Public Records Request
The Ellensburg School District (ESD) values your right to access public records. Washington law requires that, on request, the office make identifiable, public records available for inspection and copying. Information regarding district policy and procedure for public record requests, please visit the Ellensburg School District Board of Directors BoardDocs platform to view the most current policies and procedures. Reference ESD Policy 4040 and ESD Procedure 4040p
How Do I Make a Public Records Request?
You must make your request in writing and then send it to ESD. Your request must include a valid telephone number or e-mail address for ESD to respond. Below are several ways to make a request.
E-mail, mail, or hand-deliver: Write your request, preferably on Form (Download printable form) and then do the following.
- Email: Records.email@example.com
- Mail: Ellensburg School District, 1300 East 3rd Avenue, Ellensburg WA 98926
How Long will it Take for you to Respond?
ESD will respond within 5 business days of receiving your request. Our response will one of the following:
- Include the requested records.
- Provide an Internet address and link to the records on the agency’s Web site or Board Docs.
- Acknowledge the request and, if necessary, ask for clarification.
- Give a reasonable estimate of how long it will take to provide the record.
- Deny the request and cite the legal reason for the denial.
What will it Cost?
Inspecting records is free. The records are available for inspection and photocopying (excluding legal holidays) Monday through Friday, 9 A.M. to 12 P.M. and from 1 P.M. to 4 P.M. Please make an appointment by calling 509-925-8010.
If you want copies of the records, the law allows state agencies to charge for the actual costs directly related to the copying of public records (Revised Code of Washington 42.56.120). These costs include such items as those related to the copy machine (maintenance, paper, and other supplies) and staff time devoted to the copying process. The agency may not charge a fee for inspection of records or staff time spent on locating or retrieving records. The ESD is not allowed to make a profit from copy fees.
Postage charges will be added when ESD is asked to send items through the U.S. mail or other delivery service. ESD may decide not to charge for services if the cost is seen as negligible. In some instances, advance payment may be required.
Records Request Fee Schedule
|Fees||Copies of Records|
|10 cents per page*||Electronic copy of paper records (applies if paper copies must be scanned to produce an electronic format)|
|20 cents per page*||Black and white photocopy of paper records, or printed copies of electronic records (applies if requester asks for paper copies)|
|3.00 dollars per page*||Blue Prints|
|5 cents per each 4 electronic files or attachments||Files and attachments uploaded to e-mail, cloud-based data storage service, or other means of electronic delivery|
|10 cents per gigabyte||Files and attachments loaded and delivered on a digital storage device (CD or thumb drive). Additional charge for materials and postage at actual cost.|
|Actual cost||Digital storage media or devices|
|Actual cost||Any container or envelope used to mail copies|
|Actual cost||Postage or delivery charges|
|Actual cost||Copied or scanned maps and photos|
|Actual cost based upon vendor cost to agency||Customized service for records sent to an outside vendor due to their unusual size or format, or other factors making reproduction by agency unfeasible. Mailing, delivery, and container costs also apply.|
|Deposits and Payment|
|10 percent of estimated cost to fulfill request||An advance deposit may be required for fees for an installment or an entire request, or customized service charge.|
Information about the District
One of the most common requests is for information about District Policies. Most of the information is available online through Board Docs . Access to Board Docs is free.
What Records are Exempt from Disclosure?
Only records that are exempt by law may be withheld from disclosure. Common exemptions include the following.
- The Family Educational and Privacy Rights Act (FERPA), 20 USC § 1232g (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 C.F.R. 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 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 question 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.
- Archaeological Site Records: Maps or other information identifying location of site or sites. [Revised Code of Washington 42.56.300]
- Preliminary Documents: Preliminary drafts, notes, recommendations, and intra-agency memorandums in which opinions are expressed or policies formulated or recommended UNLESS cited publicly or within an official public record. [Revised Code of Washington 42.56.280]
- Personal Information: Information not related to disciplinary action or performance as a state employee (e.g., payroll records, examination questions, medical condition information, Social Security number, residence address, personal telephone numbers, and personal e-mail addresses). [Revised Code of Washington 42.56.230, 42.56.250, 42.56.210(1)]
For more information
Matthew Cziske, Public Records Officer