1500P Access to Public Records (Procedures)

Original Date: 3/23/1999 * Last Revision Effective: 9/11/2012
Policy Contact: Vice President, Administrative Services

Purpose

The following procedures are established to meet the requirements for implementing policy #1500 – Access to Public Records.

Procedures

Requests for Access
Requests for access to and/or copies of public records maintained at Bellevue College shall be made in one of the following ways:

  • Submit a request online at www.bellevuecollege.edu/legal/publicrecords/ or
  • Send a written request to us which should include:
    • your name, full mailing address, email address and telephone number;
    • a detailed description of the requested record(s); and
  • Indicate whether you will:
    • review records at the college; or
    • have paper copies mailed; or
    • receive documents mailed via DVD; or
    • have documents emailed, when appropriate.
  • Send your request by:

Records Officer
Bellevue College
3000 Landerholm Cir. SE
Room B202
Bellevue, WA 98007

Response to Requests
Generally, within five (5) business days of receiving a request the college will:

  • provide copies or provide an estimate of when the records will be available; or
  • reply that no responsive documents exist; or
  • acknowledge the request and ask for additional clarification(s); or
  • provide applicable exemption(s) to disclosure.

Notification
Records not exempt from disclosure may contain personal or other private information which may require us to notify affected individual(s) of the request. We may provide affected individual(s) a reasonable opportunity to seek court protection from disclosure.

Options If a Request Is Denied

  • Requestor may provide a written request for review by the college.
  • The requestor may ask for further review by the college president or his/her designee. The president or his/her designee will review the matter and promptly issue a decision.

Exemptions and Limitations
Some records are exempt from Washington’s public disclosure law. Following are some examples: personal information, i.e., residential address or residential telephone number of an individual associated with the college; social security numbers; mailing lists of employees, volunteers and students to be used for commercial purposes; student education records as provided under FERPA, the Family Educational Rights and Privacy Act; library information about library users; health records; ADA disability records; all applications for public employment, including the names of applicants, resumes, and other related materials submitted with respect to an applicant; test questions, scoring keys and other examination data used to administer any examination; data or maps which identify locations of archaeological sites; internal drafts, notes, and recommendations where opinions are expressed or policies are formulated or recommended may be exempt from disclosure until a decision has been made. When a decision has been made, they are public documents. Information regarding the infrastructure and security of computer and telecommunications networks to the extent they identify system vulnerabilities.

Relevant Laws and Other Resources

Revision History

Original 3/23/1999
Revisions 1/11/2005; 3/22/2005; 5/21/2009; 12/7/2010; 9/11/2012

Approved By

President’s Staff