Public Records Act

The Wisconsin Public Records Law (Wis. Stat. §§ 19.31-19.39) allows members of the public to request access to inspect or obtain copies of university records, unless the records are specifically exempt from disclosure under state or federal law (i.e. FERPA, HIPAA).

The law reflects the State of Wisconsin’s commitment to transparency and accountability in government affairs. As a state and federally funded institution, UW-Whitewater is required to comply with the Wisconsin Public Records Law and respond to public records requests in accordance with its requirements.

Generally, any person can request to inspect or receive a copy of a university record. Requesters may remain anonymous and do not have to identify the reason for their request.

The easiest and most efficient way to submit a public records request is by emailing UW-Whitewater’s official Public Records Act account at pra@uww.edu. Requests may also be made by calling 262-472-1458 or by visiting the Anderson Library, Room 2130E.

To learn more about submitting a request and UW-Whitewater’s public records process, please review the university’s Public Records Notice. 

The Wisconsin Public Records Law does not require a response within a specific timeframe. However, the Wisconsin Department of Justice (DOJ) has indicated that 10 working days is generally considered a reasonable response time for simple requests involving easily identifiable records.

For requests that are more complex or broader in scope, a reasonable response time may be longer, depending on the nature of the request and the volume of records involved.

The following fees may be experienced during the public records request process:

• Copy and Transcription Fees
  • Copy fees are limited to the “actual, necessary and direct cost” of reproduction unless otherwise established by law. UW-Whitewater charges $0.25 for each hard copy made.
  • Transcription fees may be charged, but are limited to the “actual, necessary and direct cost” of transcription, unless otherwise established by law.
• Photography and Photographic Reproduction Fees
  • May be charged if the authority provides a photograph of a record, the form of which does not permit copying, but are limited to the “actual, necessary and direct” costs.
• Location Costs
  • Costs associated with locating (searching, examining, or experimenting) records may be charged if they total $50.00 or more.
  • Subsequent review and redaction of the record are separate processes, not included in location of the record, for which a requester may not be charged.
• Mailing and Shipping Fees
  • May be charged, but are limited to the “actual, necessary and direct cost” of mailing or shipping.

NOTE: Requests which exceed a total cost of $5.00 may require prepayment to the university.

Public records requests for records generated by the UW-Whitewater Police Department may be submitted by:

• Visiting the Police Department in person on the first floor of Goodhue Hall
• Emailing police@uww.edu
• Faxing 262-472-5746
• Calling 262-472-4660 (non-emergency line)

For more information about submitting a public records request through the UW-Whitewater Police Department, please visit the department’s website.

More information regarding the Public Records Law in Wisconsin can be found on the following:

• Regent Policy Document 3-2: Public Records Management
• Wisconsin Department of Justice (DOJ) - Public Records Law Website
• Wisconsin Department of Justice (DOJ) - Public Records Law Compliance Guide
• Wisconsin Statute §§ 19.31-19.39