Open Records Act
Kansas Open Records Act (KORA)
The university complies with the Kansas Open Records Act (the "Act"), (K.S.A. 45-215 et seq.), as a public agency of Kansas. You may inspect and obtain copies of public records, including university records, which are not exempted from disclosure by a specific law.
The university's Policies and Procedure Chapter 3060 contains detailed information about requesting open records from Kansas State University. That policy includes the controlling provisions for the university's obligations under the Act. This site is provided for general information purposes only.
What is a public record?
Records made, maintained, kept by or possessed by a public agency, or any officer or employer of a public agency pursuant to the officer’s or employee’s official duties, regardless of location, which are related to the functions, activities, programs or operations of any public agency.
How do I request a record?
You may request to view and inspect records during regular office hours on all business days, excluding Saturday, Sunday, and official holidays, from 8 a.m.-12 p.m., and from 1- 5 p.m. The university is closed on official holidays and during winter break.
Requests for inspection or copying of public records must be made in writing. Written requests may be submitted through NextRequest, by mail, or by email to the Designated Records Custodian.
What happens after a record is requested?
You can expect the university to provide a written response to your request within three business days. The response may inform you that it will take additional time to produce the records.
The university may also require you to provide proof of your identity and ask you questions to determine whether you are seeking the records for a prohibited purpose.
The university charges reasonable advance fees, not exceeding actual cost, for access to records, copies of records and staff time for processing your request. Estimates are provided to the requester, unless the requester previously authorized the estimated amount. The requester is responsible for paying those fees before obtaining access to or copies of the records. If the estimates are less than the actual costs, the requester is responsible for the additional fees.
How can I pay for fees related to my request?
Invoices will include instructions on how to pay the fees related to a request. Electronic payment via credit or debit card is accepted by the Kansas State University Office of General Counsel - Open Records Request payment portal.
Does KORA supersede federal law?
Nothing in the Kansas Open Records Act supersedes federal law, including the Health Insurance Portability and Accountability Act (HIPAA) and the Family Educational Rights and Privacy Act (FERPA). While FERPA permits disclosure of student “Directory Information” without student consent, K-State’s Student Records Policy does not define email addresses in bulk as directory information; therefore, listings of multiple student email addresses are not produced for any purpose. K-State also does not produce listings of student names and addresses for commercial purposes pursuant to K.S.A. §45-230.
Does KORA require that questions about the agency or agency actions be answered?
No. The Kansas Open Records Act does not require an agency to answer questions, prepare reports, compile information, or create a record in order to respond to a request. KORA requests must be for existing records.
Can my request be delayed or declined?
Yes. All effort is made to fully respond to a records request as soon as it is received. A full response may be delayed if:
- Clarification or refined scope is required;
- Legal issues must be resolved before requested records can be produced;
- The records are archived or stored off-site; or
- The scope or large volume of requested records requires more time to assess record existence, availability, and any fees incurred to produce.
If further delay is required, the University will provide its explanation and the earliest date by which it expects a response.
A request may be declined in whole or in part if:
- The requested records do not exist
- The request was unclear or vague and needs to be resubmitted
- The requested records are not Public Records
- The requested records are exempt from disclosure under the exceptions listed at K.S.A. §45-221 or other applicable law
- The request places an unreasonable burden on K-State in producing Public Records
Permission to access public records may also be declined if the request "places an unreasonable burden in producing public records or the custodian has reason to believe that repeated requests are intended to disrupt other essential functions of the public agency." See K.S.A. §45-218(e).
For the all univeristy departments and intercollegiate athletics:
Leah Sauceda-Jeppe, Open Records Custodian and Paralegal
Office of General Counsel, 1301 Lovers Lane, RM 4021 Manhattan, KS 66506
email openrecords@k-state.edu
Freedom of Information Officer:
Patrick Burt, Vice President, Communications and Marketing
1525 Mid-Campus Drive North, 128 Dole Hall, Kansas State University, Manhattan, KS 66506
The Freedom of Information Officer assists in resolving disputes under the act and responds to inquiries regarding the act.