Public Records

How to File a Public Records Request

When submitting a Public Records Request, please use WOU’s online Public Records Request Form. To request public records by mail, send the request to:

Office of General Counsel
Western Oregon University
311 Lieuallen Admin Building
Monmouth, Oregon 97361

Requestors are encouraged to be as detailed as possible in their requests, providing, for instance, dates and specific names of records when known. The Public Records Manager may request clarification from a requestor to determine how to best respond to a request.
In you have questions or need assistance with submitting your request please contact the Public Records Manager at (503) 838-9671.

Fees

WOU may charge fees to reimburse its costs for the reviewing, compiling, copying, redacting, and preparing the public records response. Currently, WOU charges requestors the hourly rate of the person or persons responding to the request times the amount of time required for them to respond to the request. There will be no charge for the first one hour of staff time. The University will not produce the public records requested until fees associated with their production are paid by the requestor.

Fee Waiver

In some circumstances, upon petition by the requester, WOU may reduce or waive certain fees. The University may produce public records without charge for minimal requests, or at a substantially reduced fee, if the University determines that the waiver or reduction of fees is in the public interest because making the information available primarily benefits the general public. The person requesting public records must request a waiver or reduction of fees and must explain why allowing the waiver or reduction is in the public interest. Public record requests made for commercial purposes are ineligible for fee reductions or waivers.

Timeline for Receiving a Record

Public record requests will be acknowledged by WOU within five business days of receipt. Records will be provided within 15 business days after the acknowledgement. If it is not possible to provide records within 15 business days, the office will provide a reasonable estimated date of completion.

The Public Records Manager will not include days spent either waiting for clarification from or for payment from the requestor in its calculation of 15 business days.

Denial and Appeal

The University may deny a request for public records if the records are exempt from disclosure pursuant to ORS 192.345 and 192.355, or if the conditions for requests are not met. The University will send a written denial to the requestor. A person who has been denied information may petition Polk County District Attorney in accordance with Oregon Revised Statutes at ORS 192.329.

Polk County District Attorney
850 Main Street
Dallas, Oregon 97337

Common information or documents exempt from disclosure include:

• Student education records
• Some types of faculty records
• Trade secrets
• Records related to ongoing litigation
• Some types of donation records
• Attorney-client privileged communication