Policy, Compliance, and Programmatic Agreements

Public Records Requests

StopSign
If you receive a request for records, immediate;y contact Robin Sanchez at rgsanchez@ucanr.edu.

For legal reasons, DO NOT disclose any records or information to the requester.

 

Note, any request for a record can constitute as a public request; requester need not cite CPRA.

On this page: Overview, Process, Best Practices, FAQs, Links.

Overview

The University of California (UC), Agriculture and Natural Resources (ANR), is
required to manage its records in accordance with the California Public Records Act (CPRA), the California Information Practices Act (IPA), other State and Federal requirements, as well as UC policy.

While the information provided here is general, each request for information is specific and unique. It is crucial that all public record requests be promptly forwarded to PCPA's director, Robin Sanchez (rgsanchez@ucanr.edu), upon receipt. This is especially important if any information in the records needs to be redacted.

It is important to note that a public record may include any document or record, whether written or electronic, that is prepared, owned, used, or retained by the University. This includes work emails, a personal email address used for work purposes, text messages about work, Slack or Team conversations, voice messages, Zoom recordings, etc.

When you receive a request
  1. Immediately forward the request to PCRA (rgsanchez@ucanr.edu).
    1. The law requires a response within 10 days of the receipt of a public record request.
  2. The PCRA team will engage the requestor and work with your office to identify responsive records.
  3. Search for and collect all responsive records.
  4. Send reports to PCRA.
  5. PCRA will apply exemptions and redact in accordance to CPRA and IPA regulations.
    1. Your concerns regarding disclosure will be factored into any balancing analysis.
  6. After redaction or withholding of records, PCRA will return documents to you for final inspection.
  7. PCRA will release responsive documents to the requester.

 

If you would like to make a public record request from an ANR unit, send your request to Robin Sanchez (rgsanchez@ucanr.edu).

Best Practices
Do:Don't:
  • Contact Robin Sanchez as soon as you receive a record request
  • Assume that anything you say or write on paper, in computer, in e-mail, might be subject to disclosure!
  • Never promise 100% confidentiality. Say, your confidentiality will be maintained to the extent allowed by law and policy.
  • All records should be reviewed before they are provided to the requester, to make sure there isn't exempt material in them.
  • Delay. We have only 10 days to make our first response.
  • Assume that libeling a record "CONFIDENTIAL" makes it so.
  • Make decisions based on the purpose of the request or the identity of the requester. We can't withhold records because they will be used for a purpose we don't like, or because we don't like the person making the request.
  • Allow the requester to simply look through your files before you have looked at the records. There could be exempt material, like attorney-client privilege, or personal information about an individual.
Public Records FAQs

What is a public record?

A  public record includes any document or record, written or electronic that is prepared, owned, used, or retained by the University in the course of business. This includes work emails, a personal email address used for work purposes, text messages about work, Slack or Teams conversations, voice messages, Zoom recordings, etc.

Upon request, the University must disclose public records unless a specific exemption from disclosure applies.

It is important to note that any request for a record can constitute as a public request; requester need not cite CPRA.

What is the California Public Records Act (CPRA)?

The California Public Records Act (CPRA) is a state law found in California Government Code, Sections 7920.000-7930.215, concerning the disclosure of public records. The CPRA is based upon the principle that access to information concerning the public's business is a fundamental and necessary right. Under the CPRA, records maintained by the University are subject to inspection by the public upon request unless specifically exempted from disclosure under the law.

What is the Information Practices Act of 1977 (IPA)?

The Information Practices Act of 1977 (IPA) is a state law found in California Civil Code, Section 1798 et seq. The IPA protects an individual's privacy rights if University records include his or her personal information. The IPA also allows an individual to request and access certain records, upon verification of identity, containing his or her own information maintained by the University.

What is the difference between CPRA and the IPA?

Under the CPRA, all records maintained by the University are potentially subject to disclosure unless they fall into an authorized exception. Any member of the public can make a request for records under the CPRA. 

Under the IPA, the public has very limited rights to personal information about another individual. Personal information is defined as any information maintained by the University that identifies or describes an individual. Most personal information is considered confidential and not disclosable to the public. However, individuals have the right to access certain personal information about themselves held by the University with few exceptions. Proof of identification may be required when releasing records made under the IPA.

What is the Freedom of Information Act (FOIA)?

The Freedom of Information Act (FOIA) is a federal law establishing the public's right to obtain information from federal agencies. The CPRA is modeled after the FOIA. Because UC ANR is not a federal agency, it is not subject to FOIA requests, but records may be disclosed by a federal agency that holds such records.

 

Contact Us

PublicRecords@ucanr.edu

Robin Sanchez J.D. 
Title: Director, Policies, Compliance and Programmatic Agreements
Address: UC Agriculture & Natural Resources
2801 Second Street
168
Davis, CA 95618-7774
Phone: (530) 750-1235
Email: rgsanchez@ucanr.edu

 

Useful Links