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Process for FOIA Notifications

Board of Trustees Meetings

Process for FOIA Notifications of Board of Trustees Meetings

Last Amended Feb. 15, 2010

The following outlines the process for FOIA-required notifications of all College of Charleston Board of Trustees meetings. This process has been disseminated to, and approved by, the Secretary to the Board of Trustees, the Executive Vice President (EVP) of External Relations, the Office of Legal Affairs, and the President’s Office.

I. The only acceptable FOIA notification of any College of Charleston Board of Trustees meeting will be made by written communication from the Secretary to the Board directly to the EVP of External Relations. The Secretary is responsible for gathering appropriate information from staff liaisons, including agendas.

II. The Secretary to the Board will be responsible for communicating to the EVP of External Relations the specific date and time at which the notification should be disseminated to media and posted to the website.

III. Upon receipt of the properly formatted FOIA notification, the EVP of External Relations will direct the media relations staff to disseminate the notification to media outlets, as appropriate and required, and to post the same notification on the homepage of the College website. The Secretary to the Board will be copied on communications to media.

IV. The FOIA notification will be posted and disseminated exactly as written by the Secretary to the Board, who will be responsible for ensuring that all legally required information is contained with the notification.

V. In order to ensure personnel availability, the appropriately constructed FOIA notification shall be sent to the EVP of External Relations no less than 48 hours before the date and time at which the dissemination and posting of the notification is to take place.

VI. The Division of Marketing and Communications will make every effort to ensure that proper procedures are followed, however the timely and correct posting and dissemination of the FOIA notification is ultimately the responsibility of the Secretary to the Board.