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Subpoenas

Needs to Be Reviewed for Updates

This procedure may need to be reviewed for any policy updates.

1. Notice to Student

  • If a Release of Authorization form is attached to the subpoena, no mailed notice is required.
  • If no release is attached:
    1. Prepare the Letter and Notice to Consumer or Employee.
    2. Place the notice in an envelope and mail to the student using:
      • Certified Mail
      • Return Receipt Requested
    3. Deliver the prepared envelope and certified mail forms to Bee in the Mail Room.
    4. Upon receipt:
      • Attach the returned receipt to the filed subpoena.
      • If the mail is returned, attach the returned mail to the filed subpoena as well.
  • Wait 7 calendar days for a response.
  • If no response is received after 7 days, begin processing the subpoena.

2. Review and Distribution

  1. Review the subpoena to determine what records are being requested.
  2. Forward the subpoena to all applicable departments to gather the required information.
  3. Compile all received documentation.
  4. Send completed records and documents to Risk Management.

3. Records Collection

A. Application Records

  • LaserFiche — Print the student's application.
  • OpenCCCApply Report Center — Print the student's application.

B. Transcripts (TRAN)

  1. Enter the Student ID.
  2. Save.
  3. P → FormFusion
  4. Use the printing code.
  5. Save and update.

C. Other Student Records (If Requested)

Copy all relevant correspondence and student records including instructor rosters, grades, and programs. Ensure all documents are in order and legible. Only include the requested student's records. Redact or white out other students' information as needed.

D. Full Grades and Rosters (If Required)

  1. STAC — Print course list.
  2. M: Drive → Instructor Grades:
    • Search by semester.
    • Search by instructor and section.
    • Locate rosters for each registered class.
  3. Redact or black out all other students' information.
  4. Convert all documents to PDF and ensure redactions are applied correctly.

4. Subpoenas Requiring Financial Information

Contact the appropriate offices for financial records:

  • CO/Auxiliary Services — Jennie Adams, Ext. 46433
  • Financial Aid — Thuy Huong Nguyen, Ext. 46485

Email the department(s) with the subpoena request and student name/ID. Request that documentation be sent via interoffice mail if applicable.

5. Subpoena Fees Form

  • Track all time spent processing the subpoena for billing purposes.
  • Copy the tracked time from Excel and paste it as an image into a letterhead document.
  • Save the file as Subpoena Fees.
  • Convert the document to PDF by right-clicking on the file.

6. Custodian of Records Form

  • Complete the Custodian of Records form provided by HR.
  • Attach the completed form to the subpoena package.

7. Assembly, Sending, and Filing

Document Order

  1. Custodian of Records Form
  2. Subpoena Fees Form
  3. Application
  4. Transcripts
  5. Additional subpoena-requested documents

Distribution and Filing

  • Make copies of all documents.
  • Email the completed subpoena package to Annina Brown.
  • File physical copies in the first drawer located by Mark's office.
  • Include the notification letter to the student in the file.
    • If the letter is returned, file it with the subpoena documentation.

8. Special Notes and Exceptions

Public Defender Subpoenas

Do not pay the $15 fee.

Workers' Compensation Subpoenas

  • Include application and transcripts only.
  • Send documents to the District.
  • No fee letter is required.
  • Print official transcripts from TRAN.