Public Records Request Procedures
Purpose: Mississippi law requires that public entities, which includes Alcorn State University, provide access to or copies of the public records of Alcorn in response to a written request. [§§25-61-1, et seq., Mississippi Code of 1972] The mandate for open disclosure of the public records has certain exceptions from disclosure, but those exceptions are extremely limited. The law requires that a public entity that receives a public records request must comply with a written request within one day (1) of the receipt unless the governing body for that public entity has adopted a written policy extending the time for compliance for up to, but not to exceed, seven (7) working days.
Policy Statement: Alcorn follows the policy of the Board of Trustees of the State Institutions of Higher Learning which directs the method and time within which responses to written public records requests are to be made. [IHL Policy 301.0804]
Procedure: To ensure compliance with the law and the above referenced IHL Board policy, Alcorn hereby adopts the following procedures for the processing of all public records requests:
1. All public records requests must be dated, signed by requester, and personally delivered, e-mailed via firstname.lastname@example.org or mailed via US postal service, to the Office of Marketing and Communication, 1000 ASU Drive #389, Alcorn State University, Lorman, MS 39096-7500. The request must include the name of the requester, the address of the requester, and the current contact information for the requester.
2. Upon receipt of a written public records request by an entity other than the Office of Marketing and Communication, the Alcorn official who received the request will immediately (within one business day) forward a copy of the request to the Office of Marketing and Communication. The senior director for Marketing and Communication will process the request. If further review is necessary then Marketing and Communication will forward a copy of the request to IHL Board's Legal Office or the Attorney General's Office.
3. Upon receipt, IHL Board's Legal Office or the Attorney General's Office will review the request for compliance with the law.
4. If the request constitutes an appropriate request requiring a response, in the opinion of IHL Board’s Legal Office or the Attorney General's Office, the offices listed above will communicate with the Office of Marketing and Communication to determine whether Alcorn does have any records identified in the request within its possession and/or control.
5. If the request identifies records which are within Alcorn possession or control as verified by the Office of Marketing and Communication, then IHL Board’s Legal Office or the Attorney General's Office will advise Marketing and Communication of the standard exemptions that apply to public records release.
6. The Office of Marketing and Communication will then determine, upon advice of IHL Board’s Legal Office or the Attorney General's Office, whether the records are subject to exemption from disclosure.
7. If no exemption applies to the records, or any part thereof, then:
a. Cost of providing access to and/or copies of the records being requested will be assessed according to IHL Board policy for determining costs.
b. Marketing and Communication will notify the requester of the availability of the records and the costs associated with providing the records.
c. Upon receipt of the payment (cash, check, or money order) of the estimated costs in advance, Marketing and Communication will provide copies of the records.
8. If an exemption does apply to the records, or any part thereof, then IHL Board’s Legal Office or the Attorney General's Office will issue a full or partial denial of the request to the requester. In the event of a partial denial, the process described in paragraph seven (7) above shall be followed for those records not subject to denial.
Questions regarding this policy or the implementation thereof should be directed to the Office of Marketing and Communication.