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Report Request Form

A person or organization may request copies of public records under Oregon’s Public Record Laws, as defined in ORS Chapter 192. Portland State University Public Safety will make records, except those exempt from disclosure, available at cost to the requestor. Request forms may be found online at our websiteor at The Campus Public Safety Office, 148 Shattuck Hall.

cpso_Report Request Form_Update12-10.pdf

Upon Receipt of Your Request

 Upon receipt of your request, the Custodian of Record will first need to ascertain whether the records you request are in the care of the Portland State University Public Safety. This may require that we contact other divisions, units, or personnel within the Portland State University community and/or other agencies.  You will be notified if some or all of the requested documents are not in our care.

  • The Public Records Law does not impose on public bodies the duty to create public records.
  • A public body is not obligated to purchase or create new program to extract the data in its computer in a manner requested by the public.
  • The public body is not required to develop or acquire new or additional software or programs in order to retrieve the requested information.

A public body is only required to make available for inspection those records that exist at the time of the request.  Persons seeking to inspect or obtain copies of records on a continuing basis must make a new request for records.


Timetable

  • The Portland State University Public Safety Office does not need to provide records by the time stated by the requester, though it will make reasonable efforts to do so.
  • The Portland State University Public Safety office will provide the records as quickly as reasonable.
  • Please be aware that requests are processed in the order they are received.
  • Please allow up to 20 business days to receive the requested records. Unforeseen staffing shortages and other circumstances or research requirements may delay a response. If fulfilling your request takes longer than 20 business days, you will be notified.

Fees

A search fee in the amount of $5.00 is required for all requests. This $5.00 fee will be applied to any final amount due.

You will be provided with an estimate of the expected fees if the fees total more than $25.00. If you receive such notice, approval of fees is required in writing prior to completing your request.

The Portland State University Public Safety will assess fees for the following:

  • time spent by Portland State University office staff in locating the requested records
  • time spent copying the requested records
  • time spent reviewing the records
  • time spent redacting exempt material
  • time spent re-filing the records
  • a cost per page copy which is $5.00 for the first 5 pages then $.50 per page thereafter
  • necessary time spent by Portland State University General Counsel for reviewing and redacting records
  • time spent preparing correspondence related to your request

Required Information

If your request has been couched in vague or broad terms, a representative of the Portland State University Public Safety office may call or write you in an effort to acquire information or clarification for the purpose of assisting us in our search for records and expediting a response to your request.

Your request must identify as specifically as possible:

  • the type of record(s)
  • subject matter
  • approximates dates(s)
  • names of persons involved
  • the number of copies requested

Requests must include the name, address, and telephone number of the person requesting the public record(s).  Please include an email address if possible.

Mail your public records request, a business-size (large enough for five standard sheets of paper), self-addressed, stamped envelope, and a check or money order in the amount of $5.00 to:

Custodian of CPSO Records
PO Box 751
Portland, Oregon 97207/CPSO
Make check payable to: Portland State University

Records Provided

It is the policy of the Portland State University Public Safety office to provide copies of records in lieu of original documents. This policy is established to provide for the protection of records and to prevent interference with the regular discharge of Portland State University Public Safety office duties. The right to examine original records does not require inspection of original documents that contain information that is exempt from disclosure.  A public body acts reasonably if it furnishes a copy of the original document, with the exempt material blanked out.

Oregon State Law prohibits disclosure of information deemed confidential or sensitive or as exempted from public disclosure. For further explanation see: Portland Police Bureau.

  • Elder Abuse
  • Child Abuse
  • Juvenile Records
  • Physical and mental health information
  • Information related to an ongoing investigation
  • Certain personal information
  • Unindicted cases, indicted but unarraigned, case in warrant status or misdemeanor arrest warrant per the District Attorneys office
  • Sex offenses

Fee Waiver Policy

Ultimately, it is the citizens of Oregon who bear the burden of providing records free of charge. Fee waivers will be considered if the requestor demonstrates that disclosure of the records is in the public's interest in that it affects the community or society as a whole. A concern or interest of a private individual or entity does not merit a fee waiver. Requests for fee waivers must be in writing. In the event it is necessary to enlist the public's assistance in public safety or personal safety issues, fees may be waived and reports provided to the media at no charge.