Following are the guidelines for accessing information, including personal information, in the University's records

(1) Direct Informal Access:  Before submitting a request in writing for access to information, contact the University department or office that has the record(s) to which you seek access.  Discuss your request with a staff member to determine if the record(s) exist that respond(s) to your request and if the record(s) can be disclosed to you routinely through regular procedures.  Most records are available through an internal process.  Records, however, that contain confidential or third party personal information are subject to exemptions under FIPPA and are not disclosed routinely.

(2)(a) Formal Access under FIPPA - Electronic:  If the department refuses access to the record(s) but you wish to continue seeking access, click on the "Access Request Form". Complete and sign the form electronically and email a copy to the Director, Risk Management & Access to Information at mshaw1@lakeheadu.ca.  Please also then contact the Office of Accounts Receivable at (telephone) 807-343-8140 or (email)  accounts@lakeheadu.ca to find out the best way to pay the require $5 fee (by credit card over the telephone is a standard method).  When you have paid the fee, please ask Accounts Receivable to notify the Director, Risk Management & Access to Information.  

(b) Formal Access under FIPPA - Manual:  Alternatively, you may print the form, complete and sign it manually, and submit one signed copy in writing with the required $5 fee, either delivering it by hand or mailing it to: 

Director, Risk Management and Access to Information,
ATAC 4009,
Lakehead University,
955 Oliver Road,
Thunder Bay,
Ontario P7B 5E1

Make your cheque or money order payable to Lakehead University.

(3) Keep the Request as Clear and Focused as Possible:  Pursuant to FIPPA section 24(1), you must provide sufficient detail in your request to enable an experienced University employee, with a reasonable effort, to identify the record(s)/personal information sought.  When making a written request, be clear and identify the specific record(s) or personal information to which you seek access.  Also, specify dates or a time period for the record(s)/personal information you request.  Keep the scope of your request as narrow and specific as possible.  A clearly defined request with a narrow scope will greatly assist the University to search, locate, and retrieve the record(s)/personal information and respond quickly to your request.  If you are unsure how to describe the record(s)/personal information, contact the Director, Risk Management and Access to Information for help in formulating your request.

(4) Starting the Clock:  The request is not deemed to be "received", that is, FIPPA's timelines for processing requests are not activated until the request is complete, clearly understood by both the requester and the University, and in its final form (requests may be edited once submitted, but the processing timelines do not begin until final editing has taken place and been agreed upon by both the requester and the University).

(5) Notification:  When your request is received, within 45 business days the University will send you an acknowledgement letter and notify you of any time extensions or fees that may apply.

(6) Forms of Access:  If the record(s) you have requested exist(s) and no FIPPA exclusions or exemptions apply to disclosure, you will receive a copy of the record or you will be directed to a location or web site where you may read the record.

(7) Redaction:  Records to which FIPPA exclusions or exemptions apply may be withheld entirely or “severed” (i.e. portions will be blacked-out). A decision letter will explain in detail the exclusions/ exemptions applied and give reasons. If you request access to records containing personal information about yourself the University may ask you to present yourself in person to the appropriate department with one piece of picture ID before the records are disclosed to you.

(8) Continuing Access:  If you request continuing access to the record(s)/ personal information and access is granted, the decision letter will set out a schedule of dates during the period you specified on which your request will be deemed to have been received again. The University will explain why these dates were chosen.

(9) Appeal:  If you are not satisfied with the University’s decision on access to and disclosure of records or the schedule for continuing access, you have thirty (30) business days from the date of the University’s decision letter to request a review by Ontario’s Information and Privacy Commissioner.