As an agency of the State of Texas, The University of Texas-Houston Health Science Center (UTHSC-H) must ensure that certain information is maintained and available to the public and to members of the university community under the Texas Public Information Act. Information and records subject to this act may include printed or digital media, written information, or may be computer files or e-mail. The university must make this information available on written request; refer to the Procedure section below for information on how to request such information. The act designates the UTHSC-H president as the officer for public information; however, by authority of the chancellor of The University of Texas System in accordance with the act, the Chief Operating Officer is the designated authority to whom all agents for coordinating responses to all requests for public information must be addressed. All such requests must be written.
When he or she receives a request for information/records, the Chief Legal and Compliance Officer as the agent of the Chief Operating Officer or his or her designee(s) must assess the Texas Public Information Act and all other applicable state statutes and determine whether or not the request may be honored.
UTHSC-H will provide the information requested unless it falls under the limited list of exceptions specified in the Texas Public Information Act, in accordance with the Act; however, the university may request an opinion from the Texas Attorney General before acting on the request. Within the same time period, the University may notify faculty, staff members, and/or students if personal information pertaining to them has been solicited.
No person will be penalized, disciplined, or prejudiced against for requesting such information or for aiding another person in making a request for such information.
Note: Several university policies affect the handling of requests for information. For example, 1.03 Handling Legal Processes contains more information regarding handling specific legal requests such as subpoenas; 17.06 Records Management Program discusses responsibilities for maintaining and releasing records; and information regarding requests for news stories and other public relations material is found in 1.13 Handling Communications with the Media.
Members of the public as well as UTHSC-H faculty, staff, and students who wish to request access to records held by the UTHSC-H should send a written request addressed to the Chief Operating Officer specifying which records they wish to review along with contact information to the Chief Operating Officer via email, or via intrainstitutional mail through the Chief Legal and Compliance Officer (7000 Fannin, Suite 1460; 713.500.3268; arlene.d.staller@uth.tmc.edu). Staff of Legal Affairs and Institutional Compliance (LAIC) will coordinate the information request with the requestor and affected university representatives.
Any UTHSC-H faculty, staff, or student who receives a request for records or information should immediately forward it to LAIC. Because the statutory deadlines involved are very often critical, all requests must be forwarded to LAIC immediately via FAX, electronic mail, or courier. Once the information has been forwarded, the original recipient of the request should follow with a telephone call.
In many cases, a complete copy of all records and information requested should accompany the transmittal to OLAIC. OLAIC may consult with The University of Texas System Office of General Counsel and/or the Office of the Attorney General for the State of Texas to determine whether requested records/information are excepted from mandatory release. Time is of the essence. Because the act imposes strict deadlines for responding, it is imperative that OLAIC be notified immediately when any UTHSC-H employee receives a Public Information Act request.
In most cases, the requester is responsible for the cost of providing public records and information in accordance with the applicable state regulations. For more information about the Public Information Act, contact OLAIC at 713.500.3268.
Updated 10/03
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