Public Records Requests
The California Public Records Act (CPRA) was enacted in 1968 to guarantee the public's right to access government records, ensuring transparency and accountability.
PUBLIC RECORDS
The CPRA 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." Responsive records to a CPRA request may include a wide variety of documents and other materials that are in the district’s possession at the time the request is filed and which are not exempt from disclosure. The CPRA does not require the district to create a record or prepare a document that does not exist at the time of the request.
EXEMPT RECORDS
Records exempt from the CPRA are commonly made exempt by state law. Examples include student records, employee personnel and medical files, minutes of closed session board meetings, preliminary drafts and notes, and pending litigation. Should a portion of a disclosable record contain confidential information, the district will redact such information before it is disclosed. Administrative Regulation 1340 provides a more complete list of exempt records.
SUBMITTING A REQUEST
There are two ways to gain access to a public record – obtaining a copy from the local agency in either electronic or paper format or inspecting the record at the local agency’s offices.
Anyone can submit a public records request. Requests may be made in writing or orally, but written requests are strongly encouraged. No specific form must be used.
Requests may be emailed or mailed to the following address:
Cypress School District
Attention: Public Records Request
5816 Corporate Avenue, Suite 100
Cypress, CA 90630
To speak with someone regarding a CPRA request, contact the Superintendent's Office at (714) 220-6911.
Requests should include a detailed description of the records, the specific timeframe, and the preferred format.
There is no charge for electronic copies. If paper copies are requested or if the records cannot be provided in an electronic format, the district may charge per page for the requested records. The district may also charge a fee for data compilation, extraction, or programming required to produce requested records. Requestors will be notified in advance of any charges, and payment will be required prior to receipt of the records.
For in-person inspection requests, the district will contact the requestor within the 10-day response period to schedule an appointment for inspection of responsive records. This process is necessary to allow staff time to gather and review documents for compliance within the provisions of the CPRA.
TIMING
The district will respond within 10 business days from receipt of a CPRA request as to whether disclosable public records exist and provide a good faith estimate of when the records will be available. In some cases, a 14-day extension to respond may be necessary. The 10-day period starts with the first calendar day after the date of receipt. For requests received after business hours or on a weekend or holiday, the next business day will be considered the date of receipt.
The length of time it takes to receive requested documents depends on the type and volume of documents being requested, the scope of the request, and the current workload of district staff.
The 10-day and 14-day extension language in the CPRA is commonly misperceived as the timeframe in which a local agency is required to produce documents; however, that is not that case. The CPRA specifically states an agency must respond within 10 days (or 24 days if extended by 14 days) to notify the requestor whether records exist and provide an estimated date when the records will be disclosed.
STUDENT RECORDS
Student records are not public records. To request student records, visit the Student Records webpage.
REFERENCES
Board Policy 1340 - Access to District Records
Administrative Regulation 1340 - Access to District Records
Board Meeting Agendas and Minutes (Board Actions)