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90.B - Public Records

Board Policy Code: 90.B
Adopted: 06/12/91
Revised/Readopted: 07/09/97, 02/08/05, 06/11/14

Public records include any writing containing information relating to the conduct of the college's business. Writing means handwriting, typewriting, printing, photographing and every means of recording, including letters, words, pictures, sounds or symbols or combination thereof, and papers, maps, files, facsimiles, electronic recording and E-Mail, including deleted E-Mail on backup. Public records do not include messages on voice mail or on other telephone message storage and retrieval systems.

Board of Education meetings and records will be matters of public information subject to such restrictions as are set by federal law or regulation, by state statute or by pertinent court rulings.

The Board's official minutes, its written policies and its financial records will be available at the President's office for inspection by any citizen desiring to examine them during hours when the President's Office is open. All such information will be made available to individuals with disabilities in an appropriate format upon request and with appropriate advance notice. Auxiliary aids and services available to ensure equally effective communications to qualified persons with disabilities may include large print, Braille, audio recordings, readers, assistance in locating materials or other equally effective accommodations.

The Board supports the right of the people to know about programs and services of the college and will make every effort to disseminate information.

No records will be released for inspection by the public or any unauthorized persons - either by the President or any other person designated as custodian for college records - if such disclosure would be contrary to the public interest, as described in state law.

If records are to be inspected, the college may provide a certified copy or provide a reasonable opportunity to inspect. If the public record is maintained in a machine readable or electronic form, the custodian shall provide the record in the form requested, if available. If not available in the form requested, it will be provided in the form the public record is maintained.

Employee and volunteer addresses, dates of birth and telephone numbers contained in personnel records maintained by the college are exempt from public disclosure pursuant to ORS 192.445 and ORS 192.502(3). Such information may be released only upon the written request of the employee or volunteer or as otherwise provided by law.

The Board reserves the right to establish a fee schedule which will reasonably reimburse the college for the actual cost of making copies of public records for the public. There will be no additional charge for auxiliary aids and services provided for qualified persons with disabilities.

Requests for copies of documents shall be in writing and will be presented to the chief operating officer.

Related Administrative Rules and Operating Procedures