Section R805-2-4 - Requests for Access(1) The University is a governmental entity of the state and is not an agency of the federal government. As such, the University is not subject to the federal Freedom of Information Act.(2) Access to student records held by the University is governed by the Family Educational Rights and Privacy Act and not GRAMA.(3) Access to records containing protected health information that are created or maintained by the University in the University's capacity as an entity covered by the Health Insurance Portability and Accountability Act ("HIPAA"), as amended, is governed by HIPAA and not GRAMA. (4) A person making a request for a record subject to GRAMA shall submit a written request that contains: (a) a description of the record requested that identifies the record with reasonable specificity; and(b) the person's name, mailing address, and daytime telephone number.(5)(a) Except as provided in Subsection (5)(b), a person making a request for a record shall submit the request electronically to an online public records portal designated by the University.(b) A person that does not have an email address or is unwilling to accept communications related to the person's request by email shall submit, by U.S. mail or hand delivery:(i) a request for personnel records to the Office of the Chief Human Resources Officer;(ii) a request pertaining to financial records to the Office of the Vice President for Administrative Services;(iii) a request pertaining to purchasing activities to the director of the University Purchasing Department;(iv) a request pertaining to athletics to the athletics director; or(v) any other request to the office of the vice president responsible for overseeing the operating unit of the University in which the records are maintained, which may include the following: (A) senior vice president, Academic Affairs;(B) senior vice president, Health Sciences;(C) vice president, Administrative Services;(D) vice president, General Counsel;(E) vice president, Government Relations;(F) chief human resources officer;(G) vice president, Institutional Advancement; (H) vice president, Research; or(I) vice president, Student Affairs and Services.(c) A person making a request in accordance with Subsection (5)(b): (i) shall submit, with the person's request, a written statement that the person does not have an email address or is unwilling to accept communications related to the person's request by email; and(ii) should consult the University's Web site for current mailing addresses.(6) The Utah Open Records Portal Website created in Section 63A-12-114 does not serve as a point of access for a request for records held by the University.Utah Admin. Code R805-2-4
Amended by Utah State Bulletin Number 2022-04, effective 2/8/2022