AALT TECHNICIAN “The Official Voice of Library Technicians in Alberta.” ISSN 0703-5276
Volume 38, Number 2
IN THIS ISSUE: AALT SPOTLIGHT Continuing Education After Graduation
Searching for New Ideas!
Responding to an Access Request under Access to Information Legislation
AALT FEATURES 2011 Conference Update
2011 AGM Notice
SAIT Announces New LIT Student Award
Calendar of Events
AALT BUSINESS Journal Advertising and Submission Policy
AALT: Committees & Volunteers
AALT Technician Contributors
AALT: Mission & Purpose
AALT: Membership Form
Board Meeting Highlights & Group Reports
AALT: Board of Directors
The Journal of the Alberta Association of Library Technicians
SUBMISSIONS POLICY All article submissions are accepted at the discretion of the Journal Editors’. All articles must be submitted as a .rtf, .txt, or .doc file and may be subject to editing as the Journal Committee sees fit. Articles may be held for publication in a future issue, (in the same calendar year) of the AALT Technician. Questions or concerns regarding this submission policy can be directed to the Journal editors’ @ email@example.com.
DISCLAIMER All views & opinions expressed by contributors are the sole opinion of the author & do not necessarily reflect the opinions of AALT.
DEADLINE FOR SUBMISSIONS FOR THE SUMMER ISSUE IS: JULY 15, 2011 SUBMISSIONS CONTEST Winners cannot be current members of the Board of Directors or the Journal Committee. CONTRIBUTE TODAY! Turn that great idea you had into an article and share it with everyone! Have an article you would like to see? Send us your request. Comments or questions about any content? Want to join the Journal Committee? Send your ideas, requests, questions and comments to: firstname.lastname@example.org
ADVERTISING POLICY All copy for advertising is accepted at the discretion of the Communications Group Chair, who reserves the right to refuse any advertisement. Products are not tested and listings do not imply an endorsement. Payment, Rate Changes, and Cancellations All advertising must be paid in full before your advertising campaign begins. Payment can be made by credit card (VISA and MasterCard) through our online registration system or by cheque. All advertising purchases are non-refundable. AALT reserves the right to change our advertising rates at any time. Rates will not be retroactively applied to any prepaid advertising. AALT reserves the right to terminate any advertising for any reason. If such termination occurs, we will refund your account a prorated amount based on the time that already served. Cancellations before payment is received will be subject to a 15% cancellation fee. ADVERTISING RATES Advertisements must be received prepaid three weeks prior to the release date of the desired issue and must be camera ready. The cost for advertising in the AALT Technician per issue is as follows: ♦ Full Page $100.00 ♦ Half Page $50.00
♦ Quarter Page ♦ Business Card
The AALT Technician is published quarterly: Summer, Fall, Winter and Spring. AD PACKAGE OFFERS Get better value with your advertising dollar by purchasing one of the following package deals: ♦ Platinum Package – 4 months on the ORS page, AALT Members Only page, and the Library Associations Directory page plus a half page ad in 4 issues of the AALT Technician - $399.00 ♦ Gold Package - 4 months on the ORS page and the AALT Members Only home page, and a quarter page in 4 issues of the AALT Technician - $295.00. ♦ Silver Package - 4 months on the ORS page and the Library Associations Directory Page, and a half page in 4 issues of the AALT Technician -$250.00. ♦ Bronze Package – 4 months on AALT Members Only home page and the Library Associations Directory Page, and a quarter page in 4 issues of the AALT Technician - $200.00. TO PLACE AN AD To place an advertisement on our web site or in the AALT Technician, please contact the AALT President-Elect at email@example.com. The inclusion of an advertisement is up to the discretion of the AALT Communications Group and will fall under the AALT advertising policy guidelines.
BEGINNING WITH THE SUMMER 2009 ISSUE, THE AALT TECHNICIAN IS PUBLISHED ELECTRONICALLY ONLY
JOANNE SHUM & REA GOSINE
“And now the end is near, and so I face the final curtain…” Okay, I’ll stop singing My Way for now but it just seems appropriate considering this is the last editorial for me to write. It’s been an eventful and fun two years of deadlines, articles and all around learning experience for me. I’d like to thank the Journal committee for all their help and putting up with our last minute requests for editing and meetings, (Sorry, we tried to give you guys and gals as much notice as possible) and my co-editor Rea. It was her idea to ask me to help her with Journal and I blindly went into it not having a clue what I was getting into! She needed help and she asked me and I couldn’t say no. Conference is two weeks away! Is everyone ready for a weekend of learning, networking and little bit of relaxation from our normal working lives? I noticed that we have some pretty slick silent auction items too this year! I always like it when Conference is in Edmonton. I get to crash at my parents for the weekend while I’m in town and I get to eat my Dad’s cooking which I miss since I’m in Calgary. Now, if I could get him to reveal the secret ingredient in his 7 spice marinade…. Anyways, it has been a pleasure to be to your co-editor for the past two years. “Yes there were times I'm sure you knew, when I bit off more than I could chew , But through it all when there was doubt I ate it up and spit it out, I faced it all and I stood tall and did it my way !” … Joanne Dear Potential Future Journal Editors: Please know we wish you the best of luck. Being co-editor is a lot of fun. You get to meet interesting people and make fabulous friends with your foray onto the AALT Board of Directors. Yes, it’s sometimes frustrating, and sometimes you’ll wonder what you were thinking, but it’s all worth it in the end. Don’t worry if you don’t know Publisher or anything about creating a publication - you’ll learn. And you’re not the first, there are great tools out there to help you along! Don’t forget to round yourself up a fantastic committee and make sure you use them. We began many frantic last-minute Issues with the statement “If only”. And there are already people on your committee, waiting to work with you. Remember how important it is to contribute to your association, and how much great experience you will gain. You will grow both personally and professionally (and it will look lovely on your resume). Good luck!
