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Sallisaw Public Schools

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FOIA Requests

Sallisaw Public Schools: Public Records Policy

(See also Public Information Policy; Notification of Rights under FERPA; Restricted School Safety Information; Social Media)

The Board of Education adopts this policy in connection with the Oklahoma Open Records Act (the “Act”). Sallisaw Public Schools (the “District”), as a tax-supported institution, recognizes that the public has a right to be fully informed concerning its operations. The District strongly believes that informed citizens are vital to the successful functioning of the democratic government process which the District desires to exemplify to its students.

I. Access to Records

In order to achieve these goals, the Board of Education hereby states that all records of the District, except those records designated as confidential in this policy, or, otherwise, as required by federal or state law, shall be open to any person for inspection, copying, and/or mechanical reproduction during regular business hours. All persons requesting the right to inspect non-confidential records of the District shall be accorded access to those records.

II. Designated Custodians

The Board of Education hereby designates the Superintendent or their designee as the person authorized to release non-confidential public records for inspection, copying, or mechanical reproduction. Under Oklahoma law, the board clerk is the custodian of the District’s copy of required school board election-related filings.

III. Request Process

The person(s) requesting the information to be reviewed/copied shall identify himself/herself through some form of identification card or badge. He/she will complete an Open Records Request form which includes his/her signature for the document(s) to be copied.

Open Records Request forms may be obtained from the Sallisaw Public Schools Administration Office or accessed via the school website at www.sallisawps.org. The complete form is to be submitted to the District Office and will be placed in the document file as a record of the transaction and document(s) copied. The District shall produce records requested promptly, taking into consideration the accessibility of the record, the number and type of records requested, and the press of school district business.

IV. Fee Schedule

The District shall charge reasonable fees for records reproduction and any compensable search for records as permitted by the Act. The fees are as follows:

Paper Production:

  • 8 ½" x 11" and 8 ½” x 14” copies: $0.25 per copy

  • 11” x 17” copies: $0.50 per copy

  • Certified copy: $1.00 per page

  • Color copy (not exceeding 8.5" x 14”): Actual cost

  • Oversized copy (exceeding 8.5" x 14”): Actual cost

  • Mailing fee (if mail delivery requested): Actual cost

  • Research fee (exceeding 15 minutes): Actual cost

Electronic Production:

  • Data Collection/Document Conversion: $100 per hour

  • Scanning to PDF or TIFF: $0.25 per page

  • Video, DVD, CD: $10 per copy

V. Excessive Disruption & Commercial Use

When a request for public records would cause excessive disruption of the District’s essential functions or is solely for commercial purpose, the District will charge a reasonable fee in the amount of $25 per hour for paper records and $100 per hour for electronic records to recover the direct cost of document search. The District will also charge $25 per hour for time spent reviewing and, if necessary, redacting records prior to production. If outside assistance is required for compilation or review, the requestor will be assessed the actual cost charged to the District.

VI. Media & Public Interest

The District does not consider publication in a newspaper or broadcast by news media as resale or use of data for trade or commercial purpose. However, the District shall charge the news media and others the direct cost of copying electronic data. A search fee shall not be charged when the release of documents is in the public interest (news media, scholars, authors, and taxpayers).

VII. Payment

Costs shall be paid at the time documents are picked up. For large requests, the District may request a deposit at the time of the request. The District may require advance payment of estimated fees when the cost exceeds $75.00 or if the requester has outstanding fees from previous requests.

VIII. Confidentiality & Denials

If inspection is denied, the person requesting access has a right to appeal the denial to the Superintendent. As permitted by the Act, the following records are designated as confidential:

  • Records kept confidential under federal or state law.

  • Personnel records relating to internal investigations, hiring, or discipline.

  • Records that would constitute an unwarranted invasion of privacy (evaluations, applications of those not hired, home addresses/phone numbers).

  • Bids, computer software, and real estate appraisals prior to contract awards.

  • Individual student records (except for designated Directory Information under FERPA).

  • Teacher lesson plans, tests, and personal notes/materials.

For more information, contact: Sallisaw Public Schools District Office Phone: 918-775-5544 Email: technology@sallisawps.org