Annual Report on the Privacy Act 2023‑2024
Table of contents
Introduction
The Canada School of Public Service (the School) is pleased to present to Parliament its annual report on the administration of the Privacy Act (the Act). This report is prepared and tabled in Parliament in accordance with section 72 of the Act and describes how the School administered and fulfilled its obligations under the Act between April 1, 2023 and March 31, 2024.
Purpose of the Privacy Act
The purpose of the Act is to provide:
- individuals with the right to access and correct personal information about themselves that is under the control of a government institution;
- the legal framework for the collection, retention, use, disclosure, disposition, and accuracy of personal information in the administration of programs and activities by government institutions subject to the Act.
Under the Act, personal information is defined as "information about an identifiable individual that is recorded in any form." Examples include information relating to:
- the national or ethnic origin, colour, religion, age, or marital status of an individual;
- the education or the medical, criminal, financial or employment history of an individual;
- the address, fingerprints or blood type of an individual;
- any identifying number, symbol or other particular identifier assigned to an individual.
The Privacy Act (R.S.C. 1985, c. P-21) was proclaimed into force on July 1, 1983.
About the Canada School of Public Service
Background
The Canada School of Public Service (the School) was created on April 1, 2004, when the legislative provisions of Part IV of the Public Service Modernization Act came into force. The School has been part of the Treasury Board Portfolio since July 2004. Operating under the authority of the Canada School of Public Service Act, the School was created from an amalgamation of the following three organizations: the Canadian Centre for Management Development, Training and Development Canada, and Language Training Canada. It reports to Parliament through the Minister of the Treasury Board, who is the Minister responsible for the School.
Read more about the School's mandate
Responsibilities
The School has the legislative mandate to provide a range of enterprise‐wide learning activities to build individual and organizational capacity and management excellence within the core public service. Using a broad ecosystem of learning products, delivery approaches, and an online learning platform, the School provides public servants with the foundational knowledge, skills, and competencies now and in the future, to serve Canadians with excellence.
The School has one strategic outcome: Federal public service employees have the common knowledge, skills and competencies to fulfil their responsibilities in serving Canadians.
For information about the School's core responsibilities, planned results and resources, reporting framework and more, consult our Departmental Plan 2024-2025.
Organizational Structure
The School's Access to Information and Privacy (ATIP) Office is responsible for the coordination and implementation of policies, guidelines, and procedures to ensure departmental compliance with the Access to Information Act as well as the Privacy Act. The ATIP Office is also responsible for responding to requests made under the Acts.
The ATIP and Parliamentary and Cabinet Affairs Office is housed within the Communications and Engagement Directorate (C&E). When fully staffed, the School's ATIP Office has a total of six employees.
In addition to activities related to the Privacy Act, the responsibilities of the School's ATIP, Parliamentary and Cabinet Affairs Unit include the following:
- processing requests for information submitted under the Access to Information Act and requests for personal information pursuant to the Privacy Act in accordance with legislation, regulations and Treasury Board of Canada Secretariat (TBS) policies and guidelines;
- responding to ATIP consultations received from other government institutions and organizations;
- providing advice and guidance to requesters on the application of ATIP legislation, as well as promoting awareness and training to School employees;
- collaborating with the Office of the Information Commissioner and with the Office of the Privacy Commissioner on the resolution of complaints;
- reviewing departmental documents prior to their proactive disclosure on the public facing websites;
- ensuring that the School's information holdings (classes of records and personal information banks) are updated annually in its Info Source chapter;
- preparing the statistical reports and the annual reports on the administration of the Access to Information Act and on the administration of the Privacy Act;
- participating in ATIP community activities, such as the Treasury Board Secretariat-led ATIP coordinators' and ATIP practitioners' meetings and working groups;
- raising awareness on a variety of access to information and privacy-related matters to ensure compliance with access to information and privacy legislation.
The ATIP Office works closely with eight departmental ATIP liaison officers who are responsible for ensuring that requests are handled promptly and that relevant records are forwarded to the ATIP Office within prescribed deadlines.
Section 73.1 of the Privacy Act allows government institutions to provide services related to access to personal information to another government institution that is presided over by the same minister. In 2023–24, the Canada School of Public Service's ATIP Office did not provide any such services.
Further to reporting requirements for non-operational "paper" subsidiaries, the School did not have any such entities during this reporting period.
Delegation of Authority
Pursuant to section 73(1) of the Privacy Act, the School's President delegated full authority for the purposes of the Act, to the Director General of the Communications and Engagement Directorate. A copy of the signed delegation instrument for the Act, which took effect on September 21, 2023, can be found as Appendix A.
Statistics
Interpretation of the Statistical Report Report
The following outlines the information contained in the Statistical Report on the Privacy Act for the 2023–2024 reporting period, which is included as Appendix B.
Section 1. Requests Under the Privacy Act
1.1 Number of requests
During this reporting period (2023-2024), the School's ATIP Office received 13 new requests and carried forward one request from the previous reporting period (2022-2023), for a total of 14 requests – of which all 14 were closed during the reporting period.
