Ohio Administrative Code › Title 3339 - Miami University › Chapter 3339-3 - In General › Section 3339-3-09 - Public records policy

Current through all regulations passed and filed through July 1, 2024
In order to facilitate prompt
				compliance with the Ohio Public Records Act ( Section
				149.43 of the Revised Code), all
				persons seeking to inspect or obtain copies of university records are expected
				to comply with this policy. This policy does not apply to the use of records
				for official university business by authorized individuals or to persons who
				desire to inspect or obtain copies of their own records.
Requests to inspect or copy public
				records may be made to either the office of general counsel in person at 215
				Roudebush hall, by telephone to (513)529-6734. or via email to general counsel:
				or university news and communications in person at 102 Glos center, by
				telephone to (513)529-7592. or via email to newsinfo@,miamioh.edu.
If a request is made directly to any
				other university office, the staff are expected to immediately contact the
				office of general counsel to begin the process. Persons making requests need
				not reveal their identity and are not required to put their requests in
				writing. However, written records requests help avoid any misunderstanding or
				confusion regarding the scope of the records being requested.
It is the responsibility of the
				requestor of public records to identify with clarity the records that are
				sought. The university is under no duty to seek out and retrieve records that
				contain specific information that is of interest to a requestor. It is not
				appropriate to ask the university to search for records containing selected
				information. For example, a request for any and all records containing any
				reference to a particular person or subject is overly broad and inappropriate.
				Miami is under no obligation to create a record that contains the information
				requested if it does not already exist.
Inspection is permitted during regular
				university business hours (eight a.m. to five p.m. during the fall and spring
				semesters: thirty minutes after seven a.m. to thirty minutes after four p.m.
				May through mid-August. However not all records are available for inspection
				upon demand. Records must often be reviewed and nonpublic information redacted
				before inspection can be permitted. Records will be made available for
				inspection within a reasonable period of time following the request. The amount
				of time will depend upon 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 nonpublic information.
Copies of records will be provided at
				cost. However not all records are available for copying upon demand. Records
				must often be reviewed and nonpublic information redacted before copying will
				be permitted. Copies will be provided within a reasonable period of time
				following the request. The amount of time will depend upon 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 nonpublic
				information. Costs must be paid in advance before copies will be
				provided.
If a public records request is made to
				examine a personnel file, the employee, to the extent practicable, will be
				notified that his or her records have been requested and, if known, the name of
				the person making the request.
If a public records request is denied,
				in whole or in part, an explanation will be provided. If dissatisfied with the
				response to a public records request, the requestor should contact the office
				of general counsel for assistance.
Replaces: 3336-3-09