The Public Records Request Policy of North Royalton City Schools is
listed below. Click on the email link below to request records. Refer to
the additional link to view how long records are held.
Board of Education of North Royalton City Schools makes public records
available for public inspection and/or copying in accordance with State
Law. Click Here to Email Request for RecordsClick Here to view PDF of the approved North Royalton City Schools Records Retention Policy (RTF version)
The Board of Education is responsible for maintaining the public records of this District and to make such records available to residents of Ohio for inspection and reproduction in strict adherence to the State's Public Records Act.
The Treasurer shall be the District Records Officer (DRO).
The Board will utilize the following procedures regarding the availability of public records:
"Public records" are defined as any document, device, or item, regardless of physical form or characteristic, including an electronic record created or received by or coming under the jurisdiction of the Board or its employees, which serves to document the organization, functions, policies, decisions, procedures, operations, or other activities of the District.
"Electronic record" is defined as a record created, generated, sent, communicated, received, or stored by electronic means.
The District's public records shall be organized and maintained so that they are readily available for inspection and copying. As such, public records will be available for inspection during regular business hours, with the exception of published holidays. The District’s public records shall be promptly prepared and made available for inspection. A reasonable period of time may be necessary due to the volume of records requested, the proximity of the location where the records are stored, and/or for the District to review and redact non-public/confidential information contained in the record. Upon request, a person may receive copies of public records, at cost, within a reasonable period of time.
Each request for public records
shall be evaluated for a response at the time it is made. Although no
specific language is required to make a request, the requester must
minimally identify the record(s) requested with sufficient clarity to
allow the District to identify, retrieve, and review the record(s). If
a requestor makes an ambiguous or overly broad request or has difficulty
in making a request for inspection or copies of public records such
that the District's Record Officer cannot reasonably identify what
public records are being requested, the District Record Officer or
designee may deny the request but shall provide the requestor with an
opportunity to revise the request by informing the requestor of the
manner in which records are maintained by the District and accessed in
the ordinary course of business. The request for records shall need not
be in writing. The requestor shall not be required to provide his/her
identity or the intended use of the requested public record(s).
the time of the request, the records custodian shall inform the person
making the request of the estimated length of time required to gather
the records. All requests for public records shall be satisfied or
acknowledged by the District promptly following the receipt of the
request. If the request for records was in writing, the acknowledgment
by the District shall also be in writing.
Any request deemed
significantly beyond routine, such as seeking a voluminous number of
copies and/or records, or requiring extensive research, the
acknowledgment shall include the following:
A. an estimated number of business days necessary to satisfy the request
B. an estimated cost if copies are requested
C. any items within the request that may be exempt from disclosure
Superintendent is authorized to grant or refuse access to the records
of this District in accordance with the law. Any denial, in whole or in
part, of a public records request must include an explanation, including
legal authority. If portions of a record are public and portions are
exempt, the exempt portions are to be redacted and the rest released. If
there are redactions, the requester must be notified of the redaction
and/or the redaction must be plainly visible, and each redaction must be
accompanied by a supporting explanation, including legal authority. If
the request for records was in writing, the explanation shall also be in
Cost for Public Records
A person may obtain copies of the District’s public records upon payment of a fee.
A person who requests a copy of a public record may request to have
said record duplicated on paper, on the same medium on which the
District keeps the record, or on any other medium in which the custodian
of records determines that said record reasonably can be duplicated as
an integral part of normal operations.
- A person who requests
a copy of a public record may choose to have that record sent to him/her
by United States mail or by other means of delivery or transmission
provided the person making the request pays in advance for said record
as well as the costs for postage and the mailing supplies.
number of records requested by a person that the District will transmit
by U.S. mail shall be limited to ten (10) per month, unless the person
certifies, in writing to the District, that the person does not intend
to use or forward the requested records, or the information contained in
them, for commercial purposes. "Commercial" shall be narrowly defined
and does not include reporting or gathering news, reporting gathering
information to assist citizen oversight or understanding of the
operation or activities of the District, or nonprofit educational
research. (R.C. 149.43(B)(7))
Those seeking public records will be charged only the actual cost of making copies.
The charge for paper copies is $.05 per page, which may be waived at the discretion of the Treasurer.
in electronic mail format are records as defined by the Ohio Revised
Code when their content relates to the business of the District (i.e.,
they serve to document the organization, functions, policies, decisions,
procedures, operations, or other activities of the District). E-mail
shall be treated in the same fashion as records in other formats and
shall follow the same retention schedule.
in private e-mail accounts are subject to disclosure if their content
relates to public business, and all employees or representatives of the
District are responsible for retaining e-mails that meet the definition
of public records and copying them to their District e-mail account(s)
and/or to the records custodian.
The records custodian shall
treat such e-mail/records from private accounts as records of the
District. These records shall be filed appropriately, retained in
accordance with the established schedules, and made available for
inspection and copying in accordance with the Public Records Act.
Private e-mail, electronic documents, and documents ("private records") that do not serve to document the District's organization, functions, policies, decisions, procedures, operations or other activities are not public records. Although private records do not fall under Policy 8310 or AG 8310A, they may fall under Policy 8315 – "Information Management" and/or AG 8315 – "Litigation Hold Procedure."