The amended Georgia Open Records Act (2012) has significant consequences for the University of West Georgia, as well as all state-supported colleges and universities. The amended Act made nearly all records accessible to any citizen who requests them. In compliance with the law, UWG will make records available, when appropriate, in a non-adversarial, open manner.
The Department of Institutional Research and Planning ensures that the University is in compliance with the Open Records Act. However, this law also places important responsibilities on all University administrators and staff to understand the policies and procedures associated with compliance and to help eliminate unnecessary barriers to records. The procedures outlined in this document will help determine, in a timely manner, whether or not the requested records exist, fall under the law, and how to make them quickly accessible to the requestor.
Procedures for Responding to Open Records Requests
Adopted January 2000
Revised July 2012
Any University employee receiving a request for records held under his/her individual or departmental responsibility should immediately notify the Open Records Officer by emailing firstname.lastname@example.org and contact the Institutional Research and Planning Office by phone at 678-839-6449. According to the Act, UWG only has three business days to respond to the request.
- A request may be submitted either in writing or verbally. The individual receiving the request may ask for written documentation, but the requestor does not have to comply. If the request is verbal, then it is mandatory that the individual receiving the request create written documentation of the request to include the requestor's contact information.
- All requests must be dated and time stamped upon receipt and forwarded to Institutional Research and Planning.
- If the Open Records Officer requests records held by an employee or department, all of those records must be provided without redaction. It is strongly advised to provide all of the documents requested to the Open Records Officer; otherwise that employee will be violating the Georgia Open Records Act. The Open Records Officer, with guidance from the University's Legal Counsel, will determine if the records are subject to disclosure.
- The university will respond within three business days of the original request as required by law, and the requestor will be notified in wirting of the existence of records, cost, and the expected date for completion.
- If the information requested is protected under the Open Records Act, then the Open Records Officer will contact the requestor in writing, citing the portion of the Act that gives the University legal grounds for denying the request.
To determine if your request falls under the Open Records Act, please contact Institutional Research and Planning.
Office Phone: 678-839-6449
Office Fax: 678-839-4765