Policy 4040 - Public Records Requests

Consistent with Washington State law, the Richland School District’s Board of Directors (the “Board”) is committed to providing the public full access to records concerning the administration and operations of the District. Such access promotes important public policy, maintains public confidence in the fairness of governmental processes, and protects the community’s interest in the control and operation of its common school district. At the same time, the Board desires to preserve the efficient administration of government and acknowledges the privacy rights of individuals whose records may be maintained by the District. This policy and the accompanying procedure are intended to facilitate access to school district records without compromising operational efficiency or privacy rights. The District will retain public records in compliance with state law and regulations. 

A. Definitions 

  1. Public record. A public record is a writing, regardless of physical form, containing information relating to the conduct of government or the performance of any governmental or proprietary function, prepared, owned, used or retained by the District. Even if the District does not possess a particular document, a document may be "used" by the District if it was considered in any decision-making process. 
  2. Writing. A writing is any handwriting, typewriting, printing, photo stating, photographing, and any other means of recording any form of communication, including, but not limited to, letters, words, pictures, sounds or symbols or their combinations; papers, maps, magnetic or paper tapes, photographic films and prints, motion picture, film and video recordings, magnetic or punched cards, discs, drums, diskettes, sound recordings, and other documents including data compilations from which information may be obtained or translated. Electronic mail messages (“e-mails”) and text messages are also writings. 
  3. Identifiable record. An identifiable record is one in existence at the time the records request is made, and that District staff can locate after a reasonable search. 
  4. Exempt record. All identifiable District records are available for review by the public unless they are specifically exempted or prohibited from disclosure by state or federal law, either directly in RCW 42.56 or other statutes. 
  5. E-mail. Classification of e-mails as public records is dependent on the content of the message. E-mail messages are public records when they are created or received in the transaction of public business. 
  6. Bot request. A request for public records that the District reasonably believes was automatically generated by a computer program or script. 
  7. School district records. School district records is a broad term that includes any writing containing information related to the conduct of the District or the performance of any District governmental or proprietary function prepared, owned, used, or retained by the District regardless of physical form or characteristic. 

B. Indexes 

Because of the tremendous volume and diversity of records continuously generated by a public school district, the Board has declared by formal resolution that trying to maintain a current index of all of the District’s records would be impracticable, unduly burdensome, and ultimately interfere with the operational work of the District. 

C. Public Records Officer 

The Superintendent will develop, and the Board will periodically review, procedures consistent with state law that will facilitate this policy. The Superintendent will also appoint a Public Records Officer who will serve as a point of contact for members of the public who request the disclosure of public records. The Public Records Officer will be trained in the laws and regulations governing the retention and disclosure of records and shall oversee the District’s compliance with this policy and state law. 

Legal References:

Chapter 5.60 RCW WITNESSES — COMPETENCY 
Chapter 13.04.155(3) RCW Notification to school principal of conviction, adjudication, or diversion agreement — Provision of information to teachers and other personnel — Confidentiality. 
Chapter 26.44.010 RCW Declaration of purpose. 
Chapter 26.44.030(9) RCW Reports — Duty and authority to make — Duty of receiving agency — Duty to notify — Case planning and consultation — Penalty for unauthorized exchange of information — Filing dependency petitions — Investigations — Interviews of children — Records — Risk assessment process. 
Chapter 28A.605.030 RCW Student education records — Parental review — Release of records — Procedure. 
Chapter 28A.635.040 RCW Examination questions-Disclosing Penalty. 
Chapter 40.14 RCW Preservation and destruction of public records Chapter 42.17A RCW Campaign Disclosure and Contribution Chapter 42.56 RCW Public Records Act 
WAC 392-172A Rules for the provision of special education 
Public Law 98-24, Section 527 of the Public Health Services Act, 42 USC § 290dd-2 
20 U.S.C. 1232g Federal Education Rights Privacy Act (FERPA) 
20 U.S.C. § 1400 et. seq. Individuals with Disabilities Education Act (IDEA) 
42 U.S.C. § 1758(b)(6) 
34 CFR Part 300—ASSISTANCE TO STATES FOR THE EDUCATION OF CHILDREN WITH DISABILITIES 
45 CFR Part 160—164—GENERAL ADMINISTRATIVE REQUIREMENTS, ADMINISTRATIVE REQUIREMENTS AND SECURITY AND PRIVACY 
 

Adoption:

Adopted: July 14, 1987 

Revised: February 24, 2009 
Revised: January 11, 2022 

 

(Formerly #4340)