Public Records Requests
Guilford County Schools strives to be open and transparent about district information, projects, initiatives, data and challenges. The Communications department tracks and responds to public records requests that involve any district department.
The public records of Guilford County Schools are governed by North Carolina General Statute §132-6.2 and the Guilford County Board of Education's policy, approved on Dec. 12, 2017.
To submit a public records request, or for questions, please send an email to email@example.com.
Guilford Board of Education Policy on Public Records
On Dec. 12, 2017, the Guilford County Board of Education approved a new policy regarding public records. The policy, drafted by the Policy Committee with input from legal counsel and the North Carolina School Boards Association, provides a definition of a public record, identifies who to contact and outlines the appropriate steps for the requester to follow. The policy also directs the superintendent to establish an administrative regulation to carrying out the policy. The procedure creates a fulfillment process for staff to follow.
The proposed policy and administrative regulation would not apply to private student records, which are accessible by parents of current students at no charge. GCS does charge a small handling fee for transcripts and/or other student records for GCS graduates.
What is a Public Record?
Public records are documentary materials made or received by government agencies in North Carolina in carrying on public business. Public records include materials written or created by Guilford County Schools (GCS) and its employees. They also include materials written or made by private people or companies and submitted to GCS regardless of whether those materials were required or requested by GCS or whether they were sent to GCS voluntarily at the private person’s initiative.
Public records include paper and electronic documents, emails, papers, letters, maps, books, photographs, films, sound recordings, magnetic or other tapes, electronic data-processing records, artifacts, or other documentary material, regardless of physical form or characteristics.
Indexes of computer databases are public records. Indexes include information about data fields and lists of data fields. The indexing rule does not require a government agency to create a database it has not already created.
What is Exempt from Disclosure Under The Public Records Act?
- Confidential student data; examples include references to the child’s health conditions, grades, IEPs or discipline issues
- Confidential employee information; examples include home address and date-of-birth.
- Attorney-client emails are excluded
- Emergency response plans/public security plans
Requesting Public Records
All public records requests will be acknowledged within two business days. Requests will be fulfilled according to North Carolina General Statute §132-6.2.
Please send requests to firstname.lastname@example.org.