Ohio Admin. Code 3358:11-4-15 - Public records policy
(A)
Purpose. In
accordance with Chapter 149. of the Revised Code, commonly known as the Ohio
Public Records Act it is the policy of Owens community college to comply with
the letter and the spirit of the Ohio Public Records Act. Public records shall
be released to a requestor, unless that record is an exception as listed in
division (A) of section
149.43 of the Revised Code or
that record is student information protected by the Family Education Rights and
Privacy Act, 20 U.S.C.
ยง
1232g; 34 CFR Part 99 .
(B)
Definitions. In
accordance with division (G) of section
149.011 of the Revised Code, a
record is defined as: any document, device or item that is stored on a fixed
medium, i.e., paper, computer, film; created, received, or sent under the
jurisdiction of a public office; and, documents the organization, functions,
policies, procedures, operations or other activities of the office. Records
retention schedules are found in the records retention policy, rule
3358:11-4-13 of the
Administrative Code and the records retention manual posted on the intranet of
the Owens community college website.
(C)
In accordance
with section 149.43 of the Revised Code, a
public records request is any transmitted request (whether oral or written) to
inspect a public record or to have a public record copied and mailed or
electronically transmitted to a requestor.
(D)
To facilitate a
timely response, members of the media should submit requests to the director of
public and media relations. Any other member of the public should submit
requests to the college office having custody or control of the
records.
(E)
The public records request must be described with
sufficient clarity to allow the college to identify, retrieve and review the
records.
(F)
Copies or inspection of public records will be made
available in a prompt and reasonable timeframe and may include legal
review.
(G)
Any denial or redaction of public records requested
will include an explanation, including legal authority.
(H)
This policy shall
be accompanied by specific procedures for public records requests. The policy
shall be posted in offices most likely to receive public records requests and
on the Owens community college website.
(I)
Implementation.
The vice president for human resources will implement procedures and forms
consistent with the provisions of this policy.
Replaces: 3358:11-4-15
Notes
Promulgated Under: 111.15
Statutory Authority: 3358.08
Rule Amplifies: 3358.08
Prior Effective Dates: 6/13/2009
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