ps. Thanks to the fabulous Journal committee this year - Beth, Joel, Herald, & Lisa. And to my co-editor - THANK YOU JOANNE! pps. If you still think you can’t be Journal editor because you know nothing about publishing, consider this: I just made all the changes to formatting and text, and closed the document. Without saving. So yes, I had to redo all the changes. And rewrite my editor’s notes for the 3rd time. Happy reading everyone! AALT Technician
AALT: COMMITTEES & VOLUNTEERS 2010/2011 Board Committees Executive Committee (firstname.lastname@example.org) Allison Stewart, President - Chair; Kirsten Livingstone, President-Elect; Lynda Shurko, Member-at-Large Administration Group (email@example.com) Allison Stewart, President - Chair; Sarah Stephens, Membership Director; Nicole D'Agnone, Treasurer; Dianne Guidera, Board Appointee Communications Group (firstname.lastname@example.org) Kirsten Livingstone, President-Elect; Melanie Belliveau, Marketing Director ; Rea Gosine, Journal CoEditor; Joanne Shum, Journal Co-Editor; Any Liu; Web Team Director Professional Development Group (email@example.com) Lynda Shurko, Member-at-Large – Chair; Erin Storey, Conference Co-Chair; Kristian McInnis, Conference Co-Chair Director Chaired Committees Conference Committee (firstname.lastname@example.org) Erin Storey - Co-Chair, Kristian McInnis - Co-Chair, Dianne Guidera, Leanne Gosse, Lynday Shurko, Janelle Hurdman, Marilyn Segall Journal Committee (email@example.com) Rea Gosine – Co-Chair, Joanne Shum – Co-Chair, Beth Vandenboogaard, Joel Nielsen, Lisa Bui, Herald Wong , SAIT student-rep Marketing Committee (firstname.lastname@example.org) Melanie Belliveau– Chair, Chris Gartner, Jonathan Wainwright, Crystal Friars, Kim Martin, Janell Hurdman Membership Committee (email@example.com) Sarah Stephens - Chair, Normita Coralejo, Christine Stacey
Web Site Committee (firstname.lastname@example.org) Any Liu – Chair, Marnie McFarland, Kim Martin, Charmaine Sipe, Colleen Rowe
Additional Committees Alberta School Advisory Committee (email@example.com) Carol Fowler – AALT Representative AALT Technician
CONTRIBUTORS TO THE
SPRING 2011 ISSUE:
Tamara Abram: “Responding to an Access Request under Access to Information Legislation” [p. 17]; - Tamara the Inquiries Clerk in the Adjudication Unit of the Information and Privacy Commissioner of Alberta, and a past AALT President. Melanie Belliveau: “Continuing Education After Graduation” [p. 8]; - Melanie is the Marketing Director for AALT and works as a Library Technician for the Health Information Network Calgary, Rockyview Hospital Knowledge Centre Nicole D’Agnone: “Searching for New Ideas” [p. 14]; - Nicole is the current Treasurer for AALT and is a Supervisor at Lethbridge Public Library
CONGRATULATIONS TO ADELINE PANARAMOFF! ADELINE SUBMITTED AN ARTICLE FOR THE SUMMER ISSUE OF THE AALT TECHNICIAN AND WON THE FREE CONFERENCE PACKAGE! CONGRATULATIONS ADELINE!
CONGRATULATIONS TO TAMARA ABRAM ! WINNER OF THE DRAW FOR A $25 GC!
