Freedom of Information Requests

The Freedom of Information and Protection of Privacy Act (FIPPA) gives the public the right to access records held in the custody of public bodies in British Columbia. The law is designed to promote transparency and accountability.

On this page, you will find:

• What is a Freedom of Information Request? – An overview of FOI requests, including the difference between personal and general requests.
• What is a Record? – A definition of what qualifies as a "record" under FIPPA.
• Records Already Publicly Available – Information on records that do not require an FOI request.
• How to Make an FOI Request – Step-by-step instructions for submitting a request.
• Fees for FOI Requests – Details on applicable fees and payment methods.
• Response Time – Information on processing timelines and possible delays.
• Requesting Student Records – Where to submit student record requests.
• Contact Information – How to reach the FOI Office for assistance.

What is a Freedom of Information Request?

A Freedom of Information (FOI) request is a formal, written request for access to records held in the custody of Surrey Schools. FOI requests must specify the records being sought and provide a relevant timeframe. They are not intended for general inquiries or questions.

There are two types of FOI requests:

• Personal FOI Requests – These involve records containing personal information (e.g., employee or student records) and are exempt from fees.
• General FOI Requests – These involve non-personal records (e.g, formal reports or audits) and are subject to fees.

What is a Record?

Under FIPPA, a “record” refers to any recorded information, whether physical, digital, written, or audiovisual. This includes, but is not limited to:

• Books, documents, maps, drawings, photographs, letters, vouchers, and papers
• Any other thing on which information is recorded or stored by graphic, electronic, mechanical, or other means

However, FIPPA does not apply to:

• Computer programs or mechanisms used to generate records
• Records that are already publicly available.
• Records that are available for purchase by the public.

Records Available Without an FOI Request:

The following records are available to the public on the Surrey Schools website and do not require an FOI request. This list includes, but is not limited to:

• Annual Budgets
• Audited Financial Statements
• Board & District Public Reports
  
• Capital Plans
• Policies and Procedures
• School Calendar & Events
• Statement of Financial Information Reports

This list is not exhaustive, and records are regularly updated. Please check the website for the most current information.

Requesting Student Records:

The FOI Office does not process student record requests. For instructions on how to submit a student record request, please visit the Student Records page.

When requesting student records:

• The student must provide consent or have a parent/guardian submit the request on their behalf.
• If the student is over the age of 12, their consent is required before records can be released.

How to Make an FOI Request to the Surrey Schools District

All FOI requests must be submitted in writing and provide sufficient detail for staff to reasonably be able to locate and retrieve the requested records. When submitting an FOI request, please include the following:

• Be specific about the records you wish to obtain. Ensure the request is for records, not answers to questions.
• Provide a date range for the records search and include information about the record holders or program areas, if known.
• If requesting information on someone else’s behalf, include either (a) the individual’s signed consent, or (b) proof of your authority to act on their behalf, as required by section 5(1)(b) of FIPPA. To expedite processing, attach signed authorization when submitting the request.

How to Submit an FOI Request

You can submit an FOI request in two ways:

• By Email – Complete the Freedom of Information Request Form and send it to FOI@Surreyschools.ca.
• By Mail – Complete the Freedom of Information Request Form and send it to the attention of the Surrey Schools Freedom of Information Office at 14033 92nd Ave., Surrey, B.C. V3V 0B7.

Fees for FOI Requests:

• A non-refundable application fee of $10 is required for General FOI requests.
• Additional service fees may apply for General FOI requests depending on the size and complexity of the request, as outlined in Section 75 of FIPPA. These fees cover the cost of locating, retrieving, copying, and mailing the records.
• There are no fees associated with Personal FOI requests

Payment methods:

Payment details will be provided after your FOI request is submitted. Payments can be made via:

• E-transfer
• Cheque 
• Credit Card/ Debit Card
• Cash

Response Time

Under FIPPA, Surrey School District must respond to FOI requests within 30 business days of receiving a valid request. However, for more complex requests, additional time may be needed, as permitted under Section 10 of FIPPA. We will notify you in advance if delays are expected.

If any records cannot be fully disclosed, we will inform you of the specific exemptions under FIPPA that apply to your request.

Additional Information

For more details about the FOI process, please contact FOI@surreyschools.ca