Notice of Extension of Time Limit (Section 15)
[Date]
[Applicant’s Name and Address]
Dear [Applicant’s Name]:
Re: Your request for access to information under Part 2 of The Freedom of Information and Protection of Privacy Act:
[Our File Number ]
On [date], [name of public body] received your request for access to the following records:
[describe the records requested].
Please be advised that the 30 day period time for responding to your request has been extended for an additional ______days and we expect to respond to your request by [date].
n Option 1: Explanation of Extension: To Clarify Request – clause 15(1)(a)
This extension of time is necessary because we need more information from you to enable us to identify the records you are requesting. This extension of time is permitted by clause 15(1)(a) of The Freedom of Information and Protection of Privacy Act which states:
15(1) The head of a public body may extend the time for responding to a request for up to an additional 30 days, or for a longer period if the Ombudsman agrees, if
(a) the applicant does not give enough detail to enable the public body to identify a requested record;
Please contact me at [telephone number] as soon as possible so that we can
clarify what records you are requesting.
n Option 2: Explanation of Extension: Large Number of Records Requested or to be Searched – clause 15(1)(b)
This extension of time is necessary because [you have requested a large number of records/a large number of records must be searched to respond to your request] and responding within the 30 day time period would interfere unreasonably with the operations of our [department/agency]. This extension of
time is permitted by clause 15(1)(b) of The Freedom of Information and Protection of Privacy Act which provides:
15(1) The head of a public body may extend the time for responding to a request for up to an additional 30 days, or for a longer period if the Ombudsman agrees, if
(b) a large number of records is requested or must be searched and responding within the time period set out in section 11 would interfere unreasonably with the operations of the public body;
n Option 3: Explanation of Extension: Consultation with Third Party or Parties, or Another Public Body – clause 15(1)(c)
This extension of time is necessary because a preliminary review of the records you have requested indicates that we need to consult with [a third party/ third parties/another public body] before we can decide whether or not to grant access to the records. This extension of time is permitted by clause 15(1)(c) of The Freedom of Information and Protection of Privacy Act which provides:
15(1) The head of a public body may extend the time for responding to a request for up to an additional 30 days, or for a longer period if the Ombudsman agrees, if
(c) time is needed to consult with a third party or another public body before deciding whether or not to grant access to a record;
If you have any questions regarding this extension of the time period for responding to your request, please call me at [telephone number].
Subsection 59(1) of The Freedom of Information and Protection of Privacy Act provides that you may make a complaint about this decision to extend the time period for responding to your request to the Manitoba Ombudsman. You have 60 days from the receipt of this notice of our decision to make a complaint on the prescribed form to:
Manitoba Ombudsman
750 - 500 Portage Avenue
Winnipeg MB R3C 3X1
982-9130
1-800-665-0531
If you have any questions, please contact [Access and Privacy Coordinator] at [business address and telephone number].
Sincerely,
[Name]
Access and Privacy Officer