Public Records Policy

(MUPIM 3.9/OAC 3339-3-09)

In order to facilitate prompt compliance with the Ohio Public Records Act (Ohio Revised Code 149.43), 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 mailto: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 (8:00 a.m.-5:00 p.m. during the fall and spring semesters; 7:30 a.m.-4:30 p.m. May through mid-August). However not all records are available for inspection upon demand. Records must often be reviewed and non-public 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 non-public 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 non-public 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 non-public 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.

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