Policy on Public Records Requests

Title

The University of North Carolina at Chapel Hill Policy on Public Records Requests

Introduction

Purpose

The University of North Carolina at Chapel Hill (UNC-Chapel Hill) is a constituent institution of the University of North Carolina and an agency of the State of North Carolina and is open and responsive to information requests from the public and the news media. UNC-Chapel Hill is committed to a policy of openness, honesty, and cooperation.

Providing records that have been requested requires the expenditure of resources. Therefore, consistent with the UNC System Office's Public Record Request Policy and with the North Carolina Public Records Act, N.C.G.S. Chapter 132, and in an effort to respond as promptly as possible and to fairly recover non-appropriated costs of responding to public records requests, UNC-Chapel Hill establishes the following policy for all public records requests.

Scope of Applicability

This policy applies to all requests for public records made to UNC-Chapel Hill, regardless of requester.

Policy

Policy Statement

All requests should be provided in writing to provide clarity about the scope of the request and to appropriately document time, cost, and billing as needed. The primary resource for public records at UNC-Chapel Hill is the Public Records Office. Specific contact information based on main areas of interest are identified on the Public Records Office frequently asked questions page.

UNC-Chapel Hill employees who receive a public records request from an individual should forward the request to the appropriate contact and respond to the requester with the appropriate contact information. University employees unsure of the appropriate office or contact should forward the request to the Public Records Office.

Definitions

A “public record” means all records created or received in connection with the transaction of University business, in whatever format, including but not limited to paper, photographs, recordings, emails or digital images, unless an exception applies under federal or state law.

Related Requirements

External Regulations and Consequences

  1. North Carolina General Statutes Chapter 126: North Carolina Human Resources Act
  2. North Carolina General Statutes Chapter 132: Public Records
  3. UNC System Office Public Record Request Policy
  4. Family Educational Rights and Privacy Act (FERPA)

University Policies, Standards, and Procedures

  1. Guidelines for students seeking access to their own education records are available at:
    1. UNC-Chapel Hill University Registrar - Transcripts & Certifications; and
    2. Policies and Procedures Under the Family Educational Rights and Privacy Act of 1974 (“FERPA”)
  2. Guidelines for employees seeking access to their own personnel files are available at:
    1. UNC-Chapel Hill Human Resources - Confidentiality of Personnel Information

Contact Information

Policy Contact

Public Records Office
University of North Carolina at Chapel Hill
Campus Box #6205
Chapel Hill, NC 27599-9050

Details

Article ID: 132130
Created
Thu 4/8/21 9:24 PM
Modified
Wed 7/14/21 11:22 AM
Effective Date
If the date on which this document became/becomes enforceable differs from the Origination or Last Revision, this attribute reflects the date on which it is/was enforcable.
02/10/2021 9:29 AM
Issuing Officer
Name of the document Issuing Officer. This is the individual whose organizational authority covers the policy scope and who is primarily responsible for the policy.
Issuing Officer Title
Title of the person who is primarily responsible for issuing this policy.
Senior Director for Public Records
Last Review
Date on which the most recent document review was completed.
02/10/2021 9:29 AM
Last Revised
Date on which the most recent changes to this document were approved.
04/16/2020 11:25 AM
Origination
Date on which the original version of this document was first made official.
06/27/2013 12:00 AM
Responsible Unit
School, Department, or other organizational unit issuing this document.
University Communications

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