Records Open to the Public and Exceptions

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approved by Board of Regents 01/16/2015

Governmental Bodies and Records. Any citizen of the state shall, at all times, have access to and permitted to take copies of any or all the records, books, and papers of the Board except as described below or as otherwise prescribed by law or by action of the Board of Regents. Access to records, fees for obtaining records, and designation of closed records are governed by Missouri Revised Statutes Chapter 610.

Laws amended. Laws governing governmental bodies and records are subject to change by the Missouri General Assembly.

Student Records. Records of students including their activities are indispensable in achieving the objective of education and constitute documents of enduring value. The State Technical College of Missouri shall keep these records to conform to best practices and state and federal laws, including but not limited to the Family Educational Rights and Privacy Act (FERPA); Gramm-Leach-Bliley Act; and The Health Insurance Portability and Accountability Act (HIPAA).

Purpose. The purpose of this rule is to close all records that may legally be closed until such time as they are made open by majority vote of the Board of Regents or by written decision of the President of the College. Closed records shall not become open as a result of the negligent or unauthorized use or disclosure of those records.

Closed Records. Closed records may be made available to individuals with a legitimate need to know as necessary for the accomplishment of College business and such availability and use shall not open the records generally. The College’s attorney may authorize disclosure of closed records when such disclosure may avoid litigation or settle disputes or as required by a court or in the process of litigation. Such disclosure shall not open the records generally. Individuals receiving or using closed records owe a duty to the Board of Regents to maintain the confidentiality of those records.

Rule Construed with Applicable Law. This rule shall be construed to be consistent with applicable law and guided by the concept that all records allowed to be closed are and shall be closed until opened by majority vote of the Board of Regents or by written decision of the President of the College.