Public Information Requests

Open Records

The Texas Public Information Act provides the public a right of access to information collected, assembled, maintained, owned or controlled by a governmental body unless otherwise expressly provided by law.  The act is found in Chapter 552 of the Texas Government Code.  Public information is defined as information “collected, assembled, or maintained in connection with the transaction of official business.”
 
Houston Community College is a governmental body subject to the act.  Therefore, any member of the public may make a written request for access to or copies of public information.  Public information must be disclosed “promptly.”  How promptly is a matter of how easily accessible the information is, whether the records contain confidential information that must be redacted prior to disclosure, and whether an Attorney General ruling must be sought with regard to information that is subject to an exception.  Most records are provided within 10 days, but some requests are so complex and voluminous that it may be several weeks before access is granted or denied.
 
When a request for information is received, it should be forwarded to the Office of General Counsel for immediate action.  With limited exceptions, in order to withhold information, the General Counsel's Office must request an opinion from the Attorney General within ten business days from receipt of a request.  Faculty members may release information from a student’s educational record directly to the student without sending the request to the General Counsel's Office.

Public Information

Public Information Request

A public information request is submitted to request public access to certain information as described under Section 552.002 of the Texas Government Code.

 

Nonbusiness Days

Texas Government Code Section 552.0031 defines “business day” under the Texas Public Information Act to mean a day other than: (1) a Saturday or Sunday; (2) a national holiday under Texas Government Code Section 662.003(a); or (3) a state holiday under Texas Government Code Section 662.003(b).

Pursuant to Sections 552.0031 and 662.003 of the Texas Government Code, the following days are nonbusiness days under the TPIA:

  1. A national holiday includes only the following days:
  2. the first day of January, "New Year's Day";
  3. the third Monday in January, "Martin Luther King, Jr., Day" in observance of the birthday of Dr. Martin Luther King, Jr.;
  4. the third Monday in February, "Presidents' Day";
  5. the last Monday in May, "Memorial Day";
  6. the fourth day of July, "Independence Day";
  7. the first Monday in September, "Labor Day";
  8. the 11th day of November, "Veterans Day";
  9. the fourth Thursday in November, "Thanksgiving Day"; and
  10. the 25th day of December, "Christmas Day."

 

A state holiday includes only the following days:

  1. the 19th day of January;
  2. the second day of March, "Texas Independence Day";
  3. the 21st day of April, "San Jacinto Day";
  4. the 19th day of June, "Emancipation Day in Texas”;
  5. the 27th day of August, "Lyndon Baines Johnson Day”;
  6. the Friday after Thanksgiving Day;
  7. the 24th day of December; and
  8. the 26th day of December.

 

In addition to the above-listed nonbusiness days, the TPIA provides that the governing body of a governmental entity may designate up to ten (10) days in each calendar year as nonbusiness days, on which the governmental entity’s administrative offices are closed or operating with minimum staffing but are not national or state holidays.

The Houston Community College Board of Trustees has designated the following dates in calendar year 2023 as nonbusiness days as set forth below:

  1. November 20-22, 2023 (Thanksgiving Break); and
  2. December 19-22 and 27-29, 2023 (Winter Break).

 

The Houston Community College Board of Trustees has designated the following dates in calendar year 2024 as nonbusiness days as set forth below:

  1. March 11-13, 2024 (Spring Break);
  2. November 25-27, 2024 (Thanksgiving Break); and
  3. December 23, 27, and 30-31, 2024 (Winter Break).

 

Frequently Asked Questions

How do I submit a public information request?

Public information requests must be submitted in writing. Requests can be submitted via electronic mail to tpia.requests@hccs.edu.

 

To Whom & Where do I submit my public information request?

Public information requests may be sent by any one of the following methods:

  • Hand delivery;
  • U.S. mail to HCC Office of General Counsel Records Request, 3100 Main St., 12th Floor, Houston, TX 77002; or 
  • Email at tpia.requests@hccs.edu.

Requests must be sent in writing by the above means in order to be considered a valid request for information under the Texas Public Information Act.

 

What is the cost to obtain copies of records?

The cost to obtain records depends on a variety of factors including but not limited to the following:

  • The format (i.e. paper, CD, DVD, etc.) the requestor wishes to receive the requested document
  • Whether the record is in archive
  • Whether computer programming is required to retrieve the requested data

For more information regarding the cost to obtain records, please see the Houston Community College Public Information Request Charge Fee Schedule below posted online.

Description Cost/Item
Standard-size paper copies (8 1/2 "X 11" or 8 1/2 "x 14") $0.10/page
Oversized paper coy (11" x 17") $0.50/page
Other  
Non-standard-size copies  
Diskette $1.00/each
Magnetic Tape  
  • 4mm
 $13.50/each
  • 8mm
 $12.00/each
  • 9-track
 $11.00/each
Data Cartridge  
  • 2000 Series
 $17.50/each
  • 3000 Series
 $20.00/each
  • 6000 Series
 $25.00/each
  • 9000 Series
 $35.00/each
  • 600 A
 $20.00/each
Tape Cartridge  
  • 250 MB
 $38.00/each
  • 525 MB
 $45.00/each
VHS Video Cassette $2.50/each
Audio Cassette $1.00/each
Mylar  
  • 3 mil
 $0.85/linear foot
  • 4 mil
 $1.10/linear foot
  • 5 mil
 $1.35/linear foot
Blueline/Blueprint Paper $0.20/linear foot
Personnel Charges  
     1.  Programming Personnel Charges $26.00/hour
     2.  Other Personnel Charges* $15.00/hour
     3.  Overhead Charges (20% of Personnel Charges) (Programming/Other Charge X .20)
Microfiche or Microfilm Charge  
     1.  Paper copy $0.10/page
     2.  Fiche or film copy Actual Cost
Remote Document Retrieval Actual Cost
Computer Resource Charges  
  • Mainframe
 $10.00/minute
  • Midsize
 $1.50/minute
  • Client/Server
 $2.20/hour
  • PC or LAN
 $1.00/hour
Miscellaneous Supplies Actual Cost
Postage/Shipping Charges Actual Cost
Photographs Actual Cost
Fax Charges Actual Cost
Other Charges Actual Cost
Outsources/Contracted Services Actual Cost

Other Personnel Charge only applies if the number of respon sive documents copied is greater than fifty (50) pages. Personnel Charge may include actual time to locate, compile, reproduce, and/or redact information.

* See 1 Texas Administrative Code §70.10.

 

 

What do I do if I receive a public information request?

If your department has received a public information request, please follow these steps:

  1. Date stamp the request upon receipt.
  2. Upon receipt, forward the request to the Office of General Counsel Records Request by email at tpia.requests@hccs.edu.  Please do not send public information request through interoffice mail.  Also note whether your department has documents that are responsive to the request.   
  3. Provide copies (not originals) of the responsive documents to tpia.requests@hccs.edu by the established deadline.  Please note that requests to review or receive copies of documents must be processed by the Office of General Counsel Records Request area.  
  4. If the requested documents are inactive use or are in storage, please provide a date and time when the documents will be available for review.