(1) Public records
requests must be made to the appropriate Public Records Request Coordinator to
ensure that public records requests are routed to the appropriate records
custodian and fulfilled in a timely manner.
(2) The University's PRRCs are:
(a) For records of the University of
Tennessee System Administration:
Public Records Request Coordinator
systempublicrecords@tennessee.edu
(b) For purchasing records of all units in
the University of Tennessee System:
Public Records Request Coordinator
purchasingrecords@tennessee.edu
(c) For records of the University of
Tennessee at Chattanooga:
Public Records Request Coordinator
publicrecords@utc.edu
(d) For records of the University of
Tennessee Health Science Center:
Public Records Request Coordinator
publicrecords@uthsc.edu
(e) For records of the University of
Tennessee Health Institute of Agriculture:
Public Records Request Coordinator
utiapublicrecords@tennessee.edu
(f) For records of the University of
Tennessee Institute of Public Service:
Public Records Request Coordinator
ipspublicrecords@tennessee.edu
(g) For records in the University of
Tennessee Archives:
Public Records Request Coordinator
archives@utk.edu
(h) For non-law enforcement records of the
University of Tennessee, Knoxville:
Public Records Request Coordinator
publicrecords@utk.edu
(i) For law enforcement records of the
University of Tennessee, Knoxville:
Public Records Request Coordinator
utpdrecords@utk.edu
(j) For intercollegiate athletics records of
the University of Tennessee, Knoxville:
Public Records Request Coordinator
utadpublicrecords@utk.edu
(k) For non-law enforcement records of the
University of Tennessee at Martin:
Public Records Request Coordinator
publicrecords@utm.edu
(l) For law enforcement records of the
University of Tennessee at Martin:
Public Records Request Coordinator
publicsafetyrecords@utm.edu
(3) Requests to Inspect Public Records
(a) Requests to inspect public records may be
communicated in person to the appropriate PRRC or communicated to the
appropriate PRRC via telephone, mail, fax, e-mail, or via internet portal (if
the PRRC maintains an internet portal for accepting public records
requests).
(b) The PRRC must not
require a requestor to submit a written request to inspect public records.
However, the PRRC may request that a requestor submit a written request in
order to facilitate recordkeeping and ensure accuracy in fulfilling the
request. The PRRC should request a mailing or e-mail address from the requestor
for providing any responsive written communication required under the
TPRA.
(c) The PRRC determines the
location for the inspection of public records and may require an appointment
for the inspection of public records. The PRRC must not allow a requestor to
inspect original records outside of the presence of a University employee
designated by the PRRC. The PRRC must take reasonable precautions to ensure
that the integrity of public records is maintained during the inspection of the
records.
(d) If a requestor makes
two (2) or more requests to inspect a public record within a six (6) month
period and, for each request, the requestor fails to inspect the public record
within fifteen (15) business days of receiving notification from the PRRC that
the record is available for inspection, then the PRRC is not required to comply
with any public records request from the requestor for a period of six (6)
months from the date of the second request to inspect the public record unless
the PRRC determines that the failure to inspect the public record was for good
cause.
(e) Requests for Copies of
Public Records
1. Requests for copies, or
requests for inspection and copies, must be made in writing and submitted to
the appropriate PRRC in person or via mail, e-mail, or internet portal (if the
PRRC maintains an internet portal for accepting public records requests). The
PRRC may provide requestors with a form that requestors may use to make
requests for copies or requests for inspection and copies of public records.
The PRRC may waive the requirement that a request for copies, or a request for
inspection and copies, be made in writing.
2. A requestor will not be allowed to make
copies of records with personal equipment (e.g., cell phones, portable
scanners, portable copy machines).
(f) Proof of Tennessee citizenship by
presentation of a valid Tennessee driver license to the PRRC (or alternative
form of identification acceptable to the PRRC) is required as a condition to
inspect and/or receive copies of public records.
(g) Notices of upcoming meetings of the
University's Board of Trustees, along with materials relating to Board
meetings, are posted and readily available at trustees.tennessee.edu.
Notes
Tenn. Comp. R. & Regs. 1720-01-11-.03
Public
necessity rule filed October 31, 2008; effective through April 14, 2009. Public
necessity rule filed October 31, 2008, and effective through April 14, 2009,
expired effective April 15, 2009, and rule reverted to its previous status.
Original rule filed February 26, 2009; effective June 26, 2009. Repeal filed
September 26, 2017; effective December 25, 2017. New rules filed December 10,
2018; effective 3/10/2019.
Authority: T.C.A. ยงยง
10-7-503,
et seq.; 10-7-506(a); 49-9-209(e); Public Acts of Tennessee, 1839-1840, Chapter
98, Section 5; and Public Acts of Tennessee, 1807, Chapter 64.
