Public Information Requests

1. Purpose

This page establishes a consistent method for members of the public, researchers, journalists, partners, donors, community organizations, and other interested parties to request information from the Institute.

The process is intended to improve transparency while preventing accidental disclosure of information that is confidential, protected, incomplete, unsafe to release, or subject to another person’s rights.

2. Information that may be available

Availability depends on whether the information exists, is maintained by the Institute, has been approved for disclosure, and is not subject to a legitimate restriction.

3. Before submitting a request

Many materials may already be available through the Institute’s website.

• Review the Policies & Public Information page.
• Search the Website Directory.
• Review Publications and the JR Research Archive.
• Check News, Events, Programs, and governance pages.
• Search for annual reports, financial reports, and institutional metrics when those sections become active.

4. How to submit a request

A request should be sufficiently specific to allow the Institute to identify the information being sought.

A requester should provide:

• their name and preferred contact information;
• the subject of the request;
• a clear description of the records or information;
• an approximate date range, when relevant;
• the preferred format for receiving the response;
• any deadline and the reason the information is needed by that date;
• whether the request relates to research, journalism, education, legal review, accessibility, or another purpose.

Broad requests may require clarification before review can begin.

5. Review process

1. The request is received and assigned for initial review.
2. Staff determine whether clarification is required.
3. Relevant departments or record custodians are contacted.
4. Materials are reviewed for privacy, confidentiality, security, legal, contractual, and research concerns.
5. Responsive public information is prepared or identified.
6. The requester receives the information, a referral, a request for clarification, or an explanation of any limitation.

6. Response timing

The Institute should acknowledge requests within a reasonable period. Completion time may depend on the scope, age, format, sensitivity, location, and volume of the requested materials.

Complex requests involving archived records, legal review, research data, third-party consultation, or extensive redaction may require additional time.

7. Fees and reproduction costs

Routine electronic responses should generally be provided without charge when doing so requires minimal staff time.

The Institute may require advance payment for substantial printing, physical media, shipping, specialized reproduction, technical extraction, or unusually burdensome requests.

Any anticipated charge should be explained before the Institute incurs the cost.

8. Information that may be withheld or restricted

The Institute may decline to release or may redact information involving:

• personal, personnel, applicant, donor, or participant information;
• medical, disability, financial, or other sensitive records;
• confidential research data or identifiable participant information;
• trade secrets, proprietary information, or contractual restrictions;
• cybersecurity details, credentials, vulnerabilities, or security plans;
• facility access systems or information that could create a safety risk;
• attorney-client communications or protected legal work;
• unfinished drafts, internal deliberations, or preliminary analysis;
• records owned by third parties or governed by donor restrictions;
• information subject to export controls or research-security restrictions;
• materials whose disclosure would compromise an investigation or review.

When practical, nonrestricted portions may be separated and released.

9. Research and repository records

Requests concerning research participants, unpublished manuscripts, peer review, misconduct proceedings, laboratory records, restricted datasets, repository moderation, or archival donations require specialized review.

Public scholarly records should generally be accessed through the applicable publication or repository page. Requests involving corrections, withdrawals, legal restrictions, or takedowns should follow the applicable repository procedure.

10. Privacy, confidentiality, and security

The Institute should verify authority before releasing private information to a person claiming to be the subject of a record or an authorized representative.

Sensitive responses should be transmitted through an appropriate secure method rather than ordinary public webpage publication or unsecured email.

11. Clarification and follow-up review

A requester who believes a response misunderstood the request may submit a written clarification describing what information remains unresolved.

The Institute may conduct a secondary review when practical, but this voluntary process does not create a legal right to disclosure, appeal, discovery, or administrative review.

12. Submit a public information request

Until a dedicated request form is activated, public information requests may be submitted through the Institute’s Contact page.

Select or state Public Information Request as the inquiry category and include the details described above.