Of the one request carried forward from the previous reporting period (2022-2023), it was carried forward within its legislative timeline (including extensions).
The ATIP Office did not carry forward any requests into the 2024-2025 reporting period.
Table 1.1 Number of requests
Number of requests |
Number of requests |
Received during reporting period |
13 |
Outstanding from previous reporting period |
1 |
- Outstanding from previous reporting period
|
1 |
|
- Outstanding from more than one reporting period
|
0 |
|
Total |
14 |
Closed during reporting period |
14 |
Carried over to next reporting period |
0 |
- Carried over within legislative timelines
|
0 |
|
- Carried over beyond legislative timelines
|
0 |
|
Table 1.1.1 Number of requests - Multi year overview
Number of requests |
2021-2022 |
2022-2023 |
2023-2024 |
Received during reporting period |
11 |
8 |
13 |
Outstanding from previous reporting period |
6 |
3 |
1 |
Total |
17 |
11 |
14 |
Closed during reporting period |
14 |
10 |
14 |
Carried over to next reporting period |
3 |
1 |
0 |
1.2 Channels of requests
Of the 13 requests received, 11 were received via the TBS Online Portal and two were received by email.
Section 2. Informal Requests
An informal request is defined as a request for information made to the ATIP Office of a government institution that does not follow the formal procedures outlined in the Act. There are no prescribed timelines for responding and the requestor has no statutory right of complaint to the Privacy Commissioner of Canada.
2.1 Number of informal requests
The ATIP Office did not receive any informal requests during the reporting period.
2.2 Channels of informal requests
The ATIP Office did not receive any informal requests during this reporting period; consequently there are no channels of informal requests to report.
2.3 Completion time of informal requests
The ATIP Office did not receive any informal requests during this reporting period; consequently there is no completion time of informal requests to report.
2.4 Pages released informally
The ATIP Office did not receive any informal requests during this reporting period; consequently no pages were processed and released informally.
Section 3. Requests Closed During the Reporting Period
3.1 Disposition and completion time
Of the 14 requests closed during this reporting period: 10 (72%) were completed within 30 days; two (14%) required 31 to 60 days to complete; and two (14%) required 61 to 120 days to complete.
Of the 14 requests closed: no relevant records existed under the control of the School for three request (21%); and five requests (36%) were abandoned by the requester. The remaining six requests were released in the following manner: four (29%) were disclosed in part; and two (14%) were all disclosed.
Table 3.1 Disposition and completion time of requests made under the Privacy Act
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 |
1 |
1 |
0 |
0 |
0 |
0 |
0 |
2 |
Disclosed in part |
0 |
1 |
1 |
2 |
0 |
0 |
0 |
4 |
All exempted |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
All excluded |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
No records exist |
3 |
0 |
0 |
0 |
0 |
0 |
0 |
3 |
Request abandoned |
4 |
0 |
1 |
0 |
0 |
0 |
0 |
5 |
Neither confirmed nor denied |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
Total |
8 |
2 |
2 |
2 |
0 |
0 |
0 |
14 |
3.2 Exemptions
The only invoked exemption cited in four closed requests was section 26 of the Act (protection of personal information).
Section 26 - the head of a government institution may refuse to disclose any personal information requested under subsection 12(1) about an individual other than the individual who made the request, and shall refuse to disclose such information where the disclosure is prohibited under section 8.
3.3 Exclusions
No exclusion provisions were applied to requests that were closed in this reporting period.
3.4 Format of information released
Of the 14 requests closed: six were released in electronic format; the remaining eight requests were either abandoned or generated no responsive records.
Table 3.4 Format of information released
Paper |
Electronic |
Other |
E-record |
Data set |
Video |
Audio |
0 |
6 |
0 |
0 |
0 |
0 |
3.5 Complexity
The following sections detail several factors impacting the complexity of requests that were completed during this reporting period.
3.5.1 Relevant pages processed and disclosed for paper and e-record formats
Of the 14 requests closed: 11 requests (includes six that had responsive records and five that were abandoned) generated 5,501 pages processed; and three had no responsive records. The total amount of relevant pages disclosed was 1,792 (in full or in part).
With one request, 2,676 pages of records were processed but subsequently never released as the request was abandoned.
Table 3.5.1 Relevant pages processed and disclosed – Multi year overview
Fiscal Year |
Number of Pages Processed |
Number of pages disclosed |
Number of requests |
2023-2024 |
5,501 |
1,792 |
11 |
2022-2023 |
3,057 |
1,110 |
7 |
2021-2022 |
13,097 |
6,613 |
13 |
3.5.2 Relevant pages processed per request disposition for paper and e-record formats
Of the seven requests that generated records: two fell within the 100 pages or less criteria (totaling four pages processed); two fell within the 101-500 pages processed criteria (totaling 438 pages processed); one fell within the 501-1000 pages processed criteria (totaling 760 pages processed); and two fell within the 1001-5000 pages processed criteria (totaling 4,299 pages processed).
