Requesting Records

Fees

As a general rule, you will be charged, in accordance with law, for the costs of copies and for the time spent researching, locating and copying the requested records. You will be required to pay all estimated costs prior to receiving the records.

Copying fees shall not exceed ten cents per page for a paper copy not larger than nine (9) by 14 inches. The hourly fee for duplicating time will not exceed the average hourly rate of pay for clerical staff of the district. Research time required for fulfilling records requests may be charged at the actual cost of the research time. The district will produce the copies using the employees that result in the lowest charge for search, research and duplication time.

Fees for providing access to computer records, recorded tapes, disks, videotapes, films, pictures, maps, slides, graphics, illustrations, or similar audio or visual items, and for paper copies larger than nine by fourteen inches, shall include only the cost of copies, staff time and the cost of the disk, tape or other medium used for the duplication. Charges for staff time will not exceed the average hourly rate of pay for district staff required for making copies and programming, if necessary. Fees may include the actual costs of programming if programming is required beyond the customary and usual level to comply with a request for records or information. Fees for maps, blueprints or plats that require special expertise to duplicate may include the actual rate of compensation for the required trained personnel.

Fees may be charged for research time required for fulfilling the request but not for the cost of attorney review.

The district will not charge a fee for the costs of searching for or retrieving records provided to parents/guardians requesting their student's records. However, the district may charge a fee for copies and duplication unless by doing so it effectively denies the parents/guardians their rights under the Family Educational Rights and Privacy Act (FERPA).

You may request an estimate of the cost prior to the district researching, compiling and copying the records. You may also request that the anticipated fees be waived or reduced. A written request for a fee waiver or reduction must be submitted to the Superintendent or designee at the time the records are requested. The Superintendent or designee may waive or reduce the fee based on criteria set forth in Board Policy BDDL.

Response Time

District staff will respond to your request within three (3) business days following the day we receive your request. If you do not receive access within three (3) days, you will be given a reason for the delay. Please understand that you may not receive access to all records requested if the records are closed and confidential under state or federal law.