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4040 (P) - Public Access to District Records

BOARD POLICY No. 4040

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. This policy and the accompanying procedure are intended to facilitate access to school district records without compromising operational efficiency or privacy rights.

As used in this policy and the accompanying procedure, “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” as used in this policy and procedure is likewise a broad term that means any handwriting, typewriting, printing, photocopying, photographing, or other means of recording any form of communication or representation.

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.

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 References: 
3231 Student Records
Legal References: 
RCW
Chapter 5.60 Witnesses — Competency
Chapter 13.04.155(3) Notification to school principal of conviction, adjudication, or diversion agreement — Provision of information to teachers and other personnel — Confidentiality.
Chapter 26.44.010 Declaration of purpose.
Chapter 26.44.030(9) 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 Student education records — Parental review — Release of records — Procedure.
Chapter 28A.635.040 Examination questions — Disclosing — Penalty.
Chapter 40.14 Preservation and destruction of public records
Chapter 42.17A Campaign Disclosure and Contribution
Chapter 42.56 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

 

First Reading Date: December 18, 2001

Adopted by the Board: July 16, 2002

Revised: June 16, 2015

WALLA WALLA PUBLIC SCHOOLS • 364 South Park St. • Walla Walla, WA 99362 • Phone: 509-527-3000 • Fax: 509.529.7713

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