The School District’s public records are available for public inspection and/or copying in accordance with State law.

The Treasurer shall be the District Records Officer (DRO).

"Public record" includes any document-paper, electronic (including, but not limited to, e-mail), or other format – that is created or received by, or comes under the jurisdiction of a public office that documents the organization, functions, policies, decisions, procedures, operations, or other activities of the Board. There are a number of exemptions to the definition of "public records" within State and Federal law, including but not limited to the specific exemptions within the Public Records Act itself.

Exemptions to the public record include, but are not limited to, medical records; trial preparation records; information pertaining to individual students and other confidential materials; personally identifiable information; student directory information when parents have affirmatively withdrawn consent for release in writing; records the release of which is prohibited by State or Federal law.

"Redaction" means obscuring or deleting any information that is exempt from the duty to permit public inspection or copying from an item that otherwise meets the definition of a "public record".

Public records are to be available for inspection during regular business hours, with the exception of published holidays. The District shall organize and maintain public records in a manner such that they are promptly made available for inspection or copying. "Prompt" and "reasonable" take into account that volume of records requested, the proximity of the location where the records are stored, and the necessity for any legal review of the records requested. No record shall be removed from such location. A member of the staff must be present throughout the inspection and copying of such record.

While requests to inspect and/or obtain copies of records are best made in person, telephone and written requests are permitted.

While the District is responsible for promptly preparing and making available public records, State law does not require the District to provide additional information that may be related to a record but is not part of a record. In addition, the District is not required to create a new record to respond to a public request for information if no public record is available that is responsive to the request [or to respond to requests for information when the information requested is not contained in a public record].

While personnel files contain public records, some specific information and/or records contained in such files may be confidential and not subject to disclosure (see AG 8320).

The following procedures shall be followed in connection with requests to inspect and secure copies of School District’s public records:

Requests to inspect and/or obtain copies of public records shall be submitted to the DRO or designee. A public records request must at least identify the records requested with sufficient clarity to allow the District to identify, retrieve, and review the records. If it is not clear what records are being sought, the DRO or designee shall contact the requester for clarification.

Individuals requesting to inspect and/or obtain copies of public records do not have to put records requests in writing and do not have to provide his/her identity or the intended use of the requested public record(s).

The District may ask that the requester's identity and reason the information is sought be in writing. The District, however, must first inform the requester that such disclosure is not mandatory, unless the request is for student directory information. The District must also inform the requester that providing such information in writing enhances the District's ability to identify, locate, and/or deliver the records sought. The District may ask that records requests be put in writing, but must also notify the requester that it is not mandatory to do so.

Any denial of public of public records requested must include an explanation, including legal authority. If portions of a record are public and portions are exempt, the exempt portions are to be redacted and the rest released. If there are redactions, each redaction must be accompanied by a supporting explanation, including legal authority.

Upon request, copies of public records will be provided at the actual cost of making copies:

A person who chooses to purchase a copy of a public record may also choose to have that record sent to him/her by United States mail or by other means of delivery or transmission provided the person making the request pays in advance for said record as well as costs for postage and supplies used in the mailing.

The District’s retention schedule is located in the Treasurer’s office and a copy may be requested from the DRO or designee.

Revised 9/07