Public Records Requests
All requests should be submitted using the Rocklin Unified School District's (RUSD) Public Records Request Portal to help reduce confusion about the records requested. This will also help ensure requests are received and processed in the order they were received.
In California, a Public Records Request (PRA) refers to the process by which individuals, organizations, or entities can ask for access to government-held documents and information. This right is protected by the California Public Records Act (CPRA), which mandates that governmental agencies disclose public documents upon request unless there is a specific exemption. By submitting a public records request, community members can obtain information about school district operations, finances, and other matters of public interest.
The primary purpose of the California Public Records Act (CPRA) is to allow the public to monitor the functioning of their government. In enacting the CPRA, the California Legislature stated that access to information concerning public business conduct is a fundamental and necessary right for everyone in the State.
Rocklin Unified maintains its commitment to transparency and openness through the PRA process. District policy is outlined in Administrative Regulation 1340 and Board Policy 1340. Anyone can submit a Public Records request; no specific form must be used to make a request. A request can be made orally or in writing, but written requests are strongly encouraged.
Note: Student Records Requests are processed at the student's school.
Frequently Asked Questions
What are public records?
"Public records" include any writing containing information relating to the conduct of the public's business prepared, owned, used or retained by the agency regardless of physical form or characteristics." Writing" means handwriting, typewriting, printing, photocopying, photographing, transmitting by electronic mail or facsimile, and every other means of recording upon any tangible thing, any form of communication or representation, including letters, words, pictures, sounds or symbols or any combination thereof, and any record thereby created, regardless of the manner in which the record has been stored (Government Code 6252).
Items such as drafts, notes, or preliminary documents are generally not considered records.
Who can submit a PRA request?
Any person may submit a PRA request.
What is the Process & Timeline for Receiving Public Records?
Per Government Code section 6253, RUSD will respond within 10 business days from receipt of a public records request as to whether disclosable public records exist. In some cases, a 14-day extension to respond may be necessary. If RUSD determines non-exempt, disclosable public records exist, they will be made available within a reasonable timeframe and following the required payment, if applicable, for copies of such records. (There is no fee for documents provided electronically.)
The "10-day" and "14-day extension" language in the California PRA is commonly misperceived as the time frame in which to produce documents; however, that is not that case. The PRA specifically states the agency must respond within 10 business days (or 24 days if extended by 14 days) to notify the requester simply whether records exist and will be disclosed.
The length of time it takes to receive requested documents depends on the types and volume of documents being requested, the scope of the request and our current workload. Depending on the type and volume of records requested, documents may be made available in as short as 48 hours or as long as several months.
What are the District's guidelines for PRA requests?
The District's policy and procedures for PRA Requests are outlined in Administrative Regulation 1340 and Board Policy 1340.
What is a Public Record:
Government Code §7920.530 defines a public record as “any writing containing information relating to the conduct of the public's business prepared, owned, used or retained by any state or local agency regardless of physical form or characteristics." The California Commission on Peace Officer Standards and Training (POST) respects the public’s right to access records created and maintained by POST in the course of normal business.
How do I make a records request?
There is no specific form that must be used to make a request. A request can be made orally or in writing, but written requests are strongly encouraged (preferably via our Public Records Request Portal) to help reduce confusion about the records requested. Requests should be submitted to the Public Records Request Officer.
Please provide a detailed description of the records you seek. When a record cannot be identified by name, the requestor should attempt to be as specific as possible in describing the record, based on its content, including the designation of any forms or reports with titles, the date or dates of the document, the author and addresses, if the item is a letter or memo, etc. If known, requesters should indicate the office, school site, or the department that created and maintains the records. If the record is referred to in another document or published report and it will help to attach a copy of that reference, do so. For your convenience, please reference the bullet points below to ensure a clear and accurate request.
Pursuant to Government Code §7922.600, in order to make a focused and effective request, please include the following applicable information to ensure the scope of the request is narrow and clear enough for personnel to determine if Rocklin Unified School District has the records you are requesting and can produce these records in a timely manner:
- The subject of the record
- A clear, concise, and specific description of the record(s) being requested
- The date(s) of the record(s), or a time period for your request (e.g.: calendar year 2020) - longer time spans will result in larger files
- Full names for the individuals and/or sites/departments included in your request, including proper spelling
- If you are looking for communications outside of our district email accounts, provide email addresses i.e. person@gmail.com
- Any additional information that helps staff identify the record(s) being requested
Please see our Guidelines for Access to Public Records at the end of this page.
Can I drop in to inspect the records that I want?
The volume of requests received by the District does not permit instant response to records requests. There is no service for on-demand, same day public records inspections; nor does the law require such a service. Identification and collection of potentially responsive records are only some of the steps involved in responding to requests. The collected records must be reviewed to ensure that they are in fact responsive to the request and to assess whether they are subject to redaction to protect the privacy rights of others and consistent with applicable legal privileges and exemptions. Each of the steps in the process takes time. When records requests are available for release, we will contact you to set up an appointment for review.
