Five UF Policies Every Faculty Member Should Know Barbara C. Wingo Associate Vice President and Deputy General Counsel

Records Issues Sunshine Law and Public Records Education (Student) Records Medical Records (HIPAA)

Public Records Law Applies to all materials made or received by an agency that are used to perpetuate, communicate or formalize knowledge.

A request for public records does not need to be in writing. A request for public records does not need to be in writing. The requestor need not identify himself or herself. The requestor need not identify himself or herself. A reason for the request need not be given. A reason for the request need not be given.

Exemptions from disclosure are numerous Examples: Education (student) records Education (student) records Limited access records Limited access records Medical Records Medical Records Social security numbers Social security numbers Certain research records Certain research records

Public records must be retained pursuant to the applicable Records Retention Schedule. Public records must be retained pursuant to the applicable Records Retention Schedule. The Public Records Law does not require the release of information (only records) and does not require the creation of new records. The Public Records Law does not require the release of information (only records) and does not require the creation of new records. If a public records request is received, contact the Office of News and Public Affairs or the General Counsel’s Office. If a public records request is received, contact the Office of News and Public Affairs or the General Counsel’s Office.

What are student (education) records? Records which – Records which – –Contain information directly related to a student; and –Are maintained by the University or institution or by a person acting for the University. Unless an exemption applies. Unless an exemption applies. Applicant records are also exempt from disclosure under the Public Records Law. Applicant records are also exempt from disclosure under the Public Records Law.

Who has access to student records? School officials with a legitimate educational interest in having access to such records School officials with a legitimate educational interest in having access to such records Other persons/agencies allowed by law Other persons/agencies allowed by law Others with the written permission of the student Others with the written permission of the student

Outside Activities and Conflict of Interest What is an activity or financial interest that may create a conflict of interest and needs to reported?

Use of University facilities, equipment or services Use of University facilities, equipment or services Involves student or University employee who is directly or indirectly supervised or evaluated Involves student or University employee who is directly or indirectly supervised or evaluated Doing business with the University or competing with the University Doing business with the University or competing with the University Candidacy or holding public office Candidacy or holding public office Instructional resources authored or published by a faculty member Instructional resources authored or published by a faculty member Professional compensated activity Professional compensated activity

Business activity in same field or discipline Business activity in same field or discipline An outside activity or financial interest in an entity that supports the faculty member’s research An outside activity or financial interest in an entity that supports the faculty member’s research An outside activity or financial interest in an entity that licenses technology invented by the faculty member An outside activity or financial interest in an entity that licenses technology invented by the faculty member Any service on a board of directors or board of trustees or as an officer of an entity Any service on a board of directors or board of trustees or as an officer of an entity Any other outside employment Any other outside employment

Research Compliance Institutional Review Boards Effort Reporting ok/researcher_handbook/section7.html ok/researcher_handbook/section7.html

Intellectual Property Policy Who owns inventions? Who owns inventions? Who owns works? Who owns works?

Tenure Procedures relations/union.asp relations/union.asp

General Counsel website