6.40 – Public Information Requests
A. Purpose
To clearly define the college’s policy regarding public information requests.
B. Policy
The college will address all public information requests consistent with provisions outlined by RSMo Chapter 610.023 – Missouri Sunshine Law.
C. Procedures
A custodian of records shall be appointed by the chancellor who shall be responsible for all public information requests submitted to the college. The identity, location and address of this custodian are to be made available on request.
All public information requests must be made using a Request for Public Information Form, and submitted to the custodian of records.
As stipulated by Sunshine Law provisions, all requests for public information must be acknowledged within three (3) business days.
The custodian of records will evaluate each request and determine if they fall within the provisions of the Sunshine Law. If the request is deemed valid, the custodian of records shall determine the appropriate fee for processing the request, utilizing the fee schedule outlined in these procedures. The custodian will then inform the requestor of the amount due and that payment is required prior to processing of the requested information.
After collecting the processing fee if applicable, the custodian will process the request accordingly and plan for delivery or pick up of the request.
Processing Fee
Fees required for processing public information requests can include copying, research, setup and shipping costs. At no time should the total processing fee exceed the actual cost of processing the request. Upon request, the custodian shall certify in writing that the actual cost of document search and duplication is fair, reasonable and does not exceed the actual cost incurred.
The custodian retains the right to waive or reduce the processing fee if such action is in the public interest because it is likely to contribute significantly to the public understanding of the operations of the college and it is not in the commercial interest of the requestor.
The custodian shall maintain a log of all processing fees collected. After collection and logging, all monies received as processing fees shall be remitted to the chief financial officer, or designee, for deposit to the college’s general fund.
Processing Fee Schedule
Copying Fee: $0.10 per page.
Research/Setup Fee: Estimated cost of employee’s hourly rate of pay based on salary and benefits.
Shipping Fee: Actual costs of shipping materials and postage
If it is determined that the request does not fall within the provisions of the Sunshine Law, the custodian shall reply to the requestor detailing why the request does not fit within the parameters, making sure to cite the specific portion of the statute used in determination.
The custodian of records is responsible for the timely execution of the public information requests process. This includes receiving and disseminating requests, fee collection and completion of requests.
D. Definitions
N/A
E. Authority
This policy is maintained under the authority of the chief of staff.
F. Related Policies
N/A
G. Implementation
Policy approved and adopted by the Board of Trustees on 5/19/08.
Purpose, Procedures, Definitions, Authority and Related Policies approved and adopted by the Cabinet on 5/19/08. Revised 01/21/2025. Set for review 2027-2028.