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Access to Information and Privacy

Background
How to Make a Request
Fees
Timeframe for Responding to Access or Privacy Requests
Info Source
Records of Completed Access to Information Requests
Annual Reports
Do you need help?

Background

The Access to Information Act (ATIA) and the Privacy Act came into effect in July 1983.

The Access to Information Act establishes the rights of all individuals (Canadian citizens and permanent residents within the meaning of subsection 2. (1) of the Immigration and Refugee Protection Act) and corporate entities present in Canada to have access to information contained in federal government records. The right of access is subject to certain specific and limited exceptions of the Act.

The Privacy Act gives all individuals in Canada the right to access their personal information held by the government and manages how their personal information is collected, kept, used, protected and disclosed [ sections 4-8 of the Privacy Act].

Info Source is a directory of federal government information and related guides. Info Source publications support the federal government's ongoing commitment to promoting openness and the accessibility of information regarding its activities. It is a key reference tool to assist members of the public in exercising their rights to request government information under the Access to Information Act and the Privacy Act.

Quicklinks

How to Make a Request

Informal Requests

The Government of Canada encourages the release of information through informal requests. When an Access to Information request is for material which may be provided without recourse to the Act, the ATIP office will inform you that an access request is not required and that the information is being provided in accordance with normal government practice.

The Access to Information Act is intended to complement, not replace, established channels of communication. NSERC has always operated transparently and promoted open channels of communication with the research community and the public. We encourage you to contact us before using the ATI Act to request information.

Formal Requests

Any person or entity present in Canada pursuant to section 4 of the Access to Information Act and section 12. (1) of the Privacy Act has the legal right to request and obtain information that is under the control of a government institution.

You can submit a request for information held by the Natural Sciences and Engineering Research Council of Canada (NSERC) by using the forms from the Treasury Board Secretariat of Canada below:

Application steps

The following procedures should be followed when making a formal request under the Access to Information Act or the Privacy Act.

First, determine who hold the records. Refer to Info Source to find out what NSERC does and what information it holds.
To determine if another department or agency holds the information you are requesting, contact the appropriate Access to Information and Privacy Coordinator.
Use the Access to Information or Privacy Request form provided above. A letter may be sent instead.
For Access to Information requests only, enclose the application fee ($5). A cheque or money order must be made payable to the Receiver General for Canada.
Send the completed form or the letter and the fee (for Access to Information requests) to NSERC’s Access to Information and Privacy Coordinator.

If a letter or e-mail is submitted instead of the Access to Information Request or Privacy Request form, the following information must be included:

statement that the information is being requested under the Access to Information Act or Privacy Act;
name of the appropriate government institution;
description of the records requested (be as specific as possible);
preferred method of accessing the records (e.g. receiving photocopies of the original documents or viewing the originals in the government office where they are located);
name, street address, city or town, province or territory, postal code, telephone number(s), e-mail address and signature of the applicant; and
date of request.

Principles for Assisting Applicants

In processing your request under the Access to Information Act or Privacy Act, the NSERC ATIP office will:

Process your request without regard to your identity.
Offer reasonable assistance throughout the request process.
Provide information on the Access to Information Act or Privacy Act, including information on the processing of your request and your right to complain to the appropriate Commissioner of Canada (the Office of the Privacy Commissioner of Canada or the Office of the Information Commissioner of Canada)
Inform you as appropriate and without undue delay when your request needs to be clarified.
Make every reasonable effort to locate and retrieve the requested records or personal information under the control of NSERC.
Apply limited and specific exemptions to the requested records or personal information.
Provide accurate and complete responses.
Provide timely access to the requested information.
Provide records or personal information in the format requested and, in certain circumstances, the official language requested.
Provide an appropriate location at NSERC to examine the requested information, if needed.

Fees

Access to Information Request

Applicants may be required to pay a fee for:

making an application ($5.00);
the costs of reproducing a record;
the time taken to search for a record or prepare (sever) any part of it for disclosure where the time exceeds five hours;
producing a computer record.

Fees cannot be charged for the following:

the costs of reviewing documents to determine whether they are exempt or excluded;
maintaining statistics or documentation relating to the administration of the Act;
filing (including filing of requests and re-filing of records);
providing facilities for processing requests or public access; or
shipping.

If costs are less than $25.00, fees are generally waived.

If costs exceed $25.00, all costs are payable in full and the applicant must send a deposit before NSERC proceeds with the request. All computer costs are payable in full by the applicant. All fees must be paid by the applicant before access is granted.

Privacy Request

There are no fees or charges for the processing of requests made under the Privacy Act.

Timeframe for Responding to Access or Privacy Requests

The legislated timeframe for responding to Access to Information or Privacy requests is 30 calendar days. Section 9 of the Access to Information Act permits an institution to extend the time limit to respond to a request beyond the 30 calendar days if:

the request is for a large number of records or requires a search through a large number of records, and the original time limit would unreasonably interfere with the operations of the institution;
external consultations are necessary and cannot reasonably be expected to be completed within the original time limit; or
notice to a third party is required to advise him or her that his or her information is the subject of a request and to provide them with an opportunity to provide input on the disclosure.

Section 15 of the Privacy Act permits an institution to extend the time limit to respond to a request for a maximum of 30 calendar days beyond the initial 30 days if:

the original time limit would unreasonably interfere with the operations of the institution; or
consultations are necessary and cannot reasonably be expected to be completed within the original time restriction.

Info Source

Info Source: Sources of Federal Government and Employee Information provides information about the functions, programs, activities and related information holdings of government institutions subject to the Access to Information Act and the Privacy Act. It provides individuals and employees of the government (current and former) with relevant information to access personal information about them held by government institutions subject to the Privacy Act and to exercise their rights under the Privacy Act.

The Introduction to Info Source: Sources of Federal Government and Employee Information and the List of institutions subject to the Access to Information Act and the Privacy Act are available centrally.

The Access to Information Act and the Privacy Act assign overall responsibility to the President of Treasury Board (as the designated Minister) for the government-wide administration of the legislation.

Records of Completed Access to Information Requests

The Natural Sciences and Engineering Research Council of Canada (NSERC) posts monthly on its Web site a list of requests processed under the Access to Information Act. The list is chronological by year, month and request number.

The list may not include all requests for information that NSERC’s Access to Information and Privacy (ATIP) Office received. Requests that contain primarily personal information may not be posted.

You may wish to review the summary of Completed Access to Information Requests processed by NSERC’s ATIP Office. To obtain a copy of the records released, contact the Access to Information and Privacy Coordinator.

The records will be disclosed as they were released originally including format and language(s), with the exemptions and exclusions that were applied under the Access to Information Act (exemptions and exclusions may be reviewed and modified prior to release, if necessary).

Annual Reports

You may request copies of previous annual reports by contacting NSERC’s Access to Information and Privacy Office.

Do You Need Help?

If you have any questions about access to information and privacy, contact NSERC’s Access to Information and Privacy Office.

ATIP coordinator
NSERC
350 Albert Street
Ottawa, Ontario
K1A 1H5
Tel.: 343-552-9138 (Diane Latulippe) or 343-572-8324 (Joanne Gaumond)
Email: ATIP-AIPRP@NSERC-CRSNG.GC.CA