The University of North Carolina at Greensboro seeks to conduct its business in an open and transparent manner. Records made or received pursuant to law or ordinance in connection with the transaction of public business are considered to be property of the people of the State of North Carolina.
The Public Records Officer, who works in the Office of General Counsel, reviews, tracks, and responds to public records requests. The University will, as promptly as possible, provide responses to public records requests in accordance with the procedures outlined in the University’s Public Records Policy.
Online Portal and Process for Requesting Records.
In an effort to simplify the request process, the UNC Greensboro implemented an online public records portal. Request public records from the University or seek information regarding current public records through the portal. If your request contains a sensitive subject matter or a request for a student’s information, please submit the request to firstname.lastname@example.org. If you are unable to submit your request in writing, please call the Office of General Counsel at 336-334-3067.
Prior to disclosure, records are reviewed to ensure that UNC Greensboro complies with various state and federallaws that provide for the confidentiality of certain records protected by law, including, but not limited to, FERPA, HIPAA, the State Personnel Act, and the Public Records Act itself.
For tracking purposes, campus departments and constituents should consult with the Public Records Officer prior to responding to public records requests.
Common Types of Records Requests.
Below are details about some the common types of requests. More detail can be found within the Policy.
- Personnel records
An employee’s personnel records are confidential in accordance with the Privacy of State Personnel Records statute, except for specific information about every employee as outlined in statute:
- Date of original employment or appointment to State service;
- any contract terms – written or oral
- Current position, title, 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);
- Office or station to which the employee is currently assigned.
State privilege laws and HIPAA require that medical and counseling records be kept confidential, subject to very few exceptions.
The Family Educational Rights and Privacy Act (FERPA) restricts the information that may be released about students.
- 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.