In order to facilitate prompt compliance with the Ohio Public Records Act (Ohio Revised Code 149.43), all persons seeking to inspect or obtain copies of University records are expected to comply with the policy. This policy does not apply to the use of records for official University business by authorized individuals or to persons who desire to inspect or obtain copies of their own records.
Requests to inspect or copy public records may be made to either the Office of General Counsel, 215 Roudebush Hall (529-6734) or the News and Public Information Office, 102 Glos (529-7592). If a request is made directly to any other University Office, the staff are expected to promptly contact the Office of General Counsel to begin the process. Requests may be made in person, by telephone, or in writing.
It is the responsibility of the requestor of public records to identify with clarity the records that are sought. The University is under no duty to seek out and retrieve records that contain specific information that is of interest to a requestor. It is not appropriate to ask the University to search for records containing selected information. For example, a request for any and all records containing any reference to a particular person or subject is overly broad and inappropriate. Miami is under no obligation to create a record that contains the information requested if it does not already exist.
Inspection is permitted during regular University business hours (8 a.m. to 5 p.m.). However not all records are available for inspection upon demand. Records must often be reviewed and non-public information redacted before inspection can be permitted. Records will be made available for inspection within a reasonable period of time following the request. The amount of time will depend upon the number of records requested, the location of the records, the medium in which the records are stored, the need for legal review, and the need to redact non-public information.
The University will provide copies of records at cost. However not all records are available for copying upon demand. Records must often be reviewed and non-public information redacted before copying will be permitted. Copies will be provided within a reasonable period of time following the request. The amount of time will depend upon the number of records requested, the location of the records, the medium in which the records are stored, the need for legal review, and the need to redact non-public information. Costs must be paid in advance before copies will be provided.
When a public records request is made to examine a personnel file, the employee, to the extent practicable, will be notified that his or her records have been requested and, if known, the name of the individual making the request.