Public record includes any writing containing information relating to the conduct of the district’s business. Writing means handwriting, typewriting, printing, photographing and every means of recording, including letters, words, pictures, sounds or symbols or combination thereof, and papers, maps, files, facsimiles, electronic recording and E-mail, including deleted E-mail on back-up.
“Public record” means any information that:
1. Is prepared, owned, used or retained by the district;
2. Is related to an activity, transaction or function of the district; and
3. Is necessary to satisfy the fiscal, legal, administrative or historical policies, requirements or needs of the district.
Public record does not include messages on voice mail or on other telephone message storage and retrieval systems or spoken communication that is not recorded.
The Board’s meetings and records are matters of public information subject to such restrictions as are set by federal law or regulation, by state statute or by pertinent court rulings.
The official minutes of the Board, its written policies and its financial records will be open for inspection at the office of the superintendent by any citizen desiring to examine them during hours when the office of the superintendent is open. All such information will be made available to individuals with disabilities in an appropriate format upon request and with appropriate advance notice. Auxiliary aids and services available to ensure equally effective communications to qualified persons with disabilities may include large print, Braille, audio recordings, readers, assistance in locating materials or other equally effective accommodations.
The district will provide access to such records or will make copies available at the actual cost of production, at a time when such request does not interfere with the necessary work of the staff.
No records will be released for inspection by the public or any unauthorized person– either by the superintendent or any other person designated as custodian for school district records– if such disclosure would be contrary to the public interest, as described in state law.
The Board supports the right of the people to know about programs and services of their schools and will make every effort to disseminate information. Each principal is authorized to use all means available to keep parents and others of his/her particular school’s community informed about the school’s program and activities.
Employee and volunteer addresses, dates of birth and telephone numbers contained in personnel records maintained by the district are exempt from public disclosure pursuant to ORS 192.445 and ORS 192.502 (3). Such information may be released only upon the written request of the employee or volunteer or as otherwise provided by law. This exemption does not apply to a substitute teacher, as defined in ORS 342.815, when requested by a professional education association of which the substitute teacher may be a member.
The district may request additional information or clarification from the requester for the purpose of expediting the district’s response to the request.
The Board reserves the right to establish a fee schedule which will reasonably reimburse the district for the actual cost of making copies of public records for the public. There will be no additional charge for auxiliary aids and services provided for qualified persons with disabilities.
Requests for copies of documents shall be in writing and will be presented to the superintendent or district secretary.
END OF POLICY
ORS Chapter 192
Americans with Disabilities Act of 1990, 42 U.S.C. Sections 12101-12213; 29 CFR Part 1630 (2000); 28 CFR Part 35 (2000).
Oregon Attorney General’s Public Records and Meetings Manual, pp. 24-26; Appendix H, Department of Justice (2001).