E-210 Public Records Law (Public’s Right To Know)

The District Board is considered an authority for the Wisconsin Public Records and Property Law (Sec. 19.31-19.39, Stats.).

It is the declared public policy of this State that all persons are entitled to the most significant possible information regarding the affairs of government and the official acts of those officers and employees who represent them.

Providing persons with such information is declared an essential function of representative government and an integral part of the routine duties of officers and Employees whose responsibility is to provide such information.

The District Board reaffirms the public policy that all the College's records, as defined in Section 19.32(2), Stats., are public records subject to release, inspection, and reproduction except as otherwise provided for by law.

The District Board designates the President/District Director as the official custodian of the records and property of the College. The District Board has further directed that each of the individuals holding the below-listed positions be designated deputy custodians to act as legal custodians and to respond to requests for records and property in such legal custodian’s absence:

• Vice President of Finance and College Operations/CFO (Financial Records)

• Executive Director of Student Services/CSSO (Student Records)

• Executive Director of Human Resources/CHRO (Employee/Employment Records)

• Assistant to the President and District Board (all other Public Records)

It is directed that all Employees be informed of the legal custodian’s duties, the requirements of the Wisconsin Public Records and Property Law, and the provisions of this Policy.

All requests for the inspection, release, and reproduction of the public records of the College shall be directed or referred to the legal custodian. The legal custodian is vested with the full legal power to make decisions concerning the inspection, release, or reproduction of records as permitted under Wisconsin’s Public Records and Property Law. The legal custodian and their deputies are authorized to consult with the College’s legal counsel to determine a request for the release of a record.

The College shall indemnify any costs or fees incurred in implementing this Policy. These will not be treated as personal liabilities of the legal custodian unless penalties are incurred for the legal custodian or deputy's willful and in bad faith act or omission.

The President/District Director shall establish procedures for records management, including access by the public, that comply with the requirements of the state’s open meeting and public records access laws (Sec. 19.31-19.39, Stats.). Procedure E-210.1 – Public Records Law (Public’s Right to Know) shall serve as the official notice of the procedure for the inspection, release, or reproduction of records and property of the College and constitutes the official position of the District Board regarding the inspection, release, and reproduction of records and property of the College and the fees that may be charged for location and reproduction of such records and property. The official notice shall be prominently displayed in appropriate locations on the College Premises and made available on request to any member of the public upon demand.

All college records, public or not, will be retained and disposed of by Policy E-212 – Record Retention and Destruction, which may be subject to a litigation hold on the disposal of such records.