Table 3.5.2 Relevant pages processed by request disposition for paper and e-records formats
Disposition |
Less than 100 pages processed |
101-500 pages processed |
501-1000 pages processed |
1001-5000 pages processed |
More than 5000
pages processed |
Requests |
Pages Processed |
Requests |
Pages Processed |
Requests |
Pages Processed |
Requests |
Pages Processed |
Requests |
Pages Processed |
All disclosed |
2 |
4 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
Disclosed in part |
0 |
0 |
2 |
438 |
1 |
760 |
1 |
1623 |
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 |
4 |
0 |
0 |
0 |
0 |
0 |
1 |
2676 |
0 |
0 |
Neither confirmed nor denied |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
Total |
6 |
4 |
2 |
438 |
1 |
760 |
2 |
4,299 |
0 |
0 |
3.5.3 Relevant minutes processed and disclosed for audio formats
The ATIP Office did not process any relevant minutes in audio format.
3.5.4 Relevant minutes processed and disclosed for audio formats by size of requests
The ATIP Office did not process nor disclose any relevant minutes in audio format for any requests.
3.5.5 Relevant minutes processed and disclosed for video formats
The ATIP Office did not process any relevant minutes in video format.
3.5.6 Relevant minutes processed and disclosed for video formats by size of requests
The ATIP Office did not process nor disclose any relevant minutes in video format for any requests.
3.5.7 Other complexities
There were no complexities to any of the requests closed.
3.6 Closed requests
The following section details the number of requests closed within the legislated timelines.
3.6.1 Requests closed within legislated timelines
Of the 14 requests closed, all were completed within legislative timelines – indicating a compliance rate of 100.00%.
Table 3.6.1 Requests closed within legislative timelines - Multi year overview
Text version
The above chart demonstrates the requests closed within legislated timelines with a multi year overview.
- In 2023-2024, 14 requests were completed within their legislative timelines – indicating a compliance rate of 100.00%.
- In 2022-2023, 10 requests were completed within their legislative timelines – indicating a compliance rate of 100.00%.
- In 2021-2022, 14 requests were completed within their legislative timelines – indicating a compliance rate of 92.85%.
3.7 Deemed refusals
The following sections provide context on the rationales applied to requests considered deemed refusal throughout this reporting period.
3.7.1 Reasons for not meeting legislative timelines
There were no requests closed past the legislative timeline. This demonstrates the ATIP Office's ongoing commitment to ensuring timely access to records and compliance with the legislation.
3.7.2 Requests closed beyond legislated timelines (including any extension taken)
There were no requests closed beyond legislative timelines.
3.8 Requests for translation
The ATIP Office did not receive or process any requests for translation of responsive records during this reporting period.
Section 4. Disclosures Under Subsections 8(2) and 8(5)
Permissible disclosure pursuant to subsection 8(2) of the Act describes the circumstances under which personal information under the control of government institutions may be disclosed without the consent of the individual to whom the information pertains.
The ATIP Office did not receive any requests for the application of subsections 8(2) or 8(5) during this reporting period.
Section 5. Requests for Correction of Personal Information and Notations
The ATIP Office did not receive any requests for correction of personal information or notations
Section 6. Extensions
6.1 Requests for extensions
Section 15 of the Privacy Act allows the head of a government institution to extend the time period in respect to a request under the following circumstances:
- a maximum of thirty days if
- (i) meeting the original time limit would unreasonably interfere with the operations of the government institution, or
- (ii) consultations are necessary to comply with the request that cannot reasonably be completed within the original time limit.
Due to a large volume of records, a total of four extensions were invoked under paragraph 15(a)(i) of the Act during this reporting period.
Table 6.1 Reasons for Extensions
Number of Extensions Taken |
15(a)(i) Interference with Operations |
15(a)(ii) Consultation |
15(b) Translation Purposes or Conversion |
Further Review Required to Determine Exemptions |
Large Volume of Pages |
Large Volume of Requests |
Documents are Difficult to Obtain |
Cabinet Confidence Section (Section 70) |
External |
Internal |
4 |
0 |
4 |
0 |
0 |
0 |
0 |
0 |
0 |
6.2 Length of extensions
The ATIP Office applied four extensions during this reporting period, which fell within the 16 to 30 day criteria.
Table 6.2 Length of extensions
Length of Extensions |
15(a)(i) Interference with Operations |
15(a)(ii) Consultation |
15(b) Translation Purposes or Conversion |
Further Review Required to Determine Exemptions |
Large Volume of Pages |
Large Volume of Requests |
Documents are Difficult to Obtain |
Cabinet Confidence Section (Section 70) |
External |
Internal |
1 to 15 days |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
16 to 30 days |
0 |
4 |
0 |
0 |
0 |
0 |
0 |
0 |
Total |
0 |
4 |
0 |
0 |
0 |
0 |
0 |
0 |
Section 7. Consultations Received from Other Institutions and Other Organizations
7.1 Consultations received from other Government of Canada institutions and other organizations
The ATIP Office did not receive any requests for consultations from other Government of Canada institutions or from other organizations.
