The Oklahoma Public Records Act is a law designed to bring transparency and trust to communities that depend on police departments. In case some are unaware of how that works, here is a step-by-step guide so that you can access the information available to you in an efficient and correct manner. 

This applies to the University of Central Oklahoma Police Department, as well as department agencies that provide public access to records. 

Students can request records from UCOPD at their campus headquarters 24/7. For students who cannot visit in person, UCOPD also accepts digital requests through its online open records portal.

When asking for a record regarding a crime or incident, here are a couple tips to make the process a bit smoother:

• Ask for the “initial incident report,” not “all investigative materials.” Initial incident reports made by an officer on scene are always accessible to the public, even if they are part of an investigative file.

• Have the approximate date, time and location. These details can help UCOPD locate the correct report quickly.
• Ask for any facts concerning the arrest, including cause of arrest, arresting officer name, etc.
• Follow up politely. If the request is delayed, students can contact UCOPD’s nonemergency number, (405) 974-2345 or send an email to [email protected] to check on the status of the request.

Students do not need to explain why they want a record. The Open Records Act requires agencies to grant access to requested records regardless of the requestor’s reason.
Under state law, while agencies must provide “prompt, reasonable access” to records, some reports may require redactions before release. If the record is not immediately available, UCOPD may ask the student to submit a written request or return later.

Students filing online should include the same details as an in-person request. After submitting, students will receive an email confirming the request and outlining estimated processing time or fees, if any, as the Open Records Act allows agencies to charge for physical copies, extensive searches or electronic transfers that require staff time. Requestors will be notified if charges will apply before processing begins.

Oklahoma law states that law enforcement agencies must release basic incident information, including a description of the incident, the date, time and location, a list of involved individuals, and a description of any injuries or property damage.

However, there are exceptions. Certain information may be withheld or redacted, especially if releasing it “would materially compromise an ongoing criminal investigation or ongoing criminal prosecution.” 

Some materials potentially subject to redaction include:

• Sensitive personal information of individuals who are not the arrestee.
• Information that might jeopardize witness confidentiality (if the witnesses requested anonymity)
• Body camera and dash camera footage may be withheld until certain conditions are met such as a court appearance in some cases.
• So, a fair warning that an agency may withhold parts of the record beyond the “initial incident report.”

Something students should also be aware of is the Clery Act, a federal law requiring colleges and universities that receive federal funding to produce a public annual security report to employees and students every year. This report must include statistics of campus crime for the preceding three calendar years, as well as all efforts taken to improve campus safety.

There are five categories of crime reportable by institutions for higher education under the Clery Act.

Criminal Offenses

• Criminal homicide: murder and non-negligent manslaughter, manslaughter by negligence
• Sexual assault: rape, fondling, incest, statutory rape
• Robbery
• Aggravated assault
• Burglary
• Motor vehicle theft
• Arson

Hate Crimes

• Larceny-theft
• Simple assault
• Intimidation
• Destruction, damage, or vandalism of property

Hazing

Violence Against Women (VAWA) offenses

• Domestic violence
• Dating violence
• Stalking

Arrests and Referrals for Disciplinary Action

• Weapons law violations
• Drug abuse violations
• Liquor law violations

Crime reporting under the Clery Act isn’t limited to events that occur on campus. Institutions must include statistics for crimes that occur on public property within campus bounds or immediately adjacent to the campus as well.