Annual Report to Parliament 2015-2016

Introduction

The Access to Information Act provides members of the public and corporations with the legislated right, subject to certain limited and specific exceptions, to access federal government records. The Act complements other methods for obtaining government information, and does not limit in any way the access to government information that is normally available to the public upon request.

This annual report on the administration of the Access to Information Act describes how Status of Women Canada (SWC) fulfilled their responsibilities under the Access to Information Act during the fiscal year beginning April 1, 2015, and ending March 31, 2016.

In accordance with section 72 of the Access to Information Act, the Minister of Status of Women, as head of the institution, is required to prepare an annual report on the administration of the Act, and this report is to be tabled in Parliament.

Part I: General Information

Status of Women Canada

The mandate of Status of Women Canada is to "coordinate federal policy with respect to the status of women and administer related programs." This was set out in Order-in-Council 1976-779 and the Appropriation Act 1976-77.

The vision of Status of Women Canada (SWC) is a Canada where equality is achieved between women and men in all aspects of life.

The mission of the Agency is to exercise leadership and work in partnership to advance equality and increase women’s participation; to provide expert advice on how to take gender equality into account in developing the best policies and programs for all Canadians; and to support action and innovation that will lead to equality in communities across Canada.

The Access to Information and Privacy office reports to the Director General of Communications and Public Affairs. The office coordinates all activities related to the legislation within the Agency both at headquarters and in the regions.

Access to Information Activities

The SWC Access to Information and Privacy (ATIP) Coordinator acts on behalf of the Minister of Status of Women and the Head of Agency to ensure that the Department's responsibilities under the Access to Information Act and the Privacy Act are met. The ATIP Coordinator reports directly to the Director General of Communications and Public Affairs.

The main activities of SWC's ATIP Office consist of the following:

  • Processing requests for information submitted under the Access to Information Act and the Privacy Act;
  • Developing policies, procedures and guidelines in support of Access to Information and Privacy legislation and central agency requirements;
  • Promoting awareness of both acts to ensure employees understand their roles and responsibilities;
  • Monitoring compliance with both acts and central agency requirements;
  • Preparing annual reports to Parliament;
  • Coordinating Privacy Impact Assessments (PIAs);
  • Coordinating the resolution of any complaints against SWC which have been submitted to the Information Commissioner under the Access to Information Act and to the Privacy Commissioner under the Privacy Act;
  • Providing centralized management of privacy breaches;
  • Providing SWC staff with advice and guidance on ATIP issues;
  • Providing support and recommendations to the Head and the Executive Committee (ExComm); and
  • Supporting SWC in meeting its commitments to openness and transparency through proactive disclosure of information and the release of information via informal avenues.

Processing of access to information and privacy requests is centralized within the ATIP Office in Gatineau, Quebec. In 2015-2016, the SWC ATIP Office employed a total of 1.58 full-time equivalents (FTEs).

Implementation of ATI Activities and Administrative Issues

Accomplishments

The Access to Information and Privacy Office completed nineteen (19) new requests during 2015-2016.

The Access to Information and Privacy Office has been able to continue its efficiency from the previous year in the processing of requests.

Delegation of Authority

The delegation orders were last amended in July 2013. The Coordinator/ Head of Agency and the Director General of Communications and Public Affairs have full authority while the Access to Information and Privacy (ATIP) Coordinator has partial authority delegated by the Minister of Status of Women for administration and decision-making responsibilities under the two Acts. Appendix A provides a more detailed description of the delegation of authority.

Salary and Administrative Expenditures

In 2015-2016, the Access to Information and Privacy Office operated with 1.58 full-time employees dedicated to the administration of both the Access to Information Act and the Privacy Act and their related functions.

The agency’s allocation for the central coordination of the Access to Information Act amounted to $74,460.00 ($68,984.00 were salary expenditures and $5,476.00 were administrative costs for fiscal year 2015-2016).

Reading Room

A reading room is available at headquarters, as needed. Should a reading room be needed elsewhere, SWC’s regional offices in certain regions across Canada are available upon request.

Data Collection

The responsibility for the coordination of new data collection by the agency is assigned to the ATIP Coordinator. This ensures both compliance with the Access to Information Act and the Privacy Act and the creation of new Personal Information Banks or Program Records, as necessary.

