Open Records Requests

Texas Public Information Act

Texas Government Code, Chapter 552, gives you the right to access government records; and an officer for public information and the officer's agent may not ask why you want them. All government information is presumed to be available to the public. Certain exceptions may apply to the disclosure of the information. Governmental bodies shall promptly release requested information that is not confidential by law, either constitutional, statutory, or by judicial decision, or information for which an exception to disclosure has not been sought. For more information about the Texas Public Information Act or rights of requestors, you may wish to refer to the Attorney General's Public Information Handbook.

Public Information Act Information Request Form

Submit Request

Update February 1, 2021

COVID-19 IMPACT:

On March 13, 2020, the Governor of the State of Texas declared a state of emergency in response to COVID-19. Subsequent to that, ACC facilities have been closed to the public with only essential employees reporting to work. A majority of the students attend classes virtually. Since March 2020, ​County, and state officials have ​imposed various updated Orders and additional guidance regarding mitigation measures to prevent the spread of COVID-19. COVID-19 continues to be an epidemic and previously issued local and state disaster declarations remain in place.

To keep ​College staff and community members safe during this time, beginning on March 23, 2020 the College temporarily closed its physical offices to the public ​as part of its response to COVID-19 and ​efforts to mitigate the spread of the virus. Therefore, only employees involved with the College’s response to COVID-19 and those employees who work with essential functions were permitted to remain onsite. Other employees ​have been working remotely and students attending virtually. 

To determine the date by which the College must request an Attorney General ruling or respond to a Public Information Act (“PIA”) request, ​the College only counts business days. The days that the College’s offices have been closed to the public during this time do not constitute business days for purposes of the PIA, ​because staff members who may be needed to search for and process responsive documents have been occupied with the COVID-19 response or have not been working onsite. Additionally, this hampers the College's ability to access all of its records as non-essential facilities have been closed.

​However, as ​it appears to be an extended time period in which COVID-19 will continue to have an impact on resuming the College’s normal operations, and even though the College’s physical offices continue to remain closed to the public as a measure to mitigate the spread of COVID-19, the College believes it is in a position to begin processing Public Information Act requests ​to the best of its ability assuming conditions remain the same. 

​Therefore, the College will begin processing requests, February 25, 2021. Individual requestors will receive notification that their request is being processed pursuant to the Public Information Act. If the College is not able to reasonably access records requested, the College’s Public Information Act Coordinator will notify the requestor of any anticipated delay and make every effort to respond to the request in accordance with the PIA. Reasons that the College may not be able to reasonably access records may include employees working remotely and not being able to access records in an office, relevant employees being sent ​or having to remain at home for COVID-19 related reasons, records located off site, or any future local or state orders requiring the cessation or redirection of College operations in response to COVID-19.

Should conditions occur that will impact the College’s ability to reasonably access records, an update will be provided on this webpage in addition to communication with the individual requestor.

Rights of Requestors You have the right to:

  • Prompt access to information that is not confidential or otherwise protected;
  • Receive treatment equal to all other requestors, including accommodation in accordance with the Americans with Disabilities Act (ADA) requirements;
  • Receive certain kinds of information without exceptions, like the voting record of public officials, and other information;
  • Receive a written itemized statement of estimated charges, when charges will exceed $40, in advance of work being started and opportunity to modify the request in response to the itemized statement;
  • Choose whether to inspect the requested information (most often at no charge), receive copies of the information or both;
  • A waiver or reduction of charges if the governmental body determines that access to the information primarily benefits the general public;
  • Receive a copy of the communication from the governmental body asking the Office of the Attorney General for a ruling on whether the information can be withheld under one of the accepted exceptions, or if the communication discloses the requested information, a redacted copy;
  • Lodge a written complaint about overcharges for public information with the General Services Commission. Complaints of other possible violations may be filed with the county or district attorney of the county where the governmental body, other than a state agency, is located. If the complaint is against the county or district attorney, the complaint must be filed with the Office of the Attorney General.

