Public Access to District Records
Consistent with Washington State law, 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.
“School district records” is a broad term that includes any writing containing information relating 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 characteristics. A “writing” is a broad term that means any handwriting, typewriting, printing, photocopying, photographing or other means of recording any form of communication or representation. Digital and electronic forms of communication, including emails, texts or messages through any medium or application, pages, postings and comments from any district-operated or district-sponsored website are included. The district will retain public records in compliance with state laws and regulations.
Because of the 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 district’s records would be impracticable, unduly burdensome and ultimately interfere with the operational work of the district. Additionally, the board hereby finds that it would be unduly burdensome to calculate costs of producing public records, given the multiple different electronic and manual devices used to produce public records, as well as the fluctuating costs of district supplies and labor.
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.
Cross Reference: Board Policy 3231 Student Records
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, 41 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 Date: 11.14.77
Clover Park School District
Revised: 01.10.00; 02.14.00; 11.18.02; 01.12.04; 06.11.12; 08.10.15; 12.11.17