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Guidelines Access to Information

Guidelines – Disclosure of General Information

Athabasca University (AU) will continue to provide access to records that do not contain confidential or personal information, and that are now released routinely. Access will be provided according to those procedures used in the office that has custody of the information. Some fees may apply.

As new records are created, offices will review them to determine if they could be subject to routine release.

Information that is routinely released is considered to be information that is available for distribution upon request, and does not contain confidential or personal information.

If the general information is not normally or routinely released, the individual must be informed that they have the right to request access to the information under the Freedom of Information and Protection of Privacy (FOIP) Act, R.S.A. 2000, c. F-25 and access will be provided according to the procedures established for processing a FOIP request.

The following guidelines are to assist AU employees to make appropriate disclosure decisions regarding disclosure of general information.

You may routinely disclose the following common categories of records:

Information available on the AU Website (Internet) that the general public hs access to

  • Published Annual reports
  • Published Annual Financial report
  • Published Strategic Plan
  • Calendar
  • Published reports and studies
  • Some AU committee meeting minutes
  • Collective Agreements
  • Organizational Chart
  • Program brochures and pamphlets
  • Student Services brochures and pamphlets
  • Staff Phone List
  • AU Newsletters
  • Position Descriptions.

You may not routinely release the following categories of records:

  • Information available on the AU Website (Intranet) that is not accessible to the general public, but only to staff
  • Draft versions of reports and studies
  • Department Staff Phone lists that include more personal information than that of the Public version Staff Phone List
  • Documents stamped or labeled "For Internal Use Only"
  • Some AU Committee meeting minutes (In camera sessions)
  • Administrative Files
  • Draft Planning Reports and Documents
  • Draft versions of any document
  • Contracts and Agreements between AU and a Third Party for goods and services
  • Records that contain personal information
  • Governing Authorities Confidences
  • Third Party Commercial Information
  • Information that may harm the business interests of AU
  • Testing or audit procedures
  • Information considered to be advice from official relating to AU planning
  • Information that will be made available to the Public.
If you are unsure whether specific documents or records should be disclosed, contact the Privacy and Policy Coordinator.

Office of the University Secretariat, July 2006

Updated May 30 2014 by Office of the University Secretariat

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