Request an Extension

Public Body Information

Name of public body(Required)

Program/department (if applicable)

Public body file/request number

Contact Person

Last Name(Required)

First Name(Required)

Job Title(Required)

Phone(Required)

Fax

Email(Required)

Address(Required)

Street Address City Postal Code

Access Application Details

1. Please provide the actual wording of the applicant's request for records as received by the public body (do not include names of individuals)

2. Has the wording of the application been changed or modified after it was received?(Required)

Yes

If yes, provide the wording of the modified access request.

Factors that Affect the Time Limit for Responding

3. Date the access application was received:(Required)

3.1 Was the applicant asked to provide further information needed to process the request under subsection 12.1(1)?(Required)

Yes

If yes, when did the applicant respond?

If yes, when was the information requested?

4. Was an Estimate of Costs issued? *(Required)

Yes

If yes, what is the date of the estimate?

4.1. If an estimate was issued, was it accepted by the applicant?

Yes

If yes, on what date did the applicant accept the estimate?

5. Was an extension already taken for up to an additional 30 days?(Required)

Yes

If yes, what is the date of the extension letter?

If yes, what is the date of the extended time limit (due date)?

5.1. If an extension was taken, what was the reason for the extension? (check all that apply)

15(1)(b)(i) Large volume of records must be searched

15(1)(b)(ii) Number of requests made by applicant(s)

15(1)(c) Consultation with a third party, another public body or legal counsel

15(1)(d) A third party made a complaint under subsection 59(2)

15(1)(e) The applicant consents to the extension

15(1)(f) Exceptional circumstances warrant the extension

Grounds for Longer Extension

6. Each clause under subsection 15(1) describes a specific circumstance under which an extension may be taken. Please identify the clause that permits the extension. If more than one clause is believed to permit the extension, identify each relevant clause.

15(1)(b)(i) Large volume of records

If relying on 15(1)(b):
(1) Describe the volume of records requested or that must be searched.
(2) Explain why responding to the application within the regular extension period of up to an additional 30 days would interfere unreasonably with the operations of the public body. This would include time spent processing the request and activities completed so far and those remaining, and any relevant factors such as unusual volume of concurrent requests, unusual operational challenges such as natural disaster, or seasonal operations, etc.

15(1)(b)(ii) Number of requests made by an applicant(s)

If relying on 15(1)(b)(ii): (1) Describe the number and nature of the requests received from the applicant or their associates. (2) Explain why responding to the application within the regular extension period of up to an additional 30 days would interfere unreasonably with the operations of the public body. This would include time spent processing the current request as well as the other requests of the applicant or their associates, and activities completed so far and those remaining, and any relevant factors such as unusual volume of concurrent requests, unusual operational challenges such as natural disaster, or seasonal operations, etc.

15(1)(c) Consultation with a third party, public body or legal counsel

If relying on 15(1)(c):
(1) Describe who the third party is or identify the public body.
(2) Explain why the consultation is necessary before deciding whether or not to grant access to a record.
(3) Explain why these consultations cannot be completed within the regular extension period of up to an additional 30 days (75 days from receipt of the request).

15(1)(e) The applicant consents to the extension

If relying on 15(1)(e): (1) Provide written documentation demonstrating how consent was obtained (for example, a copy of your request to the applicant for their consent as well as a copy of their consent) (2) Explain why the extension was needed and why the applicant’s consent was sought

15(1)(f) Exceptional circumstances warrant the extension

If relying on 15(1)(f): (1) Describe the exceptional circumstances that warrant an extension, with as much detail as possible (2) Explain how the exceptional circumstances interfered with the processing of the application, what steps have been completed and what steps need to be completed and when you anticipate the exceptional circumstances to end or the application to be processed.

Amount of Addtional Time Requested in the Longer Extension

7. What is your current time limit (due date), taking into consideration any factors that may have altered your due date?(Required)

8. Number of calendar days beyond the current due date requested(Required)

9. Proposed new due date(Required)

10. Explain how it was determined that this amount of time is required to complete the processing of the access application and respond to the applicant(Required)

Other Information

11. If not otherwise addressed earlier in this form, please describe what steps have already been taken when processing the request (searches done, preparation, consultations etc), including the dates/time frames when each step was completed and what steps remain and what is the time frame for completing each of those steps.

12. Can one or more portions of the request be processed more quickly than the remainder of the request? For example, if a third party or another public body needs to be consulted regarding only a portion of the records, it may be possible to make an interim decision at an earlier date about access to the other records. Or, if there is a large volume of responsive records, it may be possible that records can be released in interim batches as they are prepared, rather than waiting to issue one decision after all of the records have been prepared.

Yes

If yes, please indicate the public body’s plan for providing an interim decision(s) and interim release of records and an approximate time frame for their release.

If no, please explain why an interim decision is not a suitable option.

13. Is there any additional information you wish to provide to clarify your request for a longer extension?

CAPTCHA