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UC Riverside

Office of Legal Affairs

Fostering Client Success

Guidelines for Access to Public Records

  • For Requestors

    1. Request Methods: We ask the requestor to submit a request in writing (email is acceptable). Requests should be submitted to kristen.erving@ucr.edu.

    2. Identifying Records: To helps us provide records promptly, please provide specific information about the records you seek including the record name, subject matter, author's name, date, office, or department that created and/or maintained the record. When a record cannot be identified by name, please be specific as possible in describing the record, based on its content.

    3. Time Deadlines: The university is required to determine within 10 days (can be extended to 24 days for voluminous/complex requests) after receipt of a records request whether or not the requested records are subject to disclosures, and to notify the person making the request of the reasons for that determination. The records themselves are not required to be released in 10 days. At the time of making a determination, the University will provide a good faith estimate of when the records will be available. Please be aware that the University  receives a very high volume of requests for records and that requests are generally processed in the order in which received.

    4. Copying Fees: Disclosable records are normally provided at a cost of $0.20 per page for scanned or paper copy, and will be sent upon receipt of full payment.

    5. Exemptions: The University may refuse to disclose any records or portions of records which are exempt from disclosure under the law.

  • For Departments

    1. Notify the Campus Public Records Coordinaton

    2. Review Request 

    •       Thoroughly review the request to determine whether responsive documents exist.
    •       If the request is too broad/vague, make suggestions to the PRA Coordinator on how to assist the requestor to make the a focused and effective request that reasonably describes an identifiable record.

    3. Conduct a Search and Collect Responsive Records

    • Conduct a reasonable search and collect responsive documents.
    • Do not dispose of documents after a request is made. 
    • Staff time spent in searching, collecting, reviewing documents cannot be charged to the requestor.

    4. Courtesy Notification (if applicable)

    • Send courtesy notification to vendor(s) or individual(s) to inform them that their information has been requested under the Act. It is helpful to attach the document(s) for the vendor(s) or individual(s) to review.

    5. Submit Responsive Records 

    • Unless prior arrangements have been made for the department to produce records directly to the requestor, all responsive records should be submitted in their entirety to the PRA Coordinator. If applicable, also submit a set of redacted documents.
    • Documents can be submitted as pdf or hardcopy.