Open Records Request

protecting Kentucky residents' right to know

As a public agency, we understand you want to know how we operate. That’s why we follow Kentucky’s transparency laws on open records and open meetings.

If you’re looking for records (not including your transcript), there are steps you have to take to get certain documents, and KCTCS General Counsel Pam Duncan can help. Her office is responsible for receiving the requests and reviewing records to provide an answer to each inquiry.

Effective June 29, 2021, the Kentucky General Assembly revised Kentucky open records law so that eligibility to file an open records request is as follows:

Any resident of the Commonwealth shall have the right to inspect public records. (KRS 61.872(2)(a))

"Resident of the Commonwealth" means:
(a) An individual residing in the Commonwealth;
(b) A domestic business entity with a location in the Commonwealth;
(c) A foreign business entity registered with the Secretary of State;
(d) An individual that is employed and works at a location or locations within the 
Commonwealth;
(e) An individual or business entity that owns real property within the
Commonwealth;
(f) Any individual or business entity that has been authorized to act on behalf of
an individual or business entity defined in paragraphs (a) to (e) of this
subsection; or
(g) A news-gathering organization as defined in KRS 189.635(8)(b)1.a. to e..

(KRS 61.870(10))

Submitting a request

In accordance with KRS 61.872, KCTCS requires a written request for records. Please specify the records you’re requesting, and send your request in writing to:  

Official Records Custodian
Office of General Counsel
KCTCS
300 North Main Street
Versailles, KY 40383

You can also submit your request by email to openrecords@kctcs.edu or by fax to (859) 256-3117.

You may also complete this form and submit it as an email attachment or by fax or regular mail using this contact information.

what happens next

After receiving your request, if you haven't completed the form, KCTCS may need you to complete a statement regarding your eligibility as a resident of the Commonwealth in accordance with the revised statues. 

KCTCS has five (5) business days to respond to a request for records, but may need additional time to get records that are in storage, are large or are otherwise hard to access. The General Counsel’s office will let you know if they need additional time.

You have the option of inspecting the records in person in the Office of General Counsel.  The Office is open for regular hours Monday through Friday from 8:30 a.m. to 5:00 p.m., excluding KCTCS holidays and closings.

When possible, KCTCS will email responsive records to the individual making the request.  If hard copies are requested, or electronic records are not an option, the cost for copies on standard 8.5" x 11" paper is ten cents per page, with payment due in advance or at the time of copying.  If the cost of copying and postage is less than $2.00, KCTCS will waive the cost.

If you have questions about this process, application of the Open Records law or different types of records, please contact Terri DeAtley in the Office of General Counsel at 859-256-3294 or email openrecords@kctcs.edu.

Looking for your transcript?

If you need to request a transcript you don’t have to go through the open records process. To order an official transcript(s), login to the National Student Clearinghouse secure site or contact the Student Records Office at your college.

Employees

Current KCTCS employees who want to view their own personnel files don’t need to submit a formal open records request through this process. You should contact your college or system office Human Resources staff.