The Oregon University System Chancellor's Office makes available online as much information as possible for public access, including information on Oregon State Board of Higher Education public meetings and records, Facts and Reports, and other areas. Please check our website for the information you need. If you wish to submit a public records request, please follow the guidelines delineated below.

Method of Request and Receipt Date 

Public record requests to the Oregon University System Chancellor’s Office may either be sent by facsimile, electronically or by U.S. mail.  The date of receipt will be calculated as the first occurring regularly-scheduled workday between the hours of 8:00 a.m. and 5:00 p.m. Pacific Time.   

Public Records Officer

The Chancellor’s Office public records officer is Ryan Hagemann in the Office of the State Board of Higher Education, Post Office Box 751, Portland, Oregon, 97207-0751. If you prefer to send your request via facsimile, that number is 503-725-5709, or if electronically please send to publicrecords@ous.edu

Manner and Content

Public record requests must be made in writing and contain an address for delivery of documents, if any are located.  Please describe your request with enough specificity to assist Chancellor’s Office personnel to search for the records including a description of desired records and other information that could narrow the search such as dates and names.  Please indicate whether you would like to inspect the records or receive copies electronically or by mail. 

Response 

The Chancellor’s Office will respond to your request as soon as practicable depending upon staffing and workload priorities.  The response will acknowledge receipt of the request and will include one of the following statements: 

  • That the Chancellor’s Office does not possess, or is not the custodian of the records you requested;
  • Copies of requested documents for which a claim of exemption from disclosure is not made under Oregon Revised Statutes;
  • That the Chancellor’s Office is the custodian of at least some of the records you have requested, an estimate of the time required to prepare the records for inspection or copying and an estimate of the fees associated with preparation;
  • That the Chancellor’s Office is the custodian of at least some of the records you have requested and an estimate of the time and fees for preparing the records for disclosure will be provided to you within a reasonable time; 
  • That the Chancellor’s Office is uncertain whether it possesses the records you have requested.  However, the Chancellor’s Office will search for the records and make an appropriate response as soon as practicable; or
  • That state or federal law prohibits the Chancellor’s Office from acknowledging whether the records you have requested exist or that acknowledging whether the record exists may result in the loss of federal benefits or other sanctions.  A statement of this nature will also include a citation to the state or federal law relied up in this determination.

Fees for Responses

The Chancellor’s Office charges a copy fee of 25 cents per page. The Chancellor’s Office also charges for the actual cost of making public records available. The charge includes but is not limited to staff costs for locating, gathering, summarizing, compiling, reviewing, tailoring or redacting the public records to respond to a request. The charge may also include the cost of time spent by an attorney in reviewing the public records, redacting material from the public records, or segregating the public records into exempt and nonexempt records. If the request is to inspect records, the charge includes the time for records to be prepared for review and the cost of staff time for a staff member to be present while the requester reviews the records to preserve the integrity of the Chancellor’s Office records. If the request is to certify the records as true copies, the charge will include employee time spent in doing so. The charge will also include the cost of sending the records where copies are requested.

The cost of time for each employee is calculated by multiplying the employee's hourly wage calculation (including benefits expenses) by the hours or portions thereof necessary to locate, gather, summarize, compile, tailor, review, redact, segregate, certify or attend the inspection of the public records requested.