Policy Title: Inspection of Records
Impact: Employees, Staff, Faculty, Students
Responsibility: Communications and Government Relations
Effective Date: 06/23/1993
Last Update: 11/18/2015
Relates to Procedure: 2.01.07
Legal Citation(s): Idaho statutes Title 74 Chapter 1
I. Policy Narrative
Most North Idaho College financial and other records are open to inspection to any student or citizen pursuant to the state of Idaho public records laws, per Idaho Statutes Title 74, Chapter 1. These laws include the right to charge reasonable fees for copies, provide reasonable regulations to insure the safety of the records, avoid unreasonable disruption of the work in the offices where records are kept and assure efficient and timely release of requested information to the public. Note that gross annual salaries are considered a public record.
Except in the case of legal compulsion or as provided by the public records laws, the following NIC records are not open to public inspection without the prior written consent of the person or persons to whom such records pertain: (1) the personnel records of employees, (2) the transcripts or grades or other education records of students in accordance with the Family Educational Rights and Privacy Act (FERPA), (3) the medical records of persons as maintained by the vice president for student services in accordance to current Health Information Portability and Accountability Act (HIPPA) procedures, (4) individual records as maintained by a counseling center, or (5) other similar records as provided by the privacy protection and public records laws of United States and the state of Idaho.
Procedure Title: Inspection of Records
Impact: Employees, Staff, Faculty, Students
Responsibility: Communications and Government Relations
Effective Date: 01/28/1998
Last Update: 12/17/2015
Relates to Policy: 2.01.07
Legal Citation(s): Idaho statutes Title 74 Chapter 1
I. Procedure Narrative
Requests to examine records shall be submitted in writing to the vice president for communications and governmental relations, who is the custodian of public records. In the vice president’s absence, these requests shall be submitted to the director of communications and marketing. Forms to request to examine or copy public records are available in the vice president’s office and in the director of communications and marketing’s office and on the college website.
No further inquiry other than the form requesting to examine or copy public records shall be made of the person making the request.
Written requests to examine or copy public records shall be granted or denied, as required by Idaho Statute, within three working days of their receipt. However, the custodian of public records may take an additional 10 working days to respond to such requests if necessary, as provided within Idaho Statutes, Title 74, Chapter 1.
Examination of public records must be conducted during regular office or working hours unless the custodian of public records authorizes different hours, and in this event the college is entitled to reasonable compensation for the additional hours worked.
The person requesting the records has the right to make his/her own copies of the documents using North Idaho College copying equipment. The custodian of public records or a designated staff member may use whatever vigilance is required to prevent alteration of any public record while it is being examined or copied. Persons requesting public records also may request copies from the college. In either case, the college will not charge for the first 20 pages copied, and thereafter will charge an amount per page as set by the vice president for finance and business affairs.
If requested, certified copies of public records will be provided if the nature of the record is such that a certified copy can be made.