Open Records Statement The University of Texas Medical Branch

The Public Information Act

Texas Government Code, Chapter 552, gives you the right to access government records; and an officer for public information and the officer's agent may not ask why you want them. All government information is presumed to be available to the public. Certain exceptions may apply to the disclosure of the information. Governmental bodies shall promptly release requested information that is not confidential by law, either constitutional, statutory, or by judicial decision, or information for which an exception to disclosure has not been sought.

Rights of Requestors

• Prompt access to information that is not confidential or otherwise protected;
• Receive treatment equal to all other requestors, including accommodation in accordance with the Americans with Disabilities Act (ADA) requirements;
• Receive certain kinds of information without exceptions, like the voting record of public officials, and other information;
• Receive a written statement of estimated charges, when charges will exceed $40, in advance of work being started and opportunity to modify the request in response to the itemized statement;
• Choose whether to inspect the requested information (most often at no charge), receive copies of the information or both;
• A waiver or reduction of charges if the governmental body determines that access to the information primarily benefits the general public;
• Receive a copy of the communication from the governmental body asking the Office of the Attorney General for a ruling on whether the information can be withheld under one of the accepted exceptions, or if the communication discloses the requested information, a redacted copy;
• Lodge a written complaint about overcharges for public information with the Office of Attorney General. Complaints of other possible violations may be filed with the county or district attorney of the county where the governmental body, other than a state agency, is located. If the complaint is against the county or district attorney, the complaint must be filed with the Office of the Attorney General.
  

Responsibilities of Governmental Bodies

• Establish reasonable procedures for inspecting or copying public information and inform requestors of these procedures;
• Treat all requestors uniformly and shall give to the requestor all reasonable comfort and facility, including accommodation in accordance with ADA requirements;
• Be informed about open records laws and educate employees on the requirements of those laws;
• Inform requestors of the estimated charges greater than $40 and any changes in the estimates above 20 percent of the original estimate, and confirm that the requestor accepts the charges, or has amended the request, in writing before finalizing the request;
• Inform the requestor if the information cannot be provided promptly and set a date and time to provide it within a reasonable time;
• Request a ruling from the Office of the Attorney General regarding any information the governmental body wishes to withhold, and send a copy of the request for ruling, or a redacted copy, to the requestor;
• Segregate public information from information that may be withheld and provide that public information promptly;
• Make a good faith attempt to inform third parties when their proprietary information is being requested from the governmental body;
• Respond in writing to all written communications from the Office of Attorney General regarding charges for the information. Respond to the Office of the Attorney General regarding complaints about violations of the Act.
  

Procedures to Obtain Information

(NOTE: Medical records and student transcripts should be requested as explained below)

All requests to view or copy UTMB public information must be in writing and must be addressed to the UTMB Public Information Officer and sent by one of the following methods:

• US Postal Service:

UTMB Public Information Officer
Department of Legal Affairs
301 University Boulevard
Galveston, Texas 77555-0171

• Hand Delivery: Please call (409) 772-1904 prior to arrival to gain access into suite

UTMB Public Information Officer
Department of Legal Affairs
301 University Boulevard, Suite 6.100
Galveston, Texas 77555

• Email requests: public.info@utmb.edu

For all requests, please include your name, email address or physical mailing address (indicate your preference for being contacted), phone number and enough description and detail about the information requested to enable UTMB to accurately identify and locate the information requested. Download Public Information Request Form.

You may be contacted to clarify the type or amount of information requested. Additionally, please note that UTMB does not accept or respond to oral requests.

Medical Records and student Transcripts

Medical records and student transcripts cannot be released through an open records request.

Please click the appropriate link for instructions to request the following information:

UTMB Medical Records: https://www.utmb.edu/utmbhealth/online-services/medical-records

Correctional Managed Care Medical Records (for individuals who are/were incarcerated in Texas Department of Criminal Justice). NOTE: There is no email address available to make such a request; follow the instructions on how to request these medical records by mail at:
https://www.utmb.edu/cmc/request-for-phi;
https://www.tdcj.texas.gov/divisions/hsd/index.html

Student Transcripts: https://www.utmb.edu/enrollmentservices/resources/student-records

Information to be released

You may receive it promptly, and if it cannot be produced within 10 working days the public information officer will notify you in writing of the reasonable date and time when it will be available.

Keep all appointments to inspect records and to pick up copies. Failure to keep appointments may result in losing the opportunity to inspect the information at the time requested.

Information that may be withheld due to an exception

By the 10th business day after a governmental body receives your written request, a governmental body must:

1. request an Attorney General opinion and state which exceptions apply;
2. notify the requestor of the referral to the Attorney General; and
3. notify third parties if the request involves their proprietary information.

Failure to request an Attorney General opinion and notify the requestor within 10 business days will result in a presumption that the information is open unless there is a compelling reason to withhold it.

Requestors may send a letter to the Attorney General arguing for release, and may review arguments made by the governmental body. If the arguments disclose the requested information, the requestor may obtain a redacted copy.

The Attorney General must issue a decision no later than the 45th working day from the day after the attorney general received the request for a decision. The attorney general may request an additional 10 working day extension.

Governmental bodies may not ask the Attorney General to "reconsider" an opinion.

Complaints

For complaints regarding failure to release public information please contact your local County or District Attorney.

You may also contact the Office of the Attorney General, Open Records Hotline, at 512-478-6736 or toll-free at 1-877-673-6839.

For complaints regarding overcharges, please contact the Cost Rules Administrator of the Attorney General at 888-672-6787.