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Home My WebLink About07 Report 99-232 Municipal Freedom of Information and Protection of Privacy Act Status Report3/ • ML OTTAWA CARLETON DISTRICT SCHOOL BOARD Date: October 27,1999 Report No. 99 -232 to the Chair's Committee Re: Municipal Freedom of Information and Protection of Privacy Act Status Report ORIGINATORS: James P. Grieve, Director of Education Janice McCoy, Legal Advisor PURPOSE To provide trustees with an update on the status of activities under the Municipal Freedom of Information and Protection of Privacy Act ( MFOIPPA). BACKGROUND & STATUS 1. Responsibility for access and privacy provisions of the MFOIPPA rests with the Legal Advisor who has been designated as the Information and Privacy Coordinator for. the OCDSB. This responsibility includes receiving and overseeing the response to all written requests for access to information submitted under the MFOIPPA and ensuring compliance with its provisions, in accordance with Procedure PR.510.GOV Official Access Requests under the Municipal Freedom of Information and Protection of Privacy Act. 2. The last report on the status of activities under the MFOIPPA was dated March 19, 1997 as part of a general update on the activities of the Corporate Records Office. Trustees have requested art updated report on the status of activities in the specific area of freedom of information and privacy. At the end of December 1998, the OCDSB had received a total of 10 new requests for access to information and three complaints regarding the inappropriate use of personal information submitted under the MFOIPPA. The appended annual report to the Information and Privacy Commissioner provides an overview of the results. (Appendix A) 4. To date in 1999, we have received six requests for access to information. 5. In future, a summary of activities in this area will be provided in the spring to coincide with the date the annual reports are provided to the Information and Privacy Commission. 6. In addition to these annual reports, Trustees will be provided with information, as required and warranted, on specific requests for access to information or complaints under the MFOIPPA. Submitted for information. c James P. Grieve Director of Education/ Secretary of the Board 1.1 1.2 I I �w 1.3 I Name of Institution Ottawa - Carleton District School Board Phone No. ( 613 ) 239 -2611 Ext . 8490 Fax No. (613 ) 721 -8660 Mailing Address 133 Greenbank Rd. Nepean, Ont. Postal Code Contact Person Janice McCov. Legal Advisor Date Report Completed 02 / 18 99 Your institution is: (check one) Municipal Corporation Conservation Authority Other: (specify) .. ❑ Board: School ❑ Public Library ❑ Health ❑ ❑ Lgcal Services ❑ Local Roads ❑ Planning ❑ Police Services ❑ K2H 6L3 ►.l Commission: Hydro Electric [ The total number of full -time employees (or equivalent) in your institution is: 1 -50 ❑ 1001 -2999 ❑ 51-1000 3000 T 101 -1000 ❑ Public u!-iii-,;es Transit Suburban Roads 2.1 Whenever your institution uses or discloses personal information in a way that differs from the way the information is normally used or disclosed (an inconsistent use), you must attach a record or notice of the inconsistent use to the affected 0 information. How many such records did your institution attach, if any? z If your institution received: Q Requests for access to information -► go to Section 3.1 ❑ Requests for correction of personal information only 10- please complete Section 9 at the back of the report ❑ No requests for access or correction ---0- please complete and return only this. Thank you If you would like, you can fax it to us at (416) 325 -9195 33. Enter the number of requests that fall into each category. 3.1 New requests received during reporting year 3.2 Requests transferred in from other instit4ons 3.3 Requests carried forward from previous year 3.4 TOTAL (3.1 +3.2 +3.3 =3.4) Personal Information General Records 8 2 2 8 4 3.3 TOTAL (copy box 3.4) - 3.6 Requests transferred out to other institution 3.7 Requests carried over to next year 3.8 TOTAL (3.6 +3.7 =3.8) 3.9 TOTAL (copy box 3.8) 3.10 TurAL REQuws COMPLETED (3.5 -3.9 = 3.10) Personal General Information Records s d 4 Personal General Information Records 0 0 o 0 I - � I 0� Personal General Information Records Personal General Information Records 8 4 PI, � �. How long did your institution take to complete each request for information? Enter the number of requests into the appropriate category. 