Before initiating a request for information, please review and follow the applicable steps below.
Step 1: Make an Informal Request
First make an informal request for information to the Fleming College department(s) or office(s) that holds the records you seek.
Discuss with a staff member to determine if the record(s) you’re seeking exist, and if the record(s) can be disclosed to you through an informal process.
Fleming College will not release personal information to third parties without explicit consent. Should you require your information to be shared with a third party please complete the Consent to Release Personal Information Form or the Consent to Release Personal Health Information Form. IMPORTANT: The College is required to verify the identity of the authorizing student/individual before providing access to information. A signed consent form must be accompanied with a photocopy of government issued photo identification (see page 96 of the FOI Privacy Manual, accessible here.)
>> Do not need to proceed to Step 2 if your access to information request can be fulfilled at Step 1. <<
Step 2: Make a Formal Request (only applicable if Step 1 is incomplete)
If the Fleming College department(s) or office(s) are unable to provide the records you request, as per Step 1, you can submit a Formal Request in writing by completing the FIPPA Request Form and/or PHIPA Request Form and paying the required $5 fee to the Privacy Coordinator at: Attn: Privacy Coordinator
Office of the President
Fleming College 599 Brealey Drive
Peterborough, ON K9J 7B1
Should you require your personal health information to be shared with a third party please complete the PHIPA Consent to Release Information Form. IMPORTANT: The College is required to verify the identity of the authorizing student/individual before providing access to information. A signed consent form must be accompanied with a photocopy of government issued photo identification (see page 96 of the FOI Privacy Manual, accessible here.)
Step 3: Further Assistance
If you are unsure how to describe the record(s)/personal information you are seeking or have any other questions regarding the formal request process, please contact the Privacy Coordinator at: freedomofinformation@flemingcollege.ca or call 705-917-3046.
Step 4: Acknowledgment
Upon receiving your request, the Privacy Coordinator will send you an acknowledgment of receipt email. The Privacy Coordinator may contact you for clarification purposes. As part of the clarification process, the College may need to work with you to narrow the scope of the request and/or clarify what records you are seeking.
Step 5: Request Processing
The College will make every reasonable effort to respond to your request within 30 days. However, there are circumstances within FIPPA and PHIPA where the College is permitted to extend the time limit beyond the 30 days. For more information on circumstances where the time period may require an extension, please visit the Information and Privacy Commissioner of Ontario (IPC).
Step 6: Notification and Appeal
The Freedom of Information and Privacy Coordinator will, within the applicable time limit, notify you in writing whether or not your request for information will be granted.
If you disagree with the College’s decision, you may appeal the decision to the Information and Privacy Commissioner of Ontario. An additional fee will be charged by the IPC when you make your appeal.