ࡱ> [ A%bjbj %jj sl(((((((<+++8++T<J4.4.(\.\.\.\.\.\.IIIIIII$J LI(\.\.\.\.\.I/((\.\.I///\..(\.(\.I/\.I/X/1>((?\.(. 3'<L*+.?? I0J?Ml/(M?/<<((((CHART 2 MODEL FOIP REQUEST (Third Party Notice Required) Timelines - Calendar DaysTimelines - Working DaysFunctional Area Responsible Key Tasks Milestones Manual References Do's and Don'ts Before formal request is loggedappStaff/Departments Upon receipt of FOIP Request date stamp. Attach request to the envelope or enclosure that included the request. Forward request to FOIP Office.Do ensure processing of incoming mail completed daily and FOIP request(s) forwarded to Office of the President ASAP.Office of the PresidentUpon receipt of FOIP request will date stamp request and forward to FOIP Office. FOIP OfficeReceive FOIP request and date stamp request. Log receipt of request. Review FOIP request to determine if information is available routinely or is a formal access request. If the information is not available through routine release processes, continue handling following the formal FOIP request procedures.3.3 Receiving Request/Defining Request/Assisting Applicant 1.9 Routine AccessDo provide information through routine channels.  THIRTY DAY CLOCK STARTS 30 Calendar Days to Respond Maximum of 22 Working Days to Respond (Day 1)Day 1FOIP Office Review and define request. Confirm request to records covered by Act. Contact applicant to define and clarify request if necessary. Is it a continuing request? Is request complete - initial fees paid? Decide if request should be transferred to another public body. 3.3 Receiving Request/Defining Request/Assisting Applicant 3.3 Transferring a RequestDo assist the applicant to define the request. Do clarify what is wanted. Do inform the applicant about the process & about the structure. Do obtain other public body's consent to transfer.  Timelines - Calendar DaysTimelines - Working DaysFunctional Area Responsible Key Tasks Milestones Manual References Do's and Don'ts(Day 1) Con't Day 1 Con't FOIP OfficeMake necessary log entries. Complete necessary forms. Create central request file.3.3 Tracking & Reporting    Send acknowledgment to applicant. Notify applicant if transferred.3.3 Receiving Request/Defining Request/Assisting Applicant 1.6 Custody or Control; 3.3 Transferring a Request Do keep applicant informed. Do obtain other public body's consent to transfer..End of 1st working day: Request logged (Day 2)Day 2 FOIP Office Identify records. Identify staff/office who may custody or control of the records. Contact designation staff to search and locate requested records. Forward necessary forms to staff and/or offices. Processing Request 1.6 Custody or Control; Don't share personal information about the applicant except on "need to know" basis. End of 2nd working day: the request defined, records identified, staff/office(s) contacted.  (Days 28)Days 2 - 6 Staff/Office(s)Search for and retrieve records.End of 4th working day: records retrieved.3.4 Locating RecordsDo search for all relevant records-including working and electronic files. Do make all reasonable efforts to locate records.  Timelines - Calendar DaysTimelines - Working DaysFunctional Area Responsible Key Tasks Milestones Manual References Do's and Don'ts(Days 28)Days 2 - 6 Staff/Office(s)Report results of records search to FOIP Coordinator.End of 4th day: results reported to FOIP Coordinator.Do attempt to determine if records exist in other program areas or other public bodies. Do keep accurate & complete documentation of records search.  Staff/Office(s)Copy retrieved records.End of 5th working day: Records copied. Do update applicant on progress of request. FOIP Office/Designated Authority/StaffPreliminary assessment (includes following tasks): - Consider fees. Send fee notice if applicable. - Collect fee deposit if applicable. Suspend processing until deposit received. End of 6th working day: Decision on fees. Collect deposit if applicable. 3.4 Preliminary Assessment 3.4 FeesDon't use original records during review & severing. Do consider any request for fee waiver. Clock stops until fee deposit received   See chart 2 for model request showing third party notice time limits and extensionPreliminary Assessment: - Third party notices required? (Last day on which it is possible to give 3rd party notice & respond within 30 days from receipt).5. Third Party NoticeDo send third party notices as early as possible.(Day 8) Day 6 FOIP Office Send notices to third party & applicant.End of 6th working day: Third party notices sent.Do notify applicant of third party consultations & date by which decision will be made. Section 29 Time Limit in Effect 30 Calendar Days from date of 3rd party notice to respond Maximum of 22 Working Days from date of 3rd party notice to respond  Timelines - Calendar DaysTimelines - Working DaysFunctional Area Responsible Key Tasks Milestones Manual References Do's and Don'ts(Days 16)Days 16Office/Staff/Designated authority/FOIP Office Consider reassignment to another office.3.4 Processing request Consider creation of a record. 3.4 Creating a new recordExternal consultations required? Initiate consultations/consideration of responses. Internal consultations required? Initiate consultations/consideration of responses.  (Days 119)Days 119Designation Authority/ FOIP OfficeDetailed (line by line) review. Apply exceptions. End of 19th working day: Detailed review completedLine by Line Review of Records 4. Exceptions to Right of Access 4. Mandatory and Discretionary Exceptions Do keep designated authorities/staff informed as necessary. Do keep accurate and complete documentation of review. Do update applicant on progress of third party & other consultations. (Day 7) Day 5FOIP OfficeFinal decision on transfer. (Last day on which request can be transferred to another public body. 15 days from date request received). End of 5th working day.: Final decision on transfer.3.3 Transferring a RequestDo notify applicant if request is transferred.(Day 20) Day 15FOIP OfficeResponses received from third party.End of 15th working day: (20th calendar day) from date of notice. Deadline for response from third parties. 5. Third Party Notification and Notice(Days 1725)Days 13-19FOIP OfficeThird party consultations / Consideration of responses (Ongoing). Consider need for extension to complete 3rd party consultations. 5. Third Party Notification and Notice 3.3 The Response Timetable Timelines - Calendar DaysTimelines - Working DaysFunctional Area Responsible Key Tasks Milestones Manual References Do's and Don'ts(Day 26)Day 20FOIP OfficeFinal analysis of reviews & recommendations.3.4 Line by Line Review of RecordsPrepare final recommendations.End of 20th working day: FOIP Coordinator's recommendations ready.Line by Line Review of Records 4. Mandatory and Discretionary ExceptionsDo keep accurate and complete documentation of decisions. (Day 29)Day 21FOIP OfficeMake final decision on response to request.End of 21st working day: Final decision on response.3.4 Line by Line Review of Records 4. Mandatory and Discretionary Exceptions(Day 30) Day 22FOIP OfficeSever records.3.4 Severing InformationDon't sever original records.Prepare records for applicant.End of 22nd working day: Severing completed; response ready3.5 Responding to a FOIP Request Do maintain a record of response and copies of severed records for future useSend response letter to applicant. (Either regarding balance of fees or enclosing copies of records, if all fees paid.) Last day on which notice of extension can be sent.End of 22nd working day: response letter sent3.5 Responding to a FOIP Request 3.3 The Response Timetable Do explain severing decisions to applicant. Do make decision on extension as early as practicable. (Day 30) Day 22 FOIP Office Collect fee balance owing (if applicable). No further processing until fee balance received. 3.4 FeesDo consider any request for fee waiver. 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