(See also Public Information Policy; Notification of Rights under FERPA; Restricted School Safety Information; Social Media)

The Board of Education adopts this policy in connection with the Oklahoma Open Records Act (the “Act”). The District, as a tax supported institution, recognizes that the public has a right to be fully informed concerning its operations. The District strongly believes that informed citizens are vital to the successful functioning of the democratic government process which the District desires to exemplify to its students.

In order to achieve these goals, the Board of Education hereby states that all records of the District, except those records designated as confidential in this policy, or, otherwise, as required by federal or state law, shall be open to any person for inspection, copying, and/or mechanical reproduction during regular business hours. All persons requesting the right to inspect non-confidential records of the District shall be accorded access to those records.

The Board of Education hereby designates the Executive Director of Communications or if such person is not available during regular business hours, the Superintendent or designee as the person authorized to release non-confidential public records for inspection, copying, or mechanical reproduction.

The person(s) requesting the information to be reviewed/copied shall identify himself/herself through some form of identification card or badge. He/she will complete an Open Records Request form which includes his/her signature for the document(s) to be copied. Open Records Request forms may be obtained from the Executive Director of Communications in the Education Service Center or accessed via the school website at www.jenksps.org. The complete form is to be submitted to the Executive Director of Communications and will be placed in the document file as a record of the transaction and document(s) copied.

The District shall charge reasonable fees for records reproduction and any compensable search for records as permitted by the Act. The fees are as follows:

Paper Production: $0.25 per copy

Electronic Production: Data Collection Document Conversion $100 per hour, (PDF or TIFF) $0.25 per page, Video, DVD, CD $10 per copy

When a request for public records would cause excessive disruption of the District’s essential functions or is solely for commercial purpose the District will charge a reasonable fee in the amount of $25 per hour for paper records and $100 per hour for electronic records to recover the direct cost of document search. The District will also charge a reasonable fee in the amount of $25 per hour for time spent reviewing and, if necessary, redacting records prior to production.  In the event the nature of the records requested requires outside assistance for compilation, review, or production, the individual requesting the information will be assessed the actual cost charged to the District.

The District does not consider publication in a newspaper or broadcast by news media as resale or use of data for trade or commercial purpose.  However, the District shall charge the news media and others the direct cost of copying electronic data.

A search fee shall not be charged when the release of documents is in the public interest including, but not limited to, release to the news media, scholars, authors, and taxpayers seeking to determine whether those entrusted with the affairs of the government are honestly, faithfully, and competently performing their duties as public servants.

Costs associated with reproduction of public records shall be paid by, or on behalf of the requestor, at the time documents requested are to be picked up.  In the event of a large records request or a request that involves an outside cost to the District, the District may request a deposit to be set by the records custodian, to be made at the time of the request.

If inspection of documents designated as confidential is denied, the person requesting access to such documents shall have a right to appeal the denial to the Superintendent.

As permitted by the Act, the District hereby designates the following records as confidential and not open for public inspection:

1. Records which can be kept confidential under federal or state law.

2. Personnel records which relate to internal personnel investigations including examination and selection material for employment, hiring, appointment, promotion, demotion, discipline, or resignation.

3. Personnel records where disclosure would constitute a clearly unwarranted invasion of personal privacy such as employee evaluations, payroll deductions, and employment applications submitted by persons not hired, and transcripts from institutions of higher education maintained in the personnel files of certified public school employees; provided however, that nothing in this subsection shall be construed to exempt from disclosure the degree obtained and the curriculum on the transcripts of certified public school employees.

4. The home address or telephone number of any person employed or formerly employed by the public body, where the disclosure would constitute a clearly unwarranted invasion of personal privacy.

5. If disclosure would give an unfair advantage to competitors or bidders, bid specifications for competitive bidding prior to publication; contents of sealed bids prior to bid opening; computer programs or software (but not the data thereon); and appraisals relating to the sale or acquisition of real estate prior to the award of a contract. 

6. Personal communications received from a person exercising rights secured by the Oklahoma or United States Constitution, except for the fact that a communication has been received and that it is or is not a complaint. Any response to such personal communications shall be confidential only to the extent necessary to protect the identity of the person exercising the right.

7. Individual student records, except for: (a) statistical information not identified with a particular student if such information is maintained in a composite form and (b) directory information as defined in the Act, if, pursuant to the Family Educational Rights and Privacy Act that information (i) has been designated by the District as directory information and (ii) parents have been notified of and have not exercised their non-release rights.

8. Teacher lesson plans, tests and other teaching materials. 

9. Personal communications concerning individual students. 

10. Prior to taking action, including making a recommendation or issuing a report, personal notes and personally created materials of District personnel, excluding departmental budget requests, prepared as an aid to memory or research leading to the adoption of a school policy or District project.

11. Any contract for use of a student-athlete’s name, image, or likeness disclosed to a postsecondary institution pursuant to the Student-Athlete Name, Image, and Likeness Rights Act.

Revised by the Board of Education October 2006

Revised November 2007

Revised June 2013

Revised September 2024