Experiences. “Never regret. If it's good, it's wonderful. If it's bad, it's an experience.” Victoria Holt Shoulda, coulda, woulda. How much of our lives do we spend wishing we had done something differently? Humans are funny creatures, we spend the vast majority of our time either in the past or in the future and consequently miss out on the here and now. Which, ironically enough, is where we actually are living. We're missing out on a lot of our lives by wishing for the future or regretting the past. Quite often, past regrets and fear of the future keep us from new experiences. We're paralyzed by “remember that time...” and “what if...”. It's a difficult thing to find the courage to live life in the present, especially when it's definitely not something that is encouraged by our society. “Plan for the future.” “What are you going to do with your life?”, “When are you going to...?” etc etc. Which isn't to say, that learning from past mistakes or being aware of the future are bad things. However the past and future should never compromise your present. If you're passing up opportunities to learn something new or enrich your life because you're worried about what might happen, it might be time to take stock of your thought processes. Ask yourself this question: How much of my life is dominated by the phrase “I have to....” as opposed to “I get to....”? It's a subtle difference but an important one. If you're constantly saying or thinking, “I have to....” you might want to spend a little time thinking about how to change things around so that you're using “I get to...” a little more often! If you're not doing things that get you excited or passionate, figure out how to arrange things so that you get to do at least ONE thing that literally makes you jump up and down with excitement. Remember that feeling? We did it all the time when we young. We jumped up and down and clapped our hands and sing-songed “I get to...”. We lived life in the moment when we were young. And then we stopped and started living life in the past and in the future. The reason we get old (not older, but old) is because we let “I have to...” dominate our lives.
It's never too late to take back the present and open ourselves up to new experiences. It does mean that we have to take that leap and it does take a certain amount of courage. But isn't recapturing that gleeful happiness we used TO have worth it? Allison Stewart President AALT 2010-2011
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AALT: MISSION & PURPOSE The Alberta Association of Library Technicians (AALT) is an organization dedicated to fostering and enhancing the professional image of library technicians through information, education, promotion and support. AALT is a non-profit organization with an energetic, dynamic and dedicated membership governed by an annually elected Board of Directors. AALT strives to: Address the ongoing professional development needs of the membership Ensure that a high standard of progressive, timely and appropriate education continues to be offered in the library information programs Promote accurate information on the qualifications and capabilities of library and information technicians Interact with other associations within the library and information field Provide networking opportunities within an educational framework Maintain liaisons with various organizations to support Library Technicians AALT provides an avenue for professional and personal development, interaction and communication through: the annual Spring conference serving on the Board of Directors regional professional development and social online job board events the quarterly journal, AALT Technician volunteer opportunities on committees discussion forums and chat rooms
CONTINUING EDUCATION AFTER GRADUATION? BY MELANIE BELLIVEAU
fter graduating from a library technician program, most people fill their continuing education needs by going to workshops or by attending the annual AALT conference. Now thanks to the University of the Fraser Valley Library and Information Technology Program, there is another choice.
In 2008, the University of the Fraser Valley Library and Information Technology Program distributed a survey to investigate the needs and interests of library technicians. Technicians were asked if they were interested in a continuing education program and how would they prefer to take these courses. The survey revealed that almost 90% of people would be interested in continuing education courses with almost ¾ of those people preferring online courses. “The results validated our sense that graduates of library technician programs would have a continued need to explore issues and topics that were framed against their workplace contexts and not, necessarily, those of MLIS graduates.” – Christina Neigel Department Head, University of the Fraser Valley Library and Information Technology Program
As a result of this survey, the University of the Fraser Valley has introduced the Post-Diploma Certificate for Library Technicians. This certificate provides formal recognition of continuing education and is designed to meet the needs of working professionals. The program can be completed entirely online. The students can choose the courses that are of most interest from the list of courses available, and the certificate has no completion deadline so it can be completed with a timeline that suits the needs of each individual student. The Post-Diploma Certificate for Library Technicians program has already received rave reviews from two AALT members. “I would recommend these courses to any library technician looking for further education directly targeted to our field. I’ve taken two courses so far; Leadership for Library Technicians and Diversity in the Workplace. Both courses have pushed me to examine myself and my workplace and have given me valuable ideas to share with coworkers and supervisors.” -- Laura Somerville, Lakeland College Library
â€œI thought the course was great. I learned quite a lot about myself and gained confidence in my ability to be a leader. This has translated to taking leadership roles on committees at work and with AALT. I think it was very well worth the time and effort.â€? -- Sarah Stephens, Mount Royal University Library (AALT Membership Director 2010-11)
Currently there are 5 courses available that can be completed in any order. Each course is worth 2 credits and the certificate is completed with 10 credits. The courses are: LIBT 380: Emergent Library Technologies LIBT 381: Leadership for Library Technicians LIBT 382: Promotional Planning for Library Technicians LIBT 383: Diversity in the Workplace LIBT 385: Information Rights: Privacy and Freedom
Course outlines, program information, and application information are available on the University of the Fraser Valley website. Program information: http://www.ufv.ca/Continuing_Studies/Certificate_Programs/ Library_Technicians_Post_Diploma_Certificate.htm Course outlines: http://www.ufv.ca/calendar/CourseOutlines/PDFs/LIBT/
Get Connected to News AALT Conference 2011 Update Kristian McInnis & Erin Storey AALT Conference 2011 Co-Chairs
Conference has really started to gel. Your Committee is just working on final details and look forward to seeing everyone in Edmonton. There is a great slate of keynotes and presenters covering such diverse fields like:
• • • •
Managing on budget School Library Initiative Library Tours And so much more!
