MISSISSIPPI COMMISSION FOR VOLUNTEER SERVICE
PUBLIC RECORDS POLICY
The public records policy of the Mississippi Commission for Volunteer Service (MCVS) has been adopted in accordance with the Mississippi Public Records Act of 1983, Section 25-611, et seq, Miss. Code Ann. (1972).
Public records requests for MCVS may be submitted in writing and delivered to MCVS via mail, email, or in person. These requests should be sent to the attention of the Executive Director at the address noted below or electronically to firstname.lastname@example.org.
Mississippi Commission for Volunteer Service
Attn: Executive Director
3825 Ridgewood Road
Jackson, MS 39211-6453
View the Request for Public Records form here: Request for Publilc Records
The request must identify the records, give the name, address, and telephone number of the requesting agency or individual, and must be signed by the requesting party. This requirement may be waived on a case by case basis by the MCVS Executive Director or designee to facilitate the orderly and timely release of the information.
MCVS shall respond to the request in writing within 7 working days from the date of request. Denials shall contain the specific reasons for the denial. Copies of all denials shall be maintained on file by MCVS for not less than three years from the date denial is made. The person making the request may appeal any denial directly to the MCVS Executive Director.
If the records will be disclosed, MCVS will give an estimate of the total cost, if any, for compliance with the request. If the estimate is agreeable to the requestor, MCVS will produce the records requested no later than 14 working days from the date of the request and payment are received. Payments must be made by certified check, money order, or cashier’s check made out to the Mississippi Department of Finance and Administration.
Records furnished to MCVS by third parties, which may contain trade secrets or confidential commercial or financial information, will not be released until reasonable notice to the third parties has been given. For the purpose of providing advance notice to submitter’s of trade secret or confidential commercial or financial information, twenty-five days from the submitter’s receipt of written notice shall be deemed a reasonable time for the disclosure of the requested records in the absence of a court order to the contrary.
Please note that client files, medical records, and personnel files are not considered public records.
Any person desiring copies of public records shall be entitled to obtain mechanically reproduced standard black and white copies at a charge which represents the actual cost of such reproduction. Official representatives of public bodies, as defined in the Public Records Act, shall be entitled to reasonable copies of such records with no charge.
If the searching, reviewing, duplicating or separating of non-exempt material from documents, etc., containing exempt material requires more than one hour of work, then any requesting party may be charged for the work time above an hour in addition to the reproduction charges. The charge for the hours shall be based upon the hourly salary of the lowest paid employee of MCVS qualified and available to do the job. Below is a breakdown of costs:
8 ½” x 11" – $.25 per page
8 ½” x 14" – $.35 per page
11" x 17” – $.75 per page
$15 per hour…………for basic copies or clerical assistance
$15-$75 per hour….to evaluate, research, redact, reproduce based on the pay scale of the lowest level employee competent to respond to the request
$40 per hour…………for technical or professional assistance
$50 per hour…………for automated records search
Actual costs…………..for postage, UPS, Federal Express, temporary agency personnel, and reproduction at an outside print facility.
Mailing costs calculated at the applicable United States Postal Service rates shall be charged where appropriate. The cost of mailing a notice to third parties via certified mail, return receipt requested, shall be charged to persons requesting the public records.
No request for information shall be granted until the fees have been received by the agency.