Policy 733-R Data Request Regulations - For Public Data Regulations

To inspect data or request copies of public data in the school district’s possession, a requestor should make a written request on the Data Request Form and submit this request to the appropriate data practices official or designee described below. The school district reserves the right to accept verbal requests for data or reduce verbal requests to writing, at its sole discretion.

A. Upon receipt of a written request, the school district will process it within a reasonable time, depending upon the nature and volume of the request. If the response to a request will take longer than fifteen (15) business days and the requester has provided contact information, the school district may notify the requestor of the approximate amount of time it will take to process the request.

1. If it is unclear what data the individual is requesting, the school district will seek clarification.

2. If the school district does not have the requested data, it will notify the individual in writing as soon as reasonably possible.

3. District 284 requires proof of the requestor’s identity (valid photo identification) before it responds to a request for data of this nature. If the requestor is requesting data about their child, the requestor must show proof that s/he is the parent. If the requestor is a guardian, the requestor must show legal documentation of the guardianship.

4. If the school district has the requested data, and the data may lawfully be disclosed to the individual, the school district will respond to the request by doing one of the following:

• Arrange a date, time, and place for the individual to inspect the data without cost to the individual, or;
• Provide the individual with copies of the data. The individual may choose to pick up the copies, or the school district will mail or fax copies of the data to the individual. The school district will provide electronic copies (such as e-mail), only if the school district keeps the data in electronic format. Prepayment of copies is required unless other arrangements are approved by the responsible authority. Further information about copying charges is included below.

5. The school district will provide electronic copies (such as e-mail), only if the school district keeps the data in electronic format.

6. Prepayment of copies is required unless other arrangements are approved by the responsible authority. Further information about copy charges is included below.

7. Upon request, the school district will inform the requester as to the meaning of any data disclosed pursuant to this policy. The MGDPA does not require the district to answer questions that are not requests for data.

A. The school district charges individuals for copies as authorized under Minnesota Statutes, section 13.03, subdivision 3(c). The individual must pay for the copies before the school district will provide the copies.

1. For 100 or Fewer Paper Black and White Copies – $.25 per Page
The charge for 100 or fewer pages of black and white, letter or legal size paper copies, is $.25 for a one-sided copy and $.50 for a two-sided copy.

2. More than 100 Paper Black and White Copies or Other Types of Copies/Actual Cost
The charge for more than 100 pages of black and white paper copies, or any other types of copies, is the actual cost of searching for and retrieving the data, and making the copies or electronically transmitting the data. In determining the actual cost, the school district includes the cost of the employee time, the cost of the materials (paper, DVD, etc.), and mailing costs (if any). If the request is for copies of data that the school district cannot reproduce itself, such as photographs, it will charge the actual cost it must pay an outside vendor for the copies.

B. The cost of employee time to search for data, retrieve data and make copies is based upon the lowest hourly rate of the appropriate staff member. There is no charge for time spent separating public from non-public data.

A. Summary data are statistical records or reports that are prepared by removing all identifiers from private or confidential data on individuals. The preparation of summary data is not a means to gain access to private or confidential data.

B. District 284 will prepare summary data if a member of the public makes a request in writing and pays for the cost of preparing the data.

C. Upon receiving a written request, District 284 will respond within fifteen (15) business days with the data or details of when the data will be ready and how much will be charged.

D. In determining the actual cost, the school district includes the cost of the employee time, the cost of the materials (paper, DVD, etc.), and mailing costs (if any). If the request is for copies of data that the school district cannot reproduce itself, such as photographs, it will charge the actual cost it must pay an outside vendor for the copies.

E. The cost of employee time to search for data, retrieve data and make copies is based upon the lowest hourly rate of the appropriate staff member. There is no charge for time spent separating public from non-public data.

F. If the request involves copies of public data that has commercial value and is a substantial and discrete portion of or an entire formula, pattern, compilation, program, device, method, technique, process, database, or system developed with a significant expenditure of public funds by the school district, the responsible authority may charge a reasonable fee for the information in addition to the costs of making and certifying the copies. Any fee charged must relate to the actual development costs of the information. The responsible authority, upon the request, shall provide sufficient documentation to explain and justify the fee being charged.

Student Records Requests – Data Practices Designees

A. The principal of each school is the designee for educational data maintained in schools, including cumulative records and child study records.

B. The director of special services is the designee for educational data maintained at the District Office, including cumulative records and child study records.

C. Student Lists – Office of Administrative Services
The Office of Administrative Services is responsible for producing lists of directory information on students as authorized in Policy #511 – Student Records. This includes requests for directory information from military recruiting offices and institutions of higher education.

D. Requests for Other Records – Responsible Authority
Requests for other types of public data should be made to the responsible authority.

Dr. Chace Anderson, Superintendent
P.O. Box 660
210 County Road 101 North
Wayzata, MN 55391

Phone: 763-745-5001
Fax: 763-745-5097
Email: chace.anderson@wayzata.k12.mn.us

E. Data Practices Compliance Official
The data practices compliance official is available to respond to questions and concerns about access to data or other data practices problems.

Amy Parnell, Director of Communications and Community Engagement
P.O. Box 660
210 County Road 101 North
Wayzata, MN 55391
Phone: 763-745-5068
Fax: 763-745-5091
Email: amy.parnell@wayzata.k12.mn.us

• Adopted: February 9, 2015
• Reviewed: April 10, 2023
• Updated: April 10, 2023

• Policy 733 - Data Request Policy - For Public Data