Information about Public Records Requests
Shawnee State University is committed to full compliance with Ohio's laws and rules regarding access to public records. The University's Public Records Officer is Sarah L. Brown.
Requests may be made orally or in writing. Requesters 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 Ohio Public Records Law.
If a requester 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 requester with an opportunity to revise the request by informing the requester 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 requester explaining the delay and when the records should be released. The amount of time that records will be made available to a requester will depend upon, among other things, the number of records requested, the location of the records, the medium in which the records are stored, the need for legal review, and the need to redact information.
Ohio Revised Code § 149.43 includes among nonpublic records which are not subject to a public records request:
- medical treatment
- intellectual property
- donor profile records
- educational records as defined by the Family Educational and Right to Privacy Act (FERPA)
- information compiled from referral to or participation in an employee assistance program
- directory information concerning any students attending the university for use in a profit-making plan or activity
- other records, the release of which is prohibited by state or federal law
Information contained in records that is not subject to release under the O.R.C. will be either visibly redacted or the requester will 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.
In the event that the requester requests copies of records, copied records may be duplicated on paper or on the same medium as the University maintains them. Charges for copying and/or scanning of records maintained only in paper form will be assessed at a rate of $0.05 per paper page. Other tangible mediums, such as compact discs, will be assessed at cost. There is no charge for electronic transfer of records that are maintained in an electronic file. Postage will be charged at cost for records that are mailed. Payment of these costs is expected in advance and copying requests may be held until receipt of payment. No charge will be assessed for staff time to review or make copies.
- SSU Public Records Policy 5.19 REV.
- SSU Public Records Procedure 5.19 REV.
- Records Retention Schedule
- Ohio Attorney General's Sunshine Laws Manual
- Public Records FAQ
- Ohio Public Records Act
- Tips for Requesters
Revised May 16, 2014