Public Records Request

Code Number: 1003.1

Public records of the District may be viewed by the public during the regular business hours of the Educational Service Center. These hours are 8:00 a.m. to 5:00 p.m., Monday through Friday, except for holidays,  recesses, and closures mandated or allowed pursuant to public health emergencies or other local, state or federal authority.

Persons wishing to examine the District’s public records may be able to access such documents on the District’s website.  The Board Secretary may also be contacted and will make arrangements for viewing the records as soon as practical, depending on the nature of the request. If feasible, the Board Secretary may provide for the electronic examination and copying of a public record in lieu of requiring in-person examination and copying of a public record.

All expenses of the examination and copying of requested records shall be paid by the person desiring to examine or copy the records.

Persons may request copies of public records by telephone or in writing, including electronically. The right to copy a public record includes the right to make photographs or photographic copies while the public record is in the possession of the District. The District may require pre-payment of the actual cost of providing the service, which means those expenses directly attributable to supervising the examination of and making and providing copies of such records. Actual costs may include the time needed to review the records for confidential information, including the cost of redaction and review of records by legal counsel.

The District shall make every reasonable effort to provide the public record requested at no cost other than copying costs for a record which takes less than 30 minutes to produce. In the event expenses are necessary, such estimated expenses shall be reasonable and communicated to the requester upon receipt of the request.

The District has the discretion to provide or not to provide requested compilations of data where such a record does not readily exist in the requested form, subject to prepayment of the actual cost of creating such a record. Printing or copying of materials for the public at the expense of the District will only occur when tied to an event that is sponsored by the District.

In accordance with state and federal law, certain records are deemed confidential and not subject to disclosure as a public record. The Board has determined that such confidential records include, but are not limited to, the following:

  • Confidential personnel records
  • Individual student records
  • Security or response plans or procedures
  • Emergency operations plans and preparedness protocols or procedures
  • Evacuation procedures
  • Security codes, passwords, and combinations
  • Technology security codes and passwords
  • Information and records concerning physical infrastructure, cyber security, critical infrastructure, security procedures, or emergency preparedness developed, maintained, or held by the District for the protection of life or property, if disclosure could reasonably be expected to jeopardize such life or property.

It is the responsibility of the Board Secretary to maintain accurate and current records of the District.  It is the responsibility of the Board Secretary to respond in a timely manner to requests for viewing and receiving public information of the District.  Other than a reasonable delay for determining whether a confidential record should be available for inspection and copying (not to exceed 20 calendar days), there is no required response time for the provision of requested records.  In accordance with recognized legal standards, the District will respond promptly unless the size or nature of the request makes that infeasible.


First Adoption:
2000-07-25
Revision Adoption:
June 12, 2006/ April 27, 2009/ November 14, 2011/ April 7, 2016/ September 13, 2021/ July 18, 2022
Reviewed Dates:
August 17, 2021/ June 21, 2022
Legal Reference:
20 U.S.C. § 1232g
34 C.F.R. Part 99
Iowa Code Chapter 22

Documents

Back to all policies