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Descriptor Code: BE
School Board Records  
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All school system records, except those which by order of a court of this state or by law are prohibited or specifically exempted from being open to inspection by the general public, shall be open to personal inspection by any citizen of this state at a reasonable time and place.  The term public records shall mean all documents, papers, letters, maps, books, tapes, photographs, or similar material prepared and maintained or received in the course of the operation of the school system.

  • The Superintendent, as the official custodian of school records, shall have a reasonable amount of time to determine whether or not the record or records requested are subject to public access.  In no event shall this time exceed three business days.
  • Where fees for certified copies or other copies or records are specifically authorized or otherwise prescribed by law, such specific fee shall apply.
  • Where no fee is otherwise provided by law, the Board will charge and collect a uniform copying fee of $0.25 per page.  Should the request involve printing only, a charge of $0.05 per page shall be charged.
  • In addition, a reasonable charge will be collected for search, retrieval, and other direct administrative costs for complying with a request.  The hourly charge shall not exceed the salary of the lowest paid full time employee who, at the discretion of the Superintendent, has the necessary skill and training to perform the request and access to the records provided, however, that no charge shall be made for the first quarter hour.

The administration shall utilize the most economical means available for providing copies of public records.

The Open Records Act set specific guidelines for records that are not to be disclosed.

The person or agency making the request will be informed of the estimated costs of the copying, search, retrieval, and other administrative fees authorized by Code Section 50-18-70 as a condition of compliance with the provision of this article prior to the school system fulfilling the request as a condition of the assessment of any fee.


Colquitt County Schools
Adopted Date:  10/26/2009

Policy Reference Disclaimer: These references are not intended to be part of the policy itself, nor do they indicate the basis or authority for the board to enact this policy. Instead, they are provided as additional resources for those interested in the subject matter of the policy.

Note: The State of Georgia has moved the Georgia Code. This new environment no longer allows us to link directly to the Georgia Code. For example enter 20-02-0211 in the search window and the Georgia Code will appear.
State Reference Description
O.C.G.A 20-02-0057 Organization of LBOEs; chairperson and secretary; quorum; record of proceedings
O.C.G.A 20-02-0210 Annual performance evaluation of all school personnel
O.C.G.A 20-02-0757 Applicability of public inspection and open meeting laws
O.C.G.A 24-09-0047 Disclosure of AIDS confidential information
O.C.G.A. 10-12-0012 Retention of electronic records
O.C.G.A. 50-18-0070 Legislative intent; definitions
O.C.G.A. 50-18-0071 Right of access; timing; fees; denial of requests; impact of electronic records
O.C.G.A. 50-18-0072 When public disclosure is not required
O.C.G.A. 50-18-0073 Jurisdiction to enforce article; attorney's fees and litigation expenses; good faith reliance
O.C.G.A. 50-18-0074 Penalty for violations of Open Records Act; prosecution proceedings
O.C.G.A. 50-18-0099 Records management programs for local governments
Rule 160-1-3-.05 Assessment of Costs
Federal Reference Description
20 USC 1232g Family Educational Rights and Privacy Act of 1974 (FERPA)
20 USC 1412(a)(8) Confidentiality of IDEA Records
34 CFR 300.618 Amendment of records at parent's request
34 CFR 300.624 Destruction of IDEA information.
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