re-release).​ To qualify, the request must​ be a general, non-personal request​ and exclude any information of the original applicant. Contact the IPRMO to discuss re-release options.

 

Definitions

  • Applicant means a person who makes a request for access to a record under the Act.
  • Having custody of a record, that relates to University operations, means having physical possession of it.
  • Having control of a record means having the power or authority to manage, restrict, regulate or administer the use or disclosure of the record.
  • A fee estimate is an estimation of the costs for services undertaken when an ATIA request is being processed; an estimate of the total fee must be provided before providing the services.
  • Personal Information means recorded information about an identifiable individual, including but not limited to: name, home address, personal email address, age, and an identifying number assigned to the individual.
  • Examples of public bodies include post-secondary institutions, Government departments, municipalities, and health authorities.
  • A re-release is a routine disclosure process ​that provides an individual with a copy of records ​already released in response to a ​​previous general access to information request​. There is no initial fee ​and no right ​t​o review of the original decisions regarding disclosure.
  • A third party is a person, group of persons or organization other than the individual making the request for correction of personal information or a public body.

All decisions made under ATIA related to an access to information request may be reviewed by the Office of the Information and Privacy Commissioner (OIPC) of Alberta by request. 

For more information about ATIA, visit the Government of Alberta’s website.