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Guidelines Correction of Personal Information: Employees

Guidelines – Correction of Personal Information: Employees

The Freedom of Information and Protection of Privacy (FOIP) Act, R.S.A. 2000 c. F-25 requires Athabasca University (AU) to ensure that the personal information it collects and maintains is accurate and complete. The FOIP Act also provides employees with the right to examine information held about them by AU and to request corrections of that information.

Requests from employees for routine changes, such as name, address, banking information, benefit information, leaves, and other similar personal information shall follow current processes and employees do not need to file a FOIP request for correction of personal information.

If an employee believes there is an error or omission in the personal information held about him or her by AU, they should be first encouraged to review their personnel record to determine if the error or omission actually exists. If an error or omission does exist, then they should be encouraged to follow current processes to have the correction or change made as outlined in the appropriate collective agreement(s) or AU Human Resources Policy and Procedures Manual.

If current processes do not satisfy an employee, then they shall be informed they may file a FOIP request to correct personal information. The FOIP request must be writing and must be directed to the FOIP Coordinator.

Under Section 36 of the FOIP Act, AU will:

  • not correct an opinion, including a professional or expert opinion
  • if correction is refused or cannot be made, annotate or link to the personal information with that part of the requested correction which is relevant and material to the record in question
  • if necessary, notify any other public body or third party to whom that information has been disclosed during the one year before the correction was requested that a correction, annotation or linkage has been made
  • within 30 days of receiving the request, provide written notice to the individual requesting the correction of the AU's decision.

Office of the University Secretariat, January 2006

Updated May 30 2014 by Office of the University Secretariat

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