Section 5151.30 Public
Records Officers
a) There shall be one public records officer on each campus of
the University of Illinois. The public records officers are responsible for
ensuring appropriate University response to requests for access to records
under the Illinois Freedom of Information Act and the State Records Act. The
designation of public records officers shall not be construed to prohibit
officials who have in the past been authorized to make records or information
available to the public from continuing to do so.
b) Public records officers shall:
1) Implement these rules governing access to public records.
2) Coordinate the efforts of other University employees under the
State Records Act, the Freedom of Information Act and these rules.
3) Maintain and make available for public inspection the list of
types or categories of records described in Section 5151.40 of these rules.
4) Assist the public in identifying requested records.
5) Extend the time for acting on a request, if necessary, for any
of the reasons specified in Section 3 of the Freedom of Information Act.
6) After records are located and reviewed, make the records
available for inspection or deny access to the records in whole or in part.
7) Explain in writing the reasons for denial of access, the names
and titles of persons responsible for denial and inform the requester of his or
her right to appeal to the President of the University.
8) Upon request for a copy of a record which is subject to public
inspection, make a copy available upon compliance with fee and copyright
requirements.
9) Upon request certify that a copy is a true copy.
10) Upon failure to locate records state that the University is
not the custodian for such records or that the records cannot be found after
diligent search.
11) Maintain in the Office of the Public Records Officer a public
file of denials indexed according to type of record requested and type of
exemption asserted by the University.
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TITLE 2: GOVERNMENTAL ORGANIZATION
SUBTITLE F: EDUCATIONAL AGENCIES
CHAPTER VII: BOARD OF TRUSTEES OF THE UNIVERSITY OF ILLINOIS
PART 5151
ACCESS TO PUBLIC RECORDS OF THE UNIVERSITY OF ILLINOIS
SECTION 5151.40 LIST OF TYPES OR CATEGORIES OF RECORDS
Section 5151.40 List of
Types or Categories of Records
The list of types or categories
of records which is maintained by the public records officer for public
inspection shall be a reasonably current list of the types or categories of
records maintained by the University after July 1, 1984, whether or not the records
are available to the public.
| TITLE 2: GOVERNMENTAL ORGANIZATION
SUBTITLE F: EDUCATIONAL AGENCIES
CHAPTER VII: BOARD OF TRUSTEES OF THE UNIVERSITY OF ILLINOIS
PART 5151
ACCESS TO PUBLIC RECORDS OF THE UNIVERSITY OF ILLINOIS
SECTION 5151.50 REQUEST TO INSPECT OR OBTAIN A COPY OF RECORDS
Section 5151.50 Request to
Inspect or Obtain a Copy of Records
a) All requests under the Freedom of Information Act or State
Records Act to inspect or obtain a copy of records shall be in writing and
directed to the public records officer at one of the following addresses:
Public Records Officer
University of Illinois
302 Swanlund Administration Building
Champaign, Illinois 61820
Public Records Officer
University of Illinois
2801 University Hall
Chicago, Illinois 60680
b) Each request shall include the following information:
1) Name and address of the person making the request.
2) A reasonable description of the record or records sought.
Whenever possible, the person requesting records should supply dates, file
designations or other information that describes the records sought.
3) The public records officer shall note the date and time of day
on the request in order to establish time of receipt.
| TITLE 2: GOVERNMENTAL ORGANIZATION
SUBTITLE F: EDUCATIONAL AGENCIES
CHAPTER VII: BOARD OF TRUSTEES OF THE UNIVERSITY OF ILLINOIS
PART 5151
ACCESS TO PUBLIC RECORDS OF THE UNIVERSITY OF ILLINOIS
SECTION 5151.60 INSPECTION AND COPYING OF PUBLIC RECORDS
Section 5151.60 Inspection
and Copying of Public Records
a) Public records of the University of Illinois and its
subsidiary bodies which are required by the Freedom of Information Act or the
State Records Act to be made available for public inspection shall be made
available under the supervision of the public records officer. Inspection of
records shall occur only in the place where the records are kept or in the
office of the public records officer during regular office hours when the
records are not being used by persons performing official duties. Upon request,
the public records officer will make arrangements for an explanation of
computer language or print-out format.
