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Public Records Requests Procedures
Shawnee State University is committed to full
compliance with Ohio’s laws and rules regarding access to public
records.
TO MAKE A REQUEST:
The Office of General Counsel serves as the university’s Public
Records Custodian. To
submit a public records request, please call 740.351.3046 or 740.351.3635, e-mail
publicrecords@shawnee.edu, or make the request in person in the Office
of General Counsel during normal business hours.
Requests may be made orally
or in writing. All requests are handled in the Office of General
Counsel. Requests made through other offices will be referred to
the Office of General Counsel.
Requestors need not identify themselves or the
purpose for the request except as specifically required or
authorized by state or federal law or in accordance with the Public
Records Law.
Requestors may also view the university’s
current records retention schedule.
If a requestor makes an ambiguous or overly
broad request or has difficulty in making a request for copies or
inspection of public records such that the university cannot
reasonably identify what public records are being requested, the
university may deny the request but will provide the requestor with
an opportunity to revise the request by informing the requestor of
the manner in which records are maintained and accessed in the
ordinary course of university business.
TIMELINESS OF RESPONSE TO REQUESTS:
Requests will be honored as promptly as possible. If a response
cannot be provided promptly (generally five to seven business days),
notice will be provided to the requestor explaining the delay and
when the records should be released.
NON-PUBLIC RECORDS:
Ohio Revised Code § 149.43 includes among nonpublic records which
are not subject to a public records request:
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intellectual property
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donor profile records
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educational records as defined by the Family Educational and
Right to Privacy Act (FERPA)
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information complied from referral to or participation in an
employee assistance program
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records, the release of which is prohibited by state or federal
law
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directory information concerning any students attending the
university for use in a profit-making plan or activity
Information contained in records that is not
subject to release under the ORC shall be either visibly redacted or
the requestor shall be informed why requested records may not be
viewed, including legal authority.
If the request was made in writing, the reasons for redaction
or failure to release will be provided in writing.
COPIES. In the event
that the requestor requests copies of records, copied records may be
duplicated on paper or the same medium as the university maintains
them. The university will charge $.05 per copied paper page, $1 per
compact disc, and there is no charge for an electronic transfer.
Postage will be charged for requests for records to be
mailed. The copied
records may be held until the requestor pays for the copies and the
postage.
Revised, May
20,
2011
Open Records
policies for the State of Ohio can be
found here:
Ohio: http://www.ohioattorneygeneral.gov/files/Publications/Publications-for-Legal/Sunshine-Laws/Sunshine-Laws-Manual.aspx
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