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KDA - PUBLIC INFORMATION PROGRAM

The Board recognized the importance of a well-informed public to the operations of the school unit. The Board will comply with all applicable sections of Maine's Freedom of Access Act.

The Board designates the Superintendent, and to act in the absence of the Superintendent, the Assistant Superintendent as the Public Access Officer for Cape Elizabeth Schools. The Public Access Officer is responsible for ensuring compliance in regard to Freedom of Access requests (see 1 MRSA §413(1)) 

The Superintendent, Assistant Superintendent and any other person(s) designated as a public access officer shall complete the mandated training on teh requirements of Maine's Freedom of Access Act.

Except as otherwise provided by statute, all Board proceedings shall be open to the public, any person shall be permitted to attend and any records or minutes of such proceedings that are required by law shall be made promptly and shall be open to public inspection.

Board agendas and minutes, proposed and approved Board policies, annual budget reports, student handbooks and Board member Freedom of Access training documentation/certificates shall be available for inspection and/or copying in the Superintendent's Office.

Requests for all other public records shall be made, preferably in writing, to the Superintendent, specifying the records desired for inspection/copying. The Superintendent/designee may request clarification concerning which public record or records are being requested. The Superintendent/designee shall acknowledge receipt of a request for inspection and/or copying of public records within five (5) working days of the request.

If the request is denied, the Superintendent/designee shall inform the requestor in writing within five (5)  working days of the request and shall state the reason for denial. Otherwise, inspection and/or copying may be scheduled to occur within a reasonable period of time following the request at a time that will not delay or inconvenience the regular activitiessupport for the schoolschools unit.

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Theupon school unit is not required to create a record that does not exist.

ELECTRONICALLY STORED PUBLIC RECORDS

In compliance with the Freedom of Access Act, the school unit will provide access to an electronically storedinformed public recordopinion. as a printed document or in the medium in which the record is stored at the requester's option, except that the school unit is not required to provide access to an electronically stored public record as a computer file if the school unit does not have ability to separate or prevent the disclosure of confidential information contained in or associated with that file. The school unit is not required to provide access to a computer terminal.

FEES

Except as otherwise provided by law or court order, the Cape Elizabeth School Department maywill chargestrive feesto asmaintain follows:effective communications with the public in order to convey accurate information about the goals, programs, needs, and accomplishments of the schools and to provide ways for citizens to express their opinions and expectations.

A. A fee of $0.10 per page to cover the cost of copying.

B. A fee of $25.00 per hour after the first two hours of staff time per request to cover the actual cost of searching for, reviewing, retrieving, redacting and compiling the requested public record. 

C. The actualSuperintendent costshall tobe convertresponsible for establishing and maintaining a public recordcommunications intoprogram athat formwill susceptible to visual or aural comprehension into a usable format andprovide for the actual costdissemination of aschool deviceunit usedreports and plans, information concerning student achievement, relevant statistics, noteworthy facts, issues affecting education, use of school facilities, news of the schools, school events, and student and staff accomplishments.

 

The Board encourages the Superintendent and school unit employees to storewhom communication responsibilities have been delegated to use a variety of methods for providing information to the public, such as the school system’s website, letters, newsletters, publications, news releases, news media coverage of Board meetings and school-related events, meetings, and personal contacts.

 

All communications with the public recordshall ifappropriately respect the storageconfidentiality of students and staff.

 

The building principal and/or program directors will be givenresponsible for program and other routine school announcements to parents and students.  The Superintendent shall be responsible for establishing guidelines for communications with the media and to the requestorpublic. Such guidelines shall address confidentiality as well as authority to approve and/or release communications, content, and contact with media representatives.

 

Community opinion may be solicited through parent organizations, parent-teacher conferences, open houses, and other events or activities that bring staff, parents, and community members together.  The Board and/or Superintendent may develop and disseminate surveys and questionnaires to obtain information and to allow parents and citizens served by the school department. 

D. A charge for the actual mailing costsunit to mailexpress atheir copyopinions.

  • 20 USC §§ 6311, 6314-6316, 6319
  • Ch. 125 § 4.04 (Me. Dept. of theEd. record.

    Rule)

    • E.

No fee shall be charged for inspection of public records, unless the record cannot be inspected without being compiled or converted, in which case paragraph B or C applies.

As required by law, the school unit will provide the person making the request an estimate of the time frame within which the school unit will complete the request and of the total cost. If the estimated total cost exceeds $50.00, the school unit will inform the requester before proceeding. If the estimated total cost is greater than $100.00 or if the requestor has previously failed to pay a fee assessed for access to Cape Elizabeth School records, the requestor may be required to pay all or a portion of the estimated cost prior to the search, retrieval, compiling, conversion and copying of the public record.

The Superintendent is directed to develop and implement such administrative procedures as may be necessary to carry out this policy.

Cross Reference:

Adopted:

  • DecemberMay 11,14, 2012

Reviewed/Revised:

  • December 12, 20232024
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