How to File a Public Records Request

The California Public Records Act (PRA) is the state’s version of the federal Freedom of Information Act: it recognizes and protects the right of the public to access government documents so that government can remain transparent and accountable. PRA applies to public school districts, and you can utilize public records requests to find out what’s happening in schools and what’s being taught. You don’t need to be a parent of a student at the school to request the records; any citizen may file a public records request for any California government entity.

Examples of materials covered by the PRA are: 

• Emails to and from government officials, including public school personnel since they are government employees.

• Budget documents.

• Reading lists, syllabi, teacher training materials, and books used in public schools.

• Materials pertaining to and documenting agency meetings, like school board meetings.

When requesting public records, identify specifically what you’re looking for. Including specific details increases the chances of receiving the records you’re looking for, and in a timely manner.  Indicate the type of record. Is it an email? A budget document? Curriculum or teaching materials? Include specifics, like the sender or recipient of an email or set of emails and any keywords you’re looking for; the relevant fiscal year and/or quarter for a budget document; the grade level and subject for which you’re requesting curriculum.

Many public agencies in California have online portals through which you can submit Public Records Requests. If you’re looking for materials from a particular school district, try an internet search for “[school district name] public records request.” If you’re not able to find a portal to submit a request, you can submit it in an email. Many school districts list the contact information of an individual who handles their public records requests. Under the law, public records requests may be submitted verbally, but it may be best practice to submit your request in writing so you have proof of your submission.

Importantly, agencies may not charge you for the work it takes to fulfill a public records request; they may only charge you for materials, like the cost for printing if you’re asking for physical copies of documents. (You can choose to forgo this altogether by noting in your request that you are looking for digital copies only, and are choosing to not receive physical copies of records.) Agencies must recognize receipt of your request within ten business days, but they are permitted by law to take longer than this ten-day period to actually fulfill the request. They must inform you of the date by which the documents will be available, but can also file 14-day extensions if their staff must search through large amounts of data to find the documents. It is best practice to set reminders for yourself to follow up with the district or agency to ensure they are adhering to the appropriate timeline.

Additionally, not every single document pertaining to a public agency is covered under the Public Records Act. Examples of exempt materials include personnel and medical records, litigation records and other privileged materials, taxpayer information, and student records. 

Sometimes, districts and agencies try to resist public records requests. For example, they might try to charge you exorbitant amounts, or they might request an unreasonable amount of time to find and produce a record. In that case, do some research so you can politely inform them of what the law is. If this doesn’t work, contact us at the Parent Union and we can try to assist you.