Information about Public Records Requests
Shawnee State University is committed to full compliance with Ohio's laws and rules regarding access to public records. Public records law compliance is handled by the Office of General Counsel, which is staffed Mondays through Fridays from 8:30 am to 5:30 pm by General Counsel Michael McPhillips and Legal Assistant/Public Records Officer Ashley Hanshaw.
TO MAKE A REQUEST: To submit a public records request, please e-mail firstname.lastname@example.org, call (740) 351-3046, or make the request in person in the Office of General Counsel during normal business hours. Requests made to other offices will be referred to the Office of General Counsel.
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:
- educational records that are protected under the Family Educational and Right to Privacy Act (FERPA)
- trade secrets
- donor profile records
- medical treatment records
- information compiled from referral to or participation in an employee assistance program
- 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.
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 $0.10 per copy, $0.05 per scan, and $1.00 for compact discs. Other tangible mediums 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 and/or scanning requests may be held until receipt of payment. No charge will be assessed for staff time to review or make copies.