Scope
This procedure forms part of JIBC’s Protection of Privacy and Access to Information policy (the “Policy”), and sets out the procedures to be followed with respect to public, Employee and Service Provider access to general and Personal Information in the custody or control of the Institute. Terms not otherwise defined in this procedure are as defined in the Policy.
Procedure for Access to Information
JIBC will manage all Personal Information in compliance with the Act. JIBC will limit the collection, access, use, disclosure, and retention of Personal Information to that which is directly related to and necessary for its operations.
Access to General Information
The Institute will provide public access to Institute records that are released to the public in response to informal requests and which do not contain confidential information or Personal Information. For informal requests, access will be provided according to the processes used in the department or program area that has custody to the requested information, provided that such departments and program areas obtain the General Counsel’s approval prior to providing such access. For formal requests, access will be provided according to those internal processes for handling formal access to information requests created by the General Counsel.
Access to Personal Information by Employees and Service Providers
Employee and Service Provider access to confidential and Personal Information about Students, Employees, or others where the Institute has custody or control of the information will be allowed only if the information is necessary for the performance of the duties of the Employee or Service Provider.
Access to Third Party Personal Information About Employees
Access to the following information about Employees will be provided routinely pursuant to section 22(4)(e) of the Act:
- position,
- functions; and
- remuneration.
Access to information about expenses incurred by Employees travelling at the expense of the Institute will be provided routinely pursuant to section 22(4)(h) of the Act.
Other requests for information about Employees will only be provided in accordance with section 33 of the Act.
Procedure for Fees Associated with Requests for Access to Information
The following describes the fees that will be charged when the Institute responds to a formal access request, in compliance with the access provisions in the Act. This fee schedule is consistent with other British Columbia post-secondary institutions and allows the Institute to recover, in part, additional operating costs for which the Institute is not compensated by the provincial government to implement and administer the Act.
In accordance with the Policy, the Institute will use the Schedule of Maximum Fees as set out in the regulations under the Act, which may be amended from time to time.
For Applicants Other Than Commercial Applicants
The Institute will not charge fees for a formal access request when the total chargeable fee is fifty dollars ($50) or less. Informal access requests are not subject to the fee schedule. They are subject instead to the Institute’s regular reproduction and services fees. The Institute will not charge a fee when the request is for access to the individual’s own Personal Information. The Institute will continue to charge its regular fee for an official transcript or other records where an established procedure exists to provide routine access.
For Commercial Applicants
The Institute will charge the actual cost associated with responding to a formal access request from a commercial applicant.