Requesting Student Information
The information contained here applies only to the Registrar's Office processes, and identifies the Registrar's requirements as the receiver of subpoenas and legal requests for student records. Subpoenas and legal requests must be reviewed by the Office of University Counsel for validity and scope. Accordingly, SUNY Cortland requests that subpoenas and legal requests be made at least 5 business days in advance of a deadline or date of need.
Legal Requests and Subpoenas
According to NYS law, a subpoena requires the attendance of a person to give testimony (ad testificandum). A subpoena duces tecum requires production of books, papers and other things. A trial subpoena duces tecum shall state on its face that all papers or other items delivered to the court pursuant to such subpoena shall be accompanied by a copy of such subpoena. (N.Y. CVP. LAW § 2301 : NY Code - Section 2301: Scope of subpoena)
Subpoenas must be verified by the Office of University Counsel.
Charges for Preparation
In accord with the Regulations of the State University of New York Board of Trustees, and New York State law; charges for preparation may charged, but shall exceed the actual cost of preparation (photocopying, mailing and personnel). SUNY Cortland may require that the fee for copying or reproducing a record be paid in advance of preparation. Requesters will be informed of the estimated cost of preparing a copy of a record if more than two hours of an employee’s time is needed, or if it is necessary to retain an outside professional service to prepare a copy of the record. Current duplicating costs are:
- Copying: Standard: 8.5 x 11 - .06 per page, Color: 8.5 x 11 - .16 per page
- Mailing: Prevailing USPS Postage Rate (Info)
- Expedited Mailing: Prevailing FEDEX Rates (Info)
- Personnel charges for research, obtaining or preparing records are only incurred if more than two hours of an employee’s time is needed, or if it is necessary to retain outside services.
Requesting Other Information Types
- Subpoenas for employee records should be directed to the Human Resources Office.
- Freedom of Information requests must be requested through Public Relations.
- Solomon Act requests must be requested through Public Relations.