Phi Theta Kappa records (Mt. San Antonio College)
| Multi Request | Phi Theta Kappa records |
| Submitted | Sept. 20, 2024 |
| Est. Completion | None |
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Communications
From: Marina Villeneuve
To Whom It May Concern:
Pursuant to the California Public Records Act, I hereby request the following records:
1. Copies of all records provided by your college to Phi Theta Kappa from Jan. 1, 2024 to Sept 20, 2024.
2. Copies of all records provided to your college from Phi Theta Kappa from Jan. 1, 2024 to Sept 20, 2024.
3. Copies of correspondence sent from Phi Theta Kappa to your college president, CEO and/or chancellor from Jan. 1, 2024 to Sept 20, 2024.
4. Copies of all records showing the number of students in the top 10% of their class as of May 1, 2024. If the community college does not collect data about class rank, please state so.
5. Records showing the number of students who are members of Phi Theta Kappa on your campus, and the number of students invited to Phi Theta Kappa over the past year.
6. Copies of all records showing the amount of money your college paid to Phi Theta Kappa from Jan. 1, 2023 to Sept 20, 2024 and for what purposes.
7. Copies of all records showing the amount of money your college received from Phi Theta Kappa from Jan. 1, 2023 to Sept 20, 2024, and for what purposes.
8. Your college's policy for the handling of student data provided to and provided by Phi Theta Kappa.
Context: Phi Theta Kappa in their invitations tells students that they are in the "top 10% of students on your campus." I am trying to ascertain whether that is accurate, whether Phi Theta Kappa receives follow-up information from colleges on student GPA, and how Phi Theta Kappa obtains student personal data, and what kind of data, in the first place.
The requested documents will be made available to the general public, and this request is not being made for commercial purposes.
In the event that there are fees, I would be grateful if you would inform me of the total charges in advance of fulfilling my request. I would prefer the request filled electronically, by e-mail attachment if available or CD-ROM if not.
Thank you in advance for your anticipated cooperation in this matter. I look forward to receiving your response to this request within 10 calendar days, as the statute requires.
Sincerely,
Marina Villeneuve
From: Muckrock Staff
To Whom It May Concern:
I wanted to follow up on the following California Public Records Act request, copied below, and originally submitted on Sept. 24, 2024. Please let me know when I can expect to receive a response.
Thanks for your help, and let me know if further clarification is needed.
From: Mt. San Antonio College
Hello,
Human Resources has received your request today (9/30/24). Please be aware that Jose Ramirez and I handle all PRA requests for the College and it looks like neither of us have received this request until now. As such, we will have a response to you by 10/14/24.
Pertaining to the PRA itself, please provide clarification to the following in red:
1. Copies of all records provided by your college to Phi Theta Kappa from Jan. 1, 2024 to Sept 20, 2024. This is an overly broad request. Please specify what type of records you are asking for and whom is the receiver.
2. Copies of all records provided to your college from Phi Theta Kappa from Jan. 1, 2024 to Sept 20, 2024. This is an overly broad request. Please specify what type of records you are asking for and whom is the sender.
3. Copies of correspondence sent from Phi Theta Kappa to your college president, CEO and/or chancellor from Jan. 1, 2024 to Sept 20, 2024. Do you know the email or person with which these correspondence came from? If not, we will ask our IT team to find emails from ptk@mtsac.edu<mailto:ptk@mtsac.edu> to the College President.
4. Copies of all records showing the number of students in the top 10% of their class as of May 1, 2024. If the community college does not collect data about class rank, please state so. Just to clarify, you only want the number of students in the top 10%? Not the actual names of students.
5. Records showing the number of students who are members of Phi Theta Kappa on your campus, and the number of students invited to Phi Theta Kappa over the past year.
6. Copies of all records showing the amount of money your college paid to Phi Theta Kappa from Jan. 1, 2023 to Sept 20, 2024 and for what purposes. This is an overly broad request. Please clarify what you mean by paid to PTK.
7. Copies of all records showing the amount of money your college received from Phi Theta Kappa from Jan. 1, 2023 to Sept 20, 2024, and for what purposes. This is an overly broad request. Please clarify what you mean by paid to the College.
8. Your college's policy for the handling of student data provided to and provided by Phi Theta Kappa.
The rest of the requests above we will reach out to our partners on campus to obtain.
