Policy 901:  Public Communications

 
901.1 Board - Community Relations
It shall be the expressed policy of the Board of Directors to actively cooperate with official area community agencies and organizations concerned with the welfare of students. All efforts of the Mount Pleasant Community School District should be directed toward maintaining open communications between the schools and the public. Community support for the program of the schools can best be established through a public that understands and is active in school affairs.

Date of Adoption: November 12, 1974

Reviewed: May 11, 1992; Feb. 11, 2002; Oct. 8, 2007; Oct. 8, 2012; April 13,2105

Amended:

 

901.2 Releases to News Media - Internal School News
It shall be the policy of the Board to have news releases prepared on internal matters of the school and to disseminate such releases to all news media in the area.

The Superintendent of Schools or a delegated assistant, or assistants, shall be responsible for clearance of all news releases originating from a school source.

Information not of a personal or confidential nature should be made available to all news media upon their request. In order to establish and maintain a cooperative effort in our public relations program, close ties should be kept with personnel representing the various news media.

Date of Adoption: November 12, 1974


Reviewed: May 11, 1992; Feb. 11, 2002; Oct. 8, 2007; Oct. 8, 2012; April 13, 2015

 

Amended:

 

901.3 Releases to News Media - Board Matters
It shall be the policy of the Board to have news releases prepared upon Board matters and to disseminate such releases to all news media in the area.

Copies of the agendas for regular board meetings shall be supplied to all news media when they are made available to Board members.

The Superintendent of Schools and/or delegated staff should make themselves available to personnel representing the various news media when questions may arise concerning Board matters.

Date of Adoption: November 12, 1974


Reviewed: May 11, 1992; Feb. 11, 2002; Oct. 8, 2007; Oct. 8, 2012; April 13, 2015

Amended: January 8, 1980

 

 
901.5 Board Proceedings
Agendas for official Board meetings shall be submitted to Board members and news media in advance of regularly scheduled Board meetings in compliance with Code 28A4.

All official proceedings of the Board of Education shall be made a matter of public record and shall be open for inspection on demand of the public. The minutes of regularly scheduled Board meetings shall be a matter of public record and shall be mailed to each member of the Board of Directors.

Legal Reference: (Code of Iowa) 28A4


Date of Adoption: Nov. 12, 1974

Reviewed: May 11, 1992; Feb. 11, 2002; Oct. 8, 2007; Oct. 8, 2012; April 13, 2015

Amended: January 8, 1980

 

901.6 Mount Pleasant Community School District Public Records Requst Fee Schedule 
 

Although most public records requested from the Mount Pleasant Community School District (MPCSD) are available at no cost, State law does allow for public entities, such as the MPCSD, to charge a reasonable fee for time and materials spent completing a public records request.    This page provides information related to the district’s fee schedule for public records requests.

 

The District has developed a fee schedule for fulfilling public records requests, which is in compliance with Iowa Code Section 22.3.   Under State law, a public agency may charge the individual requesting public records a fee for the retrieval and review of records, supervision of the examination, as well as copying and delivery fees.   District fees are as follows:

 

·         Retrieval, Review and Supervision Fee

o    $25.00 per hour, rounded to the nearest ¼ hour

 

·         Search of Email Archives

o    Initial $25.00 fee for email search

o    Additional $25.00 fee for every hour beyond the initial 60 minutes, rounded to the nearest ¼ hour

o    The standard email archive search takes approximately 90 minutes, the district will waive the initial $25.00 fee for searches that take less than 60 minutes.

 

·         Photocopy/Scanning Fee

o    1 – 19 pages:   No Charge

o    More than 20 pages:   $.15 per page (including for pages 1-20)

 

·         Mailing Fee

o    Actual Costs

 

The District will inform the member of the public making the request of the anticipated cost of filling the request throughout the public record request process.  The District requires prepayment of any and all fees prior to the public records being made available for inspection or being delivered to the requestor.   Additional information regarding allowable fees may be found in Iowa Code 22.3.

 

Please note:   The MPCSD has a standard practice of waiving any and all fees (with the exception of copying and delivery fees) associated with fulfilling requests that take less than one hour.

