Policy Details

9330 Board and School District Records

9330

INTERNAL BOARD OPERATIONS

BOARD/SCHOOL DISTRICT RECORDS

Any recorded data or information relating to the conduct of the public's business prepared, owned, used, received or retained by the Board of Education or the school district, whether handwritten, typed, tape recorded, printed, photostated, photographed or recorded by any other method is by definition a "public record," and access thereto during normal hours of business may be granted to any citizen. The Board recognizes the need for its records to be stored as a blend of printed, bound and electronically recorded (i.e., audiotapes, videotapes, micro-fiche, computer disk) material.All such records shall be maintained at the Office of the Superintendent of Schools, who shall be the custodian for all public records of the district.

Not included in the category of public records to which the privilege of access is given are the following:

1. Preliminary drafts or notes provided the custodian or the Board of Education has determined that the public interest in withholding such documents clearly outweighs the public interest in disclosure.

2. Personnel or medical files and similar files, the disclosure of which would constitute an invasion of personal privacy.

3. Records pertaining to strategy and negotiations with respect to pending claims and litigation to which the district is a party until such litigation or claim has been adjudicated or otherwise settled.

4. Trade secrets, as defined in C.G.S. 1-210(5) (A).

5. Test questions, scoring keys and other examination data used to administer a licensing examination, examination for employment or academic examinations.

6. The content of real estate appraisals, engineering or feasibility estimates and evaluation made for or by the district relative to the acquisition of property or to prospective public supply and construction contracts, until such time as all of the property has been acquired or all proceedings or transactions have been terminated (except that the law of public domain is not affected by this provision).

7. Records, reports and statements of strategy or negotiations with respect to collective bargaining.

8. Records, tax returns, reports and statements exempted by federal law or state statutes or communications privileged by the attorney/client relationship.

9. Names or addresses of students enrolled in the public schools without the consent of each student.

10. Educational records not subject to disclosure under the Family Educational Rights and Privacy Act (FERPA), 20 U.S.C. 123g; as amended.

11. Records of standards, procedures, processes, software and codes not otherwise available to the public, the disclosure of which would compromise the security or integrity of an information technology system.

Availability of Records

Any person shall receive promptly on request, a plain or certified copy of any public record except those to which access is not permitted under law, at a cost not to exceed fifty cents per page. If any copy requested requires a printout or transcription, or if any person applies for a printout or transcription of a public record, the fee shall not exceed the cost to the school district. The district will require prepayment of the fee if the fee is estimated to be two dollars or more. There will be no sales tax for this service. There will be no charge if the person requesting the record is an indigent, the record requested is exempt from disclosure, of if in the judgment of the custodian of records, and compliance with the request benefits the general welfare.

An additional charge of one dollar for the first page and fifty cents for each additional page may be made for certification of any records, or of any fact within the record.

The Superintendent, on behalf of the Board of Education, shall notify an employee in writing when a request is made for disclosure of the employee's personnel, medical or similar files, if the Superintendent reasonably believes disclosure would invade the employee's privacy.

Legal Reference: Conn. Gen. Stat. § 1-212 Application for copies of public records. Certified copies. Fees.

Conn. Gen. Stat. § 1-200 Definitions: "public records"
Conn. Gen. Stat. § 1-210 to 1-213 Access to public records. (as amended by PA 02-113)
Conn. Gen. Stat. § 1-211 Access to computer stored records.
Conn. Gen. Stat. § 1-214 Public contracts as part of public records.
Conn. Gen. Stat. § 1-225 to 1-240 Meetings of public agencies

Litchfield Board of Education

Bylaw Adopted: December 6, 1983
Bylaw Revised: May 11, 1999
Bylaw Revised: March 17, 2010

Download a PDF of this Bylaw

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