Appendix A

Delegation Order

Status of Women Canada

Delegation of Powers, Duties and Functions Pursuant of Section 73 of the ACCESS TO INFORMATION ACT
Section of the Act Powers, Duties and Functions Head, Status of Women Canada ATIP Coordinator
7(a) Notice where access requested X X
8(1) Transfer to – transfer from institution X X
9 Extension of time limits X X
11(2), (3), (4), (5), (6) Additional fees X X
12(2) Language of access X X
12(3) Access in an Alternative Format X X
13 Information obtained in confidence X X
14 Federal-Provincial affairs X X
15 International affairs and defense X X
16 Law enforcement and investigation X
17 Safety of individuals X
18 Economic interests of Canada X
19 Personal information X X
20 Third party information X X
21 Advice X X
22 Testing procedures X X
23 Solicitor/client privilege X X
24 Statutory prohibitions X X
25 Severance X X
26 Information to be published X X
27(1)(4) Third party notification X X
28(1)(b) Give written notice to a third party of the Department’s decision to disclose records containing information pertaining to that third party X X
28(2) Waive the requirement for a written representation by a third party X X
28(4) Disclose records for which a notice has been issued to a third party of the Department’s decision to disclose those records, unless the third party seeks a Court review of the decision under Section 44 X X
29(1) Disclosure on recommendation of Information Commissioner X X
33 Advise Information Commissioner of third party involvement X X
35 Right to make representations X
37(4) Access to be given complainant X X
43(1) Notice to third party (application to Federal Court) X X
44(2) Notice to applicant (application to Federal Court by third party) X X
52(2) (3) Special rules for hearings X
69 Excluded information X X
71(2) Exempt information severed from manuals X X
77 Responsibilities conferred on the head of the institution the regulations make under section 77 which are not included above X X

Part II: Report on the Access to Information Act

Request Under the Access to Information Act

  1. Statistical Report

    The annual statistical report for fiscal year 2015-2016 is included at the end of this chapter.

  2. Interpretation of the Statistics

    Introduction

    Between April 1, 2015 and March 31, 2016, Status of Women Canada carried over one (1) request from the previous year and received fifteen (15) new requests. In addition, the ATIP program received five (5) informal requests and fourteen (14) requests for consultation from other federal institutions.

    Source of Requests

    Media was the largest group of requesters, followed by Public. The following table provides a comparison with previous years.

    2013-2014 2014-2015 2015-2016
    Public 14% (9) 0% (0) 29% (4)
    Business 0% (0) 5% (1) 0% (0)
    Media 12% (8) 72% (16) 50% (7)
    Organization 9% (6) 5% (1) 7% (1)
    Academia 5% (42) 18% (4) 7% (1)
    Decline to Identify N/A 0% (0) 7% (1)
    Requests Completed

    Nineteen (19) requests were completed during this fiscal year and one (1) request was carried forward to be completed in fiscal year 2016-2017.

    2016-2017
    Completed request 19
    Carried over 1
    Dispositions of Requests Completed
    Number of Requests Percentage
    All disclosed 4 27%
    Disclosed in part 8 53%
    All excluded 0 0%
    All exempted 0 0%
    No records exist 2 13%
    Transferred 0 0%
    Request abandoned 1 7%
    Neither confirmed nor denied 0 0%
    Extensions

    Nine (9) requests had their time limit extended as follows:

    Number of Days Number of Requests
    1 to 15 days 1
    16 to 30 days 2
    31 to 60 days 5
    61 to 120 days 0
    121 to 180 days 0
    181 to 365 days 1

    The time limits were extended for nine (9) requests; they were extended due to consultations with other government institutions.

    Completion Time
    Completion Time Number of Requests Percentage
    1 to 15 days 0 0%
    16 to 30 days 1 11%
    31 to 60 days 2 22%
    61 to 120 days 5 56%
    121 to 180 days 0 0%
    181 to 365 days 0 0%
    More than 365 days 1 11%
    Method of Access

    Access to the relevant documents was given in whole or in part for eleven (11) requests. Paper copies were provided in eight (8) cases and in an electronic format in seven (7) cases.