7.2 Recommendations and completion time for consultations received from other Government of Canada institutions
The ATIP Office did not receive any requests for consultations from other Government of Canada institutions.
7.3 Recommendations and completion time for consultations received from other organizations
The ATIP Office did not receive any requests for consultation from other organizations.
Section 8. Completion Time of Consultations on Cabinet Confidences
8.1 Requests with legal services
The ATIP Office did not send any consultation requests on Cabinet Confidences to the Department of Justice.
8.2 Requests with Privy Council Office
The ATIP Office did not send any consultation requests to the Privy Council Office.
Section 9. Complaints and Investigations Notices Received
At the start of this reporting period, the ATIP Office had one active complaint outstanding from the 2020-2021 reporting period, which was subsequently closed as well-founded.
There are currently no outstanding complaints pursuant to the Act.
Table 9 Complaints and Investigations Notices Received
Section 31 |
Section 33 |
Section 35 |
Court Action |
Total |
0 |
0 |
1 |
0 |
1 |
The annual statistical report requires institutions to identify sections of the Act under complaint:
- Section 31 captures a new formal complaint received from the OPC
- Section 33 requires the institution to make representations against a complaint to the OPC
- Section 35 is the formal finding of the OPC and closure of the complaint
Section 10. Privacy Impact Assessments (PIAs) and Personal Information Banks (PIBs)
10.1 Privacy Impact Assessments
A Privacy Impact Assessment (PIA) is a risk evaluation of the flow of personal information held within a program or service. This process enables the Department to determine whether new or substantially modified technologies, information systems, initiatives, and proposed programs or policies meet federal government privacy requirements.
During this reporting period, the ATIP Office developed, approved and implemented actions in relation to one PIA, and two PIAs were modified. All were submitted to the OPC and TBS for review and comment, and all executive summaries were published on the School’s website.
New PIA submitted to TBS and the OPC:
Modified PIA submitted to TBS and the OPC:
- Microsoft 365
- Brightspace
Table 10.1 Privacy Impact Assessments – Multi-year overview
Text version
The above chart demonstrates the Privacy Impact Assessments developed, approved and implemented with a multi year overview.
- In 2023-2024, 1 Privacy Impact Assessment was implemented.
- In 2022-2023, 1 Privacy Impact Assessment was implemented.
- In 2021-2022, 7 Privacy Impact Assessments were implemented.
10.2 Court actions on third party notifications under paragraph 28(1)(b)
The School has eight institution-specific personal information banks (PIB):
- 6 Particular PIBs – Describing personal information about federal employees (current and former) that are contained in Schools records; and
- 2 Central Employee PIBs - Records describing information about employees from other government institutions.
Section 11. Privacy Breaches
11.1 Material privacy breaches reported
A material privacy breach is an incident involving the unauthorized collection, use or disclosure of personal information that could reasonably be expected to create a real risk of significant harm to an individual.
The ATIP Office reported no material privacy breaches during this reporting period.
11.2 Non-material privacy breached reported
A non-material privacy breach is defined as the improper or unauthorized creation, collection, use, disclosure, retention, or disposition of personal information. A privacy breach that does not attain the status of a material privacy breach is a non-material privacy breach, or simply a privacy breach.
The ATIP Office addressed five non-material privacy breaches during this reporting period.
Section 12. Resources Related to the Privacy Act
12.1 Allocated costs
During the reporting period, the ATIP Office spent a total of $105,251, which was allocated to salaries and goods and services. This amount does not include the resources required of the School's program areas to meet the requirements under the Act.
Table 12.1 Resources related to the Privacy Act
Expenditures |
Amount |
Salaries |
$104,479 |
Overtime |
$0 |
Goods and Services |
$772 |
Professional services contracts |
$0 |
|
Other |
$772 |
Total |
$105,251 |
12.2 Human Resources
A total of 1.135 combined full-time equivalents (FTEs) were dedicated to privacy-related activities.
Table 12.2 Human resources dedicated to the administration of the Privacy Act
Resources |
Person years dedicated to privacy activities |
Full-time employees |
1.135 |
Part-time and casual employees |
0.000 |
Regional staff |
0.000 |
Consultants and agency personnel |
0.000 |
Students |
0.000 |
Total |
1.135 |
Highlights
2023-2024 Points of interest
Training and Awareness
The 2023–24 fiscal year was a productive year for the School's ATIP Office. In addition to processing requests, it strove to improve internal processes and services, providing robust guidance to its Offices of Primary Interest and School officials. The ATIP Office is client service-focused and continues to make efforts to maintain on-time compliance for the requests that are active in its queue. The Office also supports departmental programs and shares its expertise in support of other initiatives that fall outside of the requirements of the Access to Information and Privacy Acts.
The ATIP Office strives to improve and enhance its information products and resources - providing School employees and liaison officers with essential and up-to-date information regarding access to information and privacy. This effort aims to uphold both individual and institutional accountabilities in accordance with both Acts.
In 2023–24, the ATIP Office expanded its outreach activities and formal training sessions. In addition to the regular support and guidance provided to sectors processing ATIP requests, 4 bilingual information sessions on access and privacy legislation were provided to 32 employees. Some of the sessions were tailored to the needs of specific teams and sectors.
