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Public Records

Statement of Intent

Hocking College, as an institution, believes that openness leads to a better-informed citizenry, which leads to better public institutions. Consistent with this belief, it is the intent of Hocking College to fully comply with the Ohio Public Records Act at all times.

Public Records

All records of Hocking College are public unless they are specifically exempt from disclosure under the Ohio Revised Code, or are confidential attorney-client work product or communications, or are otherwise exempted by Ohio by case law decisions.

The phrase "public records" is triggered when all of the following are true:

  • An item that contains information stored on a fixed medium, such as paper, electronic files, film, etc.; and
  • The item created, received by or is sent under the jurisdiction of Hocking College; and
  • The item is necessary for the adequate and proper documentation of the organization, functions, policies, decisions, procedures, and essential transactions of Hocking College or for the protection of legal and financial rights of Hocking College and the persons directly affected by Hocking College's activities.

Format of Requests and Response Procedure

All public records requests directed to the college must be forwarded to Public Records Request Manager for research and response. Public records requests will be researched and responded to in date and time order received.

Requests should be specific and should particularly describe or identify records sought with sufficient clarity to enable Hocking College to identify, retrieve and review the records for potential privilege or other protection.

To ensure that requests are responded to in the order received, to ensure a full and accurate understanding of public records sought, and to accurately document requests and responses, Hocking College requests, but does not require that all public records requests be submitted in writing.

Public records are to be available for inspection during regular business hours, with the exception of published holidays. Public records should be made available for inspection promptly. Requested copies of public records must be made available within a reasonable period of time and payment may be required before copies of requested documents are produced. The practical application of the meaning of a prompt inspection and copies within a reasonable period of time varies on a request by request basis and should take into account, among other things, the volume of records requested, and the proximity of the location where the records are stored and the necessity for any legal review of the records requested.

Access to Public Records

It is the policy of Hocking College that an employee of Hocking College must be present, in person, at all times during public review of records. This policy is to ensure that the materials produced for review are kept intact, in order and are not otherwise altered, damaged or removed without permission.

Denial or Redaction of a Request

If portions of the information contained in a public record are exempted by law and no additional legal exemption exists to exempt the entire document from production, the exempt portions should be redacted and the remainder of the document produced for inspection and copying. All redactions should be plainly notated and each redacted record should be accompanied by an explanation, which should include citation to applicable legal authority where appropriate.

Copying and Mailing Costs

A person requesting public records will be charged the actual cost of making copies, not labor. Full payment of copy costs and other allowable expenses for requested copies of public records must be provided before the copies are provided.

(Posted pursuant to Section 149.43(E)(2)of the Ohio Revised Code)

Public Records
3301 Hocking Parkway
Nelsonville, OH 45764