Responding to FOIA Requests at Radford University

Typically, Freedom of Information Act (FOIA) requests are submitted through the university’s FOIA Officer or email address. However, requests may also be sent directly to faculty or staff. Any request for records—regardless of how it is received—is subject to the same legal requirements, responsibilities, and timelines under Virginia’s FOIA. 

If You Receive a FOIA Request Directly 

• Immediately notify the FOIA Officer 
  Contact the University FOIA Officer as soon as possible at foia@radford.edu or 540-831-6303. The FOIA Officer will coordinate the response in consultation with University Counsel and other appropriate offices.  

• Document the date of receipt 
  The university is required by law to respond within five working days of receiving a request. This timeline begins when you receive the request, not when it is forwarded.  

• Clarify and document the request 
  If the request is made verbally, write down your understanding of the request and collect the requester’s contact information, including name and legal address (and phone number, if applicable). 
  While written requests are not required, you may politely encourage the requester to submit their request in writing to avoid misunderstandings. Provide the FOIA Officer’s contact information or direct them to the university’s FOIA webpage.  

Your Role in the Response Process 

Whether a request comes directly to you or is routed through the FOIA Officer: 

• Cooperate fully and promptly with the records review process  

• Work with the FOIA Officer to identify, locate, and review responsive records  

• Assist in determining whether any exemptions apply  

• Track the time you spend responding, as this may inform cost estimates provided to the requester  

If fees apply, the FOIA Officer will coordinate the preparation of a cost estimate and communicate with the requester. 

Important Legal Considerations 

• The release of non-exempt public records is mandatory, not discretionary  

• Failure to respond appropriately may result in legal and reputational consequences for the university  

• In certain cases, employees may be held personally liable for noncompliance  

What Is Not a FOIA Request 

Routine requests for publicly available materials—such as brochures, pamphlets, or general informational content—are not considered FOIA requests. These should be handled directly by the appropriate office and should not be forwarded to the FOIA Officer. 

For questions about your responsibilities or whether a request falls under Virginia’s FOIA, please contact the FOIA Officer at foia@radford.edu.