General Counsel
Legal FAQs
Questions
- What do I do if I receive a public records request?
- What professional activities or employment may I have outside of work?
- What do I do if I receive a subpoena?
- Copyright - Frequently Asked Questions
Answers
1. All public records requests should be referred to the appropriate department chair or administrative supervisor. The department chair or administrative supervisor is responsible for appointing one or more persons to gather the requested documents and then either arranging a time for inspection of the documents or making copies available to the requestor. E-mail that does not fall within the definition of a public record should not be produced. E-mail which is a public record but contains exempt information should be produced but the exempt information must first be deleted or redacted. If in doubt as to whether an e-mail message is a public record or contains exempt information, the department chair or administrative supervisor should contact the Office of News & Public Affairs (392-0186), which will consult with the Office of the Vice President and General Counsel as necessary.
If the person making the records request wishes to obtain copies of the documents, the public records law allows the university to charge 15 cents per one-sided copy. In addition, if copying the public records requires extensive use of information technology resources or clerical and/or supervisory assistance, the university may assess a reasonable service charge based on the university's actual incurred costs. An estimate of the charges should be given to the requestor and approval obtained prior to responding to the request. All charges should be collected before producing the documents.
2. http://www.admin.ufl.edu/DDD/DD98-99/98DD028.htm
3. You should contact the Office of the Vice President and General Counsel (392-1358) who can advise you on how to respond.
4. Please see Copyright FAQs (PDF).