Freedom of Information (FOI) requests
Formal requests for records that may contain sensitive or confidential information made under Section 5 of Part 2 of FIPPA are called “Freedom of Information” (“FOI”) requests. These requests are processed by the BCIT Information Access and Privacy Office (IAPO).
How to Make a Freedom of Information (FOI) Request
Under the Freedom of Information and Protection of Privacy Act (FIPPA), individuals have the right to request access to records in BCIT’s custody or control, including their own personal information and other BCIT records, subject to limited exceptions.
Before submitting an FOI request, check whether the information is already publicly available or can be obtained through a routine request. Many records can be provided without going through the formal FOI process.
Formal FOI requests are processed by the Information Access and Privacy Office (IAPO). While FIPPA generally requires BCIT to provide access to records, some information may be withheld or redacted where required or permitted by law.
What can be requested?
An FOI request must be for an existing record. BCIT can provide access to records that already exist but cannot create new records, answer questions, or provide explanations.
Examples:
Yes – “Copies of emails between Department A and Department B regarding Project X from January to March 2026.”
Yes – “Records related to the renovation of the faculty cafeteria between January and June 2026.”
No – “Why was the faculty cafeteria renovated?”
No – “Please explain how this decision was made.”
Records Excluded from FOI
Some records are excluded from the FOI process and cannot be requested under FIPPA, including:
- Examination materials such as test questions, answer keys, and grading rubrics.
- System metadata that records interactions with electronic systems.
- Personal records that are unrelated to BCIT business, such as personal emails.
- Records available through another process for a fee, such as official transcripts.
- Records unrelated to BCIT programs, services, administration, or business activities.
- Research materials, including research data, ethics submissions, working papers, theses, and dissertations.
- Notes and draft decisions created by individuals acting in a quasi-judicial capacity, such as appeal or disciplinary tribunals.
- Teaching materials, including lecture notes, course materials, and instructional content.
What Your Request Must Include
Your request must describe the records you are seeking with enough detail for BCIT staff to locate them. Include information such as the type of records, a date or date range, and the department, office, or individuals who may have the records.
Requests that are too broad, such as “all records about a person” or “all records related to a topic,” are generally not specific enough and will usually require clarification before processing can begin. Providing clear and focused details helps BCIT identify the records more efficiently, reduces delays, and may reduce any applicable fees.
Fees
FOI requests for general information are subject to:
- A $10 application fee; and
- Fees for locating and retrieving records at $30 per hour, with the first three hours provided at no charge.
After submitting a request, IAPO will review it and provide instructions for paying the application fee. Processing will not begin until the fee has been received.
Under FIPPA, BCIT may charge fees for:
- Locating, retrieving, and producing records;
- Preparing records for disclosure;
- Shipping and handling; and
- Providing copies of records.
BCIT cannot charge for:
- The first three hours spent locating and retrieving records;
- Time spent severing or redacting records; or
- Requests for an individual’s own personal information.
Routine requests for information
The following types of records can often be obtained without submitting a formal FOI request:
- Records previously provided to you or received from you;
- Records that are routinely available for a fee (for example, transcripts);
- Records containing only your own personal information;
- Personal information released with the written consent of the individual concerned; and
- Publicly available information.
- Categories of Records Routinely Available [PDF]
If you are unsure whether you need to submit an FOI request, contact IAPO at foi@bcit.ca before submitting your request.
Related forms
- Request for Access to Records [PDF]
- Authorization for Disclosure of Personal Information to a Third Party [PDF]
- Authorization for Disclosure of Personal Information to Self [PDF]
Please visit BCIT’s Student Records FAQs page for further instructions on requesting student documents.
Questions?
Contact the Information Access and Privacy Office (IAPO) at foi@bcit.ca.