Source: https://higheredutah.org/policies/policyr132/
Timestamp: 2019-04-19 20:15:43+00:00

Document:
R132-1. Purpose: To provide Board policy and guidelines for institutional policy in matters related to the Government Records Access and Management Act (GRAMA).
3.1. Classification: “Classification,” “classify,” and their derivative forms mean determining whether a record series, record, or information within a record is public, private, controlled, protected, or exempt from disclosure under GRAMA Section §63G-2-201(3).
3.2. Designation: “Designation,” “designate,” and their derivative forms mean indicating, based on the Records Officer’s familiarity with a record series, the primary classification that a majority of records in a record series would be given if classified.
3.3. Exempt Records: “Exempt records” are records to which access is restricted pursuant to court rule, another state statute, federal statute, or federal regulation, such as, for higher education institutions, Restricted Sponsored Research/Technology Transfer Records (Utah Code §53B-16-301, 302, 303, 304, 305) and The Family Educational Rights and Privacy Act of 1974 (Buckley Amendment).
4.1. Records Officer: Each President shall appoint one or more records officers to provide for the care, maintenance, scheduling, disposal, classification, designation, access, and preservation of the institution’s records.
4.3.2. Statement of Purpose for Collecting Information: When an institution designates a record as private or controlled, the institution must also file a statement with state archives explaining the purposes for which the records are collected and used by the institution. (See GRAMA §601.) The institutional may use the record only for the purposes listed in that statement. However, sharing of records with other governmental entities is allowed, subject to the restrictions of GRAMA §206.
4.3.3.Weighing of Privacy and Access Interests: Institutional policy may empower the President or his or her designee to weigh privacy interests against access interests and to allow more liberal access to certain private or protected records if the interests favoring access outweigh the interests favoring restriction of access. (See GRAMA §201(5)(b).) If someone other than the President is designated to exercise this weighing authority the designee should be at the highest possible level within the institution’s structure. This weighing authority is particularly relevant to business confidentiality claims under GRAMA §9.
4.3.5. Fees and Fee Waivers: If an institution charges a reasonable fee to cover the institution’s cost of duplicating a record, or for compiling the record in a form other than that maintained by the institution, the institution shall adopt a fee schedule as provided by GRAMA §203. Institutional policy shall also establish at what level in the institution determinations are made regarding the waiver of fees, as permitted by GRAMA §203(3).
4.3.6. Access for Research Purposes: Institutional policy shall establish at what level in the institution determinations are to be made regarding requests for access to records for research purposes, as permitted by GRAMA §202(3).
4.3.7. Institution Owned Intellectual Property Rights: Institutional policy shall establish at what level in the institution determinations are to be made regarding the duplication and distribution of materials for which the institution owns the intellectual property rights, as permitted by GRAMA §201(10).
4.3.8. Sponsored Research and Technology Transfer: Institutions engaged in sponsored research and technology transfer projects shall designate by whom and by what procedures the institution may restrict access to portions of technology transfer and sponsored research records for the purpose of securing and maintaining proprietary protection of intellectual property rights, or for competitive or proprietary purposes as a condition of actual or potential participation in a sponsored research or technology transfer agreement, as provided by new sections §53B-16-301 through 305.

References: §63
 §53
 §601
 §206
 §201
 §9
 §203
 §203
 §202
 §201
 §53