15 days or less 16-30 days 31-60 days 61 -90 days 91 -120 days 121 days or more ToTAL REQuEsTs (4.1 +4.2 +...4.6 =4.7) Personal General Information Records 2 I s i 3 4 Box 4.7 MUST EQUAL Box 3.10 What course of action was taken with each of the requests completed? Please enter the number of requests into the appropriate category. 5.1 5.2 5.3 5.4 5.5 5.6 5.7 All information disclosed Disclosed in part: partly exempt Disclosed in part: no record exists Nothing disclosed: fully exempt Nothing disclosed: no record exists Request withdrawn or abandoned TOTAL REQuFSrs (5.1 +5.2 +...5.6 =5.7) Personal Information General Records 3 2 1 , 2 3 1 8 4 Exempted Requests OnI Personal General Information Records 5.8 ! - 1 (copy 5.9 c�o�. pox o 2 BOX 5.7 MUST BE GREATER THAN OR EQUAL TO Box 3.10 5.10 ToTAL REQuEsrs wrrH ExEMPnoNs (5.8 +5.9) BOX 5.10 MUST BE LESS THAN OR EQUAL TO BOX 6.17 Personal General Information Records 2 1 26 . ror the TOTAL REQuEsTs WITH EXEMPTIONS (Box 5.10), how many times did your institution apply each of the following exemptions? (More than one exemption may be applied to each exempted request) *not including Section 8(3) —not including Section 145) 8 Number of public interest overrides invoked (Section 16) Personal General Information Records 2 1 >. i N/A 2 N/A 6 2 Box 6.17 MUST BE GREATER THAN OR EQUAL TO BOX 5.10 f� 6.1 Section 6 — Draft By -laws, etc. 6.2 Section 7 — Advice or Recommendations '•. 6.3 Section 8 — Law Enforcement* 6.4 Section 8(3) — Refusal to Confirm or Deny 6.5 Section 9 — Relations with Governments 6.6 Section 10 — Third Party Information 6.71 Section 11 — Economic/Other Interests 6.8 Section 12 — Solicitor- Client Privilege 9 Section 13 — Danger to Safety or Health 6.10 Section 14 — Personal Privacy (Third Party) ** 6.11 Section 14(5) — Refusal to Confirm or Deny 6.12 Section 15 — Information Soon to be Published 6.13 Section 20.1 — Frivolous or Vexatious 6.14 Section 38 — Personal Information (Requester) 6.15 Section 52(2)(3) — Act Does Not Apply 6.16 Section 53(2) — Other Acts 6.17 TOTAL EXEMPTIONS *not including Section 8(3) —not including Section 145) 8 Number of public interest overrides invoked (Section 16) Personal General Information Records 2 1 >. i N/A 2 N/A 6 2 Box 6.17 MUST BE GREATER THAN OR EQUAL TO BOX 5.10 f� 31, Did your institution collect fees related to requests? (Include both application and additional fees.)7E 7.1 Personal General Total Number of requests where additional fees were collected Inforlio" Records BOX 7.1. MUST BE LESS THAN OR EQUAL TO BOX 8.7 $ 20 $ 15 $ 35 $ 20 $ 15 $ 35 7.2.1 Application fees collected 7.2.2 Additional fees collected 7.2.3 TOTAL FEES Box 7.2.3 MUST EQUAL Box 7.2.1 + 7.2.2 Were additional fees waived for any requests? 7.31 Number of requests where fees were waived — in full .7.4 Number of requests where fees were waived = in part 7.5 TOTAL NUMBER OF REQUESTS WHERE FEES WERE WAIVED (7.3= 7.4 =7.5) 7.6 TOTAL AMOUNT OF FEES WAIVED Personal General Total Information Records 5 5 J $ 1-50 is is ` Enter the number of requests for which your institution collected additional fees that apply to each category. 8.1 Search time 8.2 Reproduction 8.3 Preparation 8.4 Shipping 8.5 Computer Costs . 8.6 Invoice costs (and others as permitted by regulation) 8.7 TOTAL (8.1 +8.2...8.6 =8.7) Personal General Total Information Records N/A N/A N/A N/A Box 8.7 MUST BE GREATER THAN OR EQUAL TO Box 7.1 P. Did your institution receive any requests to correct personal information? No Personal Information 9.1 Correction requests received 9.2 Corrections carried forward from the previous year 9.3 Corrections carried over to next year 9.4 TOTAL CORRECTIONS COMPLETED [(9.1 +9.2) -9.3 =9.41 Box 9.4 HusT EQuAL Box 9.9 What course of action did your institution take with the requests to correct personal information that were received? Personal Information 9.5 Correction(s) made in whole t4.6 Correction(s) made in part 1 9.7 Correction(s) refused 9.8 Correction(s) withdrawn by requester 9.9 TOTAL (9.5 +9.6 +9.7 +9.8 =9.9) Box 9.9 HusT EQUAL Box 9.4 In cases where corrections were denied, in part or in full, were any statements of disagreement attached to the affected personal information? 9.10 Number of statements of disagreement attached: If your institution received any requests to correct personal information, the Act requires that you send any person(s) or body who had access to that information in the previous year notification of either the correction or the statement of disagreement. Enter the number of notifications sent, if applicable. ,,,, .11 Number of notifications sent: Thank you for your co- operation.