Responsibilities of Governmental Bodies All governmental bodies responding to information requests have the responsibility to:

  • Establish reasonable procedures for inspecting or copying public information and inform requestors of these procedures;
  • Treat all requestors uniformly and shall give to the requestor all reasonable comfort and facility, including accommodation in accordance with ADA requirements;
  • Be informed about open records laws and educate employees on the requirements of those laws;
  • Inform requestors of the estimated charges greater than $40 and any changes in the estimates above 20 percent of the original estimate, and confirm that the requestor accepts the charges, or has amended the request, in writing before finalizing the request;
  • Inform the requestor if the information cannot be provided promptly and set a date and time to provide it within a reasonable time;
  • Request a ruling from the Office of the Attorney General regarding any information the governmental body wishes to withhold, and send a copy of the request for ruling, or a redacted copy, to the requestor;
  • Segregate public information from information that may be withheld and provide that public information promptly;
  • Make a good faith attempt to inform third parties when their proprietary information is being requested from the governmental body;
  • Respond in writing to all written communications from the General Services Commission regarding charges for the information. Respond to the Office of the Attorney General regarding complaints about violations of the Act.

Open Records

Austin Community College is considered a "governmental body" and is subject to the Texas Public Information Act. The Act provides the public the right to access the College's open records.

Charges for request

The Open Records Section of the Office of the Attorney General (OAG) discharges the mandates set out in Government Code, Chapter 552, Subchapter A, Section 552.009; Subchapter D, Section 552.205; and Subchapter F, Sections 552.261 through 552.274. In general, if the number of copies in your request is less than 50 pages, the charge will be $0.10 per page; if the number of copies is more than 50 pages, the charge will be $0.10 per page plus personnel costs necessary to compile the documents, in addition to the postage.

In some instances requesting access to information may also result in a charge.

If the charge for fulfilling your requests exceeds $40.00, we will provide you with an itemized written estimate of the charges and indicate if a less costly alternative is available. You must respond in writing within 10 days after the estimate is sent that you will accept the costs, or that you desire any stated alternative, or your request will be considered withdrawn.

If the estimated charge is more than $100.00, the College may ask for a prepaid deposit before providing the information.

You may ask the College to determine whether providing the information primarily benefits the general public, resulting in a waiver or reduction of charges.

How to access ACC's public information

All requests must be written and should be emailed or mailed to:

Dahlia Anzaldua-Torres
College Relations & Marketing
Austin Community College
5930 Middle Fiskville Rd.
Austin, Texas 78752
512-223-7595
openrecords@austincc.edu

Including the following information in your written request will help ensure you receive the information you want:

  • Name and mailing address
  • Phone number and email address
  • A list or description of the information you want - be specific
  • Specification of whether you want access to or copies of the information

Public Information Act Information Request Form

Submit Request

Office of the Attorney General - How to Request Public Information

Non-public information

Some of the information maintained by Austin Community College may not be considered public, such as the following:

  • student information/records;
  • medical information/records;
  • drivers license and motor vehicle information;
  • attorney-client communications;
  • attorney work product;
  • documents made confidential by statute;
  • documents claimed to be proprietary by a third party (trade secret information).

Upon hire, employees have the opportunity to designate some information as confidential and it will not be released to the public including an employee’s home
address home telephone number, emergency contact information, or social security number, or information that reveals whether the person has family members.

If you want to review or get copies of the non-public information listed above, it will be necessary for the College to request an Attorney General's opinion about this information. The Attorney General's office has about 12 weeks to make a decision on whether the information is public or not public.

ORR PROCESS:

  • Upon receiving the ORR, the Communications & Marketing (C&M) Department assigns the request a tracking number. The number is used to track the progress of the request.
  • Once a request is assigned a number, C&M contacts the appropriate department to process the request (requests for personnel information are given to Human Resources, requests for student information are given to Admissions and Enrollment, requests for bid tabulations are given to Purchasing, etc.)
  • Departments that receive ORRs from C&M must process the request IMMEDIATELY.
  • Completed requests must be delivered immediately upon completion to PICM, room 611.6, by hand-delivery, inter-office mail, email, or fax.
  • PICM will then apply any charges associated with processing the request and will notify requester that the ORR is complete and ready to be reviewed or retrieved.

    To pay for ORRs please use the ACC Marketplace.

  • The information exchange is done through the office of C&M. Once exchange is complete, the ORR will be marked as "closed."