Crowder College

Sunshine Law Records Request Protocol

Purpose

Crowder College (the “College”) ensures compliance with Missouri’s Sunshine Law (Chapter 610, RSMo, hereinafter the “Sunshine Law”) by establishing clear procedures for responding to public records requests.

Request Submission

• Requests for student records are processed through the Registrar.
• Requests for all other College records must be submitted to the designated Custodian of Records, Elizabeth Armstrong, Executive Assistant to the President. Requesters are encouraged to submit requests in writing.
• Requests should include:

1. Requestor’s name and contact information.
2. Description of the records sought (specific dates, subjects, or formats).
3. Preferred method of delivery (electronic, paper copies, or in-person review).

Response to Sunshine Law Requests

• The Custodian of Records will respond no later than the end of the third business day following the date they receive the request.
• If records cannot be provided within this timeframe, the custodian must:
  • Explain the reason for the delay.
  • Provide an estimated date for availability.
• If requested records are closed records under the Sunshine Law, the response will state that the request is denied and will cite to the specific provision of law under which access is denied. Closed records will not be provided in response to any Sunshine Law request.

Charging for Records

• The College will charge a requester for production of records when requests from the same individual, individually or cumulatively, will require two (2) or more hours to locate, research, and/or copy responsive records. The College will require payment of fees prior to the production of records.
• Documents may be furnished without charge or at a reduced charge when the College determines that waiver or reduction of the fee is in the public interest because it is likely to contribute significantly to public understanding of the operations or activities of the College and is not primarily in the interest of the requester.
• Fees for records requests must reflect actual costs and comply with Section 610.026, RSMo:
  • Standard paper copies will be charged up to $0.10 per page.
  • Clerical staff time for duplicating records will be charged at the employee’s hourly rate, not to exceed the average hourly rate for clerical staff at the College.
  • Research time required to fulfill the request will be charged the actual cost of staff time required to locate and compile records.
  • Based on the scope of the request, the College shall produce the copies using employees of the College that result in the lowest amount of charges for search, research, and duplication time.
  • Charges may also include the actual cost of any medium required for the production of records (such as CD, USB drive, etc.).
• The Requester will be notified of the total charges before processing and may opt to approve or modify their request based on the total charges.