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Report Cards


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Appendix B

How the OIC determined the rating for each institution

A global rating is attributed to each federal institution as a means to measure its performance. This rating for the reporting period is based on several factors. As a starting point, we are assessing compliance with statutory requirements, namely, whether requests were responded within statutory timelines (deemed-refusal ratio) and whether notices under subsection 9(2) were sent to the Information Commissioner.

In addition to these statutory requirements, we are taking into account the practices and processes used by the institution that may impact, positively or negatively, on its capacity to fulfill its obligations under the Act. Among these practices and processes, we have considered the average completion time and good practices. Contextual factors, such as variations in workload, will also be taken into account.

Overall Grade Factors
whole star whole star whole star whole star whole star

(Outstanding)

  • 5% or less deemed refusals
  • In the case of deemed refusals, we will look at the delay to respond to requesters: most within 30 days
  • Compliance with subsection 9(2) (85% and more of extensions beyond 30 days were notified to the OIC)
  • Appreciation of the overall use of time extensions and average completion time: deemed appropriate.
  • Comprehensive set of good practices in place to ensure that access requests are responded in a timely manner (proactive disclosure; informal disclosure; partial release; collaborative instruments, absence of requests categorization or no delay created by it, focus on service to the requesters, etc.)
  • Others elements which may impact the institution’s capacity to comply with the Act and measures taken to deal with them (for example, increase in the workload of the institution and high volume of consultation requests received)
whole star whole star whole star whole star empty star

(Above Average)

  • 10% or less deemed refusals
  • In the case of deemed refusals, we will look at the delay to respond to requesters: most within 30 days
  • Compliance with subsection 9(2) (85% and more of extensions beyond 30 days were notified to the OIC)
  • Appreciation of the overall use of time extensions and the average completion time: in most instances, deemed appropriate
  • Comprehensive set of good practices in place to ensure access requests are responded in a timely manner
  • Others elements which may impact the institution’s capacity to comply with the Act and measures taken to deal with them
whole star whole star whole star empty star empty star

(Average)

  • 20% or less deemed refusals
  • In the case of deemed refusals, we will look at the delay to respond to requesters: most within 30 days
  • Compliance with subsection 9(2) (85% and more of extensions beyond 30 days were notified to the OIC)
  • Appreciation of the overall use of time extensions and the average completion time: to some degree, deemed appropriate
  • A number of good practices in place to ensure access requests are responded in a timely manner
  • Others elements which may impact institution’s capacity to comply with the Act and measures taken to deal with them
whole star whole star empty star empty star empty star

(Below Average)

  • 20% or more deemed refusals
  • In the case of deemed refusals, we will look at the delay to respond to requesters: most beyond 30 days
  • Compliance with subsection 9(2) (less than 85 percent)
  • Concerns with the overall use of time extensions and the average completion time
  • Limited good practices in place to ensure access requests are responded in a timely manner
  • Others elements which may impact institutions’ capacity to comply with the Act and measures taken to deal with them
whole star empty star empty star empty star empty star

(Unsatisfactory)

  • 20% or more deemed refusals
  • In the case of deemed refusals, we will look at the delay to respond to requesters: most beyond 30 days
  • Compliance with paragraph 9(2) (less than 85 percent)
  • Concerns with the overall use of time extensions and the average completion time
  • Practices in place to ensure access requests are responded in a timely manner are insufficient
  • Others elements which may impact institutions’ capacity to comply with the Act and measures taken to deal with them

How the OIC calculated the deemed refusal rate for each institution

The deemed refusal rate is the percentage of requests that the institution did not complete within the deadlines (30 days and extended) set out in the Access to Information Act. There are four categories of overdue request: requests entering the year overdue, requests completed after 30 days with no extension, requests completed after their extension expired, and requests that were still open at year end and past their due date. The deemed refusal rate is calculated by dividing the total number of overdue requests by the total number of requests open during the year. Here is an example:

Overdue requests carried over into 2008–2009
47
Requests completed after 30 days with no extension
18
Requests completed after their extension expired
24
Overdue requests carried over into 2009–2010
52
Total overdue requests
141


Requests carried over into 2008–2009
256
New requests in 2008–2009
1,259
Total open requests
1,515

Deemed refusal rate: 141 ÷ 1515 = .093 x 100 = 9.3 percent

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