Iowa Administrative Code › Agency 283 - College Student Aid Commission › Chapter 6 - Public Records and Fair Information Practices › Rule 283-6.3 - Requests for Access to Records

Current through Register Vol. 47, No. 3, July 24, 2024
(1)
Location of record.
A request for access to a record should be
			 directed to the Executive Director, Iowa College Student Aid Commission, 400 E.
			 14th Street, Des Moines, Iowa 50319-0146. If a request for access to a record
			 is misdirected, commission personnel will promptly forward the request to the
			 appropriate person.
(2)
Office hours.
Open records shall be made available during all
			 customary office hours, which are 8 a.m. to 4:30 p.m. Monday through Friday,
			 except holidays.
(3)
Request for access.
Requests for access to open records may be
			 made in writing, in person, or by telephone. Requests shall identify the
			 particular records sought by name or description in order to facilitate the
			 location of the record. Mail or telephone requests shall include the name,
			 address, and telephone number of the person requesting the information. A
			 person shall not be required to give a reason for requesting an open
			 record.
(4)
Response to
			 requests.
Access to an open record shall be provided promptly upon
			 request unless the size or nature of the request makes prompt access
			 infeasible. If the size or nature of the request for access to an open record
			 requires time for compliance, the custodian shall comply with the request as
			 soon as feasible. Access to an open record may be delayed for one of the
			 purposes authorized by Iowa Code section 22.8(4)  or 22.10(4). The custodian
			 shall promptly give notice to the requester of the reason for any delay in
			 access to an open record and an estimate of the length of that delay and, upon
			 request, shall promptly provide that notice to the requester in writing.
The custodian of a record may deny access to the record by
				members of the public only on the grounds that such a denial is warranted under
				Iowa Code sections 22.8(4)  and 22.10(4), or that it is a confidential record,
				or that its disclosure is prohibited by a court order. Access by members of the
				public to a confidential record is limited by law and, therefore, may generally
				be provided only in accordance with the provisions of rule 283-6.4 (17A,22) and
				other applicable provisions of law.
(5)
Security of record.
No
			 person may, without permission from the custodian, search or remove any record
			 from commission files. Examination and copying of commission records shall be
			 supervised by the custodian or a designee of the custodian. Records shall be
			 protected from damage and disorganization.
(6)
Copying.
A reasonable
			 number of copies of an open record may be made in the commission's office. If
			 photocopy equipment is not available in the commission office where an open
			 record is kept, the custodian shall permit its examination in that office and
			 shall arrange to have copies promptly made elsewhere.
(7)
Fees.
a.
When charged.
The
			 commission may charge fees in connection with the examination or copying of
			 records only if the fees are authorized by law. To the extent permitted by
			 applicable provisions of law, the payment of fees may be waived when the
			 imposition of fees is inequitable or when a waiver is in the public
			 interest.
b.
Copying and
			 postage costs.
Price schedules for published materials and for
			 photocopies of records supplied by the commission shall be prominently posted
			 in commission offices. Copies of records may be made by or for members of the
			 public on commission photocopy machines or from electronic storage systems at
			 cost as determined and posted in commission offices by the custodian. When the
			 mailing of copies of records is requested, the actual costs of such mailing may
			 also be charged to the requester.
c.
Supervisory fee.
An
			 hourly fee may be charged for actual commission expenses in supervising the
			 examination and copying of requested records when the supervision time required
			 is in excess of one hour. The custodian shall prominently post in commission
			 offices the hourly fees to be charged for supervision of records during
			 examination and copying. That hourly fee shall not be in excess of the hourly
			 wage of a commission clerical employee who ordinarily would be appropriate and
			 suitable to perform this supervisory function.
d.
Advance deposits.
(1) When the estimated total fee chargeable
			 under this subrule exceeds $25, the custodian may require a requester to make
			 an advance payment to cover all or a part of the estimated fee.
(2) When a requester has previously failed to
			 pay a fee chargeable under this subrule, the custodian may require advance
			 payment of the full amount of any estimated fee before the custodian processes
			 a new request from the requester.