Policy No. 1:11:00:00

CLEVELAND STATE COMMUNITY COLLEGE Cleveland, Tennessee

SUBJECT:  Access to Information

  1. General
    Public records, including personnel files, may be inspected, extracted, or copied by any citizen of Tennessee during normal business hours in accordance with reasonable rules of access.
  2. Purpose
    The purpose of this policy is to define “public records” and establish procedures for access.
  3. Definition
    Public records, according to TCA 10-7-301, means all documents, papers, letters, maps, books, photographs, microfilms, electronic data processing files and output, films, sound recordings, or other material regardless of physical form or characteristics made or received pursuant to law or ordinance or in connection with the transaction of official business by any governmental agency.
  4. Exception
    Records covered under an attorney-client relationship, all student records and materials covered under the Buckley Amendment and employee health records covered by OSHA Regulations are exempt from this policy.
  5. Custodian of Public Records
    For purposes of information access, the Dean of Administrative Services is appointed custodian of public records.  Requests for access to records covered under this policy shall be made to the Dean of Administrative Services in accordance with procedures established in this policy.
  6. Procedures
    1. Personnel Files - Requests for access to personnel files shall be communicated in writing to the Dean of Administrative Services stating specifically which files are desired for review.  An appointment will be scheduled and the file review will occur in the presence of Administrative Services staff.  The subject of the file, if different from the reviewer, will be notified of the request.  No items shall be entered or removed from personnel files except as directed by the President.  Copies requested will be marked “copy” and provided to the individual making the request usually within two weeks upon payment of $1.00 per copy.
    2. Other Written Records - Requests for access to other written documents shall be communicated in writing to the Dean of Administrative Services stating specifically which documents are desired for review.  An appointment will be scheduled with the Dean/Director having possession of the document.  The document review will occur in the presence of the Dean/Director or designee.  Copies requested will be marked “copy” and provided to the individual making the request usually within two weeks upon payment of $1.00 per copy.
    3. Other Records - Requests for access to records maintained in a physical form other than written copy shall be communicated in writing to the Dean of Administrative Services stating specifically which items are desired for review.  An appointment will be scheduled with the Dean/Director having possession of the item.  The item review will occur in the presence of the Dean/Director or designee.  Requests for item duplication or information transfer to written copy will be honored if it is within the capability of the college to produce.  Cost of the requested item and estimated production time will be quoted at the time the specific request is made.

Nothing in this policy shall require the creation of any record nor the maintenance of any record for any period of time in excess of any retention period established by the Institution, the Board or State or Federal law.

Source:  TBR Policy No. 5:01:00:10
Revised:  December 1, 1992