In addition, the following School-wide sessions were held to increase privacy awareness among employees:
Data Privacy Day Activities (January 30, 2024)
- A Guide to Managing Privacy Breaches: 1037 participants
Privacy Awareness Week 2023 Activities (May 8-12, 2023)
- OPC Presentation offered to all federal government employees: What is Public May still be Personal: 877 participants
- Test Your Knowledge Quiz
Policies, Guidelines, Procedures, and Initiatives
The ATIP Office's focus has been on raising awareness, and developing and revising all its guidelines and procedures over the last two years. In the last year specifically, updates were conducted on the following:
- PIA Checklist and templates;
- Privacy Breach Protocol;
- CSPS Privacy Protocol;
- Job aids for School employees to support requirements set out in the administration of the Act.
Ensuring alignment with Treasury Board policy requirements, in 2023-2024 the School developed strategies to streamline and improve proactive publication procedures, including the development of an interactive management system to track and monitor proactive disclosures.
Complaints
At the start of this reporting period, the ATIP Office had one active complaint outstanding from the 2020-2021 reporting period, which was subsequently closed as well-founded.
There are currently no outstanding complaints pursuant to the Act.
Monitoring Compliance
Due to the School's smaller size and lower volume of requests compared to other institutions, senior management receives regular updates on active access to information requests. This includes a weekly report and ongoing verbal briefings with senior executives and liaison officers.
In alignment with the Access to Information Implementation Notice on Inter-institutional Consultations, the School's ATIP Office continues to advocate the need to reduce ATI consultations with other government institutions.
Of the 14 requests closed, all were completed within legislative timelines – indicating a compliance rate of 100.00%.
Information Holdings
The School publishes an inventory of its information holdings, as well as relevant details about personal information under its control.
The primary purpose of this inventory is to assist individuals in exercising their rights under the Access to Information Act and the Privacy Act. The inventory also supports the federal government's commitment to facilitate access to information on its activities, since it is available to the public on the Internet, free of charge.
A description of the School’s functions, programs, activities and related information holdings can be found here: Info-Source: Sources of Federal Government and Employee Information.
Appendix A: Delegation order
Privacy Act
The President of the Canada School of Public Service, pursuant to section 73 of the Privacy Act, hereby designates the persons holding the positions set out in the schedule hereto, or the persons occupying on an acting basis those positions, to exercise the powers, duties and functions of the President, as the head of the Canada School of Public Service, under the provisions of the Act and related regulations set out in the schedule opposite each position. This designation replaces all previous delegation orders.
Taki Sarantakis
President of the Canada School of Public Service
Schedule
Position |
Authorities under the Privacy Act |
President |
Full authority |
Director General, Communications and Engagement |
Full authority |
Manager, Access to Information and Privacy |
Full authority, except subsections 8(2), 8(5), 33(2) and paragraphs 35(1)(b), 36(3)(b) |
Senior Advisor, Access to Information and Privacy |
Paragraph 14(a), section 15 |
Appendix B: Statistical Report on the Privacy Act
Name of institution: Canada School of Public Service
Reporting period: 2023-04-01 to 2024-03-31
Section 1: Requests Under the Privacy Act
1.1 Number of requests
|
Number of requests |
Received during reporting period |
13 |
Outstanding from previous reporting periods |
1 |
Outstanding from previous reporting period |
1 |
|
Outstanding from more than one reporting period |
0 |
|
Total |
14 |
Closed during reporting period |
14 |
Carried over to next reporting period |
0 |
Carried over within legislated timeline |
0 |
|
Carried over beyond legislated timeline |
0 |
|
1.2 Channels of requests
Source |
Number of requests |
Online |
11 |
E-mail |
2 |
Mail |
0 |
In person |
0 |
Phone |
0 |
Fax |
0 |
Total |
13 |
Section 2: Informal Requests
2.1 Number of informal requests
|
Number of requests |
Received during reporting period |
0 |
Outstanding from previous reporting periods |
0 |
Outstanding from previous reporting period |
0 |
|
Outstanding from more than one reporting period |
0 |
|
Total |
0 |
Closed during reporting period |
0 |
Carried over to next reporting period |
0 |
2.2 Channels of informal requests
Source |
Number of requests |
Online |
0 |
E-mail |
0 |
Mail |
0 |
In person |
0 |
Phone |
0 |
Fax |
0 |
Total |
0 |
2.3 Completion time of 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 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
2.4 Pages released informally
Less than 100 pages released |
101 to 500 pages released |
501 to 1000 pages released |
