How do I make a public records request?
Email, write or fax asking for the records you would like to receive. All requests must be in writing. If you are unable to write, please contact us by telephone or in person and we will assist you with this task. Your request must include the following information when you make a public records request:
- Contact information – your name, mailing address and telephone number. Feel free to include any other information you may feel to be useful, such as your e-mail, fax or cell phone number.
- A description of the specific records being requested. The request must be specific enough for the university to be able to identify the records being requested.
- Please let us know if you like copies of the records or if you would like to come to our office to review them.
What happens when I make a Public Records Request?
The Office of Public Records and Open Public Meetings acts as a clearing house for requests for records from the public. In general records are not housed in the office. When we receive a request, it joins a queue of other public records requests.
Within five business days you will be sent a notification that your request has been received. The office’s staff contacts the department(s) that holds the records you seek and provides them with a copy of your request. The departments will identify, collect and forward the records to the Office of Public Records and Open Public Meetings.
Once received, a public records officer will review the records and may redact (remove) information from records as allowed by the public records statute, state law, federal law or case law. The public records officer may also notify third parties who have an interest in the records that you have made a public records request.
Once the public records officer completes the review and records are ready to be released, you will be contacted. Depending on the number of requests received before yours, and the size and complexity of your request, responding to your request may take anywhere from two weeks to two months. If a request is very complex, more time may be required. You will be notified if this is the case.
Can you keep my request for records confidential?
No, your public records request is not a confidential record. Your request is itself a public record. It can be requested by others and the office forwards public records requests to the departments holding records and to third parties who have an interest in the records you have requested.
How much does it cost to obtain public records?
Disks (CD) $0.36 per cd
Envelope $0.25 per envelope
Photocopy (Black & White copy) $0.15 per page
First Class US Postage
Requestors will be notified in advance of any non-standard charges. These shall not exceed the amount necessary to reimburse the agency.