Access to Information Requests
Under Alberta's Access to Information Act, individuals have the right to request access to records in the custody or under the control of Medicine Hat College. When records are not publicly available or cannot be provided through a routine disclosure, a formal access to information request may be required. These requests are administered by the college's Information and Privacy Office.
There are two types of formal access to information requests:
- Personal requests are requests for records containing the applicant’s own personal information.
- Non-Personal requests are requests for general records of the college.
Records provided through either type of request may contain information that is subject to severing or withholding as required by law, including where the information relates to third parties or falls within an exception to disclosure.
Submitting a formal request ensures that records are located, reviewed, and disclosed in accordance with the requirements of the Access to Information Act.
All access to information requests must be submitted in writing using the college’s request form. Requests may be submitted via email or mail.
**pdf form**
To help the college locate the records you are seeking, requests must include enough detail for a relevant employee to locate and identify the records with reasonable effort. If sufficient information is not provided, you may be contacted for clarification, which could delay processing and may result in additional fees.
When submitting a request, please clearly describe the type of records you are seeking, include a relevant date range, and identify the department, office, or individuals where the records may be held, if known.
Requests must also include your legal name and contact information. The college’s preferred method of communication is email; however, correspondence can be sent by mail.
For security purposes, identification will be required before any records are released. This may include verification of government-issued photo identification or a college-issued ID where applicable.
Fees for access to information requests are set out in Alberta’s Access to Information Act Regulation and are not determined by the college.
Under the Regulation, requests for access to an individual’s own personal information do not require an application fee; however, other legislated additional fees may apply depending on the work required to process the request. A $25 application fee applies to requests for non-personal information (or $50 for a continuing request) and other additional fees may apply.
Additional fees may include costs associated with locating records, reviewing and preparing records for release, copying, conversion to another format, and delivery.
If fees apply, you will receive a written fee estimate before processing begins. No further work will be completed until any required deposit is paid. At that time, you may choose to proceed with the request, refine or narrow the scope to reduce fees, or withdraw the request.
The college processes access to information requests in accordance with timelines established under Alberta’s Access to Information Act.
In most cases, the college will respond to requests within 30 business days of receiving a complete request. This includes providing a response, disclosing records where applicable, or advising if an extension is required under the legislation.
In some situations, additional time may be needed if the request is large, complex, or requires consultation with third parties. If an extension is necessary, the Information and Privacy Office will notify you in writing and explain the reason for the extension.
Processing timelines begin once a complete request has been received, including any required application fee and sufficient detail to identify the records being requested.
The college may receive requests for information from law enforcement agencies, regulatory bodies, or other authorized investigative authorities. These requests are reviewed and processed in accordance with applicable legislation, including Alberta’s Access to Information Act and any other relevant legal authority governing the disclosure of information.
All law enforcement requests must be submitted using MHC’s Law Enforcement Request Form to the applicable department. This ensures that requests are properly documented, reviewed, and directed to the appropriate authority.
*pdf form*
Before any information is released departments must verify the identity and authority of the requesting agency and confirm that the request is lawful and appropriately authorized. Information is only disclosed where there is a valid investigation basis to do so.
The college does not provide information to law enforcement on an informal basis and follows established procedures to ensure that all disclosures are appropriately assessed, documented, and limited to what is required or permitted by law.
The college proactively makes a range of information available to the public without requiring a formal access to information request. This supports transparency and allows individuals to easily access commonly requested records.
The following publicly available information is available on the website:
- Board of Governors’ Minutes, Agenda Packages, and Policies
- Financial Reports
- Institutional Policies and Procedures
- Salaries in excess of the threshold determined annually by the provincial government
- Campus safety and security information
- Planning and Institutional Research
- Annual Reports
- Strategic Plans
If you are unsure whether you need to submit a formal access to information request, or if you need assistance locating records, you are encouraged to contact the Information and Privacy Office (IPO) for guidance at InformationandPrivacy@mhc.ab.ca.
The IPO can help clarify the process, identify whether information is already publicly available, or direct your request to the appropriate area.
For general information about privacy and access to information, you may also refer to MHC’s Privacy Management Program and related policies available on the website.