Request for Public Records

Under the California Public Records Act (CPRA), anyone can request state and local government records. Agencies must reply (acknowledge receipt of request) within 10 calendar days (which can be extended by 14 days in hard cases). You do not need to give a reason or your name, but your request must clearly identify the files you want.

The College of the Siskiyous Public Information Officer (PIO) or designee will acknowledge receipt of the request; determine whether the records can legally be produced; and will communicate the determination and rationale to the member of the public requesting the record(s). Every effort will be made to respond to the requestor in a timely manner.

Any request shall identify with reasonable specificity the records that are sought. If additional information is needed, the Public Information Officer (PIO) may request it be provided in writing.

Any request to inspect records shall be made sufficiently in advance of the date of inspection to allow staff members time to assemble the records and identify any records that may be exempt from disclosure.

How to Request a Public Record

A record request under the CPRA can be made orally or in writing, in person or by phone. A written request can be mailed, emailed, faxed, or personally delivered. It is best to submit a request in writing, to have a record of your request in the event of a dispute over the agency's response. A request by a member of the public may be delivered by mail or in person to an Administrator who will move forward request to the Public Information Officer (PIO) as the primary contact office. Requests may be submitted verbally (in person or phone (530) 938-5373) or via email – pio@siskiyous.edu.

A public records request must reasonably describe an identifiable record or records and must be focused, specific, and reasonably clear, so that the agency can determine which records are being requested.

A requesting party has a right to inspect disclosable records, or to copy records, or both. A request should specify whether it is for inspection, copying, or both. No "magic words" are required to make a record request, only that the described record or records are being sought. If a requesting party cites to the federal Freedom of Information Act rather than the CPRA, the agency is still required to respond pursuant to the CPRA. A requesting party is not required to explain the purpose of the request or how he or she intends to use the record.

Timing of the Response

The CPRA requires the agency to respond to a request for records within 10 days from receipt of the request. Gov. Code §7922.535. This 10-day response is not a deadline for providing access to the records, but the deadline for the agency to notify the requesting party about its determination of whether it has the requested records, and if they will be disclosed. The agency can extend the 10-day response period for an additional 14 days if there is a need for more time to search and collect the records from separate facilities, to search for voluminous records, to consult with another interested agency or department, or to compile electronic records.

Common Exemptions for Community Colleges

Administrative Procedure 3300 - Public Records

The most common exemptions for community colleges include:

• Student records (Education Code Section 76243)
• Preliminary drafts, notes, or interagency or intra-agency memoranda that are not retained by the public agency in the ordinary course of business, provided that the public interest in withholding the records clearly outweighs the public interest in disclosure. (Government Code Section 6254(a))
• Records pertaining to pending litigation …or to claims…until the pending litigation or claim has been finally adjudicated or otherwise settled. (Government Code Section 6254(b))
• Personnel, medical or similar files, the disclosure of which would constitute an unwarranted invasion of personal privacy (Government Code Section 6254(c))
• Test questions, scoring keys, and other examination data used to administer a licensing examination, examination for employment, or academic examination [except for standardized tests provided for by Education Code Sections 99150 et seq.]. (Government Code Section 6254(g).)
• The contents of real estate appraisals or engineering or feasibility estimates and evaluations…relative to the acquisition of property, or to prospective public supply and construction contracts, until all the property has been acquired or all the contract agreement obtained. (Government Code Section 6254(h)).
• Internet posting of home address or telephone numbers of local elected officials (Government Code Section 6254.21)
• Home addresses, and home telephone number of employees of a school district or county office of education (other than to an agent or family member of the employee, to an officer of another school district, when necessary, to an employee organization, or to an agency or employee of a health benefit plan.) (Government Code Section 6254.3)
• Personal email addresses (other than to an agent or family member of the employee, to an officer of another school district, when necessary, to an employee organization, or to an agency or employee of a health benefit plan) unless the email address is used by the employee to conduct public business, or necessary to identify a person in an otherwise disclosable communication. (Government Code Section 6254.3 subdivision (b))
• Records regarding alternative investments (i.e. an investment in a private equity fund, venture fund, hedge fund, or absolute return fund; limited partnership, limited liability company, or similar legal structure) involving public investment funds, unless already publicly released by the keeper of the information.
• Information security records, if disclosure of that record would reveal vulnerabilities to, or otherwise increase the potential for an attack on, the district’s information technology system.
• Identification number, alphanumeric character, or other unique identifying code that a district uses to identify a vendor or contractor, or an affiliate of a vendor or contractor, unless the identification number, alphanumeric character, or other unique identifying code is used in a public bidding or an audit involving the public agency. (Government Code Section 6254.33.)

Contact Public Relations

Located in Building 95 at the Weed Campus (next to the Science Building and Gym Parking Lot)
800 College Avenue
Weed, CA 96094
Email: pio@siskiyous.edu
Phone: (530) 938-5373
Fax: (530) 938-5570