Toolkit: How to File a Public Records Request
The California Public Records Act (PRA) is the state’s version of the federal Freedom of Information Act: It recognizes and protects the right of the public to access government documents so that government can remain transparent and accountable. PRA applies to public school districts. Citizens can utilize public records requests to find out what’s happening in their local school and what’s being taught. You do not need to be a parent of a student at the school to request the records; any citizen may file a public records request for any California government entity.
Examples of materials covered by the PRA are:
Emails to and from government officials, including public school personnel since they are government employees.
Budget documents.
Reading lists, syllabi, teacher training materials and books used in public schools.
Materials pertaining to and documenting agency meetings, including school board meetings.
When requesting public records, always identify specifically what is being requested. Including specific details — such as the type of record — increases the chances of receiving the records requested, and in a timely manner. Is it an email? A budget document? Curriculum or teaching materials? Include specifics such as: date ranges; the sender or recipient of an email or set of emails; any keywords of interest; the relevant fiscal year and/or quarter for a budget document; and the grade level and subject of requested curriculum.
Many public agencies in California have online portals through which you can submit public records requests. They can often be found with a simple internet search of “[school district name] public records request.” If an online portal to submit a request cannot be found, you can submit the request by email. Many school districts list the contact information of an individual who handles their public records requests. Under the law, public records requests may be submitted verbally, but best practices suggest submitting requests in writing as proof of submission. A sample letter can be found here.
Importantly, agencies may not charge anyone for the work it takes to fulfill a public records request; they may only charge for materials, like the cost for printing if physical copies of documents are requested. A requester can forgo this altogether by asking for digital copies and supplying a thumb drive, cloud storage link or email address that can accommodate the amount of data requested.
Agencies must recognize receipt of the request within ten business days, but they are permitted by law to take longer than this ten-day period to actually fulfill the request. They must inform the requester of the date by which the documents will be available, but can also file 14-day extensions if their staff must search through large amounts of data to find the documents. It is best practice to set reminders to follow up with the district or agency to ensure they are adhering to the appropriate timeline.
Additionally, not every single document pertaining to a public agency is covered under the Public Records Act. Examples of exempt materials include personnel and medical records, taxpayer information, student records, and litigation records and other privileged materials.
Sometimes, districts and agencies try to resist public records requests. For example, they might try to charge you exorbitant amounts, or they might request an unreasonable amount of time to find and produce a record. In that case, informing them of their duty under the law may move them to action. If this doesn’t work, contact California Policy Center’s Parent Union for assistance.