administrative-regulations-manual-rev-8-4-2022.pdf

P UBLIC R ECORDS AND R ELEASE OF I NFORMATION

I.02; I.05; II.08; III.09

Policy Reference(s):

General Counsel

Responsible Department(s):

8/1/2016

Approval Date: Revision Date(s):

8/15/2016; 7/1/2021

In accordance with Pennsylvania’s Right-to-Know-Law, the College will make public records available for access and duplication to requesters in the manner provided below. D EFINITIONS Financial record —any account, voucher or contract dealing with the receipt or disbursement of funds or the acquisition, use or disposal of services, supplies, materials, equipment or other property; the salary or other payments or expenses paid to an officer or employee, including the individual’s name and title; and a financial audit report, excluding the audit’s underlying work papers. Public record — a record, including a financial record, which is not protected by a defined privilege or is not exempt from being disclosed under one of the exemptions in Pennsylvania’s Right-to-Know Law or under other federal law or state law or regulation or judicial decree or order. Record —any recorded information, regardless of physical form or characteristics, that documents a transaction or activity of the College and that is created, received or retained pursuant to law or in connection with a transaction, business or activity of the College. The term includes a document, paper, letter, map, book, tape, photograph, film or sound recording, information stored or maintained electronically and any data-processed or image-processed document. Response —granting of access to a record or the College’s written notice to a requester granting, denying or partially granting or partially denying access to a requested record. Requester —a legal resident of the United States, or an agency, who requests access to a record. D UTIES OF THE O PEN R ECORDS O FFICER The College’s Open Records Officer shall be responsible to: • Receive written requests for access to records submitted to the College; • Review and respond to written requests in accordance with law, Board Policy and College Regulations and Procedures; • Direct requests to other appropriate officials in the College or in another agency; • Track the College’s progress in responding to requests; • Issue interim and final responses to submitted requests; • Maintain a log of all record requests and their disposition; and • Ensure College staff are trained to perform assigned job functions relative to requests for access to records, as applicable.

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