Freedom of Information Act Procedures and Guidelines

• A. Appointment of FOIA Coordinator
• B. Submission of FOIA request
• C. Immediately Forward FOIA Request
• D. Request Response Time
• E. Response to a FOIA request
• F. Notification of FOIA request
• G. Division Response to Department's FOIA Coordinator
• H. Assessment of Fees for a FOIA Request
• I. Deposit Requirements
• J. Appeals of Fees and Disclosure Determinations
• K. Transparency

Written Summary of FOIA Procedures and Guidelines

For Online Payment Option

In accordance with section 6 of the FOIA, MCL 15.236, the Department has appointed a FOIA Coordinator, as well as alternate FOIA Coordinator. The names of the FOIA Coordinator and alternate FOIA Coordinator are available from the Michigan Department of Lifelong Education, Advancement, and Potential (MiLEAP) Executive Office.

FOIA requests must be submitted in writing to Michigan Department of Lifelong Education, Advancement, and Potential (MiLEAP) by sending an email or mail to:

Email: MiLEAP-FOIA@michigan.gov

Mail: 
Michigan Department of Lifelong Education, Advancement, and Potential (MiLEAP)
Attn: FOIA Coordinator
Landmark Building, Second Floor
105 W. Allegan St.
Lansing, MI 48933

By statute, requests MUST include:

• the requesting person's complete name
• requesting person’s address in compliance with United States Postal Service addressing standards
• valid telephone number or electronic mail address
• a sufficient description of the records requested, including the date range to enable the Department to search for and locate any potentially existing responsive documents

Any employee of the Department who receives a written request for a public record must immediately forward that request to the FOIA Coordinator at MiLEAP-FOIA@Michigan.gov. If a Department employee receives a written request for a public record that is delivered to a spam or junk-mail folder, the employee must record the date and time the written request is delivered to the spam or junk-mail folder and date and time the employee first becomes aware of the written request. The employee must forward those dates and times to the FOIA Coordinator with the written request.

The Department must respond to a FOIA request within five business days. In some cases, the Department may extend the time for responding by an additional 10 business days by notifying the requesting person in writing of the reason for the extension and the new due date. MCL 15.235(7). Due to the short statutory time period within which the Department must issue a written notice in response to the FOIA request, it is imperative that there be no delay in complying with the departmental procedures and guidelines.

Only the Department's FOIA Coordinator or Alternate FOIA Coordinator will respond to FOIA requests. The Department will provide copies of these procedures and guidelines with each written response or provide a link to an online version of these documents. If a request is denied, in full or in part, the Department will provide the requester an explanation of the basis of the denial under the FOIA, and give notice to the requester of his or her remedial rights. MCL 125.235(5). 

Upon receipt of a FOIA request, the Department's FOIA Coordinator will email the office or offices that might possess records responsive to the FOIA request.

As soon as possible, but not later than two business days before the Department's FOIA response is due, the office’s response is due to the FOIA Coordinator.

The FOIA permits the Department to charge a fee for the search, retrieval, examination, review, and separation and deletion of exempt from nonexempt material, but only if the failure to charge a fee would result in unreasonably high costs to the department because of the nature of the request in the particular instance, and the department specifically identifies the nature of these unreasonably high costs. MCL 15.234(1) and (3).

The following fee guidelines for calculating labor and material costs incurred in processing FOIA requests are established pursuant to MCL 15.234(3):

