OPEN RECORDS ACT (regulation)

In accordance with the policy of the board of education to recognize and facilitate the public’s right of access to and review of the district’s public records, the following regulations shall apply:
Public access to district records shall be provided in accordance with applicable federal and state laws and regulations. The district shall implement the following procedures to provide prompt and reasonable access to its records in a manner that protects the integrity and organization of its records and prevents excessive disruptions of its essential functions.
1.       Records specifically exempted by law from public inspection and copying are also exempted from this policy, including but not limited to:
A.      Records not discoverable under state law, such as material prepared in anticipation of litigation or trial; and
B.      Records protected by a state evidentiary privilege, such as the attorney-client and the identity of informer privileges; and
C.      Records of what transpired during meetings of the district’s board of education lawfully closed to the public, such as executive sessions authorized under the Oklahoma Open Meeting Act; and
D.      The home address or social security number of any employee or former employee.
2.       A citizen desiring to inspect and copy the district’s records shall make a request in writing setting
forth the citizen’s name, address, and telephone number and a description of the records to be inspected and copied. The superintendent or the superintendent’s secretary may, at their discretion, require additional identification to verify the identity of the person requesting the records. At their discretion, the superintendent or the superintendent’s designee may observe the inspection of the district records.
3.       Requests for the inspection and copying of district records will be accommodated by district  
personnel designated to release district records for inspection and copying as soon as it is determined, the requested records are not exempt from inspection and copying. Such determination may require the consideration of the superintendent and /or the district’s attorney. Records shall only be available during the regular business hours of the district’s administration building.
4.       The superintendent shall charge a fee to recover the reasonable direct costs of copying district
records. The superintendent shall also charge a fee for the direct costs of searching for district records sought for solely commercial purposes or for searches which cause excessive disruption to the district’s essential functions. Search fees shall not be charged for records sought in the public interest, including, but not limited to releases to the news media, scholars, authors, and taxpayers seeking to determine whether officials of the district are honestly, faithfully, and competently performing their duties as public servants. Fees for copies shall be paid in advance before the copies are made. A deposit may be required for search fees. The fee schedule for searching for and copying of district records shall be as follows:
Copies: 8 ½” x 11”     $.25 per copy
            8 ½” x 14”     $.25 per copy
            11” x 17” ledger $.50 per copy
            Search fee: $25.00 per hour
5.     The following records shall be kept confidential by the district unless such confidentiality is waived by the superintendent or board of education and , when required, by the person who is the subject of such records:
A.         Individual student records;
B.         Teacher lesson plans, tests, and other teaching material; and
C.         Personal communications concerning individual students;
D.         Personnel records which relate to internal personnel investigations including examination and selection material for employment, hiring, appointment, promotion, demotion, discipline, or resignation; or
E.          Personnel records whose disclosure would constitute a clearly unwarranted invasion of personal privacy such as employee evaluations, payroll deductions, or employment applications submitted by persons not hired by the public body.
6.     Except as may otherwise be made confidential by statute, an employee of the district shall have a right of access to the employee’s own personnel file.