There are some super events are planned as well:
• Groovin’ and Gaming President’s Reception • Friday Night Movie featuring Desk Set • Saturday Night Banquet featuring Raq-A-Belly dance troupe • Recently, plenty of information has been posted to the conference website, such as:
• Sessions and speakers • Conference schedule • How to purchase single meal tickets Your AALT 2011 Conference Committee is working hard to bring you the best possible conference experience. If you have questions or concerns, please contact us at firstname.lastname@example.org.
The AALT 2011 Get Connected conference at the Mayfield Inn and Suites in Edmonton is right around the corner. Even if you can’t attend the entire conference, AALT would still like to “get you connected” with your colleagues and other resources by offering some FREE events. FREE is a difficult deal to pass up! President’s Reception – Groovin’ and Games – Thursday, May 26, 2010 from 7 pm to 9 pm in the Garden Courtyard. Admission is FREE so stop by to reconnect with colleagues and friends, rock the joint with your amazing Karaoke singing skills, try your hand at any one of the number of games on the go, and check out the awesome Silent Auction items. Vendor Showcase – Friday, May 27 and Saturday, May 28, 2011 from 8 am to 4:30 pm in the Pallisades Ballroom. Admission to the Vendor Showcase is FREE! This is a great opportunity to test out products first hand, find out what's new and upcoming, and expand your supplier network. For a list of all the vendors participating in the Vendor Showcase, visit our conference website at www.aalt.org/conference2011 Annual General Meeting – Saturday, May 28, 2011 from 12 pm to 1:30 pm in the Robson and Logan Ballroom. The AGM is FREE for all to attend, share your opinions and assist in the direction of AALT. Lunch tickets are available for the cost of $20 each. If you would like to join us for lunch during the AGM, please purchase your ticket online at http://www.regonline.com/aaltconference2011 or contact email@example.com. The AGM agenda is available on the conference website and the AGM package will be available at the registration desk. AALT is seeking candidates to run for the Conference, Journal, Membership and Member-at-Large Board director positions. If you are interested, please email firstname.lastname@example.org or contact any of the current Board members! Come out and join your colleagues as we Get Connected!
Get Connected Presents a Salute to Volunteers Come join colleagues and friends at the Mayfield Inn in Edmonton on Saturday, May 28, 2011 as the AALT Get Connected Conference presents a Salute to Volunteers! The banquet will be filled with surprises, flashbacks, laughter, and even a member or two of the AALT paparazzi! Tickets for this star studded evening can be purchased online at www.regonline.com/aaltconference2011 for $55. For more information about the AALT Get Connected Conference or the Salute to Volunteers banquet, visit aalt.org/Conference2011 or email email@example.com.
A Tribute to Mike Parkinson At the upcoming AALT 2011 Get Connected Conference in Edmonton on May 26 – 29, 2011, AALT we will be creating a card and a display as a memorial to our friend, colleague, and instructor Mike Parkinson. Following the conference, we will be delivering this original masterpiece of memories to Mike’s family. You are invited to share your memories, sentiments, or even just your signature (scanned and in either a gif or a jpeg format) to be added to the card. AALT is also looking for any pictures you may have of Mike from over the years. Remember, this is Mike so don’t be afraid to share those funny stories that we all have of him! If you would like to contribute to this project or if you have any questions about it, please contact Kim Martin at firstname.lastname@example.org. Submission deadline is Monday, May 23, 2011. AALT would like to hear from as many people as possible so please share this project information with your library colleagues and your former classmates.
AALT Seeks Crew and Navigators to Set Sail in New Direction Come join your fellow AALT members on May 28, 2011 at the Mayfield Inn in Edmonton as we set the course for AALT’s future. That’s right, the Annual General Meeting is on Saturday from 12 pm to 1:30 pm in the Robson and Logan Ballroom. The agenda will be appearing soon on the AALT Conference website but a sneak peek at some of the topics to be covered include proposed name changes to the student bursary awards, Board restructuring, and flexibility in determining conference locations. Interested? Drop by and join in the decision making process. The AGM is FREE for all to attend but if you would like to join us for lunch during the AGM, tickets are available online for $20 each at http://www.regonline.com/aaltconference2011 or contact email@example.com The AALT Board is also seeking some new crewmembers. If you are interested in volunteering for the conference, journal, membership or member-at-large director positions, please email firstname.lastname@example.org. Join us at the AGM and see what new adventures await AALT in the future!
SAIT ANNOUNCES NEW LIT STUDENT AWARD TO HONOUR COLLEAGUE
SAIT Polytechnic has established the Mike Parkinson Memorial Award to pay tribute to a man who has touched the lives of so many. The award, for students in the Library Information Technology (LIT) program, was created by Mike’s co-workers in the SAIT LIT Program and in the School of Information and Communications Technologies as a way to honour their esteemed colleague and friend, Mike Parkinson. “Mike loved books, libraries, the LIT program, SAIT, his students and colleagues throughout the field. He was an advocate for students and devoted his career to passing on his knowledge and skills. He was passionate about educating library technicians to become successful library staff. He was the kind of leader, mentor and teacher that made a difference,” commented colleagues Marg Anderson and Rand Ayres. The Mike Parkinson Memorial Award is for students in the LIT program. Recipients will be determined based on high academic achievement and leadership in the library community. As a legacy to Mike, SAIT is raising funds for an endowment to support the Mike Parkinson Memorial Award in perpetuity. If you would like more information about the award or are interested in making a donation in memory of Mike, please contact Lorie Abernethy, the Senior Development Officer at SAIT Polytechnic at email@example.com. Mike Parkinson…the legacy lives on!
