7250 Public Records (FOIA)

Policy Type: 
Public Relations

The Board of Trustees recognizes the College’s responsibility to maintain the public records of this College and to make them available, as requested, to the public as required by the Michigan Freedom of Information Act.

The public records obtainable under FOIA are defined as writings prepared, owned, used, in the possession of, or retained by this College in the performance of an official function, from the time it is created with certain expectations.

Any person may make a request for public records of the College, and the College will respond appropriately in a timely manner. If the request is denied in whole or part, the College will provide an explanation for the denial. The person may copy or receive copies of the public record(s) requested. The College shall respond to such requests, after it is determined that the five (5) days response time can be met. A one (1) time ten (10) business days extension to respond is available, if the response requires extra time for searching and responding to the request.

The College may charge a fee for the labor associated with preparing the request, including the search, examination, review and separation/redaction of exempt material. They may also charge for copying costs and mailing of the records. No public record may be removed from the office in which it is maintained except by a Board officer or employee in the course of the performance of his/her duties.

Nothing in this policy shall be construed as preventing a Board member from inspecting, in the performance of his/her office duties, any record of this College, except for documents protected under the Family Education Rights and Privacy Act (FERPA), the Health Insurance Portability and Accountability Act (HIPAA), the Social Security Privacy Act, the Bullard-Plawecki Act, the Michigan Open Meetings Act, and others.

The President shall establish and publish procedures and guidelines to ensure proper compliance with the intent of this policy and FOIA. The President may designate an employee of the College to act on his behalf, as the FOIA Coordinator, to accept, process and determine responses to FOIA requests for Henry Ford College’s public records, and to update procedures and guidelines to ensure proper compliance with the intent of this policy and FOIA.

Adopted Date: 
Monday, February 20, 1995
Revised Date: 
Monday, October 19, 2015
Board Approved
Rescinded Date: 
Tuesday, January 16, 2018
Rescinded Explanation: 
updating and combining of new policies