Public Records Request
School district records relating to the conduct of operations and functions of the District that have been prepared, owned, used, or retained by the District in any format are, in fact, public records to which members of the public may request access consistent with this procedure. When processing such requests, the District will provide the fullest assistance to the requestor and provide a response in the most timely manner possible.
Availability of Public Records
Hours for Inspection
Public records are available for inspection and copying during normal business hours of the District, Monday through Friday, 8:30 a.m. to 4:30 p.m., during the school year, and 9:00 a.m. to 4:00 p.m., on days school is not in session, excluding legal holidays. Records must be inspected at the offices of the District.
Organization of Records
The District will maintain its records in a reasonable, organized manner and take reasonable actions to protect records from damage and disorganization. A requestor shall not take District records from District offices without the permission of the Public Records Officer or designee. During the inspection of records, a District employee will typically be present to protect records from damage or disorganization.
A variety of records and information are available on the District website at vashonsd.org Requestors are encouraged to view the documents available on the website prior to submitting a records request.
Making a Request for Public Records
Any person wishing to inspect or copy public records of the District shall make the request in writing by letter, fax, or email using the form below, addressed to the Public Records Officer and including the following information:
- Name, address, telephone number, and email address of requestor;
- Identification of the public records adequate for the Public Records Officer or designee to locate the records; and
- The date the request is submitted to the District.
A request under the Washington Public Records Act, Chapter 42.56 RCW and District Policy 4040 must seek an identifiable record. General requests for information from the District that do not seek identifiable records are not covered by Policy 4040. Similarly, the District is not obligated by law to create a new record to satisfy a records request for information. The District may choose to create a record depending on the nature of the request and the convenience of providing the information in a new document, such as when data from multiple locations is requested and can be more easily combined into a single new record.
Copies of Records
If the requestor wishes to have copies of the records made instead of inspecting them, he or she shall make this clear in the request and make arrangements to pay for copies of the records or a deposit.
Requests Not in Writing
The Public Records Officer or designee may accept informal requests for public records by telephone or in person. To avoid any confusion or misunderstanding, however, requestors should be mindful that a request reduced to writing is always the preferred method. If the Public Records Officer or designee receives a request by telephone or in person, the Public Records Officer will confirm his or her understanding of the request with the requestor in writing.
District Public Records Officer
For the most timely and efficient response, requests for school district records should be directed in writing using the form to the Public Records Officer listed below, whose responsibilities include serving as a point of contact for members of the public in this process and overseeing the District’s compliance with the Washington Public Records Act, Chapter 42.56 RCW, and Policy 4040.
The Public Records Officer of the District may be reached at the District’s Central Administrative Building as follows:
9309 SW Cemetery Road
Vashon, WA 98070