WHEN MUST A REQUEST BE FILED
For records that are not routinely made available to the public through publication
(either paper or online), please file a written request. Examples of such records
include: individual and committee reports, departmental files (with certain exceptions
regarding personnel or student records).
WHEN IS A REQUEST NOT NECESSARY
If you want a copy of a report that has been completed and released already,
you do not need to file a records request. OIRPS can help direct you to the appropriate
source. University budget and salary information is available in the Main Library,
Special Collections; in the OIRPS Office at 1030 N. Mountain Ave, and in Phoenix
at the State Capitol Library. Statistical information about the University,
including student demographics, budget trends through time, etc. is available
at the OIRPS
home page, including links to other UA information.
WHICH RECORDS ARE NOT SUBJECT TO DISCLOSURE
Records not subject to disclosure include:
1. Documents protected by Attorney/Client privileges and those related to
pending negotiations.
2. Student information other than federally-defined “directory information”.
3. Documents whose release would invade personal privacy.
4. Employee personnel information, except name, title, and salary.
5. Works in progress.
6. Anything that the release of which would be detrimental to the best interests
of the State.
7. Anything that would require the creation of a document not already in existence.
8. Confidential business information, including trade secrets and unpublished
research results.
9. Medical records.
10. Other matters whose disclosure is restricted by law.
TIPS TO SPEED THE PROCESS:
- The Office of Institutional Research and Planning Support (OIRPS) serves as the
University’s Custodian of Public Records. If you have a request for
a document from The University of Arizona, OIRPS will help you get the information
you request, if it is available and if it is subject to release.
- Please be very specific in the wording of your request to enable us to
locate records as quickly as possible. Because of the varied nature and quantity
of University records, we cannot accept broad requests for “all records”
or similar language.
- Requests may take longer to process if redactions of privileged or confidential
contents are needed or when records must be collected from multiple sources
or archived files.
- All requests are acknowledged in writing.
COMMERCIAL REQUESTS
The "commercial purposes" provision in the Arizona State Statute does
not restrict the right to inspect records but does require the requestor to
pay the fair value of the data. The statute (A.R.S. 39-121.03(D) defines commercial
purpose as "use of a public record for the purpose of sale or resale or
for the purpose of producing a document containing all or part of the copy,
printout or photograph for sale or the obtaining of names and addresses from
public records for the purpose of solicitation or the sale of names and addresses
to another for the purpose of solicitation or for any purpose in which the purchaser
may reasonably anticipate the receipt of monetary gain from the direct or indirect
use of the public record."
Commercial purpose does not include gathering
evidence for a court case or news gathering.
CONTRACTS
ABOR approved multi-year contracts are releaseable once formally approved. Year
to year appointments are documented with a "Notice of Reappointment"
from which personal information such as SSN, EID, and home address will be redacted
before release. There will be a charge to cover any copying and mailing costs.
All contracts with outside vendors are reviewed before release to determine
if there are clauses bearing on the document's release as a public record. For
example, some contracts may contain a clause requiring the University to notify
the vendor before information is released.
Contracts that are currently under negotiation are not releaseable.
EMPLOYEE RECORDS
To request employment verification or to view your own personnel file, contact
Employee Records in UA
Human Resources.
IS THERE A FEE?
No fee is charged for the time expended to respond to a records request. There
is a charge for copies made ($.10/page) and for the cost of mailing records
if they are not picked up in person or faxed. Fees are payable in advance; an
invoice will be provided; checks should be made payable to "The University
of Arizona".
There may be additional fees for commercial requests. If programming time is
required in order to fulfill a request, there will be an hourly charge which
will be discussed with and approved by the requestor in advance.
Note that the University of Arizona Police Department has a different fee schedule
for Police
Reports, and payment is made directly to them.
FERPA
Federal law protects the release of certain information regarding students.
Information regarding the Family Educational Rights and Privacy Act of 1974
(FERPA) can be found at:
Office
of Curriculum and Registration
Office
of General Counsel
PUBLIC RECORDS POLICY
The University of Arizona's public records policy is to be as open as possible
while protecting legitimate privacy issues. By State law, most documents prepared
by University employees while performing work-related duties (either paid or
unpaid) are, with some exceptions, public records (Public Records, Printing
& Notices, Subsection 39-101 et. Seq.). It is the intention of the University
of Arizona to be responsive, in a timely manner, to all legal and legitimate
public requests for information. For more information, see the Public Records
section of the Office
of General Counsel site or the Arizona
State Statute concerning public records law in Arizona. Contact Office
of General Counsel site.
STUDENT RECORDS/TRANSCRIPTS
Any current or former student at The University of Arizona may request to view
or copy his/her own records by contacting the Office
of Curriculum and Registration at (520) 626-4365. For transcript requests,
call (520) 621-3113. To view your own student records in a departmental office,
contact the department head.
Requests for information about student records of other individuals are subject
to federal law which restricts the release of certain information regarding
students. See FERPA above.
SUBPOENAS
The only office authorized to accept subpoenas for University of Arizona records
of any type is the Office
of the General Counsel. Employees in other departments are requested
NOT to accept such subpoenas but rather to redirect them to the OGC. However,
garnishment, levy and child support subpoenas should be directed to the Payroll
Department.
UA AFFILIATES
What if the records are held by another organization that is affiliated with
the University of Arizona?
Certain University affiliates, such as the UA Foundation, the University Medical
Center, and University Physicians Healthcare, are not part of the University
of Arizona, and may not be subject to the public records law. Document requests
should be made directly to those units.
