Maricopa Community Colleges

Public Stewardship

Public Records

Resources
Public Records Request Process
Public Records Request Handbook
Public Records Trend Data
Board Policy: Requests for Public Records

Identity Theft
FTC Identity Theft Site
Stop Identity Theft--AZ Attorney General
ARS §44-7501 Notification of Breech of Security System
Tutorial
"Guarding Information at Maricopa"
News You Can Use
Behind the Scenes - Responding to Public Records Requests
Got Paper?
Governing Board Issues Public Records Policy
Public Records Law Exposed!
Your E-mails...and the Public Records Law

What are Public Records?

All records [and information] made or received by public officials or employees of the state in the course of their public duties are the property of the state (ARS §41-1347(A)). Public records shall be open to inspection by any person at all times during office hours (ARS §39-121). All public bodies shall maintain all records . . . reasonably necessary or appropriate to maintain an accurate knowledge of their official activities and of any of their activities which are supported by monies from the state or any political subdivision of the state (ARS §39-121.01(B)).

Public Records Request

Requestors have a right to a record:

  1. that is already maintained, and
  2. in the format in which it is kept.

Arizona's Public Record Law does not require MCCCD to:

  1. obtain a new record, OR
  2. create new report formats, OR
  3. convert a record to a different medium or format

All information is considered public record, with three broad exceptions:

  1. Confidentiality - Disclosure is not required where prohibited by statute, court rule or court order (e.g., social security numbers, court orders, etc.)
  2. Personal privacy - Some records or information need not be disclosed due to an individual's privacy rights (e.g., home address, telephone numbers, racial background, age).
  3. "Best interest" - Disclosure may not be required if release of the record is not in the best interest of the state (e.g., release would inhibit public safety efforts or place the MCCCD at a competitive disadvantage).
Non-Commercial Purposes
Commercial Purposes
The only charge for records for non-commercial purposes is the cost of reproduction. The MCCCD does not charge for the cost of searching for the record nor the retrieval from off-site storage.

Reproduction costs include:
  1. cost of paper and other media,
  2. cost of the machinery to do the reproduction, and
  3. cost of employee to do the reproduction.
The standard document copying charge is $0.25 per sheet for 8.5 x 11, black and white copies, $1.00 per page for a fax, and $3.00/CD-ROM. Postage will be included if request costs more than a standard letter to mail.		 The MCCCD is not obligated to perform custom programming or extraction, but may choose to do so.

The MCCCD must collect information about the request because control is lost over that information once it is released.

Requests for Records for Commercial purposes have four costing options (one or more may apply):
  1. cost of reproduction,
  2. cost of searching (includes retrieval from off-site storage),
  3. cost of record maintenance, and/or
  4. percent of fair market value.
All applicant/student information will be handled in accordance with requirements of appropriate rules, regulations, and legislations (e.g. the Family Educational Rights and Privacy Act of 1974, also known as the Buckley Amendment;
the Solomon Amendment of 1997, Arizona Open Records Act; ect.).

The affected college will charge the requestor a fee for the information. The fee will include the portion of the cost to the state for obtaining the original [ARS 39-121.03]. The MCCCD assesses fees as allowed by law: $200 per thousand units (names, course sections, etc.) and $75 per hour for programming time, if applicable.
Payment must be received before copies or faxes will be released.

Request MCCCD Records

The Public Records Request Form should be completed by a requestor before the record is released, unless the requestor has already provided all the information in writing. Email requests are acceptable.

If you do not know who the custodian is, submit form to the Office of Public Stewardship at the District Office.

Public Records Requests
(NOT Student Records)

Student Records Request
(Including Directory Information)

Subpoena or Other Legal Actions
Custodian of Record or Office of Public Stewardship

Public Records Request Form

Addresses noted below
Admissions and Records / Enrollment Services Office of the College of Attendance

 Application for Purchaser of
MCCCD Student Information

Office of Public Stewardship

Grade Distribution Reports for any
Maricopa Community College

Addresses noted below
Office of General Counsel at the
District Office for Review First; Then ...
Employee Records
FT/Permanent Employees--District HR
Temporary Employees--College HR
Student Records
Admissions and Records / Enrollment Services Office at College of Attendance

Addresses

Chandler-Gilbert
Community College
2626 E Pecos Road
Chandler, AZ 85225 		Estrella Mountain
Community College
3000 N Dysart Road
Avondale, AZ 85323 		GateWay Community College
108 N 40th Street
Phoenix, AZ 85034 		Glendale Community College
6000 W Olive Avenue
Glendale, AZ 85302 		Mesa Community College
1833 W Southern
Mesa, AZ 85202
Paradise Valley
Community College
18401 N 32nd Street
Phoenix, AZ 85032 		Phoenix College
1202 W Thomas Road
Phoenix, AZ 85013 		Rio Salado College
2323 W 14th Street
Tempe, AZ 85281		 Scottsdale Community College
9000 E Chaparral Road
Scottsdale, AZ 85256 		South Mountain
Community College
7050 S 24th Street
Phoenix, AZ 85042
Maricopa Skill Center
1245 E Buckeye Road.
Phoenix, AZ 85034 		Southwest Skill Center
3000 N Dysart Road
Avondale, AZ 85323 		District Office
2411 W 14th Street
Tempe, AZ 85281