FAQs
Q: Who can submit a request for public records?
A: Virginia FOIA provides that public records shall be open to citizens of the Commonwealth, representative of newspapers and magazines with circulation in the Commonwealth, and representatives of radio and television stations broadcasting in or into the Commonwealth.
Q: How do I request a public record?
A: You may use this web portal to submit a request for records to VCU. Select “Make Request” from the main page and fill out the form to create an account. The form will include an area for you to describe the records you would like to request. VCU's FOIA Office will communicate with you about your request and will provide responsive records to you through your Next Request account.
Q: What information should I include in my FOIA request?
A: A FOIA request must ask to inspect or obtain copies of existing records. FOIA does not require public bodies to create records that do not already exist, and it does not require public bodies to answer questions concerning general operations of the public body.
A FOIA request must identify records with "reasonable specificity." This is a common-sense standard. It does not refer to or limit the volume or number of records that you can request; instead, it requires enough detail to be provided so that VCU can identify and locate the records being sought.
A FOIA request may include a preferred format for receipt of records in any format used by VCU in the regular course of business. For example, if you are requesting records maintained in an Excel database, you may elect to receive those records electronically, via e-mail, on a thumb drive or printed. However, please note that if you request records be provided on a thumb drive or printed copies of records, there may be a cost involved.
Q: What if I no longer need the requested document?
A: Simply log into your account and send a message stating you would like to withdraw your request.
Q: Do I have to give a reason for my request?
A: No, you are not obligated to state why you are requesting the records.
Q: When will I receive a response to my request?
A: Virginia’s FOIA requires public bodies to respond to FOIA requests within five (5) business days from receipt. Many requests are completed within this time frame. However, if additional time is needed, VCU will notify you that it requires the additional seven (7) business days to provide a response as allowed by FOIA.
Q: How do I access my request once I have submitted it?
A: Once your request is submitted, Next Request will send a message to the email you provided indicating your request has been received. To access your request you can follow the link provided in the email and login to your request or login through the Next Request main page at https://vcu.nextrequest.com and select your request from the list.
Q: What fees are involved in making a request for public records?
A: Under Virginia’s FOIA, a public body may make reasonable charges not to exceed its actual cost incurred in accessing, duplicating, supplying, or searching for requested records. If the estimated cost to respond exceeds $200, VCU will require a deposit equal to the full amount of the estimate prior to completing your request. NOTE: VCU recovers costs associated with requests that require more than four (4) hours of staff time to fulfill.
Q: Am I required to use Next Request to submit a request for public records?
A: No, Next Request is provided as a user-friendly portal for both the requester and for VCU; however, a request for public records can also be submitted via email to [email protected], by phone, or by mail to VCU's FOIA Officer, Michele Howell, Enterprise Marketing and Communications | VCU, 912 W. Grace Street, P.O. Box 842041, Richmond, VA 23284-2041. Ph. 804-827-3909.
Q: Who should I contact if I have any questions?
A: Should you have questions about your request or about Next Request, please call VCU's FOIA Officer at 804-827-3909 or email [email protected].
Q: Is the University permitted to withhold some records?
A: Yes. There are numerous exemptions contained in Virginia’s FOIA. Some of the most common exemptions are: student scholastic records, employee personnel records, proprietary faculty research, records subject to attorney-client privilege, and records relating to the negotiation and award of a contract prior to a contract being awarded.
Q: What information about an employee is considered public?
A: Under Virginia’s FOIA, records of the name, position, job classification, official salary, or rate of pay of, and records of the allowances or reimbursements for expenses paid to, any officer, official, or employee of a public body cannot be withheld. However, VCU may withhold the official salaries or rates of pay of public employees whose annual rate of pay is $10,000 or less.
Q: Can I inspect a public record in person?
A. Yes, if you prefer. VCU may set parameters for how inspections occur to protect those records and to not disrupt campus operations. Additionally, there may still be costs associated with inspecting records since VCU would necessarily have to review the records for potential redaction or withholding prior to inspection.