Public Records Requests
Public Records Request Form
In compliance with the Louisiana Public Records Act, the following guidelines, process, and fee schedule will be followed within St. Charles Parish Public Schools.
I. A person requesting a public record must submit the request in writing. The request may be documented either in an electronic format or a paper format. A District Public Records Request Form is available to document such requests.
- Any person of the age of majority may inspect, copy, or reproduce any public record. The custodian or Record Request designee shall present any public record to any person of the age of majority who so requests. The custodian or Record Request designee shall make no inquiry except as to the age and identification of the person and may require the person to sign a register.
- Once the request for public records is received, the request will be forwarded to the Record Request designee for review and research. The Record Request designee will also forward the request to the Superintendent as well as the appropriate Executive Staff Member for a response. Copies of the request will be retained by the custodian of the requested record, the Record Request designee, and the receptionist's desk, if the the request is made in person.
- If the public record is immediately available (and not in use), the public record shall be presented immediately. If the record is not immediately available (i.e. in active use at the time of the applicant requesting it), the Records Request designee (with assistance of the custodian) shall promptly certify the unavailability in writing to the requestor and in this certificate shall fix a day and hour within three (3) days, exclusive of Saturdays, Sundays, or legal holidays, for the exercise of the requestor's right to examine or receive a copy of the record.
- The Record Request designee is responsible for contacting the custodian of the records and any additional personnel to obtain the requested records. Once the records have been located, the custodian of the records in each department shall have the records made available to or through the Records Request designee in accordance with the law so that the individual can view the records or secure a copy (to be distributed hard-copy via mail, or via email where requested).
II. If a person requests public records, the following are established as reasonable fees:
- In-person viewing of an existing record – No fees will be charged to examine or review a public record in-person during regular office hours. Fees may be charged if viewing occurs after regular business hours. Consent by requestor must be obtained with regards to time charged after hours, given that funds are required in advance.
- Copies (electronic or paper) – $0.25 per page
- The cost regarding any other format (CD-Rom, USB drive, or other media) will be determined on a case-by-case basis.
III. The payment process for records is as follows:
- Payment must be made upon receipt of the product with a Company or third party check, money order, or online payment (using credit/debit card). No personal checks will be accepted.
- Payments must be made in advance for records not received in person (electronic or mailed).
- When payments are received via mail or in-person, the Record Request designee completing the transaction will convey the fee to the Business Office and secure a receipt for the individual receiving the product.
- Credit card payments are also available to be made online:
- Please use the link below to access the SCPPS online payment item.
- https://osp.osmsinc.com/StCharlesParish/BVModules/ProductTEmplates/Bvc2013/Product.aspx?productid=CY040-VAR2
- Please read the instructions carefully to ensure the Requestor of Company's name is in the "Description" box along with the request so the payment can be matched accordingly.
- A credit card processing fee will be included in the total amount upon checkout.
Note: Jobs estimated to be in excess of $50 will require a deposit of $50.00.
IV. Security Camera Public Records Request: Generally, video and audio recordings made through the School Board's video monitoring/surveillance system shall not be considered a public record. Access, however, to personal information contained in any recordings may be granted in whole or in part to an individual upon submission of a properly executed subpoena. The School Board is exempt from requests for any documentary material of a security feature of a public body's electronic data processing system, information technology system, telecommunications network, or electronic security (including hardware or software security, password, or security procedure, process, configuration, software, and code.). House Bill 301 additionally exempts surveillance and security video of the inside of or covering the area immediately surrounding a building/vehicle owned, operated, or maintained by the School Board or charter school from the Public Records Act.