Georgia Open Records

Open Records Request

The Communications, Marketing and Public Relations Department is designated by the Superintendent to handle all Open Records requests. Due to the legal time constraints involved in Open Records Law, all such requests shall be immediately forwarded to Open Records Officer, 250 Howard Street Marietta, GA 30060.

When a staff member receives an Open Records Request it should be immediately emailed to the Open Records Officer or faxed to their attention at (770) 425-4095. Requests must be responded to within three business days of receipt, so time is essential to legally comply.

The Georgia Open Records Act (ORA) provides for public access to records of government agencies in Georgia. Under the ORA, individuals have the right to inspect and obtain copies of public records unless the records are exempt from disclosure under state law. This type of request is governed by state open records laws and is designed to ensure that the public has access to information about the workings of their government.

Education Records Request

Governed by the Family Educational Rights and Privacy Act (FERPA), parents and eligible students have the right to access their education records and to control the disclosure of information from those records. In Georgia, this means that parents and eligible students can make a request to inspect and review their education records, including transcripts and disciplinary records, held by schools and educational institutions.

When a staff member receives an Education Records Request, it should be immediately emailed to the Education Records Officer or faxed to their attention at (770) 425-4095. Requests must be responded to within a reasonable period of time but no longer than 45 calendar days of receipt, so time is essential to legally comply.

The purpose of FERPA is to protect the privacy of student's education records and to give students and their families control over their personal information.

Process

In cases where a member of the public has a right to inspect, have access to extracts, or ask for copies from public records or documents, such person shall have the right of access to the records only while in the presence and under the control of the custodian of such records. All examination of records and documents shall be done under the supervision of the custodian of the records, who shall have the right to enforce reasonable rules governing the work.

The work shall be done in the location specified by the custodian. Charges for making photographs or reproductions of the records or documents will be calculated at $.10 per copy and a per-hour charge for the employee supervising the review of records. In addition, a reasonable charge may be collected for search, retrieval, and other direct administrative costs for complying with a request and provided to the requestor prior to the start of said work, along with an estimated timeframe for the completion of the work. The hourly charge shall not exceed the salary of the lowest paid full-time employee who, in the discretion of the custodian of the records, has the necessary skill and training to perform the request. There shall be no charge for the first quarter-hour.

Staff Information

Additionally, in order to protect confidentiality rights of all employees, no record or document shall be released with information which would not be construed to be an open record pursuant to O.C.G.A. 50-18-70. Certain personal information shall not be disclosed unless otherwise excepted by law or written consent of the subject employee, including the following: home mailing and email address, home telephone number, social security number, insurance information, medical information, mother’s birth name, day and month of birth, credit card or debit card numbers, bank account or drivers license information, financial data or information, confidential job performance evaluations and reference checks of employees. When responding to request for information, the above items shall be redacted from the materials provided if possible.

Student Information

Ga. Code § 50-18-72(a)(37) specifically excludes from public disclosure those records that would not be subject to disclosure, or the disclosure of which would jeopardize the receipt of federal funds, under the Family Education Rights and Privacy Act (FERPA). The Protection of Pupil Rights Amendment (PPRA) prohibits a school district from releasing personal information collected from students for the purpose of marketing unless the district has directly notified parents of students with an opportunity for their child to opt out. MCS has not provided parents with this notice and chooses not to do so.