SBCTC Policy Manual
Chapter 7: Public Information and Public Records

Print section 7.00

This chapter contains policies related to public information, public records and printing of the SBCTC and the state’s community and technical college system. Links are provided in the respective policy statements to RCWs, WACs, procedures and guidelines that are relative to that particular policy.

---

Policy history

Action	Description	Revision Date
SBCTC Resolution 02-09-16	Board approved Policy Manual	09/19/2002

Print section 7.10

The State Board for Community and Technical Colleges and the community and technical college districts are agencies of the State of Washington. As such, they subscribe to the principle of the public's right to know, and of full disclosure of official actions.

Print section 7.20

All written and electronically-processed records prepared by the State Board and the state’s community and technical college districts shall be available for public inspection with limited exceptions, i.e., student information/records, personnel records, surveys of personal opinions, etc. (see WAC 131-276).

---

Policy history

Action	Description	Revision Date
Passage of EHB 1595	Public records request fees	07/23/2017
Massage of ESHB 1594	Improving public records administration	07/23/2017

Print section 7.30

Community and Technical Colleges are required to maintain records in keeping with the Washington Secretary of State’s Office retention schedules. In cases in which the Community and Technical College Records Retention Schedule is silent, colleges should follow the State Government General Records Retention Schedule (see Community and Technical Colleges Records Retention Schedule and State Government General Records Retention Schedule under Policy Resources below).

---

Policy resources

• Community and Technical Colleges Records Retention Schedule
• State Government General Records Retention Schedule

Policy history

Action	Description	Revision Date
State Records Committee approval	State Government General Records Retention Schedule	08/05/2020
State Records Committee approval	Community and Technical College Records Retention Schedule	02/05/2020

Print section 7.40

Community and technical colleges are authorized to provide course and enrollment information to the residents in their respective college district boundaries (see WAC 131-32-040).

7.40.10 Non-discrimination statements

• Continuous Non-Discrimination statement: The US Department of Education requires colleges to publish continuous notices of non-discrimination on materials, including printed and electronic publications and the website.
• Annual Non-Discrimination Statement: The US Department of Education requires colleges to disseminate an annual notice of non-discrimination prior to the start of fall quarter. 

(see College Website, Publication, and Event Requirements: Human rights under Policy Resources below).

---

Policy resources

• College Website, Publications, and Event Requirements: College Liability Protection

Policy history

Action	Description	Revision Date
Passage of ESB 5165	Citizenship or Immigration Status Discrimination	06/11/2020
Passage of SB 5123	Veterans Discrimination	07/22/2007
Passage of ESHB 2661	Sexual Orientation Discrimination	06/07/2006

Print section 7.50

The SBCTC, community and technical colleges and college districts may print publications such as catalogs, bulletins, newsletters, brochures, handbooks, posters, multimedia material and other types of published material.

• In their own printing facilities, by contracting with local printers, or through the services of the state printer.
• Using private sources when the printing and related work is more economical or efficient than through the state printer.
  • If a print job is put out for bid, the Department of Enterprise Services must be included in the bid solicitation.

DES shall print all agency materials that contain sensitive or personally identifiable information not publically available. If it is more economically feasible to contract with a private vendor to print sensitive or personally identifiable information, the vendor shall enter into a confidentially agreement with the DES to protect the information that is provided as part of the print job (see RCW 43.19.736)

---

Policy history

Action	Description	Revision Date
Passage of ESSB 5931	Printing	05/25/2011

Print section 7.60

College websites, publications, and event requirements are mandated by federal or state law. Most often these requirements pertain to public information officers or college relations and marketing staff. It is not all-inclusive and does not include college-specific requirements (e.g., those related to grants, program-specific accreditation). To ensure compliance with college-specific requirements, contact the lead for that program or service. Fulfilling each requirement item does not necessarily fall to the public information officer for compliance.

Requirements include, but not limited to, college finances, publications, human rights, accreditation and reporting (see College Website, Publications, and Events Requirements under Policy Resources below).

---

Policy resources

College Website, Publications, and Event Requirements:

• Academic Credit and Placement
• Accreditation and Reporting
• College Liability Protection
• Equity, Health and Safety
• Finance
• Student Consumer Information
• Other