UNC Greensboro also has compliance and reporting obligations related to tracking Public Records requests. Therefore, all Campus departments and units must consult with the Public Records Officer in the Office of General Counsel before responding to public records requests and report to the Office of General Counsel all public records requests received by their records custodians. This consultation also serves to ensure that all other qualifiers that may impact the release of public records, including confidentiality and professional privilege, inform the final release of records. Finally, although not an exhaustive listing, the following sets forth general guidelines with regard to the most common types of public records requests where release of University records may be restricted based on other laws, regulations, or policies.
- Personnel records
An employee’s personnel records are confidential in accordance with the NC Personnel Records Act, except for specific information which is considered public about every employee:
- Name; Age; Date of original employment or appointment to State service; the terms of any contract by which the employee is employed by the University, past and current, written or oral (to the extent the University has the written contract or a record of the oral contract in its possession); Current position; Current title; Current salary (including pay, benefits, incentives and deferred comp); Date and amount of each increase or decrease in salary with the University; Date and type of each promotion, demotion, transfer, suspension, separation or other change in position classification with the University; Date and general description of the reasons for each promotion with the University; Date and type of each dismissal, suspension, or demotion for disciplinary reasons taken by the University (if the disciplinary action was dismissal, a copy of the written notice of the final decision setting forth the specific acts or omissions that are the basis of the dismissal shall be available); and Office or station to which the employee is currently assigned.
- Medical and Counseling Records
State privilege laws and HIPAA require that medical and counseling records be kept confidential, subject to very few exceptions. (See link to HIPAA policy below).
- Student Education Records
The Family Educational Rights and Privacy Act (FERPA) restricts the information that may be released about students. (See link to FERPA policy below).
- Miscellaneous Confidential Records
- Patent applications and other documents that contain trade secrets;
- Certain criminal investigation and law enforcement records;
- Minutes of closed meetings under the NC Open Meetings Act;
- Personally identifiable admissions information;
- Social Security numbers;
- Emergency response plans;
- Public security plans; and
- Detailed drawings of University buildings and infrastructure.
Please send all public records requests to email@example.com