IDRC and the Access to Information Act: how to obtain information about the management of the ATSA grants funded by the Gates Foundation

The Access to Information Act is a process that allows any Canadian citizen or resident to request that a public organization provides internal documents. Here is how to proceed:

The Canadian citizen, or resident (including his/her name, address, etc... ref to the forms below for the exact personal information to provide) writes to :

International Development Research Centre
Lynne Auger
Access to Information and Privacy Coordinator
150 Kent Street
P.O. Box 8500
Ottawa, Ontario  K1P 0B2

Dear Lynne I am writing to you under the provisions of the Access to Information Act.

You'll find enclosed a $5 check for the application fee.

I am looking for documents relevant to the management of the grant awarded by the Gates Foundation to IDRC to promote tobacco control in Africa, called African Tobacco Situational Analyses (ATSA).

I prefer to receive copies of the original documents.

I wish to receive copies of :

(For instance)

1. The financial reports relevant to the management of the ATSA grants
2. The documents detailing the amount spent for the administration of the ATSA program.
3. The synthesis of the travel and hospitality expenses related to ATSA
4. The evaluation report(s) if any about the ATSA program

Thank you in advance for your concern

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Below are references you can check in case you have doubts about what to do

Access to Information Act
The following procedures should be followed when making a formal request under the Access to Information Act.

• Obtain an Access to Information Request form from the Treasury Board Secretariat web site: http://www.tbs-sct.gc.ca/tbsf-fsct/350-57-eng.asp). If the form is not used, a letter may be sent instead. See the instructions below
• 
  
• Enclose the application fee: An application fee of $5 applies and additional costs may be charged for each request. Applicants will be notified in advance if there are additional costs and if a deposit is required.

  Cheques and money orders are payable to the Receiver General of Canada

• Send the form or the letter (with the check) to the Access to Information Coordinator of the appropriate federal government institution.

Make copies and/or scan the letter or form so you have a proof of what was asked and when it was sent

•  A list of federal government ATIP Coordinators is available at: http://www.tbs-sct.gc.ca/atip-aiprp/apps/coords/index-eng.asp.

For IDRC, here is the information about the Coordinator (at the time, better check before sending your request)

International Development Research Centre
Lynne Auger
Access to Information and Privacy Coordinator
150 Kent Street
P.O. Box 8500
Ottawa, Ontario  K1P 0B2
Telephone: 613-696-2042   Ext.2112
Facsimile: 613-235-6391
[email protected]

If a letter is submitted instead of the Access to Information Request form, the following information must be included:

• statement that the information is being requested under the Access to Information Act:
• name of the appropriate federal government institution;
• description of the records (be as specific as possible);
• preferred method of viewing the records (e.g. receiving photocopies of the original documents or viewing the originals in the government office where they are located);
• name, street, address, city or town, province or territory, postal code, telephone number(s) and signature of the applicant;
• date of request; and
• application fee.

Fees and costs
An application fee of $5 applies and additional costs may be charged for each request. Applicants will be notified in advance if there are additional costs and if a deposit is required.

Cheques and money orders are payable to the Receiver General of Canada with some exceptions.

Time to process a request
Under the Access to Information Act, federal government institutions must acknowledge a request within 30 days, however, in special cases, more time may be needed to process a request. Applicants who feel that it is taking too long to process their requests may submit a complaint to the Office of the Information Commissioner (See Section A – Roles and Responsibilities).

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A few links about the procedure


the procedure for information access
http://www.infosource.gc.ca/fed/fed01-eng.asp#Access

the form
http://www.tbs-sct.gc.ca/tbsf-fsct/350-57-eng.asp

pdf format
http://www.tbs-sct.gc.ca/tbsf-fsct/dwnld/350-57-eng.pdf

International Development Research Centre
Lynne Auger
Access to Information and Privacy Coordinator
150 Kent Street
P.O. Box 8500
Ottawa, Ontario  K1P 0B2
Telephone: 613-696-2042   Ext.2112
Facsimile: 613-235-6391
[email protected]

access to information act
http://laws.justice.gc.ca/en/showdoc/cs/A-1/bo-ga:s_4-gb:s_4//en#anchorbo-ga:s_4-gb:s_4

loi sur l'acces a l'information
http://laws.justice.gc.ca/fr/showdoc/cs/a-1/bo-ga:s_4::bo-ga:s_13//fr?page=3

atsa english
http://www.idrc.ca/en/ev-119375-201-1-DO_TOPIC.html

asta french
http://www.idrc.ca/fr/ev-119375-201-1-DO_TOPIC.ht