Mike Parkinson and Jane Sarsfield at SAIT LIT Industry night
SEARCHING FOR NEW IDEAS!
BY NICOLE D’AGNONE
Being a new board member onto AALT has definitely had its challenges. One, accepting the role as treasurer when you struggle with basic math was definitely a hurdle because you don’t want to be responsible for a couple of hundred dollars going missing when you thought “it was just there a second ago”. The second hurdle is trying to think of an article for the AALT Technician; because being a new board member this is your first interaction with the AALT world and this is how people are going to perceive you. I don’t want the readers of the Technician to be bored reading my article and picture a stereotypical librarian. I want you to enjoy what I have to say and be wowed with how intellectual I sound, and make you grab your chair because the article just blows you away! After some deep soul searching and many, many Google searches and then….. my stomach growled. Which brought me to some really cool websites about what to make for supper with ingredients you’ve got on-hand??? The first website is www.bigoven.com/recipes/leftovers - you to choose three ingredients, and it comes up with some delicious recipes! The second website is allrecipes.com/Search/Ingredients.aspx - this site allows you to choose four ingredients that are sitting in your fridge and it also allows you to eliminate the include foods you don’t like (like mushrooms. Yuck).
You ask me what do the websites have to do with libraries? Lots I say! Why not create a display with your cooking books and have a list of websites that your patrons can take home? This helps them to broaden the horizon of what they can make without having to go to the store to buy everything new, and this helps to cut costs for our patrons too!
CROSS CANADA UPDATE
2011 CLA Library Technicians Interest Group Award of Merit For Immediate Release (Ottawa, April 11, 2011) – The Canadian Library Association LTIG Award Committee is pleased to announce that the 2011 CLA Library Technicians Interest Group Award of Merit is being presented to Karen Hildebrandt of Concordia University College of Alberta Library. This award is generously sponsored by Libramation. Karen has raised the profile of library technicians across Canada, carrying on the work others had started. She has travelled across this country as a very active member of CLA attending the conferences and convening the LTIG for several years now. She also served as member of the CLA President’s Council for the 8R’s Study, travelling from Edmonton to Ottawa for one of their meetings. Karen has also served as president of the Alberta Association of Library Technicians. She has contributed in countless ways to a number of other volunteer activities as well! In addition, Karen liaisons with the Australian library technicians, contributing to their library support staff journal. In her job Karen is all about service! And while doing all this she has managed in the past few years to obtain a Bachelor of Applied Human Resources Administration degree, while remaining devoted to her family as well as reaching out to others. Karen has passion for association!! The CLA Library Technicians Interest Group Award of Merit will be presented during the LTIG meeting, to be held Friday, May 27 during the 2011 CLA National Conference and Trade Show in Halifax, Nova Scotia. The Canadian Library Association / Association canadienne des bibliothèques is Canada’s largest national and broad-based library association, representing the interests of public, academic, school and special libraries, professional librarians and library workers, and all those concerned about enhancing the quality of life of Canadians through information and literacy. - 30 Media Contact: Katharine Heney Tel.: 613-237-0234, ext 30229 firstname.lastname@example.org
RESPONDING TO AN ACCESS REQUEST UNDER ACCESS TO INFORMATION LEGISLATION BY TAMARA
equests for access to information should be made in writing, whether by letter, email or fax. Having something written down allows you to dialogue with the person who made the access request, while giving you a clear guide to follow when confirming the scope of the request, searching for records, and estimating fees. It also ensures that the request includes the initial processing fee, if the legislation allows for that fee. Step 1: Determine the applicable access to information legislation The legislation that could apply in Alberta includes: Canada’s Access to Information Act Canada’s Privacy Act
Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) Alberta’s Freedom of Information and Protection of Privacy Act (FOIP) Alberta’s Health Information Act (HIA) Alberta’s Personal Information Protection Act (PIPA) If you’re not sure which legislation your organization falls under, consider these points: Canada’s Privacy Act and Access to Information Act cover access requests to federal government departments and agencies. This would include access to records held by Canada Post or the RCMP, for example. PIPEDA is concerned with access requests for personal information held by Canada’s private sector but, because Alberta has its own private sector legislation (PIPA), PIPEDA would only apply to certain organizations in certain situations. For example, banks, except Alberta Treasury Branches, fall under PIPEDA because the legislation governing how they operate and are regulated is federal, not provincial. Alberta’s FOIP Act covers access requests to government departments, agencies, and institutions at the provincial, municipal, or county level. If the organization you work for receives its funding through taxes, then it likely falls under FOIP.
