Public Records Requests

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How do I Request a Public Record?

The Olympia School District is dedicated to operating in an open and accessible manner and in full compliance with the Washington State Public Records Act, a law that the Legislature enacted to ensure that government is open and that the public has a right to access appropriate records and information possessed by state agencies.

Washington law requires state and local agencies to make public records available to the public. This law, the Washington State Public Records Act RCW 42.56, supports the public's right to be informed about what their government is doing.

The Act also lists certain public records that do not have to be disclosed. These exemptions are intended to prevent unreasonable invasions of personal privacy or the use of public records for personal or commercial gain.

The Act also requires that the public records requested are "identifiable." Your public disclosure request must include a reasonable description that would allow an Olympia School District employee to locate the records. A general question is not a public disclosure request.

To request a public record from the Olympia School District, please include the following information in your written submission:

 

  • Your Full Name
  • Date & Time of Request
  • Your Address
  • Your Phone Number
  • Your Email Address (optional)
  • A Detailed Description of the record(s) being requested

 

Requests should be sent to:

Diana Crawford
Public Records Officer
Olympia School District
1113 Legion Way SE
Olympia, WA 98501
dcrawford@osd.wednet.edu
Fax: (360) 596-6101

Be aware of the exemptions to public records disclosure

List of Laws Exempting or Prohibiting Disclosure Pursuant to RCW 42.56.070 (2), these procedures contain a list of laws — other than those specifically listed in the Washington Public Records Act, Chapter 42.56 RCW — which may exempt disclosure of certain public records or portions of records. The district has identified the following laws:

  • The Family Educational and Privacy Rights Act (FERPA), 20 USC § 1232g and 34 CFR Part 99 (regarding student educational records);
  • Washington State Student Education Records Law, RCW 28A.605.030;
  • The Individuals with Disabilities Education Act (IDEA), 20 U.S.C. § 1400 et. seq. and 34 CFR Part 300 (protecting the confidentiality of personally identifying information contained in student records of students with disabilities);
  • Privileged communications and attorney work product, such as set forth in Chapter 5.60 RCW;
  • Criminal Records Privacy Act (CRPA), Chapter 10.97, RCW;
  • Information on students receiving free or reduced-price lunch, 42 USC § 1758(b)(6);
  • Health Insurance Portability and Accountability Act (HIPAA), 45 CFR Parts 160-164 (regarding health care information privacy and security);
  • Abuse of Children – Protection and Procedure, RCW 26.44.010; RCW 26.44.030(9);
  • Notification of Juvenile Offenders, RCW 13.04.155(3);
  • Examination questions for teachers or pupils prior to the examination, Questions, RCW 28A.635.040;
  • Public Law 98-24, Section 527 of the Public Health Services Act, 41 USC § 290dd-2 (confidentiality of alcohol and drug abuse patient records);
  • United States and Washington Constitutional provisions including, but not limited to, the right of privacy and freedom of association. In addition to these exemptions, RCW 42.56.070 (9) prohibits providing access to lists of individuals requested for commercial purposes, and the district may not do so unless specifically authorized or directed by law.

 

The above list is for informational purposes only and is not intended to cover all possible exemptions to the Public Records Act. Under appropriate circumstances, the district may also rely upon other legal exemptions which are not set forth above or contained within the Public Records Act. 

 

Cost of printed copies and mailing

Fifteen (15) cents per page for all requests is the cost of providing photocopies or printed copies of electronic records in response to public records requests. Payment may be made by cash, check, credit/debit card, or money order payable to the district. The district will also charge actual costs of mailing, including the cost of the shipping container or envelope. If requested, the district will provide a summary of the applicable charges before any copies are made. The requester will be allowed to revise the request in order to reduce the applicable charges. The Public Records Officer or designee will require the payment of the copying costs before providing requested records, or the payment of the costs of copying an installment before providing that installment.

 

Costs for electronic records

The charges for providing electronic records is as follows:


1. Ten (10) cents per page for public records scanned into an electronic format or for the use of district equipment to scan the records;

2. Five (5) cents per each four electronic files or attachment uploaded to email, cloud-based data storage service, or other means of electronic delivery;

3. Ten (10) cents per gigabyte for the transmission of public records in an electronic format or for the use of district equipment to send the records electronically; and

4. The actual cost of any digital storage media or device provided by the district, the actual cost of any container or envelope used to mail the copies to the requester, and the actual postage or delivery charge.


If requested, the district will provide a summary of the applicable charges before charges are imposed under this procedure. The requester will be allowed to revise the request in order to reduce the applicable charges. The Public Records Officer or designee will require the payment of scanning costs before providing the requested records, or the payment of the costs of scanning an installment before providing that installment. 

 

The district will not impose scanning charges for access to or downloading of records that the district routinely posts on its website prior to the receipt of a request, unless the requester has specifically requested that the district provide copies of such records through other means.

 

Further questions?

Please refer to Policy 4040, Public Access to District Records, or Procedure 4040P, revised and adopted by the Olympia School District Board of Directors on June 11, 2018. You may also contact:

Diana Crawford

Public Records Officer

360-596-6112
dcrawford@osd.wednet.edu