Public Records Request

"Public records" are defined in Ohio Revised Code (ORC) 149.43 as any document, device, or item, regardless of physical form or characterist, including an electronic record created or received by or coming under the jurisdiction of  the Board or its employees, which serves to document the organization, functions, policies, decisions, procedures, operations, or other activities  of the District.

Groveport Madison Local Schools (GM Schools) officials recognize the importance of public records as the record of the acts of the School District and the repository of information about the District. Members of the public have the right to inspect and copy the records of the District, with certain exceptions.

The Treasurer, as well as his/her designee, are the persons responsible for the public records of the District. The District shall make the public records available for inspection and make copies of the public records available at cost.

Though not required, to enable GM Schools to do the following:

1. Coordinate its duties under the Public Records Act with its other essential and substantial legal responsibilities.
2. Assist in evaluating and managing responsiveness to public records requests.
3. Facilitate the mailing of public records where specifically requested.
4. Ensure compliance with pertinent laws (such as where personally identifiable student information is requested).
5. Permit the District to contact persons making public records requests as to the status of their requests.
6. Ensure the safety and integrity of the records; the District asks persons wishing to inspect or receive copies of public records to consider completing the included form.

GM Schools will promptly prepare available public records compliant with the request and make them available for inspection at reasonable times and make requested copies available within a reasonable period. Please note that promptness and reasonableness depend on the nature and scope of the request. When the request is for well-defined public records, there are no legal issues pertaining to disclosure, and the safety and integrity of the records are not at issue; responsive public records can be made available for immediate inspection.

No public records may be removed from the office in which it is maintained without the authorization of the Treasurer.

When a person requests copies of GM Schools’ public records, the District reserves the right to charge the requester a fee equivalent to the actual cost of making the copies. In these instances, payment will be required before the District incurs any expense to satisfy a request.

A person may request that copies of public records be mailed. Prepayment of the postage and other supplies used in that mailing (in addition to the actual costs of copying the public records) is required.

Under ORC149.43(A) and 3319.321(A), the District is prohibited from disclosing "personally identifiable information concerning students attending a public school to any person or group for use in a profit-making plan or activity." This prohibition prohibits the District from providing any record containing personally identifiable information, including information that would otherwise constitute directory information.

If the request seeks personally identifiable information, before providing records pursuant to the request, the requestor must acknowledge that such records are not for use in a profit-making plan or activity.

Please note that employees may be notified of public records requests.