Regulatory Officer

Location: Montreal

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Position Summary:

Reporting to the Secretary-General, in the office of the Secretariat, the Regulatory Officer manages the University’s access-to-documents function in line with the Act respecting Access to documents held by public bodies and the Protection of personal information. The incumbent supports the Secretary-General, as the University’s person in charge of access to documents, by receiving and analyzing access requests, arranging document searches and consultations, and preparing recommendations and draft decisions for the Secretary-General’s review and signature.

The role also includes working closely with Legal Services in preparing and administering files that proceed before the Commission d’accès à l’information, raising awareness within the University community on access-related responsibilities, advising the University Secretariat on records management matters, and supporting other regulatory functions and special initiatives, as directed by the Secretary-General or Associate Director.

Primary Responsibilities:

Administer the University’s access-to-documents workflow, from receipt of a request through preparation of the response and closure of the file.

Support the Secretary-General, as the University’s person in charge of access to documents, through the preparation of analyses, recommendations and draft decisions. All statutory decisions remain with and are signed by the Secretary-General.

Arrange document searches and consultations with academic and administrative units across the University, identifying units likely to hold responsive documents and ensuring searches are conducted in a timely and complete manner.

Collaborate with the Associate Director in assessing and managing access requests, including reviewing complex or sensitive matters and proposed approaches before escalation to the Secretary-General.

Collaborate with the Manager, Privacy and Protection of Personal Information on requests involving personal information or privacy considerations, including where responsive documents contain personal information or engage privacy requirements.

Prepare and administer files in support of Legal Services where an access decision is before the Commission d’accès à l’information.

Develop guidance, education and awareness activities concerning the access-to-documents process and the responsibilities of members of the University community.

Advise the University Secretariat on records management matters and support for other regulatory functions and special initiatives, as required.

Receive, acknowledge and review requests for access to documents submitted to the University.

Communicate with requestors on administrative and procedural matters, including clarifying the scope of requests where necessary.

Review documents received to assess their responsiveness and determine whether additional searches or consultations are required.

Identify information that may be disclosed or withheld and matters requiring consultation with the Secretary-General, Associate Director, and Manager, Privacy and Protection of Personal Information.

Prepare documents for disclosure, including completing or arranging required red actions and verifying disclosure packages for accuracy and completeness.

Prepare analysis, recommendations and draft decisions, for the Secretary-General’s consideration and signature.

Monitor requests to…