HIA is strictly and solely concerned with health information of individuals. If you work for a medical practitioner or a hospital, the access request will likely fall under HIA. PIPA covers personal information of individuals that is collected, used or disclosed by private sector organizations operating in Alberta. Everything from construction companies to condominium corporations fall under PIPA. Each piece of legislation contains lists and definitions about who is subject to the legislation, so it’s a good idea to refer to those lists and definitions if you’re not sure which legislation governs your organization. Also, the various Ministries that are responsible for overseeing the legislation can help direct you to the correct legislation, as can the Privacy Commissioner of Canada, the Information Commissioner of Canada, and the Information and Privacy Commissioner of Alberta. Contact information is set out below.
FOIP or PIPA .......................... Service Alberta Help Desk
HIA .......................................... Health & Wellness Help Desk
Privacy Commissioner of Canada
Information Commissioner of Canada
Information and Privacy Commissioner of Alberta
As most access requests made within Alberta will fall under one of the three provincial pieces of legislation (FOIP, HIA or PIPA), this article will deal only with how to respond under that legislation.
FOIP, HIA and PIPA are available to view without charge on the Queen’s Printer website: http:// www.qp.alberta.ca/Laws_Online.cfm
Step 2: Determine whether your organization is exempt from the legislation Legislation will usually list which organizations are exempt from the legislation. For example, PIPA excludes non-profit organizations that are not engaged in commercial activities. PIPA also excludes individuals who are not acting in a commercial capacity. As a rule, there are very few organizations that would be exempt from responding to an access request. Usually, you will have to respond to the request, even if it is to say that, under that legislation, your organization doesn’t have to provide the information requested.
Step 3: Determine the type of access request Once you’ve established which legislation your organization falls under, take another look at the access request. Is it: a request for general information such as expenditures, policies, or records of decisions? a request to access personal information such as work or education records? a request to access personal health records which pertain to medical treatments received or given? Under FOIP, a person may make an access request for personal information or for general information. Requests for general information are allowed because government departments, agencies or branches have a responsibility to be ‘open and transparent’ to the public. This doesn’t mean that you have to provide all the information that a person requests, but it does mean you’ll have to prepare a response of some kind.
If the request is for records already publicly available (even if for sale) you don’t have provide them. Tell the person where to find those records.
Under HIA, an individual may make an access request for his or her health information. Medical treatments, including dental, optical, chiropractic or acupuncture (among others) are all health information. General access requests are not permitted under HIA. A request for general information (i.e. ‘is there an outbreak of whooping cough in my area?’) is properly a FOIP request as it doesn’t relate to any one person. Such an access request would have to be made to an organization that is subject to FOIP, and not to an organization that is subject to HIA. Under PIPA, an individual may make an access request for his or her personal information. General access requests are not permitted under PIPA. Only the individual whose information it is, or their legal representative, is allowed access to that individual’s personal information or health information. A person who has the authority to act for an individual may make an access request for that individuals’ personal or health information under FOIP, HIA and PIPA. For example, a person can’t get access to their spouse’s or their aunt’s personal information unless they have been given legal written authority to do so (such as an executor, legal guardian or authorized agent).
If you’re not sure whether the person who is requesting access has authorization, get that person to send you a hard copy of the document or form that gives them authority. If the person requesting access doesn’t have the legal authority to request the information, then you must inform that person accordingly.
For information on how to respond to a request from a parent or guardian of a minor child, an authorized agent or legal representative see section 84 of FOIP, section 104 of HIA or section 61 of PIPA.
Step 4: Responding to the access request There are mandated timelines for responding to an access request: FOIP & HIA allow only 30 calendar days PIPA allows 45 calendar days The timelines include the time to provide a fee estimate, the time to search for and decide whether records will be provided, and the time to provide the records, if any. Before starting to assemble the records and review them, you have to give a fee estimate to the person who made the access request. FOIP and HIA have a schedule of set amounts for fees (an hourly charge for searching and handling, plus rates for photocopying). PIPA doesn’t have set amounts, but you may use cost recovery as your guide or the set amounts in FOIP.
The FOIP Regulation set the fees as follows. (Note, this list isn’t complete.): For searching for, locating and retrieving a record .................. $6.75 per 1/4 hr. For producing a paper copy of a record: .................................. $0.25 per page For preparing and handling a record for disclosure ................. $6.75 per 1/4 hr. For shipping a record or a copy of a record ............................ Actual cost to public body
You are also allowed to ask for half of the estimated fee up front. The time for processing an access request ceases once you have provided a fee estimate, and doesn’t recommence until you receive half of the estimated fee. The fee estimate gives the person who made the access request an opportunity to decide whether to accept the fee estimate, or to revise the access request to reduce the fee estimate, such as by
limiting the amount of records to be searched or copied. If the request is very broad, the person may narrow the request to a specific time period or location or incident. Make sure to get the revised request in writing. Step 5: Search for records Once you have received half of the fee estimate, then you can start the actual search for records. As you do the search you should make note of where you looked, how you searched, and who else took part. When performing a search, you must look for all records, as defined in the legislation, including all electronic records that are in your organization’s custody or control, that meet the criteria in the access request.
