GRAMA | Legal

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<main role="main" id="content" class=" h-bold"> <div class="jumbotron-fluid jumbotron-full color-blend"> <div class="jumbotron-content xl h-bold container container-narrow text-white"> <h1 class="text-white mb-0">Government Records Access and Management Act (GRAMA)</h1> </div> </div> <div class="container container-narrow my-5"> <h2>Government Records Access and Management Act</h2> <p>The Government Records Access and Management Act (“GRAMA”), <a href="https://le.utah.gov/xcode/title63g/chapter2/63g-2.html">Utah Code Section 63G-2-101 et seq</a>., is Utah’s open records law and the state equivalent of the federal Freedom of Information Act (“FOIA”). Through GRAMA, the public may request access to certain records maintained by Utah State University.<br><br>For more information on Utah State University’s procedures and policies for requests for university records, it may be helpful to review Utah State University’s <a href="/policies/548/548.pdf">Disclosure of University Records Policy.</a>.</p> <h2 id="records">Publicly Available Records</h2> <p>If records are publicly available and accessible online, GRAMA does not require Utah State University to fill a person’s records request. The following are <em><strong>publicly available records</strong></em> that are frequently requested:</p> <ul> <li><a href="/policies/"> State University Policies</a></li> <li><a href="/student-conduct/student-code/index">Utah State University Student Conduct Code</a></li> <li><a href="https://www.transparent.utah.gov/">Utah State University overviews, transaction details, and more</a></li> <li><a href="/dps/about/clery">Utah State University Clery Act Crime Statistics and Report</a></li> <li><a href="/controllers/reports">Utah State University Controller's Report</a></li> <li><a href="/facilities/planning-design-and-construction/studies-and-plans">Utah State University Plans and Studies</a></li> <li><a href="/sexual-respect/survey">Utah State University Sexual Misconduct Survey</a></li> </ul> <h2 id="fees">Fees and Fee Waivers for Requests</h2> <p><span>Under GRAMA, Utah State University can “charge a reasonable fee” to cover its actual cost of providing a record. Such costs include, but are not limited to, </span><strong>(1)</strong><span> the cost of staff time for compiling the records to meet an individual’s request, </span><strong>(2)</strong><span> cost of staff time for search and retrieval, </span><strong>(3)</strong><span> cost of production of the record. The following are Utah State University’s fees for record requests:</span></p> <table class="table table-striped table-responsive-md"> <tbody> <tr> <th scope="row">USU Police Reports</th> <td>$10.00 up to 5 pages, $0.50 per page thereafter</td> </tr> <tr> <th scope="row">USU Accident Reports</th> <td>$10.00</td> </tr> <tr> <th scope="row">Certified Transcript</th> <td>$5.00</td> </tr> <tr> <th scope="row">Staff Time (actual cost required to search, compile, and otherwise prepare records)</th> <td>$15.00 per hour</td> </tr> <tr> <th scope="row">Copy Fees</th> <td>$0.20 per page for electronic; $0.50 per page for hard copies</td> </tr> <tr> <th scope="row">Body and Security Camera Fees</th> <td>Costs may vary</td> </tr> <tr> <th scope="row">Supplies (such items as CDs, DVDs, thumb drives, etc.)</th> <td>$10.00 per item</td> </tr> <tr> <th scope="row">Mailing and Shipping Costs</th> <td>Costs may vary</td> </tr> <tr> <th scope="row">Third Party Services (actual cost)</th> <td>Costs may vary</td> </tr> </tbody> </table> <p>USU will not charge for reviewing a record to determine if it is subject to disclosure or inspecting a record. See Utah Code Ann. § 63G-2-203(5). All fees must be paid prior to USU releasing any record. USU will require payment of past fees and estimated fees before beginning to process a request if fees are expected to exceed $50.00 or the requestor has not paid fees from previous requests. Any prepaid amount in excess of fees shall be returned to the requester. See Utah Code Ann. § 63G-2-203(8).</p> <p>USU will endeavor to notify the requestor before fulfilling the request if the fee is more than a nominal amount. If the amount is more than the requestor anticipated, USU may suggest the requestor narrow the request.</p> <p>An individual can request a fee waiver, however it must fit within the limited circumstances allowed under GRAMA and appropriate documentation and support provided to USU. See Utah Code Ann. § 63G-2-203.</p> <p>To pay your fee, USU will send a Paypal invoice to the requestor’s email address where the requestor can use either a credit card or electronic check. If a requestor would like to pay by personal physical check, contact the USU Records Manager at grama@usu.edu to request the appropriate address.