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Policies and Procedures

Finance & Administration

4-OP-F-5 Uniform Charge Procedure - Public Records

Responsible Executive: Finance and Administration
Approving Official: Vice President of Finance and Administration
Effective Date: January 1, 2014
Last Revision Date: Unrevised at this time.

 

SPECIFIC AUTHORITY

Florida Statutes, Chapter 119, Sections1002.22, 1004.22, 1006.52, 1012.91

OBJECTIVE

To establish the charges and procedure for assessment and collection for requests for public records under Chapter 119, Florida Statutes.

OVERVIEW

A. PROCEDURE

1. Requests for public records under Chapter 119, Florida Statutes may be made in person, over the telephone or in writing. A written request may not be required although it may be encouraged to prevent any misunderstanding about the nature or scope of the request. 

2. Chapter 119 only requires that an opportunity be given to inspect and copy the requested documents. 

3. Those requesting public records are assessed a charge of 15 cents per one-sided copy or 20 cents for each two-sided copy for paper copies. Other types of copies, such as tapes or diskettes, shall be charged at the actual cost of the materials plus any extensive use charges where applicable. All such charges, including any mailing or other transmission charges (e.g. Facsimile), should be collected in advance before providing such copies. It is advisable to provide an estimate of the charges for the requesting party before beginning any copying. 

4. Where extensive use of informational technology resources or extensive clerical or supervisory assistance by personnel of the University is involved, a charge equal to the cost incurred in addition to the duplication costs shall be imposed. The University has determined that the use of personnel or informational technology resources exceeding thirty minutes is considered extensive use and may be charged at actual cost. 

Additionally, requests exceeding more than 1 hours time, should notify the Office of the General Counsel.

B. CONTENT

Some records, such as parts of student records, certain personnel and faculty evaluative records, medical records and others are considered confidential under law. All departments and divisions should ensure there is adequate oversight of public record requests so that an appropriate supervisor or the Office of General Counsel will be contacted for guidance when necessary as to possible confidentiality.