Is the District required to create records that do not exist in order to comply with a public request?
No. In response to a public request, we are only responsible for providing existing documents and records that are maintained by the District.
I think the District should create a report that will have the information that I want. Can I request this under the Public Records Act?
The District releases non-exempt, existing records in response to requests. The Public Records Act does not require that the District answer questions or create new records. Requests for information should be directed to the District's Communications Department.
What records are exempt from disclosure under the Public Records Act?
Records exempt from a PRA are commonly made exempt by state law. Examples include preliminary drafts and notes, pending litigation, student records, an employee's personnel and medical files, and minutes of a board meeting held in closed session. (See AR 1340 or the California Public Records Act for a more complete list of exempt records.)
What is the difference between a Federal Freedom of Information Act (FOIA) request and a California Public Records Act (PRA) request?
FOIA governs federal agencies and generally does not apply to the District, but the PRA is modeled on FOIA. If someone makes a request to the District under FOIA, it is treated as a request under the PRA.
What is the timeframe for the District's response to a PRA request?
Per Government Code section 6253, RUSD will respond within 10 business days from receipt of a public records request as to whether disclosable public records exist. In some cases, a 14-day extension to respond may be necessary. If RUSD determines non-exempt, disclosable public records exist, they will be made available within a reasonable timeframe and following the required payment, if applicable, for copies of such records. (There is no fee for documents provided electronically.)
The "10-day" and "14-day extension" language in the California PRA is commonly misperceived as the time frame in which to produce documents; however, that is not that case. The PRA specifically states the agency must respond within 10 days (or 24 days if extended by 14 days) to notify the requester simply whether records exist and will be disclosed.
The "10-day" and "14-day extension" language in the California PRA is commonly misperceived as the time frame in which to produce documents; however, that is not that case. The PRA specifically states the agency must respond within 10 days (or 24 days if extended by 14 days) to notify the requester simply whether records exist and will be disclosed.
The length of time it takes to receive requested documents depends on the types and volume of documents being requested, the scope of the request and our current workload. Depending on the type and volume of records requested, documents may be made available in as short as 48 hours or as long as several months.
How is a Public Records Request different from a Student Records Request
In California, a request for student records pertains to seeking access to specific educational and personal information about a student enrolled in a school or district. This process is governed by both the Family Educational Rights and Privacy Act (FERPA) at the federal level and state-specific regulations, ensuring that students' privacy is protected and that only authorized individuals, such as parents or guardians, can access these records. While a public records request focuses on obtaining general governmental documents, a request for student records is specifically about an individual student's educational history and personal details, and is subject to stricter privacy protections.
Guidelines for Access to Public Records
Request Methods: No specific form must be used to make a request. A request can be made orally or in writing, but written requests are strongly encouraged to help reduce confusion about the records requested. Requests should be submitted through our Public Records Request Portal.
Identifying Records: To help us provide records promptly, please provide specific information about the records you seek including the record name, subject matter, author's name, date, office, or department that created and/or maintained the record. When a record cannot be identified by name, please be as specific as possible in describing the record, based on its content.
Pursuant to Government Code §7922.600, in order to make a focused and effective request, please include the following applicable information to ensure the scope of the request is narrow and clear enough for personnel to determine if Rocklin Unified School District has the records you are requesting and can produce these records in a timely manner:
- The subject of the record.
- A clear, concise, and specific description of the record(s) being requested.
- Please provide the date(s) of the record(s) or a time period for your request (e.g., calendar year 2020)—longer time spans will result in larger files.
- Your request includes the full names of the individuals and/or sites/departments, including proper spelling.
- If you are looking for communications outside of our district email accounts, provide email addresses, i.e., person@gmail.com.
- Any additional information that helps staff identify the record(s) being requested.
Time Deadlines: The District is required to determine within 10 business days (can be extended to 24 days for voluminous/complex requests), after receipt of a records request, whether or not the requested records are subject to disclosure and to notify the person requesting the reasons for that determination. The records themselves are not required to be released in 10 business days. When deciding, the District will provide a good faith estimate of when the records will be available. Please be aware that the District receives a very high volume of requests for records and that requests are generally processed in the order in which they are received.
Copying Fees: Paper copies of disclosable records are normally provided for $0.10 per page and will be sent upon receipt of full payment. Electronic copies of disclosable records do not have a charge.
Exemptions: The District may refuse to disclose any records or portions of records that are exempt from disclosure under the law.
Website Resources
- BoardDocs (Rocklin Unified School District Board Agenda, Minutes, and Policies)
- Rocklin Unified Board Policy 1340 - Access to District Records
- Rocklin Unified Administrative Regulation 1340 - Access to District Records
- California Public Records Act Statute