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Public Records Requests

PUBLIC RECORDS REQUESTS

What is a Public Record?

A record is defined by Ohio Revised Code Chapter 149 as:

  • any document, device, or item, regardless of physical form or characteristic, including an electronic record
  • created or received by or coming under the jurisdiction of the public office
  • which serves to document the organization, functions, policies, decisions, procedures, operations, or other activities of the office

Additional guidance on Ohio’s Sunshine Laws may be found on the Ohio Attorney General's website.

 

How Do I Request a Public Record?

Pursuant to University policy 5-15.1, all requests for public records should be directed to the Office of General Counsel.  There is no specific language or media by which you must make your request, however, it is helpful to our office to have the request in writing. 

Email: publicrecords@kent.edu                  

Physical Address: Office of General Counsel

Kent State University

Executive Offices, Library

P.O. Box 5190

Kent, OH 44242

Phone: (330) 672-2982

Fax: (330) 672-7821

 

·      Please make your request as specific as possible to enable our office to identify and gather the records you are seeking. 

·      Requests for information, statements, or comments on behalf of the University are not public record requests, and should be directed to University Communications and Marketing Media Relations.

 

Cost of Records

Those seeking public records will be charged only the actual cost of making copies. 

·      The charge for paper copies is 10 cents per page.

·      The charge for files copied to a compact disc is $1 per disc.

·      There is no charge for documents e-mailed.

·      The actual charge for copy services or mediums – including but not limited to maps, color copies, hard drives, and audiotapes – will be charged to the requestor.

·      Delivery. Requesters may ask that documents be mailed or shipped to them. They will be charged the actual cost of the postage and mailing supplies.

 

Redactions

Every record is reviewed on a case-by-case basis.  However, in general, certain records may be redacted if they contain information not subject to disclosure.  If redactions are made in records responsive to your request, you will be notified of the nature and basis of the redactions.  Examples of possibly redacted material include (this list is not all-inclusive):

  • Attorney-client privileged material, discovery, and other litigation items
  • Work protected by copyright
  • Trade secrets
  • Security and infrastructure records
  • SSN, Banner ID, date of birth, home phone and address, family information, income tax returns
  • Records protected by doctor-patient confidentiality
  • Student records:  The Family Educational Rights and Privacy Act prevents the University from releasing certain information about and records of students without their permission.  See  University policy 5-08.101 regarding dissemination of information about students for further guidance.

Helpful Links

Based on frequently made requests, the following University web pages may provide you with the records you are seeking without the need to make a request:

·      Current and past University Budget Books can be found on the Business and Finance site here.

·      Enrollment, retention, and graduation data can be found on the Research, Planning, and Institutional Effectiveness site here.

·      The University’s Affirmative Action Plan can be found on the Equal Opportunity & Affirmative Action site here.

·      A directory of all faculty and staff can be found here.

·      A directory of scholarships can be found on the Student Financial Aid site here.

·      Additional information may be found on the University Communications and Marketing Media page here.