MC311 - Public Records Request

Management of the College

Section: Management of the College

Master List Section: Management of the College Policies

In accordance with Iowa Code, Chapter 22, the College acknowledges its responsibility to open government and the public’s right of access and shall respond promptly to requests for examining or receiving copies of public records it maintains.

Requests for Public Records

A. All College records shall be open to public examination except those specifically exempted by Iowa Code, Section 22.7; judicial decisions under the Family Educational Rights and Privacy Regulations Act (FERPA); Code of Federal Regulations, Title 43, Part 99.3; and other applicable laws or rulings.

B. The Process Improvement/Lean Facilitator has been designated as the College’s Public Records Custodian and shall respond promptly (generally within 10 business days) to requests for examining and receiving its public records.

C. To request public records, send an email to publicrecords@dmacc.edu.

D. The Public Record Custodian shall be the College’s single point of access for public records requests and will be responsible for both receiving requests and replying to requests. The Public Record Custodian may, as needed, seek records or data from other College employees or departments to comply with public record requests, but will remain the sole source for organizing such records and replying to public record requests.

E. If no public record contains information related to a request, the Public Records Custodian shall inform the requester. The College is not required to create information related to any requests.

F. Examining and copying public records shall occur during regular College administration office hours under the Public Record Custodian’s, or designee’s supervision. Persons wishing to examine College public records should contact the Public Record Custodian who will schedule appointments as soon as is reasonably practical, depending on specific requests.

G. The Public Record Custodian shall seek legal advice before allowing or refusing requests to examine select legally confidential public records.

The Public Record Custodian is authorized by the Iowa Code, Section 22.3 to charge reasonable fees for services that include supervising examinations, copying, mailing, or electronically submitting records. The Public Record Custodian shall provide reasonable numbers of copies and determine fees not exceeding the actual costs of providing services. The Public Record Custodian shall require pre-payment of any and all fees or costs for providing the services.

Adopted: October 9, 2017
Reviewed: 2019

Revised:
September 14, 2020; November 13, 2023