 

 

 

 

PUBLIC EXAMINATION OF SCHOOL DISTRICT PUBLIC RECORDS

 

The District maintains certain records in connection with its operations and, pursuant to Iowa Law, records maintained by the District are generally open to the public.   The superintendent is the designated official responsible for implementing the implementation of this policy.   Public records of the District may be viewed by the public during the regular business hours of the administration offices of the District.   These hours are 8:00 am – 4:00 pm Monday through Friday, except for school holidays and recesses.

 

Persons wishing to view the District’s public records should contact the superintendent by telephone or in writing, including electronically, and make arrangements for the viewing or obtaining the records.  Examination of the records shall be done under the supervision of the superintendent or his designee, who shall make arrangements for providing the records to the requesting individual or entity as soon as practicable, depending on the nature of the request.

 

Persons wishing copies of public records may be assessed a fee for those copies.  Persons wanting compilation of information may be assessed a fee for the time of the employee necessary to compile the requested information.   Persons examining public records may also be charged a fee for the custodian’s supervision of the examination.   All payments are due at the time of services provided, unless alternate payment arrangements are made in advance.

 

Public records are documents that currently exist and are not confidential as defined by Iowa Code Section 22.7 or other law.   District officials are not required to create or generate records that do not exist or compile information not in the possession of the District or of a third-party responsible for investment of public funds.

 

It is the responsibility of the superintendent to maintain accurate and current records of the Mount Pleasant Community School District.   It is also the responsibility of the superintendent to respond in a timely manner to requests for viewing and receiving public documents of the District.

 

Legal Reference:        Code of Iowa Chapter 22

 

 

 

Date of Adoption:    March 12, 2007                          

Date Reviewed:        Oct. 8, 2007; Oct. 8, 2012; Nov. 10, 2014; April 13, 2015

 

 

Date Amended:            Nov. 10, 2014

 

 

 

 

  

 

 

Date:

 

Name:

 

 

Dear _______________________,

 

I am the lawful custodian of the records for the Mount Pleasant Community School District.   I have received and reviewed your Public Records Request dated _____________ for public records possessed by the MPCSD.   Pursuant to Iowa Code 22.7, the MPCSD has an obligation to provide access to the public records maintained by the District.

 

In order for the District to process your request, you will need to complete an MPCSD Public Records Request (PRR) form.   A copy of which is included with this letter.   Once the District receives the completed form, it will begin to process and fulfill the request.   The District will not be able to move forward on your request until the completed PRR form is returned.   The District will undertake the following steps in this process:

 

·         Step 1:   A records search is conducted using search terms and phrases directly from your PRR form for the date range(s) you stipulate.   We will notify you of the number of documents discovered and our estimate of the time frame to identify those documents responsive to your request.

 

o    Each request should have a starting date and an end date, and failure to provide the dates could result in a delay in fulfilling the request.

 

o    Specificity in a request can assist the district in more effectively and efficiently responding to the request.   This will help narrow the search field reducing the amount of time needed for fulfilling the request and can reduce fees.

 

o    For email records requests, the search time frame is usually 1.5 hours regardless of the search parameters due to the size of our email archive.   An initial fee of $25.00 is charged for all email searches.   An additional $25.00 fee will be charged per hour for searches that take longer than 60 minutes.

 

·         Step 2:  The District will identify those documents responsive to your request.   These searches often generate large numbers of documents only some of which are responsive to your request.   The District must go through the discovered documents manually to determine which documents are responsive to your request.   After this review, the District will notify you of the number of documents responsive to your request, our estimate of the time frame to review and redact those documents responsive to your request, and provide an anticipated cost after completion of Step 2.

 

o    The time required can vary widely based on the number of documents located in the search.   The District fee is $25.00 per hour for a District staff member to fulfill this step of the process.

 

·         Step 3:  The responsive documents are manually reviewed to determine if there is any confidential information (FERPA, HIPA, legally privileged, etc.) that needs to be redacted.   The time frame for this step is based on the number of documents located in the search.   The District fee is $25.00 per hour for a District staff member to fulfill this step of the process.   We will then notify you that the documents are available for viewing or copying.

