Making an access request

Types of access requests  

If you recognize that the information you would like is not available through the disclosure methods above, complete an access to information request. There are two types: 

General access to information request – recorded information that is not about an identifiable person. I.e.: Environmental Reports, Information about City Projects, 311 Service Reports, Auditor Reports, Reports to Council (that are not publicly available) 

Personal access to information request – recorded information about yourself or a person you are authorized to act for.  E.g.: HR Files (if you are a University employee) or Student records.  

Cost to submit an access request -  

• General access to information - Initial fee of $25.00. Additional fees may be charged for processing costs. Fees above and beyond the initial fee may be charged if the cost of processing the request is estimated to exceed $150.  Schedule 1 of the Access to Information Regulation set out the maximum fees for each service.   

• Personal access to information - No initial fee. Subject to fees for producing a copy of the record if estimated to exceed $10. 

Submission of your request 

The following four (4) requirements must be met to be considered a valid request under ATIA, section 7(2).   

• It must be in writing;  

• It must be submitted to the appropriate public body;  

• It must provide enough detail to enable the public body to locate and identify the record within a reasonable time and with reasonable effort.  

• It must be accompanied by the required fee;  

The time frame for processing a request does not start until a request meets all four of the above requirements.  

Fill in your Access Request Form, to the best of your ability: 

• Describe the information to 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.  

• Include your contact information: name, address, phone number, and e-mail.  

• If you are requesting your own personal information, attach or provide photo identification.  

• Requests for general information do not require photo identification.  

Once you have completed the form it can be submitted via email to access.privacy@auarts.ca or via post to the University Secretariat Office. If you are making a general request you are required to pay a general fee of $25 as noted above.  

Payment: To make an initial fee payment ($25.00) for your request for general information, or for a fee estimate that has been previously issued to you by the Access and Privacy you can pay by cheque made payable to The Alberta University of the Arts and mailed to the address below:  

Alberta University of the Arts ATTN: University Secretariat 

1407 14 Avenue NW 

Calgary, Alberta, Canada T2N 4R3 

Upon receipt the University Secretariat Office will review your request and mail to you an Acknowledgement Letter that provides proof of receipt of your request by the University. It may be necessary to ask you to provide further information to help clarify your request.  

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