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The purpose of this procedure is to establish uniform procedures for handling requests under Tennessee's Open Records Law.
29.2 Definition
Public Records are 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 in connection with the transaction of official Tennessee Technological University business.
29.3 Inspection of Public Records
Except for confidential public records, public records will be open for inspection by citizens of Tennessee in the office of record during business hours. Persons requesting to inspect records must show identification of Tennessee citizenship (i.e. driver's license, voter's registration, etc.) and complete a Request Form to Inspect/Copy Public Records.
29.3.1 Request for a Specific Record
Request to inspect records must be for a specific record. Tennessee Technological University is not required to create records or compile information. If the record is unavailable for some reason, i.e., filed in archives, being used for official business, etc., then the person requesting the record shall be advised when to return to inspect the record. All efforts will be made to provide the record(s) within a reasonable period of time.
29.3.2 Custody of Record
Custody of the record is not to be relinquished. The person requesting to inspect the record must do so in the presence of the custodian of the record or an appropriate designee. If it is not convenient for the record to be shown to the person because of present work requirement, then the person requesting to inspect the record shall be advised when to return to inspect the record. All efforts will be made to make available the record(s) within a reasonable period of time.
29.4 Inspection of Personnel Records
Permanent personnel records of all employees, including former employees (faculty and staff), are subject to inspection under Tennessee's Open Records Law. Persons requesting to inspect personnel records must complete a Request Form to Inspect/Copy Public Records and show identification of Tennessee citizenship (i.e. driver's license, voter's registration, etc.). When a request is made to inspect a personnel record for other than University business purposes, the concerned employee will be notified that such request was made and who made the request. Employees may inspect their own personnel file without having to complete a request form.
29.4.1 Pursuant to legislation enacted in 1999, if a public records request is made for personnel files, the information below must be removed or blocked out prior to public access to the rest of the record:
A. Unpublished telephone numbers,
B. Bank account information,
C. Social Security number,
D. Driver's license information (except where operating a vehicle is part of the employee's job description) and
E. The above information on immediate family or household members.
29.5 Copying of Public Records
Upon request, Tennessee Technological University will provide at the requestor's expense copies of public records. When a request for copies is received, the custodian should not relinquish the records. The custodian should do as follows:
A. Have the requesting party complete the Request Form to Inspect/Copy Public Records.
B. Determine number of copies to be made and enter description and number of copies to be made on the form. The price per copy is $1.00.
C. Advise the requesting party that payment for copies is to be made at a cashier's window, Business Office, Derryberry Hall. The payment should be credited to the custodian's account. Upon presentation of an official TTU receipt to the custodian, the requested copies will then be made.
D. All efforts will be made to make the copies within a reasonable period of time.
E. After the copies are paid for, made and picked up, the form should be filed with the requested record in the Human Resource Services Office.
29.5.1. If it cannot be readily determined whether or not a requested document is covered by the Tennessee's Open Record Law, the Custodian shall refer the matter to the Office of the Vice President for Business and Fiscal Affairs. If that office is unable to make a determination, it may be referred to the President's Office.