 

·         Step 4:  The district will provide you a copy (or set up a time for viewing) of the documents.   Prior to viewing/receiving the documents, the District requires payment for the service and completion of the request.

o    A copy/scanning fee of $0.15 is charged for each page of material for requests that generate 20 or more pages of available material.

o    These fees are in addition to the search and review fees on Steps 1 – 3.  A fee schedule related to these steps is below.

 

The District will begin the research process as soon as the completed Public Records Request form is returned to the District (attention:   Superintendent).  The District will then immediately start the process and will notify you as soon as we have determined whether records responsive to your request are available and then seek clarification from you about further action.   Additional information about the District’s Public Records Request process as well as frequently asked questions about the PRR process may be found on the District’s Web page:    www.mt-pleasant.k12.ia.us.

 

If you have any questions, please contact ­­­­­­­­­­­­­­­­­­­­­­­­­­­­the Chief Human Resources Officer in our office at 319-385-7750.  We look forward to working with you and providing the information you seek.

 

Sincerely,

 

 

______________________________

Chief Human Resources Officer

 

FEE SCHEDULE

·         Retrieval, Review and Supervision Fee

o    $25.00 per hour, rounded to the nearest ¼ hour

·         Search of Email Archives

o    Initial $25.00 fee for email search

o    Additional $25.00 fee for every hour beyond the initial 60 minutes, rounded to the nearest ¼ hour

o    The standard email archive search takes approximately 90 minutes, the district will waive the initial $25.00 fee for searches that take less than 60 minutes.

·         Photocopy/Scanning Fee

o    1-19 pages:   No Charge

o    More than 20 pages:   $.15 per page (including for pages 1-20)

·         Mailing Fee

o    Actual Costs

 

The District will inform the member of the public making the request of the anticipated cost of filling the request throughout the public record request process.   The District requires pre-payment of any and all fees prior to the public records being made available for inspection or being delivered to the requestor.   Additional information regarding allowable fees may be found in Iowa Code 22.3.

 

Please note:   The MPCSD has a standard practice of waiving any and all fees (with the exception of copying and delivery fees) associated with fulfilling requests that take less than one hour.

 

 

 

 

 

Mount Pleasant Community School District

Public Records Request

 

Pursuant to Iowa Code Chapter 22, I submit the following request for Public Record retained by the Mount Pleasant Community School District:

 

 

 

 

 

 
 

Name:_________________________________________________________Date:___________________________

Address: _________________________________________________________FAX:__________________________

City:___________________________State:_______Zip:_________Email:__________________________________

Preferred Method of Pick-up: ____Email       _____ Pick Up in Person at Central Office

*Please note there is a $0.15 per page copy/scan fee for any request that generates 20 or more pages of material; all fees – including copy/scan fees – must be paid in advance of receiving the requested documents/materials.

 

Description of public records requested, include specific terms, names, and/or phrases you would like included in the search.  (Please Note:   more specific request information will help reduce completion time and potential cost; this will also limit the scope of the search):

  

 

Date Range for search:     Start Date: ___/___/___    End Date:  ___/___/___

Requestor’s  Signature:  _________________________________________

Search of Email Archive:    ____ I request that the district perform an electronic search of email archives utilizing the specific terms and date range(s) I provided.   I understand that a fee of $25.00 per hour of search time will be assessed for any archive search.  (Note:   a search of email records will not be conducted unless this box is initialed by the requestor.)

 

 

 

 

 

 

          Request Receipt and Review

 

_________________                 _________

Request Recipient                         Date

_________________                 _________

Reviewer                                      Time Spent

_________________                 _________

Reviewer                                      Time Spent

_________________                 _________

Reviewer                                      Time Spent

                  Request Completion

 

_________________________________

           Requested completed by

 

____/____/____            ____/____/_____

Date Completed    Date Requestor contacted

 

Requestor notified by:   ___Email   ___ Phone

                                           ___Mail

 

                    ____/____/____

         Date Request Sent/Picked-up

                              Fees

 

_____ x $0.15   =                        $______

#pages copied

 

$25.00 x _____=                         $______

E-Mail archive search hours

 

$25.00 x _____=                         $______

Hours Completing Request

                                                       $______

                                                      Total Fee

Fee is not charged for requests taking less than one hour to complete

 

 

 

Additional Information (must complete if responsive documents do not exist or are not available):