Public records for a state institution include any record containing information relating to the conduct of university business which is prepared, owned, used or retained by the university. Only existing documents are releasable. The university is responsible for the order and condition of existing records.
- Information is requested via the Public Records Request Form.
- Subpoenas and other official legal documents requesting public information are acceptable means as well.
- Complete Public Records Request Forms or other acceptable requests are submitted to the EWU Public Records Officer at the contact address provided.
- The Public Records Officer processes the request to the appropriate office.
- The appropriate office returns all information to the Public Records Officer.
- The Public Records Officer reviews documents for exemptions under RCW 42.56.
- Documents not under any exemptions are prepared for release to the requester.
- The Requester makes check payable to the EWU and submits it to the Public Records Officer.
- Documents are released to the requester.
- Copies of released information are kept in the Central File of Public Records in Business and Finance.
The university will acknowledge the request within five (5) business days. At that time the Public Records Officer will determine the time-frame for the release.
Students Right to Privacy
Students' Right to Privacy is protected under the Family Educational Rights and Privacy Act (FERPA).
|No fee||Inspection by requestor at EWU Cheney Campus|
|No fee||Requester accessing or downloading records EWU posts on its website|
|Cost varies- per other statutes||Records for which other costs are authorized pursuant to laws outside of RCW 42.56. RCW 42.56.130.|
|Customized service charge- caries depending on the request||If the request requires the use of IT expertise to prepare data compilations or when customized access services are not used by EWU for EWU business purposes, EWU may charge a customized service charge. RCW 42.56.120(3)|
|Cost varies- actual cost (based upon vendor cost to office)||When the estimated copying cost for fulfilling an entire request or an installment, or when providing a customized service, exceeds $25, EWU may require a 10% deposit. RCW 42.56.120(4); WAC 172-10-080.|
|15 cents/page||Photocopies of paper records or printed (paper) copies of electronic records (applies if requester asks for paper copies)|
|10 cents/page||Electronic copy of scanned paper records (applies if paper copies must be scanned in order to produce in electronic format)|
|5 cents for each 4 electronic files or attachments||Files and attachments uploaded to e-mail or other means of electronic delivery (applies if records are already stored electronically and requestor asks for such records to be provided via e-mail or a digital media storage device, such as a CD or thumb drive)|
|10 cents per gigabyte||Cost for transmitting records in an electronic format, such as e-mail or a digital media storage device)|
|Actual cost||Cost of a digital storage media device, such as a CD, DVD, or thumb drive|
|Actual cost||Any container or envelope used to mail copies|
|Actual cost||Postage or delivery charges|
|10 percent of estimate cost to fulfill request||When the estimated copying cost for fulfilling an entire request or an installment, or when providing a customized service, exceeds $25, EWU may require a 10% deposit. RCW 42.56.120(4); WAC 172-10-080.|
*Charges may be combined to the extent more than one type of charge applies to copies responsive to a particular request. Copy charges are assessed for each installment of records provided to the requester.
**Requestors may ask for an estimate of the cost before asking for records to be produced.
Additional information about the procedure and costs for requesting public records are available at https://sites.ewu.edu/policies/policies-and-procedures/wac-172-10-public-records-requests/
Some Exemptions listed in State Law RCW 42.56
Some records are exempt from the public disclosure law. Following are some examples:
- Personal Information, i.e., residential address or telephone number of any individual associated with the university who requests that the information be restricted. If an individual has released their personal information to the EWU Telephone Directory, they have given permission to have it released as public information.
- Social Security Numbers.
- Student Identification Numbers.
- Mailing lists of employees, volunteers and students to be used for commercial purposes.
- Health records.
- ADA disability records.
- All applications for public employment, including the names of applicants, resumes, and other related materials submitted with respect to an applicant.
- Test questions, scoring keys and other examination data used to administer any examination are exempt from disclosure.
Personal information regarding university students including examination results, grades, class schedules, and curricular material is protected information under the FERPA, Students Rights to Privacy Act.
- Data or maps which identify locations of archaeological sites may be exempt from public disclosure.
- Internal drafts, notes, and recommendations where opinions are expressed or policies are formulated or recommended may be exempt from disclosure until a decision has been made. When a decision has been made, they are public documents.