-Harry Nakaoki
[Mt. San Antonio College (Mt. SAC) Logo]
Harry Nakaoki
Executive Assistant to the Vice President of Human Resources
Human Resources
(he/him/his)
To schedule a meeting with Sokha Song, VP, Human Resources, please contact me or Jose Ramirez (jose.ramirez@mtsac.edu<mailto:jose.ramirez@mtsac.edu>)
[Email]hnakaoki@mtsac.edu<mailto:hnakaoki@mtsac.edu>
[Phone](909) 274-5449<tel:(909)%20274-5449>
[Location]Building: 4, Room: 1460
On The Web:
Website: https://www.mtsac.edu/hr/
Mt. San Antonio College
1100 N. Grand Ave.,
Walnut CA 91789
www.mtsac.edu<https://www.mtsac.edu/>
Complaints of Discrimination, Harassment, Retaliation, Sexual Misconduct, Dating Violence, Domestic Violence, or Stalking can be submitted with the Online Complaint Form<https://cm.maxient.com/reportingform.php?MtSanAntonioCollege&layout_id=1>.
From: Marina Villeneuve
Pertaining to the PRA itself, please provide clarification to the following in red:
Revised queries for #1 and #2
1. Copies of eligibility criteria for Phi Theta Kappa member for your college
2. Copies of lists of student information provided by your college to Phi Theta Kappa from Jan. 1, 2024 to Sept 20, 2024 (For example: a spreadsheet of prospective students sent to Phi Theta Kappa with column headers visible but individual student names redacted)
3. Copies of correspondence sent from Phi Theta Kappa to your college president, CEO and/or chancellor from Jan. 1, 2024 to Sept 20, 2024. Do you know the email or person with which these correspondence came from? If not, we will ask our IT team to find emails from ptk@mtsac.edu<mailto:ptk@mtsac.edu> to the College President.
-- VILLENEUVE RESPONSE: The email appears to be: collegerelations@ptk.org. If you could search for emails from @ptk.org, that would be preferable.
4. Copies of all records showing the number of students in the top 10% of their class as of May 1, 2024. If the community college does not collect data about class rank, please state so. Just to clarify, you only want the number of students in the top 10%? Not the actual names of students.
-- VILLENEUVE RESPONSE: Yes, not the actual names of students, the number of students in the top 10%
5. Records showing the number of students who are members of Phi Theta Kappa on your campus, and the number of students invited to Phi Theta Kappa over the past year.
6. Copies of all records showing the amount of money your college paid to Phi Theta Kappa from Jan. 1, 2023 to Sept 20, 2024 and for what purposes. This is an overly broad request. Please clarify what you mean by paid to PTK.
-- VILLENEUVE RESPONSE: I am looking to see whether your college has paid for any PTK services, such as PTK Connect.
7. Copies of all records showing the amount of money your college received from Phi Theta Kappa from Jan. 1, 2023 to Sept 20, 2024, and for what purposes. This is an overly broad request. Please clarify what you mean by paid to the College.
-- VILLENEUVE RESPONSE: I am looking to see whether your college has received any money from PTK, such as for Golden Opportunity Scholarships that cover a student's PTK membership.
Sincerely,
Marina VIlleneuve
8. Your college's policy for the handling of student data provided to and provided by Phi Theta Kappa.
From: Muckrock Staff
To Whom It May Concern:
I'm following up on the following California Public Records Act request, copied below, and originally submitted on Sept. 24, 2024. You had previously indicated that it would be completed on Oct. 14, 2024. I wanted to check on the status of my request, and to see if there was a new estimated completion date.
Thanks for your help, and let me know if further clarification is needed.
From: Mt. San Antonio College
Hello,
Due to a faculty advisor/coordinator transition at Phi Theta Kappa at Mt. SAC, we have experienced a delay in gathering the information requested. We may be able to provide an answer to question #3 later this week, and we'll keep you updated on the progress of the remaining questions and will be responding to each as we receive them. We anticipate to hopefully have all questions answered by 11/08/24. If you have any questions, please feel free to reach out to myself or Jose Ramirez.
Thank you,
Harry Nakaoki
From: Muckrock Staff
To Whom It May Concern:
I'm following up on the following California Public Records Act request, copied below, and originally submitted on Sept. 24, 2024. You had previously indicated that it would be completed on Nov. 15, 2024. I wanted to check on the status of my request, and to see if there was a new estimated completion date.
