Official Notice Regarding Procedures for Release of Public Records

Pursuant to Wisconsin law, this Notice has been adopted by Waukesha County Area Technical College District (WCTC), which is a vocational, technical and adult education district organized and existing pursuant to Chapter 38, Wisconsin Statutes.

The administration of WCTC has directed that this official notice be placed in a prominent and conspicuous location in the college so that the notice can be viewed and inspected by any member of the public. In addition, individual copies of this notice will be made available to any person who requests such a copy from the legal custodians of the records of the college.

This notice may be modified from time to time by administrative action, but absent such modification, the decisions of the legal custodians of the records of the college shall be in conformity with its provisions.

The college is subject to the Wisconsin Public Records and Property (Wisconsin statutes 19.31 - 19.39). The following information is provided to the public to assist them in obtaining access to the records of the college.

Legal Custodian

Administration has designated the Registrar for student records, the Vice President of Human Resource Services for personnel records, and the Chief Financial Officer for all other records. The names of the individuals presently holding these positions can be obtained by contacting the college, which is located at the following address:

Waukesha County Technical College
800 Main Street
Pewaukee, WI 53072
262.691.5565

Procedural Information

Any public records of the college will be made available for inspection at the offices of the legal custodians during regular hours upon request. The hours during which records can be requested are from 8:00 a.m. to 4:00 p.m., Monday through Friday. No original public records of the college shall be removed from the possession of the legal custodians. The legal custodians shall be responsible for designating where, when and how the public records of the college may be inspected and/or copied.

Requests for information may be submitted verbally, in writing, or through electronic means to the WCTC Vice President of Human Resources or the Chief Financial Officer. Wisconsin state statute 19.32(3) does not require the requestor to put the request in writing, identify him/herself, or state the purpose of the request. Wisconsin state statute 19.35(1)(h) requires the request to be reasonably specific as to subject matter and length of time involved.

Per Wisconsin state statute 19.35(1)(L), WCTC is not required, nor will, create new records by extracting and compiling information from existing records in a new format to fulfill a request for information.

Access to Records

The procedure of the college regarding the release, inspection and/or reproduction of public records is as follows:

  • After the receipt of any request for access to the public records of the college, the legal custodian will attempt to make such records available as soon as practical by either filling the request or notifying the requestor of WCTC's determination to deny the request in whole or in part and the reasons therefore. WCTC will make every effort to provide the requested information or to deny the request within ten business days, where possible. If the request was made in writing or electronically, the denial of the request must be made via the same format. The requestor will be told the reason why the request was denied.
  • If the legal custodians determine that portions of any records requested contain information that cannot not be released, the custodians will remove the material not to be released and release the balance of the record(s) and inform the requestor of the reasons for the removal.
  • Any request for a record must reasonably describe the information sought. If the legal custodians cannot reasonably determine the information being requested, the request shall be denied and the reason for denial shall be stated.
  • Any person shall not only have the right to inspect the records of the college, but also have the right to receive a reproduction of such records. In the event that a person requests reproduction of any of the records of the college, that person shall be informed of the approximate costs of locating and reproducing such records and can be asked to prepay that sum should it exceed $5 to minimize the potential taxpayers' support for billing and/or high location and reproduction costs.

Fee Schedule for the Release of Public Records

Requesters of public records will be charged for the cost of providing the requested records. This includes staff time to locate and prepare the records, including separating the confidential parts of a record from the public parts.

Costs of Locating & Preparing Documents

The requestor will be charged $25 per hour to locate and prepare the records.

Cost for Reproducing Records

Costs of copying and reproducing records will be 20 cents for each page.

Other Related Costs

If the college is required to rent equipment or services in order to reproduce the records for the requestor, the requestor will be charged a like amount. If the college needs to utilize its own staff to operate this equipment in order to fulfill the request, the requestor will be charged for this staff time.

The requestor will be charged for any supplies, such as magnetic tapes and CD's, needed in order to fulfill the request.

In the event the records will be mailed, the requestor will be charged for shipping and mailing.

Payment of Fees

The legal custodians of the records of the college may require prepayment of fees exceeding $5. The legal custodians of the records of the college may, in the public interest, reduce or waive any of these fees.

Disputes

Any disputes that arise regarding this request shall be directed to the college president, who will review the dispute and become the final arbitrator.

REVISED: August, 2013