SECTION 610:1-7-18. Requests for records

(a)   In accordance with the Open Records Act [51 O.S., §24A.1 et seq.], certain public records of the State Regents must be kept and maintained and open to any person for inspection, copying, and/or mechanical reproduction during business hours. Guidelines for requesting records are as follows:

(1)   Requests for copies of materials from the official records of the State Regents may be made either in writing or by oral request to the Office of Chancellor.

(2)   Requests may be received between the hours of 7:30 a.m. and 5:00 p.m. and will be met at the time of the request or within a reasonable period.

(3)   If material requested is located at a remote storage location or would involve additional research time, an additional reasonable period of time will be required to meet the request.

(4)   Where it does not conflict with other provisions outlined herein, requests for copies of materials, actions, reports, etc., presented for State Regents' action will be met only after these materials are made official by State Regents' action.

(5)   Individuals wishing to be placed on the list to receive agenda listings or agendas for the State Regents' meetings must so notify the Office of the Chancellor in writing. These requests must be renewed at the beginning of each calendar year as such mailing lists are reformulated. The Office of the Chancellor will so notify each requester of the annual need for request renewal.

(b)   Because of the State Regents' desire to maintain a spirit of openness, to assist the public in its understanding of the workings of the higher education system, and to work cooperatively with its many constituencies, a no-charge policy will generally be observed with the following exceptions and clarifications:

(1)   No charge will be assessed for the cost or postage expense incurred in mailing a single copy of publications in print prepared by the State Regents.

(2)   A charge will be assessed for additional publications in print reflective of the actual document cost as posted in the inside front cover of the document as required by 70 O.S., §3206.

(3)   The charge for out-of-print publications will be assessed as in (4) of this Paragraph.

(4)   No copying charge will be assessed for the first 50 pages of any material requested from the official records. A copying charge of 25 cents per single page will be assessed beyond that amount.

(5)   No search fee shall be charged when the release of said documents is in the public interest, including, but not limited to, release to the news media, scholars, authors and taxpayers seeking to determine whether those entrusted with the affairs of the government are honestly, faithfully, and competently performing their duties as public servants.

(6)   No copying or search fee will be assessed state and federal agencies.

(7)   The schedule of copying charges and procedures shall be posted in accordance with 51 O.S., §24A.5.

(c)   Materials exempt from the Open Records Act under 51 O.S., §§24A.5 and 24A.7 and under the Family Educational Rights and Privacy Act will not be provided.

[Source: Amended at 10 Ok Reg 4603, eff 9-8-93 (emergency); Amended at 11 Ok Reg 1885, eff 5-12-94]