1001 to 5000 pages released |
More than 5000 pages released |
Number of requests |
Pages released |
Number of requests |
Pages released |
Number of requests |
Pages released |
Number of requests |
Pages released |
Number of requests |
Pages released |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
Section 3: Requests Closed During the Reporting Period
3.1 Disposition and completion time
Disposition of Requests |
Completion Time |
0 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 |
1 |
1 |
0 |
0 |
0 |
0 |
0 |
2 |
Disclosed in part |
0 |
1 |
1 |
2 |
0 |
0 |
0 |
4 |
All exempted |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
All excluded |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
No records exist |
3 |
0 |
0 |
0 |
0 |
0 |
0 |
3 |
Request abandoned |
4 |
0 |
1 |
0 |
0 |
0 |
0 |
5 |
Neither confirmed nor denied |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
Total |
8 |
2 |
2 |
2 |
0 |
0 |
0 |
14 |
3.2 Exemptions
Section |
Number of Requests |
Section |
Number of Requests |
Section |
Number of Requests |
18(2) |
0 |
22(1)(a)(i) |
0 |
23(a) |
0 |
19(1)(a) |
0 |
22(1)(a)(ii) |
0 |
23(b) |
0 |
19(1)(b) |
0 |
22(1)(a)(iii) |
0 |
24(a) |
0 |
19(1)(c) |
0 |
22(1)(b) |
0 |
24(b) |
0 |
19(1)(d) |
0 |
22(1)(c) |
0 |
25 |
0 |
19(1)(e) |
0 |
22(2) |
0 |
26 |
4 |
19(1)(f) |
0 |
22.1 |
0 |
27 |
0 |
20 |
0 |
22.2 |
0 |
27.1 |
0 |
21 |
0 |
22.3 |
0 |
28 |
0 |
|
|
22.4 |
0 |
|
|
3.3 Exclusions
Section |
Number of requests |
Section |
Number of requests |
Section |
Number of requests |
69(1)(a) |
0 |
70(1) |
0 |
70(1)(d) |
0 |
69(1)(b) |
0 |
70(1)(a) |
0 |
70(1)(e) |
0 |
69.1 |
0 |
70(1)(b) |
0 |
70(1)(f) |
0 |
|
|
70(1)(c) |
0 |
70.1 |
0 |
Table 3.4 Format of information released
Paper |
Electronic |
Other |
E-record |
Data set |
Video |
Audio |
0 |
6 |
0 |
0 |
0 |
0 |
3.5 Complexity
3.5.1 Relevant pages processed and disclosed for paper and e-record formats
Number of Pages Processed |
Number of Pages Disclosed |
Number of Requests |
5,501 |
1,792 |
11 |
3.5.2 Relevant pages processed by request disposition for paper and e-records formats
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 Processed |
Number of Requests |
Pages Processed |
Number of Requests |
Pages Processed |
Number of Requests |
Pages Processed |
Number of Requests |
Pages Processed |
All disclosed |
2 |
4 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
Disclosed in part |
0 |
0 |
2 |
438 |
1 |
760 |
1 |
1623 |
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 |
Request abandoned |
4 |
0 |
0 |
0 |
0 |
0 |
1 |
2676 |
0 |
0 |
Neither confirmed nor denied |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
Total |
6 |
4 |
2 |
438 |
1 |
760 |
2 |
4299 |
0 |
0 |
3.5.3 Relevant minutes processed and disclosed for audio formats
Number of minutes processed |
Number of minutes disclosed |
Number of requests |
0 |
0 |
0 |
3.5.4 Relevant minutes processed per request disposition for audio formats by size of requests
Disposition |
Less Than 60
Minutes Processed |
60-120
Minutes Processed |
More than 120
Minutes Processed |
Number of requests |
Minutes processed |
Number of requests |
Minutes processed |
Number of requests |
Minutes processed |
All disclosed |
0 |
0 |
0 |
0 |
0 |
0 |
Disclose in part |
0 |
0 |
0 |
0 |
0 |
0 |
All exempted |
0 |
0 |
0 |
0 |
0 |
0 |
All excluded |
0 |
0 |
0 |
0 |
0 |
0 |
Request abandoned |
0 |
0 |
0 |
0 |
0 |
0 |
Neither confirmed nor denied |
0 |
0 |
0 |
0 |
0 |
0 |
Total |
0 |
0 |
0 |
0 |
0 |
0 |
3.5.5 Relevant minutes processed and disclosed for video formats
Number of minutes processed |
Number of minutes disclosed |
Number of requests |
0 |
0 |
0 |
3.5.6 Relevant minutes processed per request disposition for video formats by size of requests
Disposition |
Less Than 60
Minutes Processed |
60-120
Minutes Processed |
More than 120
Minutes Processed |
Number of requests |
Minutes processed |
Number of requests |
Minutes processed |
Number of requests |
Minutes processed |
All disclosed |
0 |
0 |
0 |
0 |
0 |
0 |
Disclose in part |
0 |
0 |
0 |
0 |
0 |
0 |
All exempted |
0 |
0 |
0 |
0 |
0 |
0 |
All excluded |
0 |
0 |
0 |
0 |
0 |
0 |
Request abandoned |
0 |
0 |
0 |
0 |
0 |
0 |
Neither confirmed nor denied |
0 |
0 |
0 |
0 |
0 |
0 |
Total |
0 |
0 |
0 |
0 |
0 |
0 |
3.5.7 Other complexities
Disposition |
Consultation Required |
Legal Advice Sought |
Other |
Total |
All disclosed |
0 |
0 |
0 |
0 |
Disclosed in part |
0 |
0 |
0 |
0 |
All exempted |
0 |
0 |
0 |
0 |
All excluded |
0 |
0 |
0 |
0 |
Request abandoned |
0 |
0 |
0 |
0 |
Neither confirmed nor denied |
0 |
0 |
0 |
0 |
Total |
0 |
0 |
0 |
0 |
3.6 Closed requests
3.6.1 Requests closed within legislated timelines
Number of requests closed within legislated timelines |
14 |
Percentage of requests closed within legislated timelines (%) |
100 |
3.7 Deemed refusals
3.7.1 Reasons for not meeting legislated timelines
Number of requests closed past the legislated timelines |
Principal Reason |
Interference with operations/ Workload |
External Consultation |
Internal Consultation |
Other |
0 |
0 |
0 |
0 |
0 |
3.7.2 Requests closed beyond legislated timelines (including any extension taken)
Number of days past legislated timelines |
Number of requests past legislated timeline where no extension was taken |
