Texas Government Code 552.002(a) defines “public information” as information that is written, produced, collected, assembled, or maintained under a law or ordinance or in connection with the transaction of official business by a governmental body, or for a governmental body if the government body owns the information or has a right of access to it.
Public information may be requested from Round Rock ISD via the Legal Services Department. It is important to note that governmental entities are not required to respond to questions via the Texas Public Information Act; however, if available, records that would provide the answers to posed questions will be provided if not excepted from release via statute.
How to Request Public Information
Your request must be in writing and addressed to Open Records. Only written requests trigger a governmental body’s obligations under the Public Information Act. Requests made by facsimile or electronic mail must be addressed to Open Records in order to trigger an obligation under the Texas Public Information Act.
- Provide your full name and contact information including email/or fax (if available).
- Provide a heading for your correspondence that reads “Public Information Request.”
- Provide a detailed, precise description of the nature and scope of information you are seeking.
- Requests should be for documents or other information that is already in existence.
Written requests may be submitted by:
Email: Open_Records@roundrockisd.org
Fax: (512) 464-5956
Mail: 1311 Round Rock Ave | Round Rock, TX 78681
In person:
Legal Services – Round Rock ISD
Lillie Delgado Administration Building
1311 Round Rock Ave.
Round Rock, Texas 78681
What to Expect After Making a Request
Once your request is received by Round Rock ISD Open Records, you will receive an email acknowledging receipt of your request. If you do not receive an acknowledgment that your request has been received, then Open Records has not received your request.
The Texas Public Information Act provides that a governmental body must “promptly” produce public information in response to your request. “Promptly” means that a governmental body may take a reasonable amount of time to produce the information, which varies depending on the facts in each case. The amount of information you have requested is highly relevant to what makes for a reasonable response time under the Act.
Due to the volume of requests received, Round Rock ISD’s Open Records department has a typical turnaround time of ten business days. In the event processing of your request will take longer than ten business days, Open Records will notify you of the projected time frame for completion.
The Texas Public Information Act allows a governmental body to recover costs relating to reproducing public information. Additionally, a request for copies that results in more than fifty pages may be assessed charges for labor, overhead, and materials. If the estimated charges will exceed $40.00, you will receive an itemized statement of estimated charges before any work is undertaken.
The following is a partial list of charges for copies of public information, as adopted by the General Services Commission:
- Standard paper copy–$.10 per page
- Oversized Paper copy–$.50 each;
- USB drive – $6.00
- Other–Actual cost
- Labor charge:For programming–$28.50 per hour;
- For locating, compiling, and reproducing–$15 per hour
- Overhead charge–20% of labor charge
- Miscellaneous supplies–Actual cost
- Postage and shipping charge–Actual cost
For the complete list go to: Chapter 70.3 of the Texas Administrative Code
If information you have requested may be confidential pursuant to the Texas Public Information Act, Round Rock ISD’s Open Records department must:
Seek an attorney general decision within ten business days of its receipt of your request stating the exceptions to disclosure that it believes are applicable and send you a copy of its letter to the attorney general requesting a decision within ten business days.
Send the attorney general its arguments for withholding the information you requested and copies of the information you have requested within fifteen business days of receiving your request. You are entitled to receive this notice; however, if the letter to the attorney general contains the substance of the information requested, you may receive a redacted copy of the letter.
TIPS FOR SUBMITTING COMMON PUBLIC INFORMATION REQUESTS
Bid Tab Request:
- Always include the RFP Project Number and description of project when requesting bid tabulation for a project.
- Documents responsive to requests for bid proposals may contain third party information, which could require an Attorney General ruling request. If that is the case, you will be notified in writing.
Student List Request:
- Student directory information can only be released pursuant to Board Policy FL(LOCAL). For student list requests, always include the school name(s) and grade level(s) desired.
- The standard fields provided in Student Lists are as follows:
Student Name – Address – Phone
- The standard fields provided in Student Lists are as follows:
- The information provided is ONLY for “unrestricted” students
- Student Lists are provided in Excel Format on CD or E-mail.
Retiree List Request:
- For retiree list requests, always include the date range desired.
- The standard fields provided in Retiree Lists are as follows:
Name – Campus Number Location – Position – Email – Address – Phone- Years of Service – Hire Date
- The standard fields provided in Retiree Lists are as follows:
- Retiree lists does not include personal information for retirees who have elected to opt-out of the disclosure of personal information.
- Retiree Lists are provided in Excel Format on CD or E-mail.
Employee List Request:
- In instances where the employee has restricted access to their address and phone in accordance with Section 552.024 of the Texas Public Information Act, the address and phone fields are replaced with the word “Restricted” and all other fields of information are provided.
- The standard fields provided in Employee Lists are as follows:
Name – Department. Description- Job Code Description – E-mail -Address – Phone – Hire Date
- The standard fields provided in Employee Lists are as follows:
- Lists are provided in Excel format on CD. The database is too large to be e-mailed. The charge for an employee list is $5.00 for pick up or $7.00 if mailed.
Requests for emails:
In order to conduct a search for emails, the following information must be provided:
- Correct spelling of name (s);
- Specific time period (e.g., December 1, 2013-January 31, 2014);
- Specific search terms (emails between Jane Doe and John Q. Public)
- Emails Regarding This Particular Topic