Thanks for your help, and let me know if further clarification is needed.
From: Muckrock Staff
To Whom It May Concern:
I'm following up on the following California Public Records Act request, copied below, and originally submitted on Sept. 24, 2024. You had previously indicated that it would be completed on Nov. 15, 2024. I wanted to check on the status of my request, and to see if there was a new estimated completion date.
Thanks for your help, and let me know if further clarification is needed.
From: Mt. San Antonio College
Harry,
What is the update on this? Have we already responded?
[Mt. San Antonio College (Mt. SAC) Logo]
Jose Ramirez
Executive Assistant II | Human Resources Vice President's Office (he/him/his)
[Email]jose.ramirez@mtsac.edu<mailto:jose.ramirez@mtsac.edu>
[Phone](909) 274-4493<tel:(909)%20274-4493>
[Fax](909)274-2031<tel:(909)274-2031>
[Location]Building: Building 4, Room: 1460
Website: https://www.mtsac.edu/hr/
Complaints of Discrimination, Harassment, Retaliation, Sexual Misconduct, Dating Violence, Domestic Violence, or Stalking can be submitted with the Online Complaint Form.<https://cm.maxient.com/reportingform.php?MtSanAntonioCollege&layout_id=1>
To schedule a meeting with Human Resources VP Sokha Song, please get in touch with me or Harry Nakaoki at harry.nakaoki@mtsac.edu<mailto:harry.nakaoki@mtsac.edu>
From: Mt. San Antonio College
Yes, I responded on MuckRock. Honors department is still working on the request.
[Mt. San Antonio College (Mt. SAC) Logo]
Harry Nakaoki
Executive Assistant to the Vice President of Human Resources
Human Resources
(he/him/his)
To schedule a meeting with Sokha Song, VP, Human Resources, please contact me or Jose Ramirez (jose.ramirez@mtsac.edu<mailto:jose.ramirez@mtsac.edu>)
[Email]hnakaoki@mtsac.edu<mailto:hnakaoki@mtsac.edu>
[Phone](909) 274-5449<tel:(909)%20274-5449>
[Location]Building: 4, Room: 1460
On The Web:
Website: https://www.mtsac.edu/hr/
Mt. San Antonio College
1100 N. Grand Ave.,
Walnut CA 91789
www.mtsac.edu<https://www.mtsac.edu/>
Complaints of Discrimination, Harassment, Retaliation, Sexual Misconduct, Dating Violence, Domestic Violence, or Stalking can be submitted with the Online Complaint Form<https://cm.maxient.com/reportingform.php?MtSanAntonioCollege&layout_id=1>.
From: Mt. San Antonio College
Hello,
We apologize for the delay in this. Our Honors dept is still working on this request as some questions require more work than expected. Let me follow up with them and see if we can give you some of the responses now in the meantime.
Thanks,
Harry
From: Mt. San Antonio College
Hello,
As requested, below are the responses to your PRA request. For #3, we are currently working with our IT team to see if any emails exist. We hope to have that search completed by the end of next week.
1. Copies of eligibility criteria for Phi Theta Kappa member for your college
• Below is the link to the PTK Application. The second page explains PTK membership eligibility requirements.
• PTK Application - https:/www.mtsac.edu/honors/ptk_application_2022.pdf
2. Copies of lists of student information provided by your college to Phi Theta Kappa from Jan. 1, 2024 to Sept 20, 2024 (For example: a spreadsheet of prospective students sent to Phi Theta Kappa with column headers visible but individual student names redacted)
• Per FERPA regulations (https://www.mtsac.edu/financialaid/resources/policies/ferpa.html) we are unable to share these records with you as they contain identifying student information. However, we do send a recruitment email to eligible students. In Spring 2024, we sent a recruitment email to 4,120 students.
3. Copies of correspondence sent from Phi Theta Kappa to your college president, CEO and/or chancellor from Jan. 1, 2024 to Sept 20, 2024. Do you know the email or person with which these correspondence came from? If not, we will ask our IT team to find emails from ptk@mtsac.edu<mailto:ptk@mtsac.edu> to the College President. The email appears to be: collegerelations@ptk.org. If you could search for emails from @ptk.org, that would be preferable.
