How to make a request for access to a university record or personal information:
Step 1
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 to your request and if the record(s) can be disclosed to you routinely through regular procedures. Many records are available through an informal process.
Records that contain confidential or third party personal information may be subject to exemptions under the Act and are not disclosed routinely.
Step 2
If the department refuses access to the record(s), submit your signed request in writing with the required $5 fee, either delivering it by hand or mailing it to the:
Freedom of Information and Privacy Coordinator,
3rd Floor - Assumption Hall
University of Windsor
401 Sunset Ave.
Windsor, Ontario, Canada,
N9B 3P4
Make your cheque or money order payable to the University of Windsor. Requests received by email are not accepted.
Download the FIPPA Request form.
Step 3
When making a written request, be clear and identify the specific record(s) or personal information to which you seek access. If applicable, identify the personal information bank. Also, specify dates or a time period for the record(s)/personal information you request.
Keep the scope of your request narrow and specific. A clearly defined request with a narrow scope will greatly assist the University to search, locate and retrieve the record(s)/personal information and answer your request quickly.
Step 4
Pursuant to section 24(1) of the Act, you must provide sufficient detail in your request to enable an experienced University employee, with a reasonable effort, to identify the record(s) or personal information sought.
If you are unsure how to describe the record(s)/personal information, contact the Information and Privacy Coordinator at (519) 253-3000, ext. 4059 or richard.taylor@uwindsor.ca for help formulating your request.
Step 5
When your request is received, the University will send you an acknowledgement letter and notify you of any time extensions or fees that may apply.
Step 6
Records to which exemptions apply may be withheld entirely or be "severed" (i.e. portions blacked-out). A decision letter will explain in detail the 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.
Step 7
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 time period you specified on which your request will be deemed to have been received again.
The University will explain why these dates were chosen.
Step 8
If you are not satisfied with the University's access decision and disclosure of records or the schedule for continuing access, you have thirty-days (30) from the date of the University's decision letter to request a review by Ontario’s Information and Privacy Commissioner.