Office of Legal Affairs

Frequently Asked Questions

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Does the Office of Legal Affairs provide personal legal advice to ASU employees and students?

No. The Office of Legal Affairs’ role is to provide legal services to Albany State University and therefore the Office of Legal Affairs does not provide legal advice or representation to individual Albany State University students, faculty or staff for personal matters. If you are interested in finding an attorney to represent you in a personal matter, the Georgia Legal Aid or Georgia Bar Association may be able to assist you.

What should I do if an attorney not representing the University contacts me and asks for information about ASU?

If you are contacted by an outside attorney in connection with University business or your work for the University, please notify the Office of Legal Affairs immediately.  Please do not speak or correspond directly with an attorney representing someone or threatening a claim or lawsuit against the University or against you in your official capacity for the University; such communications should be undertaken and/or overseen by the Office of Legal Affairs.  In cases where one of the University’s outside attorneys needs to contact you, Office of Legal Affairs staff will inform you of the date and time.

What should I do if I receive a subpoena, summons or a request for documents under the Open Records Act?

You should immediately contact the Office of Legal Affairs at (229) 430-0577 and if the request is in writing, send a copy of the request to the Office of Legal Affairs immediately. You should also identify any documents (print or electronic) or other records in your possession or department that might be responsive to the request.

What is a Contract at ASU?

A contract includes any agreement made on behalf of ASU which commits the funds, personnel, facilities, equipment, property, or other resources of the University. Other terms sometimes used to refer to a contract include, but are not limited to, agreement, letter of agreement, letter of intent, memorandum of understanding, memorandum of agreement, lease, license, use permit, and equipment loan. All contracts between Albany State University (ASU) and another individual or entity must be reviewed by the Office of Legal Affairs.

How do I know if a contract is needed at ASU?

If Albany State University is obligated in any way, whether funds, personnel, facilities, equipment, property, or other resources of the University a contract is required.

Do Clinical Affiliation Agreements & Memorandum of Understandings for Student Applied Learning Experiences need to be reviewed by the Office of Legal Affairs?

Yes, all contracts between Albany State University and another individual or entity must be reviewed by the Office of Legal Affairs. This includes any agreement made on behalf of ASU that involve students.

Who is authorized to sign contracts on behalf of ASU?

Generally, only the University President and the Senior Vice President of Administration may sign on behalf of the University. At the President’s discretion, other individuals may be authorized to sign contracts. Directors, deans, and department heads are not authorized to sign contracts.

What is the Family Educational Rights and Privacy Act (FERPA)?

The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99) is a Federal law that protects the privacy of student education records. The law applies to all schools that receive funds under an applicable program of the U.S. Department of Education.

In accordance with FERPA, Albany State University protects students’ rights to privacy. No one outside of the institution shall have access to, nor will the institution disclose any information from students’ education records, without the written consent of students, except: to authorized personnel within the institution, to officials of other institutions in which students seek to enroll, to persons or organizations providing students financial aid, to accrediting agencies carrying out their accreditation function, to persons in compliance with a judicial order and to persons in an emergency in order to protect the health or safety of students or other persons. All of these exceptions are permitted under the Act.

ASU is fully committed to ensuring the privacy and protection of personal information of all student, including those enrolled in distance learning program, and does not share personal information gathered from distance education and/or on-campus/residential students.  However, in some cases, the University may be compelled by the Open Records law to release information.

What should I do if I want to request my personal student records from ASU?

The Office of Legal Affairs is solely responsible for coordinating the University’s search, retrieval and disclosure of records pursuant to open records requests, subpoenas, and requests for production of records and must clear all records to be released. If you are a current or former student inquiring about your academic records, please contact The Office of Academic Services & Registrar at (229) 430-4638 (East Campus) or (229) 317-6204 (West Campus) for information on making a request.

What should I do if I want to request my personal employment records from ASU?

The Office of Legal Affairs is solely responsible for coordinating the University’s search, retrieval and disclosure of records pursuant to open records requests, subpoenas, and requests for production of records and must clear all records to be released. If you are a current or former Albany State University employee inquiring about your employment records, please contact the Human Resources Management Department at (229) 430-4638 (East Campus) or (229) 317-6204 (West Campus) for information on making a request.

When is a Waiver or Release Required at ASU?

Waivers and Releases serve to minimize legal exposure to the University in the event of injury to a participant or property damage in connection with a University-related trip, program, or activity. It is important that the Waiver or Release used is specific to the particular trip, program, or activity planned, and that each participant has an opportunity to review the Waiver and/or Release and ask questions prior to signing. For individuals under the age of 18, a parent or legal guardian must also sign the Waiver or Release.

Any ASU student or employee traveling to or participating in an ASU sanctioned activity as required for academic purposes, or in fulfillment of their employment obligations will not be required to complete a hold harmless waiver form.  For example, those students participating in band and are taking a related course as part of their academic program are not required to complete the form.  Additionally, those students participating in a recognized sport and are required to travel in order to fulfill their obligation as a team member will not be required to complete the waiver form.

Individuals, including students/non-students/employees/non-employees, who are traveling for reasons other than to fulfill academic or employment obligations at ASU will need to complete the waiver anytime they are participating in university-sanctioned events or traveling in university vehicles. For example, individuals who voluntarily travel as advisors, chaperones, or participants in extracurricular activities will need to complete the waiver form.

Who should I contact if I have questions about ASU’s Protection of Non-Student Minors on Campus Policy?

For information on the Protection of Minors, please contact The Office of Legal Affairs at (229) 430-0577

What office should I contact if I have questions about scheduling an event at Albany State University that will involve non-student minors?

Please contact the ASU Campus Events/Scheduling Office at (229) 317-6770 or roomreservations@asurams.edu.