Public Records Request

Public Records Request

Rochester School District follows the Public Records Act regarding disclosure of public records. Under state law, a public records request must include a reasonable description that would allow an RSD employee to locate the records.

The definition of “school district records” does not include records that are not otherwise required to be retained by the District and are held by volunteers who do not service in an administrative capacity, have not been appointed by the District to a District board, commission, or internship, and do not have a supervisory role or delegated District authority. 

Exempt or Prohibited Disclosure 

If the District believes that a record is exempt from disclosure and should be withheld, the Public Records Officer will state in writing the specific exemption (and statutory section) which applies and provide a brief explanation of how the exemption applies to the record being withheld or redacted. This exemption and explanation will be provided to the requestor in a withholding index or log.

If only a portion of a record is exempt from disclosure, but the remainder is not exempt, the Public Records Officer will redact the exempt portions, provide the nonexempt portions, and indicate to the requestor why portions of the record are being redacted in the withholding index or log.

How to Make a Request 

No special form is required to make a public records request. Just choose one of the options below and tell us about the records you are requesting. Please provide a description of the records you are requesting that is sufficiently specific for RSD to identify and locate the records. Also, remember to include your contact information and mailing address if we are mailing records to you. 

For the most timely and efficient response, requests for school district records should be directed in person during the District's normal working hours, or in writing by letter, fax, or email 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.

Options for contacting the Rochester School District Public Records Officer at the District’s Central Administrative Building are:

Mail: Attn: Public Records Officer, 10140 Highway 12 SW, Rochester, WA 98579

Phone: (360) 273-5536

Fax: (360) 273-5547

Email: publicrecordsrequest@rochester.wednet.edu 

Deliver your request to:

Rochester School District

10140 Hwy 12 SW

Rochester, WA 98579 

Cost of Print Requested Records

  • The cost for providing copies will be charged at 15 cents per page.  Alternatively, if it is determined that the fees allowed are clearly equal to, or more than, two dollars, the District may instead charge a flat fee of two dollars to provide the records.
  • The District may also charge actual cost for mailing, including the cost of the shipping container or envelope.
  • The District may require payment for the remainder of the copying cost before providing all records.  If required, a summary of all charges will be provided before copies are made.
  • The District may impose a customized service charge.  The requester will be notified of the customized service charge, including an explanation, description of the specific expertise, and an estimated cost.  The requester will have an opportunity to amend their request in order to avoid or reduce cost.

Cost of Electronic Records

  • Ten cents per page for public records scanned into an electronic format or for the use of District equipment used.
  • Five cents per each four electronic files or attachment uploaded to email, cloud-based data storage service, or other means of electronic delivery.
  • Ten 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.
  • 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 it is determined that the fees allowed are clearly equal to, or more than, two dollars, the District may instead charge a flat fee of two dollars to provide the records.
  • The District may require payment for the remainder of the copying cost before providing all records.  If required, a summary of all charges will be provided before copies are made.
  • The District will not charge for access to or downloading of records that are routinely posted on our website, unless the requester has specifically asked for the District to provide copies of such records through other means.
  • A deposit may be required of up to ten percent of the estimated cost.

Public records are available for inspection and copying during normal business hours of the District, Monday through Friday, 8:00 a.m. to 3:00 p.m., during the school year, excluding legal holidays. Records must be inspected at the offices of the District.

After We Receive Your Request 

Rochester School District has five days to respond to a record request. The Public Records Officer will:

  • Provide the records
  • or Acknowledge receipt of request and provided a timetable for delivery
  • or Ask for clarification for a request that is unclear, while providing to the greatest extent possible a reasonable estimate of a timetable for delivery.  If the requester fails to respond to the District's request for clarification within 30 days and the entire request is unclear, the District may close the request.  If part of the request is clear, the District will respond to the portion of the request that is clear and consider the remainder of the request closed.
  • or Deny the request with a statement as to why it is being withheld and with a citation of the RCW.
  • The District may deny a bot request.

How to Appeal a Denial

If your request is denied, you may request a review:

  • Make your request in writing
  • Address your request to the Public Records Office (see Delivery Options above) 

Questions?

Rochester School District Public Records Office

(360) 273-5536

publicrecordsrequest@rochester.wednet.edu 

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