Five UF Policies Five UF Policies Every Faculty Every Faculty

Member Should KnowMember Should Know

Barbara C. WingoBarbara C. Wingo

Associate Vice President and Associate Vice President and Deputy General CounselDeputy General Counsel

Records IssuesRecords Issues

Sunshine Law and Public RecordsSunshine Law and Public Records

Education (Student) RecordsEducation (Student) Records

Medical Records (HIPAA)Medical Records (HIPAA)

http://privacy.ufl.edu http://privacy.ufl.edu

Public Records LawPublic Records Law

Applies to all materials made or Applies to all materials made or received by an agency that are received by an agency that are used to perpetuate, communicate used to perpetuate, communicate or formalize knowledge.or formalize knowledge.

A request for public records does A request for public records does not need to be in writing.not need to be in writing.

The requestor need not identify The requestor need not identify himself or herself.himself or herself.

A reason for the request need not A reason for the request need not be given.be given.

Exemptions from Exemptions from disclosure are disclosure are numerousnumerousExamples:Examples: Education (student) recordsEducation (student) records Limited access recordsLimited access records Medical RecordsMedical Records Social security numbersSocial security numbers Certain research recordsCertain research records

Public records must be retained pursuant Public records must be retained pursuant to the applicable Records Retention to the applicable Records Retention Schedule.Schedule.

The Public Records Law does not require The Public Records Law does not require the release of information (only records) the release of information (only records) and does not require the creation of new and does not require the creation of new records.records.

If a public records request is received, If a public records request is received, contact the Office of News and Public contact the Office of News and Public Affairs or the General Counsel’s Office.Affairs or the General Counsel’s Office.

What are student What are student (education) records?(education) records? Records which –Records which –

– Contain information directly related to a Contain information directly related to a student; andstudent; and

– Are maintained by the University or Are maintained by the University or institution or by a person acting for the institution or by a person acting for the University.University.

Unless an exemption applies.Unless an exemption applies. Applicant records are also exempt from Applicant records are also exempt from

disclosure under the Public Records Law.disclosure under the Public Records Law.

Who has access to Who has access to student records?student records?

School officials with a legitimate School officials with a legitimate educational interest in having access educational interest in having access to such recordsto such records

Other persons/agencies allowed by lawOther persons/agencies allowed by law Others with the written permission of Others with the written permission of

the studentthe student

Outside Activities and Outside Activities and Conflict of InterestConflict of Interest

What is an activity or financial What is an activity or financial interest that may create a interest that may create a conflict of interest and needs conflict of interest and needs to reported?to reported?

Use of University facilities, equipment or servicesUse of University facilities, equipment or services Involves student or University employee who is Involves student or University employee who is

directly or indirectly supervised or evaluateddirectly or indirectly supervised or evaluated Doing business with the University or competing Doing business with the University or competing

with the Universitywith the University Candidacy or holding public officeCandidacy or holding public office Instructional resources authored or published by Instructional resources authored or published by

a faculty membera faculty member Professional compensated activityProfessional compensated activity

Business activity in same field or disciplineBusiness activity in same field or discipline An outside activity or financial interest in an An outside activity or financial interest in an

entity that supports the faculty member’s entity that supports the faculty member’s researchresearch

An outside activity or financial interest in an An outside activity or financial interest in an entity that licenses technology invented by the entity that licenses technology invented by the faculty memberfaculty member

Any service on a board of directors or board of Any service on a board of directors or board of trustees or as an officer of an entitytrustees or as an officer of an entity

Any other outside employmentAny other outside employment

Research ComplianceResearch Compliance

Institutional Review BoardsInstitutional Review Boardshttp://irb.ufl.edu/ http://irb.ufl.edu/

Effort ReportingEffort Reportinghttp://www.research.ufl.edu/research/handbook/http://www.research.ufl.edu/research/handbook/

researcher_handbook/section7.html researcher_handbook/section7.html

Intellectual Property Intellectual Property PolicyPolicy Who owns inventions?Who owns inventions? Who owns works?Who owns works?

http://www.research.ufl.edu/otl/pdf/http://www.research.ufl.edu/otl/pdf/ipp.pdfipp.pdf

Tenure ProceduresTenure Procedures

http://www.aa.ufl.edu/tenure/http://www.aa.ufl.edu/tenure/

http://regulations.ufl.edu/http://regulations.ufl.edu/

chapter7/7019.pdfchapter7/7019.pdf

http://www.hr.ufl.edu/labor-relations/http://www.hr.ufl.edu/labor-relations/union.asp union.asp

General Counsel General Counsel websitewebsite

http://www.generalcounsel.ufl.edu/ http://www.generalcounsel.ufl.edu/