1. Fees will be uniform and not dependent upon the identity of the requesting person.
2. No Department employee shall stipulate to work overtime or include overtime wages in the labor costs described in these procedures and guidelines.
3. If a requester submits an affidavit of indigency, the first $20.00 of a fee will be waived. A requesting person must include a statement that the request is not being made in conjunction with outside parties in exchange for payment or other remuneration.
4. Fees will be itemized using the detailed itemization of fees invoice and will include:
   1. Labor costs for the search, location, and examination of public records will be calculated using the hourly wage of the Department's lowest paid employee capable of conducting the search, location, and examination, whether or not they are available or actually perform the labor. Such labor costs shall be estimated and charged in increments of 15 minutes with all partial increments rounded down. The hourly wage will be based on the Department's payroll records for the applicable fiscal year. Labor costs shall also include up to 50% of the hourly wage to partially cover the cost of fringe benefits, not to exceed the actual cost of fringe benefits.
   2. Labor costs for the review of public records and separation and deletion of exempt from nonexempt material will be calculated using the hourly wage of the Department's lowest paid employee capable of conducting the review and separation and deletion of exempt from nonexempt material, whether or not they are available or actually perform the labor. Such labor costs shall be estimated and charged in increments of 15 minutes with all partial increments rounded down. The hourly wage will be based on the Department's payroll records for the applicable fiscal year. Labor costs shall also include up to 50% of the hourly wage to partially cover the cost of fringe benefits, not to exceed the actual cost of fringe benefits.
      • Non-paper physical media costs will be calculated using the actual and most reasonably economical cost of computer discs, computer tapes, and other digital and similar media provided by the Department.
      • Duplication and publication costs will be calculated using the actual total incremental cost of necessary duplication or publication of a public record, not including labor. The actual and incremental cost, calculated per sheet, shall be charged and will not exceed 10 cents per sheet of paper for letter or legal-size paper. The Department shall use the most economical means available for making copies, including the use of double-sided printing, if cost-saving and available.
      • Labor costs for the duplication or publication of public records, including making paper copies, making digital copies, or transferring digital public records to be produced on non-paper physical media or through electronic means, will be calculated using the hourly wage of the Department's lowest paid employee capable of duplicating or publishing the public records, whether or not they are available or actually perform the labor. Such labor costs shall be estimated and charged in increments of 15 minutes with all partial increments rounded down. The hourly wage will be based on the Department's payroll records for the applicable fiscal year. Labor costs shall also include up to 50% of the hourly wage to partially cover the cost of fringe benefits, not to exceed the actual cost of fringe benefits.
      • Actual costs of mailing using a reasonably economical and justifiable manner.
   3. Labor costs for monitoring an inspection of original records will be calculated using the hourly wage of the Department's lowest paid employee capable of monitoring the inspection. Labor costs for monitoring an inspection will not be charged for the first hour. The hourly wage will be based on the department's payroll records for the applicable fiscal year. Note: Section 3(3) of the FOIA, MCL 15.233(3), provides, in pertinent part, that "[a] public body shall protect public records from loss, unauthorized alteration, mutilation, or destruction."
   4. If a statute authorizes the sale or production of public records to the public for a specified fee or if a fee for production of public records is otherwise set by statute, the department will charge the statutory fee in lieu of a fee calculated using the guidelines set forth above.
   5. The Department will not charge a fee for the search, retrieval, examination, review, and separation and deletion of exempt from nonexempt material that will take less than one hour. If the search, retrieval, examination, review, and separation and deletion of exempt from nonexempt material will take more than one hour, a fee will be charged in accordance with this procedure pursuant to section 4 of the FOIA, MCL 15.234. The hourly wage will be based on the department's payroll records for the applicable fiscal year.

If the Department estimates a fee to process a FOIA request greater than $50.00, the Department will require a good-faith deposit from the requestor before providing the public records to the requester. The deposit shall not exceed 1/2 of the total estimated fee. Any written notice containing a notice of a deposit shall also contain a best effort estimate by the Department regarding the time frame after a deposit is received that it will take the Department to provide the public records to the requestor. The time frame estimate is not binding upon the Department, but the Department shall provide the estimate in good faith and strive to be reasonably accurate and to provide the public records in a manner based on this State's public policy under section 1 of the FOIA, MCL 15.231, and the nature of the request in the particular instance. If a fee appeal has not been filed under section 10a of the FOIA, MCL 15.240a, the Department must receive the required deposit within 45 days after your statutorily determined receipt of the estimate, otherwise the FOIA request will be considered abandoned and the Department will not be required to fulfill the request.

If the Department charges a fee or denies all or part of a request, the requestor may submit to the Executive Director of the Department a written appeal that specifically states the word "appeal" and identifies the basis for which the fee should be reduced, or the disclosure determination should be reversed. Written appeals may be sent to the email address or mailing address listed above and will be forwarded to the Executive Director or the person designated by the Executive Director at the Michigan Department of Lifelong Education, Advancement, and Potential (MiLEAP) to respond to written appeals.