Access to the University Records
Public Records Request Process
University of Montana - Missoula is committed to transparency and public access to information in accordance with the Montana Public Records Act Title 2, Chapter 6, MCA (https://leg.mt.gov/bills/mca/title_0020/chapter_0060/parts_index.html).
This public records request process applies to all academic and administrative departments and sectors at University of Montana – Missoula (UM), including Missoula and Bitteroot College. Requests submitted through this process will be reviewed and routed to the appropriate department at the University of Montana – Missoula, if necessary.
Requests involving multiple campuses or departments will be coordinated internally. The Office of Legal Counsel and Compliance at the University of Montana – Missoula will serve as the central intake point to ensure consistent processing and compliance with applicable law.
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What Is a Public Records Request?
A public records request is a request to inspect or obtain copies of public information, defined as information prepared, owned, used, or retained by UM relating to the transaction of official UM business, regardless of form, except for confidential information that must be protected against public disclosure under applicable law. Requests for inspection or copying of public records must be specific and focused and may not interfere with the business operations of the university, including all university policies.
UM is required to provide access to public records unless the information is protected or exempt from disclosure under state or federal law. However, certain records are exempt from public disclosure under the Montana Public Records Act. Examples include:
- student information, which is protected under FERPA (Family Education Rights and Privacy Act) and includes all academic records
- distributions lists, which are any lists of personal contact information collected by a public agency and used to facilitate unsolicited contact with individuals on the distribution list.
- Information that is confidential, privileged, or otherwise protected from disclosure.
UM may redact or otherwise decline to make available; records subject to exemption. The Montana Public Records Act does not require UM to create documents that do not already exist.
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How to Submit a Request
All records requests are received through our online system, NextRequest,
Some frequently requested public information (head coach contracts, game contracts, and NCAA reports for athletics, etc.) are periodically published on this website and are already available to the public. Requests for this information will be directed to the posted information.
The information is refreshed on a timeline consistent with the frequency with which the information typically changes (e.g., athletic contracts are refreshed every six months on November 1 and May 1).
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What to Include in Your Request
To help ensure timely processing, please include:
- Your full name, physical address, and contact information, including email address
- A clear and specific description of the records you are seeking
- Relevant date ranges
- Names of individuals, departments, or offices involved
- Titles or keywords associated with the records
- Preferred format (e.g., electronic copies)
Requests must be sufficiently specific to allow the University to identify and locate responsive records. UM is not required to create new records or compile information in a new format to respond to a request. Requested information is sent directly to the requester and is not uploaded to third party systems.
Montana law and Montana University System guidelines require the requester’s name and the request to be publicly available for a period of at least two years.
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Withheld or Redacted Records
Certain records or portions of records may be withheld or redacted as permitted or required by law, including but not limited to:
- Student education records protected under FERPA
- Personnel records where privacy interests outweigh the merits of public disclosure
- Medical or health information
- Attorney-client privileged communications
- Trade secrets or proprietary information
- Information made confidential by statute or court order.
A written explanation for denying the information request will be provided.
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What Happens After You Submit a Request
The NextRequest system will send an acknowledge receipt of your request. The University will conduct a reasonable search for responsive records. If clarification is needed, you may be contacted. If you are contacted for clarification or questions regarding your request, you must respond within 30 days.
Request response times vary depending on the scope and complexity of the request. Under Montana University System guidelines:
- Records that are specific and readily available are typically provided within 5 business days.
- More complex requests may require additional time. If fulfilling the request will take more than 90 days, you should receive notification of the estimated timeframe.
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Fees
UM may charge the actual costs associated with fulfilling a public records request in accordance with the Montana University System Public Records Response Guidelines and Fee Schedule. These may include:
- Copying and printing costs
- Electronic storage media
- Staff time for searching, reviewing, and redacting records
- Information technology services if specialized work is required
- Legal review when necessary.
If estimated costs exceed a minimal amount, you will be notified before processing continues. We gather information after the requester pays the estimated costs. Records are released after full payment is received. For detailed information regarding allowable charges, hourly rates, and cost calculations, please review the official Montana University System fee schedule available here: MUS Fee Schedule
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Questions
For questions about the public records request process, please contact:
Kathy Burgmeier, Public Records Manager
Office of Legal Counsel and Compliance
University of Montana
313 University Hall
Missoula, MT 59812
Kathy.burgmeier@mso.umt.edu
Additional information on the University’s response to public records requests may be found at: https://mus.edu/oche/PublicRecordsGuidelines.html.
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Notice regarding communications: If you are trying to reach us about public records, please DO NOT email these emails. They are erroneous and/or inactive, and will not be seen or responded to.
Thank you.