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Public Right to Know/Freedom of Information
Protocols for Requests
Before making a request for records pursuant to this policy, requesters should refer to the school’s website, www.coloradoearlycolleges.org, to determine if the information sought is posted and already publicly available. For more details about the type of information posted on CEC’s website, or to view the posting schedule, please contact CEC’s Executive Office Administrator (contact information below), who also serves as the Records Custodian for CEC.
Requests for Records
CEC is required to produce records in response to qualifying requests made pursuant to CORA. CEC strives to be as transparent as possible; however, not all documents maintained by the school are available for public inspection. Some documents must be kept confidential to respect the privacy of students and families or otherwise comply with relevant federal and state laws. All documents restricted from disclosure under C.R.S. § 24-72-204 shall not be released.
For the fastest and most appropriate response, requesters should avoid vaguely worded inquiries. Each request must be as specific, clear, and narrow as possible. Requests should include:
Subject matter, in the most descriptive terms possible:
- Date range for search
- Types of documents to be searched (emails, written documents, reports, etc.)
- Names of persons who are believed to have created the records, possess the records, are the subject of the records, or transmitted the records
- Any other information that will help the school provide the correct records
- Contact information of the requester
If a request fails to meet these guidelines, CEC may be unable to fulfill the request. If more information is needed to process the request, CEC will make reasonable efforts to contact the requester at the contact information provided within the timeframe for responding to the request.
A statement explaining the requester’s reason for making the request is helpful for CEC to target and fulfill the request but is not required.
Requests to inspect public records must be made in writing to the Executive Office Administrator (Records Custodian). Requests may be mailed, emailed, or faxed using the template located at the bottom of this policy:
Executive Office Administrator
Colorado Early Colleges 4424 Innovation Dr.
Fort Collins, CO 80524
P: 970-344-0044
Fax: 970-377-1144
A records request can also be submitted via the online form on this page.
**As a general matter, the school cannot guarantee that email requests will be received due to the school’s spam filters and/or staff turnover resulting in inactive or incorrect email information. Requests sent via e-mail to anyone other than the Custodian will not be considered received by CEC.
Requests to inspect public records may not be made by phone.
CORA is not a record-retention statute, and the school is not obligated to create records that do not exist or maintain records outside relevant legal guidelines or school policy on records retention.
General questions and requests for information
Not all information constitutes a public record for purposes of a CORA request. General questions and requests for information that are not submitted in writing pursuant to this policy are not requests for “public records” as defined by the law. Therefore, the school is not required to respond to them according to CORA’s specifications. Although it is not required, CEC may respond to all such questions and requests for information. CEC’s request form appears at the end of this policy.
Responses to Requests
Time for response to records requests shall be as follows:
- The normal time for production shall be three (3) working days, beginning on the first business day after the request is received.
- Such period may be extended upon determination by CEC that extenuating circumstances exist. Such period of extension shall not normally exceed seven (7) working days. The requestor shall be notified of the extension within the three-day period.
Requests to inspect records will not take priority over the regular work activities of CEC’s employees. Charges for copies of requested records shall be as follows:
- The normal cost for requested documents shall be $.25 per page or, for documents in non-standard formats, the actual duplication costs. CEC will not charge for the first 25 pages of printing and will not charge a per-page fee for records that are provided in a digital or electronic format.
- CEC may charge a research and retrieval fee based on the actual cost of responding to the request. The hourly rate for employee time is $41.37 per hour, and there shall be no charge for the first hour of employee time. If the custodian charges research and retrieval fees under this paragraph, copying shall be charged at a rate of $.25 per page.
- Payment must be received prior to the requestor receiving copies.
If charges are expected to exceed $25, CEC will provide the requestor with an estimate of the cost prior to responding and may require a deposit if the costs are estimated to be more than $200. If the requestor wishes to proceed after receiving the estimate, he/she must respond in writing. By responding in writing, the requestor agrees to pay all fees associated with responding to the request. Payment of the deposit, if required, must be received before the requested copies will be produced. The time between the date of the estimate and the receipt by the custodian of a written response to proceed, along with the required deposit, will not be counted against the time period set forth above for responding to the CORA request.
If a requestor wishes to inspect available records in advance of receiving copies, such inspection shall be by 2 appointment only during normal CEC working hours. Such inspection must be supervised by a CEC representative, and the requestor may be charged for any employee time exceeding one (1) hour associated with such inspection.
Manipulation of Records
The school may manipulate existing records to redact or exclude information not subject to disclosure. If the school is required to manipulate data to generate the record, the school may charge an hourly fee that applies in the same manner as the research or retrieval of records. CEC has the right to redact electronic mail addresses, telephone numbers, or home addresses on the grounds that disclosure to the applicant would be contrary to the public interest.
A record stored in a digital format will be shared via email, or by another mutually-agreed-upon method if the size of the record prevents transmission via email. The document will be provided in a searchable or sortable format except when it is not technologically or practically feasible to do so or when it is not feasible to permanently remove any information that is excluded from the request without the use of additional software or programming.
For questions related to CORA requests and to make CORA requests, please contact:
Executive Office Administrator
Colorado Early Colleges
4424 Innovation Dr.
Fort Collins, CO 80524
P: 970-344-0044
Fax: 970-377-1144
Records Request Form
This form is not intended for requesting student transcripts & records. For student transcripts & record requests, please visit our Transcripts & Records page.