Submit a Public Records Request

 

Public Records Request Process

Montana State University (MSU) is committed to transparency and public access to information in accordance with the Montana Public Records Act Title 2, Chapter 6, MCA (https://leg.mt.gov/bills/mca/title_0020/chapter_0060/parts_index.html).

This public records request process applies to all campuses within the Montana State University system, including:

  • Montana State University

  • Montana State University Billings 

  • Montana State University Northern

  • Great Falls College Montana State University

Requests submitted through this process will be reviewed and routed to the appropriate campus or department if necessary.

Cross-Campus Requests

Because this process applies to all MSU campuses, requests involving multiple campuses or departments will be coordinated internally. The Office of Legal Counsel will serve as the central intake point to ensure consistent processing and compliance with applicable law.

What Is a Public Records Request?

A public records request is a request to inspect or obtain copies of university records that are prepared, owned, used, or retained by MSU in the transaction of official business. Requests for inspection or copying of public records must be specific and focused and may not interfere with the business operations of the university, including any and all university policies.  

MSU is required to provide access to public records unless the information is protected or exempt from disclosure under state or federal law. However, certain records are exempt from public disclosure under the Montana Public Records Act.  MSU may redact, or otherwise decline to make available, records subject to exemption.  The Montana Public Records Act does not require MSU to create documents that do not already exist.

How to Submit a Request

Online

Submit your request through the University’s Public Records Request Portal:
CivicPlus/Next Request Submission Portal

 

What to Include in Your Request

To help ensure timely processing, please include:

  • Your full name and contact information

  • A clear and specific description of the records you are seeking

  • Relevant date ranges

  • Names of individuals, departments, or offices involved
  • Titles or keywords associated with the records
  • Preferred format (e.g., electronic copies)

Requests must be sufficiently specific to allow the University to identify and locate responsive records. MSU is not required to create new records or compile information in a new format to respond to a request.

What Happens After You Submit a Request

Acknowledgment

MSU will acknowledge receipt of your request within a reasonable timeframe.

Review and Search

The University will conduct a reasonable search for responsive records. If clarification is needed, you may be contacted.

Response Time

Response times vary depending on the scope and complexity of the request. Under Montana University System guidelines:

  • Records that are specific and readily available are typically provided within 5 business days.

  • More complex requests may require additional time.  You will be notified if additional time is required.

Fees

MSU may charge the actual costs associated with fulfilling a public records request in accordance with the Montana University System Public Records Response Guidelines and Fee Schedule. These may include:

  • Copying and printing costs

  • Electronic storage media

  • Staff time for searching, reviewing, and redacting records

  • Information technology services if specialized work is required

  • Legal review when necessary

If estimated costs exceed a minimal amount, you will be notified before processing continues. Payment may be required before records are released. 
For detailed information regarding allowable charges, hourly rates, and cost calculations, please review the official Montana University System fee schedule available here: MUS Fee Schedule

Records That May Be Withheld or Redacted

Certain records or portions of records may be withheld or redacted as permitted or required by law, including but not limited to:

  • Student education records protected under federal privacy law

  • Personnel records where privacy interests outweigh the merits of public disclosure

  • Medical or health information

  • Attorney-client privileged communications

  • Trade secrets or proprietary information

  • Information made confidential by statute or court order

If records are withheld or redacted, MSU will provide the legal basis for the denial.

Questions

For questions about the public records request process, please contact:

Olivia Reddick*
Office of Legal Counsel
Montana State University
216 Montana Hall
Bozeman, MT 59717
Phone: (406) 994-4570

Additional information on the University’s response to public records requests may be found at: https://mus.edu/oche/PublicRecordsGuidelines.html.

 

*Montana State University's designated contact person for public records request is Olivia Reddick.