Section 1(q) of FOIP defines a ‘record’ as:…a record of information in any form and includes notes, images, audiovisual recordings, x‑rays, books, documents, maps, drawings, photographs, letters, vouchers and papers and any other information that is written, photographed, recorded or stored in any manner, but does not include software or any mechanism that produces records; Section 1(t) of HIA defines a ‘record’ as:…a record of health information in any form and includes notes, images, audiovisual recordings, x‑rays, books, documents, maps, drawings, photographs, letters, vouchers and papers and any other information that is written, photographed, recorded or stored in any manner, but does not include software or any mechanism that produces records; Section 1(m) of PIPA defines a ‘record’ as:…a record of information in any form or in any medium, whether in written, printed, photographic or electronic form or any other form, but does not include a computer program or other mechanism that can produce a record;
You must conduct or organize the search of all locations, including individual offices, central active files and off-site locations, where records might be found and, when searching for electronic records think of any electronic information management systems, business applications, shared directories, e-mail systems, websites, collaboration sites, and social media that your organization uses that may contain responsive records. Don’t forget electronic devices, including laptops, BlackBerries or other PDAs, cellular phones, portable media and storage devices that you or anyone else in your organization may use for business related purposes. When searching electronic devices, keep a record of the keywords you use in the search. Think of alternate spellings for names or items and log the results. If you have records and information management staff, they may be able to help by identifying classification schemes, records retention and disposition schedules, records inventories for
particular repositories, and indexes to specific systems. You can’t find records from three years ago if they are routinely destroyed after two. Step 6: Extending the time to respond to an access request If you think that it will take you longer than the permitted time to respond to the access request, you are allowed to extend the time for up to 30 days. If you think it will take longer than 60 days, then you must ask the Information and Privacy Commissioner for permission to extend the time to respond. In either case, you must notify the person who made the access request that you are, or the Commissioner is, extending the time. Step 7: Notifying third parties about disclosure of their information Only FOIP requires that you notify “third parties” (other individuals and businesses) if you are going to disclose information about the third parties (personal information or business information) to the person who made the access request.
Section 1(n) of FOIP defines personal information to mean “recorded information about an identifiable individual,” including race, national or ethnic origins, religious or political beliefs, identifying numbers or symbols, biometric information, and the educational, financial, employment or criminal history of the individual.
Third parties under FOIP have the right to object to the disclosure of their information, which they may do by requesting that the Information and Privacy Commissioner review your decision. HIA and PIPA do not permit an access request to be made for information about third parties. Step 8: Processing the access request Once you’ve gathered all the records together, then you have to look through them to decide what information you will disclose to the person who requested access, and what information you will not disclose. FOIP, HIA and PIPA specify what information may be disclosed and what information must not be disclosed. For example, under PIPA, personal information of another individual, such the name and home phone number, must not be disclosed. Information that will not be disclosed is “severed” (blocked out), before disclosing the remainder of a record. On the record, you should make a note of the section number of the legislation under which you have severed the information. Then it is time to collect the remainder of the fee estimate from
the person who requested access, and provide the remainder of the records, with information severed, to that person. The person who received the records may request that the Information and Privacy Commissioner review your decisions about severing the records. However, most of the time, the person will be satisfied with what youâ€™ve provided.
R.T. Abram ÂŠ 2011
AALT FOCUS GROUP Have you ever thought about sharing your opinions, expertise and interest with other professionals? Would you like to give valuable feedback to the AALT Board of Directors? Volunteer to be a member of the AALT Focus Group now! Your time is important so all we ask is for your involvement in an occasional discussion. Your feedback will play a critical role in moving AALT forward. For more information contact: email@example.com
REGISTRATION & PAYMENT ALSO AVAILABLE ONLINE - PLEASE VISIT WWW.AALT.ORG TO REGISTER TODAY!
Alberta Association of Library Technicians Technicians and Technology : Partners in Information P.O. Box 700, Edmonton, Alberta T5J 2L4 Toll Free: 1-866-350-AALT (2258) Web Address: www.aalt.org
AALT Membership Form January 1 to December 31, 2010 Please fill in all information, but use the box provided in front of each item to indicate your agreement to have that item published in the AALT Membership Directory. Mark the box [X] if you are willing to have it publis hed, leave the box blank if you are not.
NEW MEMBERSHIP: _____________ RENEWAL: _____________ Name: ______________________________________________________________________________________ [ ] Street Address: ____________________________________________________________________________ _____________________________________________________________________________________________ City: _________________________ Province: ________ Postal Code: ________________________ [ ] Home Phone: ___________________________________ [ ]Email: ________________________________________________ (This address will be used for Journal delivery) Employer Name: ______________________________________________________________________________ [ ]Employer Address:__________________________________________________________________________ _____________________________________________________________________________________________ City: ________________________ Province: ______ Postal Code: ____________________________ [ ] Business Phone: ______________________________
[ ] Fax Number: ____________________________
*Note: All current members will be listed in the directory by name and (if no other address information has been agreed to) by business affiliation and/or city & province/country. If you do not wish even this minimal listing, please mark the box below. [ ] I do not wish to have my name listed in the membership directory.
