Informal RequestThe University of Toronto promotes access to information and transparency of its governance and decision making. In many cases the information you seek may already be available, for example, on the University’s website. Before making a formal request for access to information (or to correct your personal information) under the Act, contact the department or faculty you believe has the information you are seeking and ask them if they are able to provide you with the information. If the information is readily available then the department or faculty will direct you to the information, or where appropriate, send the information to you. By contrast, an access request can longer to process and may require payment of fees.
When an informal request for access to information (or to correct your personal information) is not possible, you can make a formal request to the University of Toronto's FIPP Office. You can download the request form by clicking on the following link. Request Form (PDF). Although you are not required to use the provided form, we recommend that you do so to help ensure that your request is processed as quickly as possible. The University will not accept oral requests or requests.
Please note: if a department or faculty in unable to grant your informal request, making a formal request does not necessarily mean that you will be given access to the information. For example, if the department or faculty refused your informal request because you are requesting access to information respecting research then making a formal request will not change the outcome. The Act does not cover research.
The 3 requirements for a formal request for access to information
The University will only process your request if all of the following conditions are met:
- the request is in writing [Request Form (PDF)]: If you do not use the Request Form, make sure your written request states that the request is being made under FIPPA;
- the $5 application fee for your written request (cheque or cash) has been received by the FIPP Office (make cheques payable to: "The University of Toronto"; cash payments should be made in person at the FIPP Office - do not send cash payment by mail );
you have provided sufficient detail to enable an experienced employee of the University, with a reasonable amount of effort, to identify the information/record you are requesting.
Please mail all requests for access to information to the attention of the FIPP Coordinator in the FIPP Office. The FIPP Office will contact you if your request is deficient or it needs to clarify the information you are requesting. The FIPP Office will need to verify your identity before processing requests for your personal information.
Normally, the FIPP Office must make every reasonable effort to respond to your request within 30 calendar days from the date the University receives your request. However, there are circumstances under the Act where the University is permitted to extend the time limit beyond the 30 days.
The University will - within the applicable time limit - notify you in writing regarding whether or not your request will be granted. If you disagree with the decision, you may appeal the decision to the Information and Privacy Commissioner.
The University will only make corrections to factual information about you, for example: an incorrectly spelled name, an incorrect address, an incorrect birth date, a change of marital status, etc… The University will generally refuse to make changes to information about you which is evaluative or an opinion. Though you may disagree with the evaluation or opinion, making a request under the Act may not be an appropriate response. Please refer to the University’s Policies and Procedures on the matter.
The University tries to ensure that all of its records are up-to-date and accurate. If you are aware of incorrect personal information about you in a University record, you may wish to request that the information be corrected. It is recommended that you begin by making an informal request to the department or faculty that holds the relevant record. If you are able to prove that the factual information about you is incorrect and the department or faculty is satisfied as to your identity then the correction in many circumstances will be made free and without further process.