Government Code §6252 (e) defines a public record as “any writing containing information relating to the conduct of the public's business prepared, owned, used or retained by any state or local agency regardless of physical form or characteristics."

The Sunnyvale School District (SSD) respects the public’s right to access records created and maintained by SSD in the course of normal business. In order to invoke a CPRA, the request for records must be both specific and focused. SSD requests that you narrow your request to that which reasonably identifies the desired records in order for staff to more efficiently search for and promptly provide responsive documents.

Requests may be made electronically by submitting a letter (see sample below) to alia.wilson@sesd.org.

A focused request must include the following to ensure that the SSD staff has enough information to research as possible to process your request:

• The subject of the record
• A clear, concise, and specific description of the record(s) being requested
• The date(s) of the record(s), or a time period for your request (e.g.: calendar year 2020)
• Full names for the individuals and/or departments included in your request, including proper spelling
• Any additional information that helps staff identify the record(s) being requested
• Your contact information for response to your request, preferably an email address

Please make every effort to research the records you are requesting, prior to submitting your request. There is a vast amount of information, resources, and records available on the SSD website and the California Department of Education website, by utilizing the search tool, or browsing the topics related to your request.

The SSD will review your request promptly upon receipt, and will, within 10 calendar days from the date the request was received, notify you of one or more of the following:

1. We have determined that the SSD has nonexempt records responsive to your request and the date the records will be provided.
2. We have determined your request seeks records exempt from mandatory disclosure pursuant to the PRA.
3. Your request requires additional guidance to make a clearer and more effective request.
4. SSD does not have documents responsive to your request.

As a courtesy, you may receive a receipt of acknowledgement, however this is not a requirement by law.

Under unusual circumstances, we may extend this time to respond to your request by an additional fourteen days. The SSD will notify you when it extends the response time and inform you of the reasons for the extension.

The Sunnyvale School District (SSD) may deny your request if it determines the records you are seeking are privileged, confidential or otherwise exempt from mandatory disclosure under the PRA, or if the requested records are not found. Permissible exemptions from disclosure include documents that invade an individual's right to privacy (e.g., privacy in certain personnel, medical, or student records) or hinder the government's need to perform its assigned functions in a reasonably efficient manner (e.g., maintaining confidentiality of investigative records, official information, records related to pending litigation, and preliminary notes or memoranda). SSD will notify you if it makes this determination.​ 

[Date]

Sunnyvale School District
ATTN: Office of the Superintendent
819 W. Iowa Avenue
Sunnyvale, CA 94086​

[VIA REGULAR MAIL] or [VIA EMAIL: alia.wilson@sesd.org]​
 

Re: Public Records Act Request

Dear Sir/Madam:

Pursuant to the California Public Records Act (PRA), Government Code section 6250 et seq., I hereby request [access to] and/or [copies of] the following documents, which I have reason to believe may be filed with, retained by, or prepared by the Sunnyvale School District (SSD):

[Insert reasonable description of an identifiable record or records as required by Government Code section 6253, subdivision (b).]

Please respond within 10 calendar days from the date the SSD receives this request as to whether this request specifies identifiable records that are not exempted from mandatory disclosure under the PRA, or that are privileged or otherwise confidential, and therefore are subject to disclosure. I understand this time may be extended up to 14 days in unusual circumstances, as provided by Government Code section 6253, subdivision (c), and that I will be notified of such an extension and the reasons for the extension.

I am aware if the requested records are too voluminous, the SSD may provide me with access to the records to review and photocopy with my own equipment and at my own expense.

Sincerely,

[Your Name]

[Your contact information]