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 Mead School District Policy and Procedure 4040.
The District recommends using its online Public Records Request Form when submitting a request for records. However, any person wishing to inspect or copy public records of the District may make the request in person during the District’s normal office hours, or in writing by letter, fax, or email addressed to the Public Records Officer and including the following information:
- Name, address, telephone number & 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.
- Please Note: Requests submitted after 4:00 pm will be considered as received on the following business day.
For a Public Records Request please contact:
Mead School District
2323 E Farwell Rd
Mead, WA 99021
Phone: (509) 465-6000
After We Receive Your Request
Within five (5) business days of receipt of a request, the Public Records Officer will do one or more of the following:
- Provide copies of the record(s) requested or make the record available for inspection – or, in the alternative, provide an internet address and link to the District’s website where the specific record can be accessed (provided that the requestor has not notified the District that he or she cannot access the records through the internet); or
- Acknowledge that the District has received the request and provide a reasonable estimate of the time it will require to fully respond; or
- Acknowledge that the District has received the request, and ask the requestor to provide clarification for a request that is unclear, while providing to the greatest extent possible a reasonable estimate of the time the District will require to respond to the request if it is not clarified; or
- Deny the request (although no request will be denied solely on the basis that the request is overbroad).
If the requestor 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 and not further respond to it. If the requestor fails to respond to the District’s request or clarification within 30 days, and part of the request is unclear, the District will respond to the portion of the request that is clear and may close the remainder of the request. In unusual circumstances, the District may also seek a court order enjoining disclosure pursuant to law.
The District may deny a bot request that is one of multiple requests from the requestor within a twenty-four (24) hour period if the District establishes that responding to the multiple bot requests would cause excessive interference with the District’s other essential functions. The District may deem a request to be a bot request when the District reasonably believes the request was automatically generated by a computer.
If the District does not respond in writing within five (5) business days of receipt of the request for disclosure, the requestor should contact the Public Records Officer to determine the reason for the failure to respond.
Cost of Printed Copies and Mailing
The cost of providing photocopies or printed copies of electronic records is 15 cents per page. Alternatively, if the District determines and documents that the fees allowed under this procedure are clearly equal to, or more than, two dollars, the District may instead charge a flat fee of two dollars to provide the records. If the District charges a flat fee for the first installment, the District will not charge an additional flat fee or a per-page fee for any subsequent installments. Payment may be made by cash, check, or money order payable to the District.
The District may also charge actual costs of mailing, including the cost of the shipping container or envelope.
The Public Records Officer or designee may require the payment of the remainder of the copying costs before providing all the records, or the payment of the costs of copying an installment before providing that installment.
If requested, the District will provide a summary of the applicable charges before any copies are made. The requestor will be allowed to revise the request in order to reduce the applicable charges.
Customized Service Charge
A customized service charge may be imposed if the District estimates that the request would require the use of information technology expertise to prepare data compilations or to provide customized electronic access services when such compilations and customized access services are not used by the District for other District purposes. The customized service charge may reimburse the District up to the actual cost of providing the services in this paragraph.
The District will not assess a customized service charge unless it has notified the requestor of the customized service charge to be applied to the request, including an explanation of why the customized service charge applies, a description of the specific expertise, and a reasonable estimate cost of the charge. The notice will also provide the requestor the opportunity to amend his or her request in order to avoid or reduce the cost of a customized service charge.
Cost for Electronic Records
The cost for providing electronic records is as follows:
- Ten cents per page for public records scanned into an electronic format or for the use of District equipment to scan the records.
- Five cents per each four electronic files or attachments 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 requestor, and the actual postage or delivery charge.
The District will take reasonable steps to provide the records in the most efficient manner available to the District in its normal operations.
Alternatively, if the District determines and documents that the fees allowed under this procedure are clearly equal to, or more than, two dollars, the District may instead charge a flat fee of two dollars to provide the records. If the District charges a flat fee for the first installment, the District will not charge an additional flat fee or a per-page fee for any subsequent installments.
The Public Records office or designee may also require payment of the remainder of the copying costs before providing all the records, or the payment of the costs of copying an installment before providing that installment.
If requested, the District will provide a summary of the applicable charges before charges are imposed under this procedure. The requestor will be allowed to revise the request in order to reduce the applicable charges.
The District will not impose copying charges for access to or downloading of records that the District routinely posts on its website prior to the receipt of a request, unless the requestor has specifically requested that the District provide copies of such records through other means.
Before beginning to make the copies, The Public Records Officer or designee may require a deposit of up to ten percent of the estimated costs of copying all the records selected by the requestor, including the cost of a customized service charge according to the provision above.