Membership type: Personal $40.00 _______ Graduates of a recognized library and information technology program from an accredited post-secondary institution or Small Library Operation Certificate Holders (Rural Library Training Graduates). Personal members have the right to vote, hold office, and serve on committees.
Student $20.00 _______ Student of a recognized library and information technology program from an accredited post-secondary institution or Small Library Operation Certificate Holders (Rural Library Training Graduates). Student members have the right to vote, hold office, and serve on committees.
Associate $40.00 _______ Persons who do not qualify as personal members but who have an interest in library technology or information management and in the Alberta Association of Library Technicians (AALT). Associate members have the right to serve on committees. M ay not vote or hold office.
Institutional $55.00 _______ Libraries or persons who employ or who have an interest in library technicians. Institutional members have the right to serve on committees, and appoint an individual to have all other rights of an associate member. M ay not vote or hold office.
Affiliate $35.00 _______ Affiliate members are library or records management related organizations who have a professional interest in library technology or information management or the Alberta Association of Library Technicians (AALT). Where a reciprocal agreement exists a designated representative may vote but not hold office.
Type of Library: School: Elementary: ______ Jr. High/Middle School: _______ Sr. High: _________ Elementary/Jr. High_______ Jr. High/Sr. High_______ K-12_________ Special: Law: ____ Corporate: _____ Government: _____ Medical: _____ Non-profit: _________ Other: _______________ Other Library Types: Academic: _____ Public: _____ Regional Library System:_________ Other: Records Management: _____ Archives: _____ Alternative Career: ______ Student: ______ Non-Library Environment: _____ Not Currently Employed: _______ Graduate of : _____________________________________________Year: _______________________ Currently a student of: _________________________________________________________________ Would you be interested in running for a Board position?
Could you please tell us which union you belong to, if any? __________________________________ Please make your cheque payable to AALT and mail the payment with your completed membership form to:
YOUR BOARD - WORKING FOR YOU! April 2011 AALT Strategic Planning session with Pieter de Vos, Community Development Officer at the Government of Alberta
2010-2011 MacEwan rep Nadean Mercier
2011-2012 MacEwan reps; Tim & Charity
Sarah, Melanie, & Erin - brainstorming ideas!
Your 2010-2011 Board of Directors - working hard!
BOARD MEETING HIGHLIGHTS & GROUP REPORTS
Board Meeting Highlights & Group reports (Administration Group, Professional Development Group, Communications Group), will be available on the AALT website under the Members Only page http://www.aalt.org/members/index.html
BOARD OF DIRECTORS AALT Board of Directors 2010- 2011 EXECUTIVE COMMITTEE
President Allison Stewart firstname.lastname@example.org
Member-At-Large Lynda Shurko email@example.com
President-Elect Kirsten Livingstone firstname.lastname@example.org DIRECTORS
Conference Erin Storey & Kristian McInnis email@example.com
Secretary Becky Deobald firstname.lastname@example.org
Journal Editors Rea Gosine & Joanne Shum email@example.com
Treasurer Nicole Dâ€™Agnone firstname.lastname@example.org
Marketing Melanie Belliveau email@example.com
Web Site Any Liu firstname.lastname@example.org
Membership Sarah Stephens email@example.com BOARD APPOINTEE
Dianne Guidera firstname.lastname@example.org STUDENT REPRESENTATIVES
Grant MacEwan Nadean Mercier email@example.com
SAIT Herald Wong & Naomi Angell firstname.lastname@example.org ALBERTA ASSOCIATION OF LIBRARY TECHNICIANS P.O. Box 700, Edmonton, Alberta T5J 2L4 www.aalt.org
CALENDAR OF EVENTS... May May 15-18 CALL/ACBD 2011 Conference: Scaling New Heights Calgary, Alberta www.callacbd.ca/ conferences/2011/ index.htm
June June 12-15 SLA 2011: Annual Conference & INFOEXPO Pennsylvania Convention Center Philadelphia, Pennsylvania USA sla2011.tornado1.com/
August August 3 â€“ 5 Pacific Northwest Library Association 2011 Annual Conference Doubletree Hotel Downtown Spokane, WA www.pnla.org/events/ conference2011/ index.html
May 25-28 CLA 2011 National Conference and Trade Show World Trade & Convention Centre, Halifax, Nova Scotia www.cla.ca/ conference/2011/ May 26-29 AALT Conference 2011: Get Connected Mayfield Inn & Suites, Edmonton, Alberta www.aalt.org/ Conference2011/pages/ home.php May 26-30 CHLA/ABSC 2011: Sustain, Evolve, Transform/Soutien, Evolution, Transformation Hyatt Regency Hotel Calgary, AB www.chla-absc.ca/2011/
May 28 Calgary Education Fair Thorncliffe Community Centre Calgary, AB www.calgaryeducationfair .ca/index.htm AALT Technician