As a public entity, the Beaverton School District is committed to making public records available, as required by state law (Chapter 192 of the Oregon Revised Statutes) and School Board Policy KBA-Public Records.
The BSD tries to provide the public with records at no cost when possible. However, the district, as allowed by state law, reserves the right to charge for requests that are time-consuming or require large-scale printing. There may be charges for staff time and physical copies, depending on the format or volume of your request.
Public Records Request Process
Submitting your request
The Public Records Coordinator is responsible for administering, tracking, and fulfilling public records requests made to the Beaverton School District. They will work with District staff as appropriate in fulfilling the public records request. All formal public records requests should be submitted using the online public records request form.
When submitting your request, be as specific as possible about the records you are seeking. If you are unsure what records exist, call or email to discuss your request.
Initial response to public records request
You will receive a confirmation email that we have received your public records request form. The Public Records Coordinator will respond to public records requests as soon as practicable and without unreasonable delay. We will respond with one or more of the following:
- A statement that the BSD does or does not have custody of the requested document(s);
- Copies of all requested public records for which the District does not claim an exemption from disclosure under ORS 192.311 to 192.478;
- A statement that the District is the custodian of some responsive records, an estimate of time in which copies will be provided or inspection will be available and an estimate of the fees the requesting party must pay;
- A statement that the District is uncertain whether it possesses any requested records and that it will search for the requested records and respond as soon as practicable; or
- A statement that state or federal law prohibits the District from providing the record(s).
Clarification of public records requests
If the District receives an unusual request or the scope of the request is unclear, the Public Records Coordinator may request additional clarification before responding to the request.
If a requesting party fails to respond to inquiries for clarifications, cost estimates or any other communication from the District within 60 days, the status of the request will be changed to "Non-Responsive."
Non-responsive requests may be resubmitted and will be processed as a new request.
The Oregon Public Records Law allows agencies to recover their actual costs in fulfilling a public records request. If the estimated fee is greater than $25, the Public Records Coordinator will provide the requesting party with written notice of the estimated amount of the fee.
The requesting party may decide to pay the fee, in which case, the District would generate an invoice for completing the public records request. The requesting party must pay the fee before the District fulfills the request. If the request takes less than the estimated time to fulfill, the District will refund the difference to the requesting party.
The requesting party may decline to pay the fee, in which case, the District will close the request.
The requesting party may decide to request a fee waiver or reduction using the Fee Waiver Request Form.
Please do not submit a fee waiver request form until the Public Records Coordinator determines what records exist that are responsive to your request.
The Public Records Coordinator will determine whether to grant your request in accordance with the factors laid out in the Attorney General's Public Records Manual. A decision will be made within five business days.
The Public Records Coordinator may use the Oregon Department of Administrative Services Public Interest Threshold Criteria form as guidance in weighing the public interest and the burden of waiving fees for staff time.
The Public Records Coordinator is always willing to work with you to narrow the scope of a request in order to facilitate processing and reduce or eliminate fees.
The District will waive fees for the first two hours of staff time associated with requests. The District will charge the requesting party when:
Any single public records request results in more than 120 records or roughly two hours worth of review and redaction
Multiple requests from the same requesting party cumulatively result in more than 120 records or roughly two hours worth of review and redaction
Any request results in more than two hours worth of staff time to gather, compile and/or copy responsive records.
Review and redaction of records is calculated at a rate of 60 records per hour at the employee’s hourly rate.
Fees for staff time may include, but are not limited to:
- Review & Redaction: $44 - $69/hour (depending on work and employee's rate of pay)
- IT: $50 - $75/hour