    Fees

    Net fees collected amounted to $70.00 and represent fourteen (14) application fees.

  3. Access to Information Education and Training Activities

    No formal training activities were provided during the reporting period, however informal advice and guidance was provided as needed.

  4. Significant Changes to the Institution

    There were no significant changes to the institution during fiscal year 2015-2016.

  5. Complaints

    SWC did not receive any complaints during fiscal year 2015-2016.

  6. Appeals to the Courts

    There were no appeals to the courts between April 1, 2015 and March 31, 2016.

  7. Monitoring time to process requests

    A status report of all outstanding requests is prepared on a weekly basis for Director General review and Executive Committee oversight.

Annual Statistical Report to the Access to Information Act

April 1, 2015 - March 31, 2016

Part 1: Request Under the Access to Information act

1.1 Number of requests
Number of Requests
Received during reporting period 15
Outstanding from previous reporting period 5
Total 20
Closed during reporting period 19
Carried over to next reporting period 1
1.2 Sources of requests
Source Number of Requests
Media 7
Academia 1
Business (private sector) 0
Organization 1
Public 4
Decline to Identify 1
Total 14
1.3 Informal requests
Completion Time
1 to 15 Days 16 to 30 Days 31 to 60 Days 61 to 120 Days 121 to 180 Days 181 to 365 Days More than 365 Days Total
5 0 0 0 0 0 0 5

Note: All previously recorded as "treated informally" will now be accounted for in this section


Part 2: Requests Closed During the Reporting Period

2.1 Disposition and completion time
Disposition of Requests Completion Time
1 to 15 Days 16 to 30 Days 31 to 60 Days 61 to 120 Days 121 to 180 Days 181 to 365 Days More than 365 Days Total
All disclosed 2 1 0 0 0 0 0 3
Disclosed in part 2 1 0 3 6 0 0 12
All exempted 0 0 0 0 0 0 0 0
All excluded 0 0 0 0 0 0 0 0
No records exist 1 2 0 0 0 0 0 3
Request transferred 0 0 0 0 0 0 0 0
Request abondoned 0 0 0 0 0 0 1 1
Neither confirmed nor denied 0 0 0 0 0 0 0 0
Total 5 4 0 3 6 0 1 19
2.2 Exemptions
Section Number of Requests Section Number of Requests Section Number of Requests Section Number of Requests
13(1)(a) 0 16(2) 0 18(a) 0 20.1 0
13(1)(b) 0 16(2)(a) 0 18(b) 0 20.2 0
13(1)(c) 0 16(2)(b) 0 18(c) 0 20.4 0
13(1)(d) 0 16(2)(c) 0 18(d) 0 21(1)(a) 9
13(1)(e) 0 16(3) 0 18.1(1)(a) 0 21(1)(b) 8
14 0 16.1(1)(a) 0 18.1(1)(b) 0 21(1)(c) 3
14(a) 0 16.1(1)(b) 0 18.1(1)(c) 0 21(1)(d) 2
14(b) 0 16.1(1)(c) 0 18.1(1)(d) 0 22 0
15(1) 0 16.1(1)(d) 0 19(1) 8 22.1(1) 0
15(1) - I.A.* 0 16.2(1) 0 20(1)(a) 0 23 2
15(1) - Def.* 0 16.3 0 20(1)(b) 3 24.1(1) 0
15(1) - S.A.* 0 16.4(1)(a) 0 20(1)(b.1) 0 26 0
16(1)(a)(i) 0 16.4(1)(b) 0 20(1)(c) 3
16(1)(a)(ii) 0 16.5 0 20(1)(d) 3
16(1)(a)(iii) 0 17 0
16(1)(b) 0
16(1)(c) 0
16(1)(d) 0

