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AP 3300 Public Records

References:

NWCCU 2020 Standard 2.C.4
ORS 192.311 to 192.478


Definition of a Public Record:
Public records are “any writing containing information relating to the conduct of the public’s business that is prepared, owned, used, or retained by a public body regardless of physical form or characteristics, including, but not limited, to, handwriting, typewriting, printing, photographing, and every means of recording, including letters, words, pictures, sounds, or symbols, or combination thereof, and all papers, maps, files, facsimiles, or electronic recordings.”

Records that are exempt from disclosure may not be inspected or copied by members of the public. Social security numbers must be redacted from records before they are disclosed to the public. Student records are not public records.

Requesting a Public Record:
Members of the public may request to inspect or copy public records. Rogue Community College (RCC) has a form on the college website for public record requests. A PDF format form is also available, which can be printed and sent to the attention of the Assistant to the VP of College Services 3345 Redwood Hwy., Grants Pass, OR 97544. Or, scanned and emailed to [email protected]

Any request to inspect records shall be made sufficiently in advance of the date of inspection to allow staff members time to assemble the records and identify any records that may be exempt from disclosure.

Under Oregon law, RCC must acknowledge receipt of a written request to inspect or receive copies of public records within 5 business days. Public records requests are considered received by RCC when read by the recipient. Once acknowledged, RCC will complete its response to the request as soon as practicable and without unreasonable delay. “Business day” is defined as “a day other than Saturday, Sunday or a legal holiday and on which at least one paid employee of the public body that received the public records request is scheduled to and does report to work.” Further, “business day” does not include any day on which the central administration offices of the College are closed.

Fees:
Requester will be notified in advance if there will be a fee to respond. Rates are assessed based on the actual labor costs associated with responding to the request. Fees must be paid in advance, and are calculated as follows:

  • No fee if the response requires less than 30 minutes of staff time to complete.
  • Up to $90 per hour if the response requires more than 30 minutes to complete.
  • Up to $150 per hour for legal review, including redaction & segregation of exempt & non-exempt records.
  • Up to $200 per hour for data analysis and custom report generation.
  • $0.25 cents per page for B/W per side photocopies.
  • $1.50 per page for Color per side photocopies.
  • Actual cost for delivery of records, such as postage or courier fees.
  • Actual cost for use of material and equipment for reproduction of non-standard records, such as audio or video tapes.
  • $50 per file for a virtual file transfer.
  • $5.00 per memory stick. The College will not use memory sticks supplied by requester.

Fee Waiver:
The fee may be waived or reduced if the furnishing of the copies is determined by the College to be in the public’s best interest as set forth in ORS 192.440(4)(5). Information on how to request a fee waiver is included on the College’s public record request form, click here.

Procedure for RCC employees who receive a public records request:
RCC employees should direct inquirers to make their requests using the PDF request form, click here, or by contacting College Service (info below). If you are a RCC employee familiar with the nature or location of the requested records, it is very helpful to also contact College Services directly. They will then coordinate with you or other appropriate faculty or staff in identifying, collecting and providing any requested records subject to release.

Subpoenas
Note that a subpoena is NOT a public records request; it is a court order. Notify the Office of the Vice President of College Services IMMEDIATELY if you are served with a subpoena. The court imposes strict and often very tight deadlines in responding to subpoenas.

Person to contact in regards to public records request
Assistant to the VP of College Services
Denise Nelson
[email protected]
541-956-7002

 

Rescinds Procedure Number: None

Approved: July 30, 2019

Accreditation reference updated January 27, 2020
Contact information updated May 27, 2020