{ "document_id": 16459, "filename": "5-1-4-Open-Records-Policy-b.pdf", "engine": "paddleocr_vl", "source_run_id": 16570, "generated_at": "2026-11-04T19:37:42+00:00", "page_count": 3, "counts_by_type": { "figure": 2, "header": 2, "heading": 3, "link": 2, "list": 3, "list_item": 20, "text": 16 }, "timings": { "total_ms": 744, "structure_ms": 476, "text_layer_ms": 17, "build_ms": 8 }, "pages": [ { "document_id": 16459, "page": 1, "width": 612, "height": 792, "rotation": 0, "pipeline_version": "paddleocr-vl-1.6+paul-48", "width_pt": 612, "height_pt": 792, "engine": "paddleocr_vl", "source_run_id": 16570, "item_count": 17, "counts_by_type": { "figure": 2, "header": 1, "heading": 2, "text": 12 }, "build_ms": 1, "items": [ { "id": "p1.1", "order": 1, "type": "figure", "bbox": { "l": 103.68, "t": 754.32, "r": 200.88, "b": 678.72 }, "text": "", "attrs": { "role": "page_header", "block_label": "header_image" }, "reading_order": 0 }, { "id": "p1.2", "order": 2, "type": "header", "bbox": { "l": 224.16, "t": 730.32, "r": 525.36, "b": 685.68 }, "text": "KENTUCKY STATE UNIVERSITY\nPOLICIES AND PROCEDURES", "attrs": { "block_label": "header" }, "level": 2, "reading_order": 1 }, { "id": "p1.3", "order": 3, "type": "figure", "bbox": { "l": 78.85, "t": 756, "r": 544.35, "b": 664.95 }, "text": "", "attrs": { "source": "pdf_image" }, "reading_order": 2 }, { "id": "p1.4", "order": 4, "type": "text", "bbox": { "l": 34.08, "t": 660.48, "r": 156.24, "b": 626.16 }, "text": "POLICY TITLE:\nOpen Records Policy", "reading_order": 3 }, { "id": "p1.5", "order": 5, "type": "text", "bbox": { "l": 33.36, "t": 611.76, "r": 218.64, "b": 578.16 }, "text": "VOLUME, SECTION & NUMBER:\n5.1.4", "reading_order": 4 }, { "id": "p1.6", "order": 6, "type": "text", "bbox": { "l": 33.84, "t": 562.32, "r": 190.8, "b": 529.2 }, "text": "ENTITIES AFFECTED:\nAll Individuals and Entities", "reading_order": 5 }, { "id": "p1.7", "order": 7, "type": "text", "bbox": { "l": 33.84, "t": 514.08, "r": 212.4, "b": 480.96 }, "text": "ADMINISTRATIVE AUTHORITY:\nOffice of General Counsel", "reading_order": 6 }, { "id": "p1.8", "order": 8, "type": "text", "bbox": { "l": 33.12, "t": 463.92, "r": 287.76, "b": 431.28 }, "text": "APPROVED BY:\nKentucky State University Board of Regents", "reading_order": 7 }, { "id": "p1.9", "order": 9, "type": "text", "bbox": { "l": 34.32, "t": 416.16, "r": 149.76, "b": 383.04 }, "text": "EFFECTIVE DATE:\nDecember 18, 2023", "reading_order": 8 }, { "id": "p1.10", "order": 10, "type": "text", "bbox": { "l": 34.32, "t": 367.44, "r": 186, "b": 333.12 }, "text": "REVISED FROM:\nPrevious Version of Policy", "reading_order": 9 }, { "id": "p1.11", "order": 11, "type": "heading", "bbox": { "l": 34.08, "t": 318.24, "r": 153.36, "b": 303.6 }, "text": "POLICY STATEMENT:", "attrs": { "block_label": "paragraph_title" }, "level": 3, "reading_order": 10 }, { "id": "p1.12", "order": 12, "type": "text", "bbox": { "l": 33.36, "t": 286.8, "r": 577.92, "b": 241.92 }, "text": "The Commonwealth of Kentucky's Open Records Act, outlined in KRS 61.870 through KRS 61.884, provides for the examination of a public entity's records. All records of a public entity are presumed to be available to the public; however, exemptions may apply to the disclosure of certain records.", "reading_order": 11 }, { "id": "p1.13", "order": 13, "type": "text", "bbox": { "l": 33.84, "t": 228, "r": 577.92, "b": 199.2 }, "text": "Kentucky State University shall promptly release requested records that are not exempt and that are not considered confidential by law.", "reading_order": 12 }, { "id": "p1.14", "order": 