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Guidelines to Apply Fee Schedule to Access Requests

Approver:
Academic Coordinating Committee
Policy Owner:
Associate Vice President, Risk Management
Policy Lead(s):
Manager, Campus Safety
Defining policy:
Effective date:
2022-05-25
Date of last approval:
2022-05-25
Status:
Approved

Purpose

The 糖心vlog精品 Institute of Technology and Advanced Learning (Conestoga) is committed to following Ontario鈥檚 Freedom of Information and Protection of Privacy (FIPPA) legislation as it applies fees for access requests.

Scope

These guidelines ensure consistent application of fees related to access requests for both general records and personal information requests.

Definitions

糖心vlog精品 maintains a glossary of terms specific to the institution. The ones in use for this document are defined below.

Access Requests
Requests for general information and personal information.
Record (as defined by FIPPA)
  • 鈥渞ecord鈥 means any record of information however recorded, whether in printed form, on film, by electronic means or otherwise, and includes, 
    • (a) correspondence, a memorandum, a book, a plan, a map, a drawing, a diagram, a pictorial or graphic work, a photograph, a film, a microfilm, a sound recording, a videotape, a machine-readable record, any other documentary material, regardless of physical form or characteristics, and any copy thereof, and 
    • (b) subject to the regulations, any record that is capable of being produced from a machine-readable record under the control of an institution by means of computer hardware and software or any other information storage equipment and technical expertise normally used by the institution; (鈥渄ocument鈥) 
  • Definition includes records that are not complete such working drafts, voicemail, etc

Guidelines

Overview of fees prior to preparing the documentation for an access to information request: 

  • All access to information requests require a $5.00 fee before processing shall commence. 
  • There is no fee to correct one鈥檚 own personal information. 
  • Where anticipated fees are in excess of $25.00, the requester will be provided with a fee estimate. 
  • Where anticipated fees exceed $100.00, Conestoga may require a 50% deposit before the request is processed. 
    • A requester may request a waiver of fees and must provide reasons supporting such a request. Any fee deposit that is paid and subsequently waived will be refunded to the requester. 
    • Conestoga will consider all waiver requests and will waive the payment of fees where required by law. 
    • Conestoga will not release any records until a fee has been paid or the issue of fees has been resolved (either by waiver or appeal to the Information and Privacy Commissioner). 
  • Any NSF cheque is charged $25.00. 
Overview of fees incurred during the access to information request process:
鈥婣肠迟颈惫颈迟测鈥妇别蝉肠谤颈辫迟颈辞苍鈥婫eneral access to information request fee鈥婸ersonal information request fee
鈥婸hotocopies and computer printouts鈥鈥$.20 / page鈥$.20 / page
鈥婻ecords provided electronically鈥婥osts incurred for USB, CD-ROM, or other physical means of providing the requested information electronically. 鈥$10.00 / each USB / CD-ROM, etc.鈥$10.00 / each USB / CD-ROM, etc.
鈥婱anual records search time鈥婣ctions and time necessary to locate the requested records.

Does not include time spent coordinating the request.		鈥$7.50 / 15 minutes 鈥婲ot applicable
鈥婻ecords preparation time鈥婫enerally includes time spent scanning, severing records, and running requisite reports.

Generally severing is estimated at two minutes per page for pages that require multiple severances.

Does not include time spent deciding exemptions, determining records that require severing, removing paperclips and other adhesives, photocopying, transporting the records, or preparing the index of records.		鈥$7.50 / 15 minutes 鈥婲ot applicable
鈥婥omputer costs鈥婱ost often includes developing a computer programme to produce a record鈥$15.00 / 15 minutes鈥$15.00 / 15 minutes
鈥婼hipping costs鈥婳nly fees incurred sending the requested items to the requestor.

Does not include registered mail fees.		鈥婽o be determined鈥婽o be determined

Relevant Legislation and Related Documents

Relevant legislation

Related documents

Revision Log

鈥妇补迟别

鈥妇别迟补颈濒蝉

鈥2022-05-04鈥婣cademic Forum
鈥2022-05-25鈥婣cademic Coordinating Committee

Guidelines to Apply Fee Schedule to Access Requests