* I.A: International Affairs  Def: Defence of Canada  S.A. Subversive Activities

2.3 Exclusions
Section Number of Requests Section Number of Requests Section Number of Requests
68(a) 0 69(1) 0 69(1)(g) re (a) 2
68(b) 0 69(1)(a) 0 69(1)(g) re (b) 0
68(c) 0 69(1)(b) 0 69(1)(g) re (c) 2
68.1 0 69(1)(c) 0 69(1)(g) re (d) 3
68.2(a) 0 69(1)(d) 0 69(1)(g) re (e) 0
68.2(b) 0 69(1)(e) 1 69(1)(g) re (f) 1
69(1)(f) 0 69.1(1) 0
2.4 Format of information released
Disposition Paper Electronic Other Format
All disclosed 1 2 0
Disclosed in part 7 5 0
Total 8 7 0
2.5 Complexity
2.5.1 Relevant pages procesed and disclosed
Disposition of Requests Number of Pages Processed Number of Pages Disclosed Number of Requests
All disclosed 517 508 3
Disclosed in part 2686 2136 12
All exempted 0 0 0
All excluded 0 0 0
Request abandoned 5779 2 1
Neither confirmed nor denied 0 0 0
2.5.2 Relevant pages processed and disclosed by size of requests
Disposition Less than 100 pages processed 100 - 500 pages processed 501 - 1000 pages processed 1001 - 5000 pages processed More than 5000 pages processed
Number of requests Pages disclosed Number of requests Pages disclosed Number of requests Pages disclosed Number of requests Pages disclosed Number of requests Pages disclosed
All disclosed 1 1 2 507 0 0 0 0 0 0
Disclosed in part 6 256 3 551 3 1329 0 0 0 0
All exempted 0 0 0 0 0 0 0 0 0 0
All excluded 0 0 0 0 0 0 0 0 0 0
Abandoned 0 0 0 0 0 0 0 0 1 2
Neither confirmed nor denied 0 0 0 0 0 0 0 0 0 0
Total 7 257 5 1058 3 1329 0 0 1 2
2.5.3 Other complexities
Disposition Consultation required Assessment of fees Legal advice sought Other Total
All disclosed 2 0 0 0 2
Disclosed in part 9 0 1 1 11
All exempted 0 0 0 0 0
All excluded 0 0 0 0 0
Abandoned 1 0 0 1 2
Neither confirmed nor denied 0 0 0 0 0
Total 12 0 1 2 15
2.6 Deemed refusals
2.6.1 Reasons for not meeting statutory deadline
Number of Requests Closed Past the Statutory Deadline Princial Reason
Workload External Consultation Internal Consultation Other
3 2 0 1 0
2.6.2 Number of days past deadline
Number of Days Past Deadline Number of Requests Past Deadline Where No Extension Was Taken Number of Requests Past Deadline Where An Extension Was Taken Total
1 to 15 Days 0 0 0
16 to 60 Days 0 0 0
31 to 60 Days 1 6 7
61 to 120 Days 1 0 1
121 to 180 Days 0 0 0
181 to 365 Days 0 0 0
More than 365 Days 0 0 0
Total 2 6 8
2.7 Requests for translation
Translation Request Accepted Refused Total
English to French 0 0 0
French to English 0 0 0
Total 0 0 0

Part 3: Extensions

3.1  Reasons for extensions and disposition of requests
Disposition of requests where an extension was taken 9(1)(a) Interference with operations 9(1)(b) Consultation 9(1)(c) Third-Party Notice
Section 69 Other
All disclosed 0 0 0 0
Disclosed in part 1 3 2 2
All exempted 0 0 0 0
All excluded 0 0 0 0
No records exist 0 0 0 0
Request abandoned 0 0 1 0
Total 1 3 3 2
3.2 Length of extensions
Length of extensions 9(1)(a) Interference with operations 9(1)(b) Consultation 9(1)(c) Third-Party Notice
Section 69 Other
30 days or less 1 0 0 0
31 to 60 days 0 0 0 2
61 to 120 days 0 3 2 0
121 to 189 days 0 0 0 0
181 to 365 days 0 0 0 0
365 days or more 0 0 0 0
Total 1 3 3 2
Part 4: Fees
Fee Type Fee Collected Fee Waived or Refunded
Number of requests Amount Number of requests Amount
Application 14 $70.00 0 $0.00
Search 0 $0.00 0 $0.00
Production 0 $0.00 0 $0.00
Programming 0 $0.00 0 $0.00
Preparation 0 $0.00 0 $0.00
Alternative format 0 $0.00 0 $0.00
Reproduction 0 $0.00 0 $0.00
Total 14 $70.00 0 $0.00

