Policy Number: 181

 

FREEDOM OF INFORMATION

 

These guidelines have been established to provide a means by which the University may insure compliance with the Illinois Freedom of Information Act (Public Act 83-1013).

 

The University is not obligated to maintain or prepare any public records which were not maintained or prepared at the time the Act became effective, except as required by law.  These procedures apply to the disposition of public requests for inspection and/or copying any University public record except those specifically exempted by the Act.  A copy of the Act, listing applicable exemptions, is available for inspection and/or copying in the Office of the Custodian of Records.

 

Responsibilities

 

The Requestor shall follow the procedures listed below when making requests for document inspection and/or copying.

 

The Custodian of Records shall act as the President's designated University official and is responsible for the direct administration of these procedures.  The Assistant Director of Administrative Services has been designated as the Custodian of Records.  Specifically the Custodian of Records shall:

1. provide a central office through which the general public can submit requests and receive information,

2. maintain and make available to the general public a current list of all categories of University records,

3. maintain a central file of all approved and denied requests, (The file of denied requests shall be indexed according to the statute exemption cited and be open for public inspection.)

4. coordinate and direct the actual search for, and subsequent delivery of, University public records to the requestor, and

5. notify the Vice President for Business Affairs, or designee, prior to the release of information requested under provisions of the Act.

Deans/Department Heads/Administrative Officers shall provide cooperation and assistance to the Custodian of Records in the routine search and delivery of public records.

 

The President shall review appeals regarding denial of access to University records and shall make the final University decision regarding the denied request.

 

Submission of Requests:

1. As permitted by the Illinois Freedom of Information Act, any person may inspect and/or obtain copies of certain public records maintained by the University.

2. In order to request access to such public records, interested persons must submit a request, in writing, to the Custodian of Records, Administrative Services Office.  Forms for this purpose are available in the Office of the Custodian of Records.

Approval or Denial of Requests

1. The Custodian of Records shall respond to the request by letter (postmarked) within seven working days after the request is received, except as described in Item 2 below.

2. Under certain circumstances specified in the Act, the time for responding to a request may be extended up to seven additional working days.  If such an extension is necessary, the Custodian of Records shall so notify the requestor by letter (postmarked) within the initial seven-day period referred to above.

Inspection and Copying

1. If a request for access to public records is approved, the requestor may inspect the public records which have been made available during normal business hours in the office designated by the Custodian of Records.  To facilitate such inspection the requestor shall make an appointment for inspection of the records prior to arriving at the Office of Custodian of Records.

2. Those records stored by means of electronic data processing shall not be directly accessible to the general public.  In keeping with current security requirements governing the general public's access and use of computer facilities, files, and hardware, the Custodian of Records shall work directly with the Director of Computer and Telecommunication Services, or designee, to secure the information in a comprehensible format.  The Custodian of Records shall attempt to provide the requestor with copies of original tapes, printouts, microfilm, microfiche, etc., with applicable indexes, guides and format descriptions.  The requestor shall be assessed copying charges for all copies made.

3. The requestor may request copies of any of the records which have been made available by completing the appropriate form and presenting it to the Custodian of Records.  The requestor may also ask that the copies be certified by the Custodian of Records.

4. Copies of the public records which have been made available shall be provided by the Custodian of Records after receipt of a written request for copies and upon payment of the appropriate copying charge.

Appeals of Denials

1. Requests which are denied by the Custodian of Records may be appealed to the University President.  The President shall notify the requestor of the disposition of the appeal, by letter, within seven working days after receipt of the appeal.

2. If the appeal is granted, the requestor may inspect the records which have been made available and obtain copies in accordance with above procedures.

3. If the appeal is denied, the requestor is entitled to judicial review pursuant to Section 11 of the Act.

Approved:
President
May 10, 1989

 

Nomenclature Changes
July 16, 1997

 

Monitor: Vice President for Business Affairs