Public Records Request
Public Records Act
As a state agency our records and production thereof are not governed by the Freedom
of Information Act. However, Louisiana law requires us to make available records for
your examination and provide copies as requested. The procedure under the Public Records
Act for reviewing the files of the Department is to contact the Department in writing
or by telephone to set up a convenient time to look at the files.
Availability of Records
Records will be made available promptly to anyone 18 years of age or older during
business hours. LA R.S. 44:33 allows the Department to withhold production of records
for a maximum of three days only if they are in use by the agency. If this is the
case, the custodian must certify the unavailability and set a time in the certification
within 3 days, exclusive of holidays and weekends, for the requester to view the record.
Written Requests for Records
The Public Records law states that we must make records available for review and produce
copies as requested. We are under no obligation to mail copies upon written request,
particularly if the request is vague, broad or onerous. In such a case, the requester
may come in and choose the record he wants and it will be promptly copied. If he is
unable to come in, then files may be scanned in their entirety and emailed to the
requestor. Production of records is governed by the state public records law, not
by the Freedom of Information Act, so anyone citing this as a basis for copies will
be informed that it is not applicable to a state agency.
Preservation of Records
Anyone having care or custody of public records must exercise due diligence in maintaining
these records according to your area records retention schedule or at least three
years. This includes any documents submitted to the department, even if a determination
is made that the document is deficient. In such an instance the deficient document
can be supplemented or replaced with a corrected document, but the deficient document,
once submitted, the public record must be maintained for three years.
Public Records Request
Grambling State University is committed to providing access to public records in accordance
with Louisiana Public Records Laws.
Submitting a Public Records Request
Requests may be made by mail, email or in person. A requestor is encouraged to submit
a written request that:
- includes the name, mailing address and telephone number of the requestor;
- identifies the record(s) being requested with reasonable particularity; and
- indicates whether inspection or which method of receipt is desired.
PUBLIC RECORDS REQUEST
To submit a public records request to GSU, please address requests to Grambling State
University Compliance Office.
Requests can be emailed to universitycompliance@gram.edu or mailed to:
University Compliance
Grambling State University
403 Main Street.
Grambling, LA 71245