Number of requests past legislated timeline where an extension was taken |
Total |
1 to 15 days |
0 |
0 |
0 |
16 to 30 days |
0 |
0 |
0 |
31 to 60 days |
0 |
0 |
0 |
61 to 120 days |
0 |
0 |
0 |
121 to 180 days |
0 |
0 |
0 |
181 to 365 days |
0 |
0 |
0 |
More than 365 days |
0 |
0 |
0 |
Total |
0 |
0 |
0 |
3.8 Requests for translation
Translation Requests |
Accepted |
Refused |
Total |
English to French |
0 |
0 |
0 |
French to English |
0 |
0 |
0 |
Total |
0 |
0 |
0 |
Section 4: Disclosures Under Subsections 8(2) and 8(5)
Paragraph 8(2)(e) |
Paragraph 8(2)(m) |
Subsection 8(5) |
Total |
0 |
0 |
0 |
0 |
Section 5: Requests for Correction of Personal Information and Notations
Disposition of Correction Requests |
Number |
Notations attached |
0 |
Requests for correction accepted |
0 |
Total |
0 |
Section 6: Extentions
6.1 Reasons for Extensions
Number of Extensions Taken |
15(a)(i) Interference with Operations |
15(a)(ii) Consultation |
15(b) Translation Purposes or Conversion |
Further Review Required to Determine Exemptions |
Large Volume of Pages |
Large Volume of Requests |
Documents are Difficult to Obtain |
Cabinet Confidence Section (Section 70) |
External |
Internal |
4 |
0 |
4 |
0 |
0 |
0 |
0 |
0 |
0 |
6.2 Length of extensions
Length of Extensions |
15(a)(i) Interference with Operations |
15(a)(ii) Consultation |
15(b) Translation Purposes or Conversion |
Further Review Required to Determine Exemptions |
Large Volume of Pages |
Large Volume of Requests |
Documents are Difficult to Obtain |
Cabinet Confidence Section (Section 70) |
External |
Internal |
1 to 15 days |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
16 to 30 days |
0 |
4 |
0 |
0 |
0 |
0 |
0 |
0 |
Total |
0 |
4 |
0 |
0 |
0 |
0 |
0 |
0 |
Section 7: Consultations Received From Other Institutions and Organizations
7.1 Consultations received from other Government of Canada institutions and other organizations
Consultations |
Other Government of Canada Institutions |
Number of Pages to Review |
Other Organizations |
Number of Pages to Review |
Received during the reporting period |
0 |
0 |
0 |
0 |
Outstanding from the previous reporting period |
0 |
0 |
0 |
0 |
Total |
0 |
0 |
0 |
0 |
Closed during the reporting period |
0 |
0 |
0 |
0 |
Carried over within negotiated timelines |
0 |
0 |
0 |
0 |
Carried over beyond negotiated timelines |
0 |
0 |
0 |
0 |
7.2 Recommendations and completion time for consultations received from other Government of Canada institutions
Recommendation |
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 entirely |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
Disclose in part |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
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 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
7.3 Recommendations and completion time for consultations received from other organizations outside the Government of Canada
Recommendation |
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 entirely |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
Disclose in part |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
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 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
Section 8: Completion Time of Consultations on Cabinet Confidences
8.1 Requests with Legal Services
Number of days |
Fewer than 100
Pages processed |
100-500
Pages processed |
501-1000
Pages processed |
1001-5000
Pages processed |
501-1000
More than 5000 |
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 |
8.2 Requests with Privy Council Office
Number of days |
Fewer than 100
Pages processed |
100-500
Pages processed |
501-1000
Pages processed |
1001-5000
Pages processed |
501-1000
More than 5000 |
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 |
Section 9: Complaints and Investigations Notices Received
Section 31 |
Section 33 |
Section 35 |
Court Action |
Total |
0 |
0 |
1 |
0 |
1 |
Section 10: Court Action
10.1: Privacy Impact Assessments (PIAs) and Personal Information Banks (PIBs)
10.1 Privacy Impact Assessments |
Number |
Number of PIAs completed |
1 |
Number of PIAs modified |
2 |
10.2 Institution-specific and Central Personal Information Banks
Personal Information Banks |
Active |
Created |
Terminated |
Modified |
Institution-specific |
6 |
0 |
0 |
0 |
Central |
2 |
0 |
0 |
0 |
Total |
8 |
0 |
0 |
0 |
Section 11: Privacy Breaches
11.1 Material Privacy Breaches Reported
Description |
Number |
Number of material privacy breaches reported to TBS |
0 |
Number of material privacy breaches reported to OPC |
0 |
11.2 Non-Material Privacy Breaches
Description |
Number |
Number of non-material privacy breaches |
5 |
Section 12: Resources Related to the Privacy Act
12.1 Allocated Costs
Expenditures |
Amount |
Salaries |
$104,479 |
Overtime |
$0 |
Goods and Services |
$772 |
• Professional services contracts |
$0 |
• Other |
$772 |
Total |
$105,251 |
12.2 Human Resources
Resources |
Person Years Dedicated to Privacy Activities |
Full-time employees |
1.135 |
Part-time and casual employees |
0.000 |
Regional staff |
0.000 |
Consultants and agency personnel |
0.000 |
Students |
0.000 |
Total |
1.135 |
Note: Enter values to three decimal places.