</p> <h2 id="timing">Timing of Responses to Requests</h2> <p>GRAMA requires that Utah State University respond as soon as reasonably possible, but no later than ten business days after receiving a written request to provide a record. However, “extraordinary circumstances” may allow Utah State University to delay its response and an individual will receive notification of why and an approximation of how long Utah State University will take to respond to an individual’s request.</p> <p>If an individual requests and qualifies for an expedited request under GRAMA, Utah State University will provide records within five business days after receiving a written request to provide an expedited record.</p> <h2 id="format">Format of Response</h2> <p>GRAMA does not require Utah State University to “create a record,” “summarize,” or “provide a record in a particular format, medium, or program” in response to a record request. Records that are released will be sent in the format currently maintained by Utah State University.</p> <h2 id="entities">Government Entities – Shared Records</h2> <p>If you are a government entity, and would like to request shared records (pursuant to Utah Code Ann. § 63G-2-206), complete and submit the Government Entities - Shared Records request form.</p> <h2 id="inspecting">Inspecting Records</h2> <p class="mb-0">Under GRAMA, an individual can request to inspect Utah State University Records. In order to set up an appointment to view the records, please fill out the GRAMA request form, click the appropriate “Inspect Records” box, and Utah State University will reach out to discuss an appropriate date, time, and location to inspect the requested records.</p> <h2 class="mb-0">Are USU employee records private, protected, or controlled?</h2> <p>Subject to specified limitations, “records concerning a current or former employee of, or applicant for employment with a government entity” may be classified by USU as “private” in accordance with GRAMA. See <a href="https://le.utah.gov/xcode/Title63G/Chapter2/63G-2-S305.html?v=C63G-2-S305_2022050420220901">Utah Code Ann. § 63G-2-302(2)(a)</a>. Utah State University has elected to classify employment records as “private” records, and accordingly will withhold all private employee records from disclosure as allowed under GRAMA.</p> <p>Additionally, GRAMA provides that “records containing data on individuals the disclosure of which constitutes a clearly unwarranted invasion of personal privacy” are private if properly classified by a government entity. USU will determine with each records request whether disclosure of employee records would constitute a clearly unwarranted invasion of personal privacy, and thus, may not release the records.</p> <h2>Are USU student records private, protected, or controlled?</h2> <p>Education records maintained by Utah State University that contain identifying information directly related to a student are restricted from disclosure under the federal Family Educational Rights and Privacy Act (FERPA). See 20 U.S.C. § 1232g and 34 C.F.R. Part 99. As such, educational records are not subject to disclosure under GRAMA without the proper written authorization from the student.</p> <p>Pursuant to FERPA, Utah State University is required to provide the student who is the subject of the records request with notice of the subpoena or GRAMA request if Utah State University intends to respond or release educational records. FERPA requires that Utah State University provide the student a reasonable time (30 days) to seek protective action. See 34 C.F.R. § 99.31(a)(9)(ii). Thus, Utah State University would not be able to expedite any requests involving educational records.</p> <p>Furthermore, some student records may also be subject to the federal <a href="https://www.hhs.gov/hipaa/for-professionals/privacy/laws-regulations/combined-regulation-text/index.html">Health Insurance Portability and Accountability Act (HIPAA)</a>, which regulates the disclosure of protected health information. Student patients have been educated on HIPAA, and may or may not have signed the appropriate release waivers. Without the appropriate release waiver, USU can only release protected health information within the parameters of HIPAA.</p> <div class="row py-3"> <div class="col-md-6 col-lg-3"> <p> <div class="card bg-primary text-center w-100"> <div class="card-body text-white"><span class="my-4 fa-3x"><i class="fa-light fa-file-invoice"></i></span><span class="sr-only">Record</span></div> <div class="card-footer bg-primary border-0 pb-4"><a href="https://highq.usu.edu/usulegal/renderSmartForm.action?formId=353b9ecd-cf24-4aab-a741-127fe947bf20" class="btn btn-outline-secondary" target="_blank">Records Request</a></div> </div> <br><br></p> </div> <div class="col-md-6 col-lg-3"> <p> <div class="card bg-primary text-center w-100"> <div class="card-body text-white"><span class="my-4 fa-3x"><i class="fa-regular fa-building-columns"></i></span><span class="sr-only">Building with columns</span></div> <div class="card-footer bg-primary border-0 pb-4"><a 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