Access to information
UVic is committed to openness and transparency so many of its records are available to the public via Routine Access procedures from the relevant department, school, or faculty.
If the records sought are not available via Routine Access, you may submit a formal Access to Information Request for records (“FOI Access Request”) under B.C.’s Freedom of Information and Protection of Privacy Act (FIPPA) to the Privacy and Access to Information Office.
You may request access not only to records containing your personal information, but may also request access to general records of the University of Victoria. The FIPPA requires UVic to release requested records, subject to exceptions.
How to submit an FOI Access Request
An FOI Access Request must be submitted in writing, except in limited circumstances, to the Privacy and Access to Information Office.
You may:
- submit an FOI Access Request completing the university’s FOI Access Request form and send it via letter, fax or email; or
- choose instead to make your written submission in a letter or an email containing the following information:
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- Your full contact information: First and last names, address, phone number, and email.
- Details of the records/information you are seeking. To limit delays in the processing of your FOI Access Request, be as specific as possible and include initial and end date of the records sought.
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Requesting personal information
- If you are requesting your own personal information, it may be possible for you to receive it directly from the office that holds your information. Please ask for it from the relevant office prior to submitting an FOI Access Request.
- If you are requesting access to another person's personal information, attach that person's Consent for Disclosure to a Third Party form, completed and signed, or proof of authority to act on that person's behalf.
- An FOI Access Request for personal information must be signed and must include a copy of a government issued photo ID for proof of identity.
For further information about Access to Information please contact the Access Officer.
Guidance for Respectful Engagement with the Privacy and Access to Information Office
The University of Victoria is committed to fostering a respectful, inclusive, and safe environment for work, study, and engagement across all university activities. This includes promoting courteous and professional conduct in all interactions among members of the university community and with the public.
The Privacy and Access to Information Office recognizes that individuals may engage with university processes under challenging or stressful circumstances that may lead to strong emotions. However, the ability to provide fair, timely, and effective services depends on respectful and reasonable conduct by all parties.
The University of Victoria believes that all employees have a right to be treated with dignity and respect. Where conduct that is disrespectful, malicious, or abusive, it negatively impacts the university’s operations, service delivery, or the safety and well-being of employees.
Purpose
Section 43 (a.1) of the Freedom of Information and Protection of Privacy Act allows a public body to ask the Commissioner for permission to disregard an access request for a number of reasons, including if an applicant is abusive or malicious.
These guidelines outline expectations for interacting with the Privacy and Access to Information Office to ensure that the office can process Access to Information Requests in a respectful, reasonable, and cooperative manner.
Application
This guidance applies to all individuals engaging with the Privacy and Access to Information Office and to all forms of interaction, including written, verbal, electronic, and in-person communications.
When determining whether conduct is disrespectful or unreasonable, the university will consider all relevant circumstances.
Any measures taken will be proportionate and limited to what is necessary to address the conduct and protect the integrity of university operations and the well-being of employees.
Where appropriate, individuals will be provided with notice that their conduct is inconsistent with this policy and given an opportunity to correct their behaviour.
Abusive behaviour
The Privacy and Access to Information Office has zero tolerance for abusive or threatening behaviour. If university employees feel they have been abused, all communication with
applicants will cease while awaiting the Commissioner’s determination on the Section 43 request.
Abusive behaviour is defined as a pattern of behavior that is offensive, mistreats others, or involving threats, insults, put downs, criticism, intimidation, or humiliation.
For example, this can include:
- the use of hurtful, insulting, derogatory, discriminatory or threatening language, whether or not the staff is the focus of the language;
- name calling and personal insults;
- unreasonably copying parties unrelated to the matter on correspondence, such as police or other regulatory bodies; or
- an unreasonable fixation on an individual or staff member, including for example seeking out personal social media accounts or other personal information about a party or staff member and including that irrelevant information in a submission.
Malicious Behaviour
Access to information is a right in British Columbia, and the university is aware of its duty to assist applicants. The university strives to ensure that it responds to access to information requests in a timely manner, compliant with its obligations under the Act. Please be patient while we process your request. Malicious behaviour will not expediate your request and may result in an application to disregard your request.
Malicious behaviour is defined as intentional conduct undertaken without just cause or excuse, particularly where the action is motivated by an improper purpose, ill will, or mischievous intentions or motives. This generally means actions intended to cause pain or cost a public body resources or time, and may include the following types of behaviours:
- making retaliatory statements like: “I am going to keep making requests until I get what I want.”
- making excessive demands on the time and resources of staff including:
- lengthy and/or frequent phone calls;
- voluminous and/or frequent correspondence;
- repeated contacts or inquiries on matters that have previously been responded to conclusively; and/or
- demanding immediate attention.
Access to information is a right in British Columbia. Let us treat each other with respect and dignity while we uphold that right.