Part 5: Consultations received from other institutions and organizations

5.1 Consultations received from other Government of Canada institutions and organizations
Consultations Other Government of Canada institutions Number of pages to review Other organizations Number of pages to review
Received during the reporting period 2 35 16 156
Outstanding from the previous reporting period 0 0 0 0
Total 2 35 16 156
Closed during the reporting period 2 35 16 156
Pending at the end of the reporting period 0 0 0 0
5.2 Recommendations and completion time for consultations received from other Government of Canada institutions
Recommendations Number of Days required to complete consultation requests
1 to 15 Days 16 to 30 Days 31 to 60 Days 61 to 120 Days 121 to 180 Days 181 to 365 Days More than 365 Days Total
Disclose entierly 1 0 0 0 0 0 0 1
Disclose in part 1 0 0 0 0 0 0 1
Exempt entirely 0 0 0 0 0 0 0 0
Exclude entirely 0 0 0 0 0 0 0 0
Consult other institution 0 0 0 0 0 0 0 0
Other 0 0 0 0 0 0 0 0
Total 2 0 0 0 0 0 0 2
5.3 Recommendations and completion time for consultations received from other organizations
Recommendations Number of days required to complete consultation requests
1 to 15 Days 16 to 30 Days 31 to 60 Days 61 to 120 Days 121 to 180 Days 181 to 365 Days More than 365 Days Total
Disclose entierly 5 5 1 0 0 0 0 11
Disclose in part 4 1 0 0 0 0 0 5
Exempt entirely 0 0 0 0 0 0 0 0
Exclude entirely 0 0 0 0 0 0 0 0
Consult other institution 0 0 0 0 0 0 0 0
Other 0 0 0 0 0 0 0 0
Total 9 6 1 0 0 0 0 16

Part 6: Completion time of consultations on Cabinet confidences

6.1 Requests with Legal Services
Number of Days Less than 100 pages processed 100 - 500 pages processed 501 - 1000 pages processed 1001 - 5000 pages processed More than 5000 pages processed
Number of requests Pages disclosed Number of requests Pages disclosed Number of requests Pages disclosed Number of requests Pages disclosed Number of requests Pages disclosed
1 to 15 0 0 0 0 0 0 0 0 0 0
16 to 30 0 0 0 0 0 0 0 0 0 0
31 to 60 1 4 0 0 0 0 0 0 0 0
61 to 120 0 0 0 0 0 0 0 0 0 0
121 to 180 0 0 0 0 0 0 0 0 0 0
181 to 365 0 0 0 0 0 0 0 0 0 0
More than 365 0 0 0 0 0 0 0 0 0 0
Total 1 4 0 0 0 0 0 0 0 0
6.2 Requests with Privy Council Office
Number of Days Less than 100 pages processed 100 - 500 pages processed 501 - 1000 pages processed 1001 - 5000 pages processed More than 5000 pages processed
Number of requests Pages disclosed Number of requests Pages disclosed Number of requests Pages disclosed Number of requests Pages disclosed Number of requests Pages disclosed
1 to 15 0 0 0 0 0 0 0 0 0 0
16 to 30 0 0 0 0 0 0 0 0 0 0
31 to 60 0 0 0 0 0 0 0 0 0 0
61 to 120 0 0 0 0 0 0 0 0 0 0
121 to 180 0 0 0 0 0 0 0 0 0 0
181 to 365 0 0 0 0 0 0 0 0 0 0
More than 365 0 0 0 0 0 0 0 0 0 0
Total 0 0 0 0 0 0 0 0 0 0

Part 7: Complaints and Investigations

Section 32 Section 35 Section 37 Total
0 0 0 0

Part 8: Court Action

Section 41 Section 42 Section 44 Total
0 0 0 0

Part 9 - Resources related to the Access to Information Act

9.1 Costs
Expenditures Amount
Salaries $68,984.00
Overtime $0.00
Goods and Services $5476.00
  • Professional services and contracts
$0.00
  • Other
$,5476.00
Total $74,460.00

9.2 Human Resources

Resources Person Years Dedicated to Access to Information Activities
Full-time employees 1.00
Part-time and casual employees 0.00
Regional staff 0.00
Consultants and agency personnel 0.00
Students 0.00
Total 1.00
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