Currently working with our IT team on retrieving emails. Hope to have results by end of next week.
4. Copies of all records showing the number of students in the top 10% of their class as of May 1, 2024. If the community college does not collect data about class rank, please state so. Just to clarify, you only want the number of students in the top 10%? Not the actual names of students. Yes, not the actual names of students, the number of students in the top 10%
• Our PTK chapter or the Mt. SAC Honors Program does not collect or track data that would answer this question.
5. Records showing the number of students who are members of Phi Theta Kappa on your campus, and the number of students invited to Phi Theta Kappa over the past year.
• Per FERPA regulations (https://www.mtsac.edu/financialaid/resources/policies/ferpa.html) we are unable to share our recruitment list with you as it contains identifying student information. However, we do send a recruitment email to eligible students. In Spring 2024, we sent a recruitment email to 4,120 students.
• Current Membership to Date: 437 (See attached document for reference. It contains a screenshot image of our membership directly from the advisor portal.)
• Document Title: PTK Membership (2024)
6. Copies of all records showing the amount of money your college paid to Phi Theta Kappa from Jan. 1, 2023 to Sept 20, 2024 and for what purposes. I am looking to see whether your college has paid for any PTK services, such as PTK Connect.
• Attached is a copy of the records showing PTK invoices and Payment Requests from January 1st, 2024 to September 20th, 2024
o Document Title: PTK Billing Jan 2024-Sept 2024
o PTK Connect is included in the PTK Membership. Our students do not pay an additional fee to access PTK Connect.
7. Copies of all records showing the amount of money your college received from Phi Theta Kappa from Jan. 1, 2023 to Sept 20, 2024, and for what purposes. I am looking to see whether your college has received any money from PTK, such as for Golden Opportunity Scholarships that cover a student's PTK membership.
• Our chapter has not received any money for the Golden Opportunity Scholarship. All our transactions with Phi Theta Kappa are entirely membership-related. The lifetime membership fee is $85 dollars.
o $70 is paid to PTK ($60 International Membership and $10 Regional Membership)
o $15 is allocated for Chapter Fees
8. Your college's policy for the handling of student data provided to and provided by Phi Theta Kappa.
• (Mt.SAC) Family Educational Rights & Privacy Act (https://www.mtsac.edu/financialaid/resources/policies/ferpa.html)
• (Phi Theta Kappa)- See attached document.
o Document Title: PTK_protection_student_data
-
PTK_Membership_2024.JPG
From: Mt. San Antonio College
Harry,
Are you already working on this PRA request?
[Mt. San Antonio College (Mt. SAC) Logo]
Jose Ramirez
Executive Assistant II | Human Resources Vice President's Office (he/him/his)
[Email]jose.ramirez@mtsac.edu<mailto:jose.ramirez@mtsac.edu>
[Phone](909) 274-4493<tel:(909)%20274-4493>
[Fax](909)274-2031<tel:(909)274-2031>
[Location]Building: Building 4, Room: 1460
Website: https://www.mtsac.edu/hr/
Complaints of Discrimination, Harassment, Retaliation, Sexual Misconduct, Dating Violence, Domestic Violence, or Stalking can be submitted with the Online Complaint Form.<https://cm.maxient.com/reportingform.php?MtSanAntonioCollege&layout_id=1>
To schedule a meeting with Human Resources VP Sokha Song, please get in touch with me or Harry Nakaoki at harry.nakaoki@mtsac.edu<mailto:harry.nakaoki@mtsac.edu>
From: Muckrock Staff
To Whom It May Concern:
I wanted to follow up on the following California Public Records Act request, copied below, and originally submitted on Sept. 24, 2024. Please let me know when I can expect to receive a response.
Thanks for your help, and let me know if further clarification is needed.
From: Muckrock Staff
To Whom It May Concern:
I wanted to follow up on the following California Public Records Act request, copied below, and originally submitted on Sept. 24, 2024. Please let me know when I can expect to receive a response.
Thanks for your help, and let me know if further clarification is needed.
From: Mt. San Antonio College
Hello,
After working with our IT partners, no successful searches were found using collegerelations@ptk.org. Unfortunately, we are only able to search full email addresses. If you have any specific email addresses, please forward that to us to look.
Apologies on the delay.
-Harry