Government Records Access and Management Act (GRAMA)
The Government Records Access and Management Act (“GRAMA”), Utah Code Section 63G-2-101 et seq., is Utah’s open records law and the state equivalent of the federal Freedom of Information Act (“FOIA”). Through GRAMA, the public may request access to certain records maintained by Utah State University.
For more information on Utah State University’s procedures and policies for requests for university records, it may be helpful to review Utah State University’s Policy.
Publicly Available Records
If records are publicly available and accessible online, GRAMA does not require Utah State University to fill a person’s records request. The following are publicly available records that are frequently requested:
- Utah State University Policies
- Utah State University Student Conduct Code
- Utah State University overviews, transaction details, and more
- Utah State University Clery Act Crime Statistics and Report
- Utah State University Controller's Report
- Utah State University Plans and Studies
- Utah State University Sexual Misconduct Survey
Fees and Fee Waivers for Requests
Under GRAMA, Utah State University can “charge a reasonable fee” to cover its actual cost of providing a record. Such costs include, but are not limited to, (1) the cost of staff time for compiling the records to meet an individual’s request, (2) cost of staff time for search and retrieval, (3) cost of production of the record. The following are Utah State University’s fees for record requests:
| USU Police Reports | $10.00 up to 5 pages, $0.50 per page thereafter |
|---|---|
| USU Accident Reports | $10.00 |
| Certified Transcript | $5.00 |
| Staff Time (actual cost required to search, compile, and otherwise prepare records) | $15.00 per hour |
| Copy Fees | $0.20 per page for electronic; $0.50 per page for hard copies |
| Body and Security Camera Fees | Costs may vary |
| Supplies (such items as CDs, DVDs, thumb drives, etc.) | $10.00 per item |
| Mailing and Shipping Costs | Costs may vary |
| Third Party Services (actual cost) | Costs may vary |
USU will not charge for reviewing a record to determine if it is subject to disclosure or inspecting a record. See Utah Code Ann. § 63G-2-203(5). All fees must be paid prior to USU releasing any record. USU will require payment of past fees and estimated fees before beginning to process a request if fees are expected to exceed $50.00 or the requestor has not paid fees from previous requests. Any prepaid amount in excess of fees shall be returned to the requester. See Utah Code Ann. § 63G-2-203(8).
USU will endeavor to notify the requestor before fulfilling the request if the fee is more than a nominal amount. If the amount is more than the requestor anticipated, USU may suggest the requestor narrow the request.
An individual can request a fee waiver, however it must fit within the limited circumstances allowed under GRAMA and appropriate documentation and support provided to USU. See Utah Code Ann. § 63G-2-203.
Timing of Responses to Requests
GRAMA requires that Utah State University respond as soon as reasonably possible, but no later than ten business days after receiving a written request to provide a record. However, “extraordinary circumstances” may allow Utah State University to delay its response and an individual will receive notification of why and an approximation of how long Utah State University will take to respond to an individual’s request.
If an individual requests and qualifies for an expedited request under GRAMA, Utah State University will provide records within five business days after receiving a written request to provide an expedited record.
Format of Response
GRAMA does not require Utah State University to “create a record,” “summarize,” or “provide a record in a particular format, medium, or program” in response to a record request. Records that are released will be sent in the format currently maintained by Utah State University.
Government Entities – Shared Records
If you are a government entity, and would like to request shared records (pursuant to Utah Code Ann. § 63G-2-206), complete and submit the Government Entities - Shared Records request form.
Inspecting Records
Under GRAMA, an individual can request to inspect Utah State University Records. In order to set up an appointment to view the records, please fill out the GRAMA request form, click the appropriate “Inspect Records” box, and Utah State University will reach out to discuss an appropriate date, time, and location to inspect the requested records.