Appendix C: Supplementary Statistical Report on the Access to Information Act and Privacy Act
Name of institution: Canada School of Public Service
Reporting period: 2023-04-01 to 2024-03-31
Section 1: Open Requests and Complaints Under the Access to Information Act
1.1 Enter the number of open requests that are outstanding from previous reporting periods.
Fiscal Year Open Requests Were Received |
Open Requests that are Within Legislated Timelines as of March 31, 2024 |
Open Requests that are Beyond Legislated Timelines as of March 31, 2024 |
Total |
Received in 2023-24 |
2 |
0 |
2 |
Received in 2022-23 |
0 |
0 |
0 |
Received in 2021-22 |
0 |
0 |
0 |
Received in 2020-21 |
0 |
0 |
0 |
Received in 2019-20 |
0 |
0 |
0 |
Received in 2018-19 |
0 |
0 |
0 |
Received in 2017-18 |
0 |
0 |
0 |
Received in 2016-17 |
0 |
0 |
0 |
Received in 2015-16 |
0 |
0 |
0 |
Received in 2014-15 or earlier |
0 |
0 |
0 |
Total |
2 |
0 |
2 |
1.2 Enter the number of open complaints with the Information Commissioner of Canada that are outstanding from previous reporting periods.
Fiscal Year Open Complaints Were Received by Institution |
Number of Open Complaints |
Received in 2023-24 |
2 |
Received in 2022-23 |
0 |
Received in 2021-22 |
0 |
Received in 2020-21 |
0 |
Received in 2019-20 |
0 |
Received in 2018-19 |
0 |
Received in 2017-18 |
0 |
Received in 2016-17 |
0 |
Received in 2015-16 |
0 |
Received in 2014-15 or earlier |
0 |
Total |
2 |
Section 2: Open Requests and Complaints Under the Privacy Act
2.1 Enter the number of open requests that are outstanding from previous reporting periods.
Fiscal Year Open Requests Were Received |
Open Requests that are Within Legislated Timelines as of March 31, 2024 |
Open Requests that are Beyond Legislated Timelines as of March 31, 2024 |
Total |
Received in 2023-24 |
0 |
0 |
0 |
Received in 2022-23 |
0 |
0 |
0 |
Received in 2021-22 |
0 |
0 |
0 |
Received in 2020-21 |
0 |
0 |
0 |
Received in 2019-20 |
0 |
0 |
0 |
Received in 2018-19 |
0 |
0 |
0 |
Received in 2017-18 |
0 |
0 |
0 |
Received in 2016-17 |
0 |
0 |
0 |
Received in 2015-16 |
0 |
0 |
0 |
Received in 2014-15 or earlier |
0 |
0 |
0 |
Total |
0 |
0 |
0 |
2.2 Enter the number of open complaints with the Privacy Commissioner of Canada that are outstanding from previous reporting periods.
Fiscal Year Open Complaints Were Received by Institution |
Number of Open Complaints |
Received in 2023-24 |
0 |
Received in 2022-23 |
0 |
Received in 2021-22 |
0 |
Received in 2020-21 |
0 |
Received in 2019-20 |
0 |
Received in 2018-19 |
0 |
Received in 2017-18 |
0 |
Received in 2016-17 |
0 |
Received in 2015-16 |
0 |
Received in 2014-15 or earlier |
0 |
Total |
0 |
Section 3: Social Insurance Number
Section 5: Social Insurance Number (SIN)
Has your institution begun a new collection or a new consistent use of the SIN in 2023-2024? |
No |
Section 4: Universal Access under the Privacy Act
Section 6: Universal Access under the Privacy Act
How many requests were received from confirmed foreign nationals outside of Canada in 2023-2024? |
0 |
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