14, "type": "heading", "bbox": { "l": 34.08, "t": 183.84, "r": 119.28, "b": 169.44 }, "text": "PROCEDURES:", "attrs": { "block_label": "paragraph_title" }, "level": 3, "reading_order": 13 }, { "id": "p1.15", "order": 15, "type": "text", "bbox": { "l": 33.6, "t": 152.4, "r": 372, "b": 138 }, "text": "Kentucky State University's Open Records Procedures are as follows:", "reading_order": 14 }, { "id": "p1.16", "order": 16, "type": "text", "bbox": { "l": 34.08, "t": 124.08, "r": 577.68, "b": 95.52 }, "text": "1. All requests to inspect public records must be made in writing via U.S. Mail, email, facsimile, or hand-delivery to the following:", "reading_order": 15 }, { "id": "p1.17", "order": 17, "type": "text", "bbox": { "l": 69.36, "t": 79.92, "r": 199.44, "b": 37.2 }, "text": "Office of General Counsel\nKentucky State University\n400 East Main Street", "reading_order": 16 } ] }, { "document_id": 16459, "page": 2, "width": 612, "height": 792, "rotation": 0, "pipeline_version": "paddleocr-vl-1.6+paul-48", "width_pt": 612, "height_pt": 792, "engine": "paddleocr_vl", "source_run_id": 16570, "item_count": 21, "counts_by_type": { "header": 1, "link": 2, "list": 2, "list_item": 13, "text": 3 }, "build_ms": 6, "items": [ { "id": "p2.1", "order": 1, "type": "header", "bbox": { "l": 69.84, "t": 754.32, "r": 207.84, "b": 726.72 }, "text": "Frankfort, KY 40601\nGeneral.Counsel@kysu.edu", "attrs": { "block_label": "header" }, "children": [ { "id": "p2.1.1", "order": 2, "type": "link", "bbox": { "l": 69.75, "t": 741.35, "r": 208.76, "b": 726.7 }, "text": "General.Counsel@kysu.edu", "attrs": { "uri": "mailto:General.Counsel@kysu.edu", "action_type": "/URI" }, "reading_order": 0 } ], "level": 2, "reading_order": 0 }, { "id": "p2.2", "order": 3, "type": "list", "bbox": { "l": 33.12, "t": 711.36, "r": 575.76, "b": 581.04 }, "text": "", "attrs": { "item_count": 7 }, "children": [ { "id": "p2.2.1", "order": 4, "type": "list_item", "bbox": { "l": 33.12, "t": 711.36, "r": 267.6, "b": 696.96 }, "text": "The request must include the following:", "marker": "2.", "attrs": { "block_label": "paragraph_title" }, "reading_order": 0 }, { "id": "p2.2.2", "order": 5, "type": "list_item", "bbox": { "l": 68.88, "t": 682.75, "r": 197.76, "b": 669.36 }, "text": "The requester's name;", "marker": "•", "reading_order": 1 }, { "id": "p2.2.3", "order": 6, "type": "list_item", "bbox": { "l": 69.6, "t": 668, "r": 366.72, "b": 654.96 }, "text": "The requester's contact information and mailing address;", "marker": "•", "reading_order": 2 }, { "id": "p2.2.4", "order": 7, "type": "list_item", "bbox": { "l": 68.64, "t": 653.25, "r": 575.76, "b": 625.92 }, "text": "A statement that the requester is a resident of the Commonwealth as prescribed by KRS 61.870(10), including the manner in which the requester is a resident;", "marker": "•", "reading_order": 3 }, { "id": "p2.2.5", "order": 8, "type": "list_item", "bbox": { "l": 69.6, "t": 624, "r": 278.4, "b": 610.8 }, "text": "A description of the requested records;", "marker": "-", "reading_order": 4 }, { "id": "p2.2.6", "order": 9, "type": "list_item", "bbox": { "l": 69.6, "t": 609.5, "r": 286.8, "b": 596.4 }, "text": "A statement of commercial purpose; and", "marker": "-", "reading_order": 5 }, { "id": "p2.2.7", "order": 10, "type": "list_item", "bbox": { "l": 69.6, "t": 594.72, "r": 269.76, "b": 581.04 }, "text": "The signature of the requesting party", "marker": "•", "reading_order": 6 } ], "reading_order": 1 }, { "id": "p2.3", "order": 11, "type": "text", "bbox": { "l": 69.12, "t": 566.4, "r": 578.16, "b": 507.84 }, "text": "Pursuant to House Bill 312 (2021), the Office of the Attorney General has provided a standardized form that any resident of the Commonwealth, as defined by KRS 61.870, may use to request records. Requesters are not required to use the form when requesting to inspect records; however, all requests must include the information listed above.", "reading_order": 2 }, { "id": "p2.4", "order": 12, "type": "text", "bbox": { "l": 69.84, "t": 492.96, "r": 423.36, "b": 479.52 }, "text": "The form can be accessed here: Request to Inspect Public Records Form", "children": [ { "id": "p2.4.1", "order": 13, "type": "link", "bbox": { "l": 226.48, "t": 494.27, "r": 424.14, "b": 479.63 }, "text": "Request to Inspect Public Records Form", "attrs": { "uri": "https://www.ag.ky.gov/Documents/2021_Standardized_Open_Records_Request_Form_V3.pdf", "action_type": "/URI" }, "reading_order": 0 } ], "reading_order": 3 }, { "id": "p2.5", "order": 14, "type": "list", "bbox": { "l": 32.16, "t": 464.16, "r": 578.4, "b": 83.52 }, "text": "", "attrs": { "item_count": 6 }, "children": [ { "id": "p2.5.1", "order": 15, "type": "list_item", "bbox": { "l": 33.6, "t": 464.16, "r": 577.68, "b": 405.36 }, "text": "Kentucky State University will have five (5) business days to respond to a request (see KRS 61.872(5)). Time begins to run the next business day after the request is received by the Records Custodian. Any requests received outside of normal business hours will be deemed to have been received on the following business day.", "marker": "3.", "reading_order": 0 }, { "id": "p2.5.2", "order": 16, "type": "list_item", "bbox": { "l": 33.12, "t": 390.48, "r": 576.96, "b": 361.92 }, "text": "Kentucky State University's normal business hours are 8:00 AM – 4:30 PM EST, Monday through Friday, excluding holidays.", "marker": "4.", "reading_order": 1 }, { "id": "p2.5.3", "order": 17, "type": "list_item", "bbox": { "l": 32.16, "t": 346.8, "r": 577.92, "b": 244.08 }, "text": "KRS 61.874(3) allows a public agency to charge “a reasonable fee for making copies of nonexempt public records requested for use for noncommercial purposes.” As such, Kentucky State University charges $0.10 per page for photocopies. For records that are mailed, Kentucky State University will charge postage, and the University reserves the right to require advance payment in accordance with KRS 61.874(1). Kentucky State University further reserves the right to charge for “the costs of the media and any mechanical processing cost incurred by the public agency,” as prescribed in KRS 61.874(3). Alternatively, the records may be inspected in person upon request.", "marker": "5.", "reading_order": 2 }, { "id": "p2.5.4", "order": 18, "type": "list_item", "bbox": { "l": 33.36, "t": 228.96, "r": 577.92, "b": 185.76 }, "text": "A requester requesting records for a commercial purpose shall be charged according to the provisions of KRS 61.874(4). Additionally, per KRS 61.874(4)(b), Kentucky State University shall require a certified statement from the requester stating the commercial purpose for which the records will be used.", "marker": "6.", "reading_order": 3 }, { "id": "p2.5.5", "order": 19, "type": "list_item", "bbox": { "l": 34.08, "t": 170.64, "r": 578.4, "b": 127.2 }, "text": "Payments for records must be made in advance by cash or by a check or money order made payable to Kentucky State University. For cash payments, the University requests notice to ensure that appropriate change is available.", "marker": "7.", "reading_order": 4 }, { "id": "p2.5.6", "order": 20, "type": "list_item", "bbox": { "l": 33.84, "t": 112.32, "r": 577.92, "b": 83.52 }, "text": "Some public records are exempt from release. The full list of exempt records can be found in KRS 61.878(1).", "marker": "8.", "reading_order": 5 } ], "reading_order": 4 }, { "id": "p2.6", "order": 21, "type": "text", "bbox": { "l": 68.88, "t": 68.4, "r": 577.2, "b": 39.12 }, "text": "The following types of records are generally exempt under the law and are not required to be disclosed except upon order of the Attorney General or a court of law:", "reading_order": 5 } ] }, { "document_id": 16459, "page": 3, "width": 612, "height": 792, "rotation": 0, "pipeline_version": "paddleocr-vl-1.6+paul-48", "width_pt": 612, "height_pt": 792, "engine": "paddleocr_vl", "source_run_id": 16570, "item_count": 10, "counts_by_type": { "heading": 1, "list": 1, "list_item": 7, "text": 1 }, "build_ms": 1, "items": [ { "id": "p3.1", "order": 1, "type": "list", "bbox": { "l": 68.64, "t": 740.02, "r": 577.2, "b": 521.76 }, "text": "", "attrs": { "item_count": 7 }, "children": [ { "id": "p3.1.1", "order": 2, "type": "list_item", "bbox": { "l": 69.6, "t": 740.02, "r": 577.2, "b": 697.44 }, "text": "Records that are of a personal nature and the disclosure of which would be a clearly unwarranted invasion of personal privacy. Examples: medical records, an employee's Social Security number, marital status, payroll benefits deductions, employee evaluations, etc.", "marker": "•", "reading_order": 0 }, { "id": "p3.1.2", "order": 3, "type": "list_item", "bbox": { "l": 69.84, "t": 696.02, "r": 564.96, "b": 682.8 }, "text": "Records confidentially disclosed to an agency and compiled and maintained for scientific research.", "marker": "•", "reading_order": 1 }, { "id": "p3.1.3", "order": 4, "type": "list_item", "bbox": { "l": 69.36, "t": 681.25, "r": 366.96, "b": 668.4 }, "text": "Test questions, scoring keys, and other examination data.", "marker": "-", "reading_order": 2 }, { "id": "p3.1.4", "order": 5, "type": "list_item", "bbox": { "l": 69.36, "t": 666.75, "r": 576.48, "b": 638.88 }, "text": "Preliminary drafts, notes, or correspondence with private individuals other than correspondence which are intended to give notice of final action of Kentucky State University.", "marker": "-", "reading_order": 3 }, { "id": "p3.1.5", "order": 6, "type": "list_item", "bbox": { "l": 69.84, "t": 637.5, "r": 576.96, "b": 609.6 }, "text": "Preliminary recommendations and preliminary memoranda in which opinions are expressed or policies formulated or recommended.", "marker": "-", "reading_order": 4 }, { "id": "p3.1.6", "order": 7, "type": "list_item", "bbox": { "l": 69.36, "t": 608, "r": 576.96, "b": 565.44 }, "text": "All records or information the disclosure of which is prohibited by state or federal law or regulation. Example: student records or information protected from disclosure by the Family Educational Rights and Privacy Act.", "marker": "•", "reading_order": 5 }, { "id": "p3.1.7", "order": 8, "type": "list_item", "bbox": { "l": 68.64, "t": 549.36, "r": 577.2, "b": 521.76 }, "text": "NOTE: Information that is non-public or exempt may be redacted from copies of public records that are not exempt.", "reading_order": 6 } ], "reading_order": 0 }, { "id": "p3.2", "order": 9, "type": "heading", "bbox": { "l": 33.84, "t": 505.2, "r": 289.2, "b": 491.04 }, "text": "STATUTORY OR REGULATORY REFERENCES:", "attrs": { "block_label": "paragraph_title" }, "level": 3, "reading_order": 1 }, { "id": "p3.3", "order": 10, "type": "text", "bbox": { "l": 34.08, "t": 473.76, "r": 334.56, "b": 459.6 }, "text": "Kentucky Open Records Act (KRS 61.870 through KRS 61.884)", "reading_order": 2 } ] } ] }