b) A person who has requested a copy shall not receive one until
and unless the person has paid the fees charged by the University under Section
5151.70 of these rules. A person who has requested a copy of a work protected
by copyright shall not receive one until and unless the person has signed a
document containing the University's warning of copyright and has certified
that the copy will not be used for any purpose other than private study,
scholarship or research. Subject to compliance with fee and copyright
requirements, the public records officer shall provide one copy of the public
record if it is required by the Freedom of Information Act or the State Records
Act to be made available to the public.
| TITLE 2: GOVERNMENTAL ORGANIZATION
SUBTITLE F: EDUCATIONAL AGENCIES
CHAPTER VII: BOARD OF TRUSTEES OF THE UNIVERSITY OF ILLINOIS
PART 5151
ACCESS TO PUBLIC RECORDS OF THE UNIVERSITY OF ILLINOIS
SECTION 5151.70 FEES
Section 5151.70 Fees
a) There shall be no fee charged for:
1) Inspection of records, or
2) The University's costs in searching for and reviewing records.
b) Copies of records on letter or legal size paper shall be
provided upon payment of 25¢ per page.
c) If the records cannot be copied on the University's standard
office copying equipment, copies will be provided upon payment of a fee
reasonably calculated by the public records officer to reimburse the University
for actual cost of reproducing the public record on other equipment and for any
use of University equipment to copy the record.
d) The fee for each certification of a copy shall be $2.00.
e) Fees may be reduced or waived when the public records officer
determines that it is in the public interest to do so and that furnishing the
information primarily benefits the general public.
| TITLE 2: GOVERNMENTAL ORGANIZATION
SUBTITLE F: EDUCATIONAL AGENCIES
CHAPTER VII: BOARD OF TRUSTEES OF THE UNIVERSITY OF ILLINOIS
PART 5151
ACCESS TO PUBLIC RECORDS OF THE UNIVERSITY OF ILLINOIS
SECTION 5151.80 DENIAL OF REQUEST
Section 5151.80 Denial of
Request
a) The public records officer shall:
1) Deny requests to inspect or obtain copies of records described
in Section 7 of the Freedom of Information Act.
2) Deny requests to inspect or obtain copies of all records
within a category if compliance with the request would be unduly burdensome for
the University and the burden on the University outweighs the public interest
in the information. Before denying such a request, the public records officer
shall extend to the person making the request an opportunity to confer with the
public records officer and to attempt to reduce the request to manageable
proportions.
b) If requested records or copies are not made available within
the time limits specified in Section 5151.90 of these rules, such failure shall
also be deemed a denial of the request.
| TITLE 2: GOVERNMENTAL ORGANIZATION
SUBTITLE F: EDUCATIONAL AGENCIES
CHAPTER VII: BOARD OF TRUSTEES OF THE UNIVERSITY OF ILLINOIS
PART 5151
ACCESS TO PUBLIC RECORDS OF THE UNIVERSITY OF ILLINOIS
SECTION 5151.90 RESPONSE TIME
Section 5151.90 Response
Time
The action of the public records
officer allowing inspection of records, providing a copy or denying the request
shall be taken within 7 working days after receipt of a written request, unless
the time for such action is extended. The time for allowing inspection,
providing a copy or denying the request may be extended by the public records
officer for not more than 7 working days for any of the reasons specified in
Section 3 of the Freedom of Information Act.
| TITLE 2: GOVERNMENTAL ORGANIZATION
SUBTITLE F: EDUCATIONAL AGENCIES
CHAPTER VII: BOARD OF TRUSTEES OF THE UNIVERSITY OF ILLINOIS
PART 5151
ACCESS TO PUBLIC RECORDS OF THE UNIVERSITY OF ILLINOIS
SECTION 5151.100 APPEAL TO HEAD OF PUBLIC BODY
Section 5151.100 Appeal to
Head of Public Body
a) The President of the University shall decide the appeals of
persons who request and are denied access to records under these rules.
Appeals shall be addressed to:
President of the University of Illinois
364 Administration Building
506 South Wright Street
Urbana, Illinois 61801
b) The time for deciding an appeal shall commence upon the
receipt of a written appeal identifying:
1) The date of the request and the public records office where it
was submitted.
2) The records to which the person making the appeal was denied
access.
3) Whether the denial of access was in writing or due to failure
to provide records within the time specified by these rules.
4) The name and return address of the person making the appeal.
c) Within 7 working days of receipt of appeal, the President of
the University will determine whether such record is subject to inspection and
copying as specified in these rules, decide the appeal and give notice of the
decision to the person making the appeal. If the President denies the appeal,
the letter of denial shall inform the person of his or her right to judicial
review.
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