FAQ page

FAQ PAGE

Following are responses to common questions about public records at UNC-Greensboro.

What is a public record?

A “public record” refers to any record created or received in conducting University business, in whatever format, including but not limited to paper, photographs, recordings, emails or digital images, unless an exception applies under federal or state law.

North Carolina law does not require the University to respond to a request for a public record by creating or compiling a record that does not exist.

What is a “responsive” record?

Responsive records are those that are applicable to your request and comply with the UNCG public records policy, as well as the NC Public Records Act. When we gather records for a request, some records may not relate to what is requested, or they may not be part of the public record, for example, social security numbers or confidential student or employee information.

How do I submit a public records request?

Members of the public should visit the University’s online public records portal at https://uncgreensboro.nextrequest.com/.

Media representatives should contact University Communications with media inquiries.

What is the University's policy on public records requests?

The University's policy on public records requests can be found here (https://policy.uncg.edu/university-policies/public_records_uncg/).

I’m an employee at UNC-Greensboro. How should I respond to a public records request?

UNCG employees who receive a public records request from an individual should forward the request to public.records@uncg.edu.

Why does the University withhold some records or some information in a record (redaction)?

The University has a legal responsibility to protect the privacy rights of students, faculty, and staff under federal and state law. Examples of protected information that would not be disclosed include a student’s academic work or personnel records about an employee’s work performance.

The principle laws covering these exceptions are the:

Family Educational Rights and Privacy Act (20 U.S.C. § 1232g; 34 CFR Part 99)

North Carolina Public Records Act (N.C. Gen. Stat. § 132)

North Carolina Human Resources Act (N.C. Gen. Stat. § 126)

What information about University employees is considered public?

Name; Age; Date of original employment or appointment to State service; the terms of any contract by which the employee is employed by the University, past and current, written or oral (to the extent the University has the written contract or a record of the oral contract in its possession); Current position; Current title; Current salary (including pay, benefits, incentives and deferred comp); Date and amount of each increase or decrease in salary with the University; Date and type of each promotion, demotion, transfer, suspension, separation or other change in position classification with the University; Date and general description of the reasons for each promotion with the University; Date and type of each dismissal, suspension, or demotion for disciplinary reasons taken by the University (if the disciplinary action was dismissal, a copy of the written notice of the final decision setting forth the specific acts or omissions that are the basis of the dismissal shall be available); and Office or station to which the employee is currently assigned.

How long will it take for the University to respond to my records request?

The response time will vary on a case-by-case basis. The University responds systematically as promptly as possible based on factors including the availability of records, the complexity of the request, the volume of materials involved, the number of requests in the queue, and the time required to review the materials for possible redaction to protect the privacy rights of students or employees or other information deemed confidential under federal or state law.

The process of gathering potential public records often involves queries to multiple individuals and units across the University as part of a good-faith effort to identify all responsive records including email correspondence, memos, and budget materials.

Under North Carolina law, the University must produce the public records “as promptly as possible.” What is considered “as promptly as possible” will vary depending on the volume of documents sought by the requestor. In certain cases, the records can be produced in fewer than 10 days. However, large or complex requests may take much longer to fulfill.

How does the University prioritize requests and responses?

Generally, the University processes public records requests on a first-in, first-out basis. When portions of a request response are available, we provide records in installments as they become available. Some requestors who have made large-volume requests may receive multiple partial responses over time.

May fees be charged for processing a public records request?

The University considers four (4) or more hours of information technology, clerical or supervisory employee time as constituting extensive assistance. If responding to the request will involve extensive assistance, the University may charge a special service fee (based upon the hourly rate of pay of the employee(s) who will respond to the request, rounded to the next whole dollar). The special service fee shall be based on the actual hours of labor required to respond to the request above and beyond the first four (4) hours (which remain free). In addition, the University may charge for actual copying ($.05 per page), actual cost of any materials used (such as DVD’s) and actual cost of mailing which costs total more than twenty-five dollars ($25.00).

After review of a request, when it is determined that an extensive assistance will be required, the Public Records Officer will estimate the total cost of responding in writing prior to gathering the documents and/or information available for inspection and allow the requestor the option of either agreeing in writing to pay the total cost or revising the request to narrow its nature or scope.

Can I inspect a public record in person?

Yes. Access to public records may be limited to reasonable times during regular business hours and under reasonable supervision.

I’m an employee at UNC-Greensboro. Am I responsible for maintaining my own public records?

Yes, each employee is responsible for following the University’s General Records Retention and Disposition Schedule.