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00:00:00 --> 00:00:05 Welcome to Your Morning Boost, your daily leadership advice to help you lead your school community.
00:00:05 --> 00:00:09 Brought to you by AWB Education and sponsored by Grundmeyer Leader Services,
00:00:10 --> 00:00:14 where together we are transforming education, one leader at a time.
00:00:14 --> 00:00:16 Now here's your host, Adam Bush.
00:00:17 --> 00:00:21 Good morning. Welcome to Your Morning Boost, brought to you by AWB Education.
00:00:21 --> 00:00:25 And a big thank you again to Grundmeyer Leader Services for sponsoring your
00:00:25 --> 00:00:27 daily dose of leadership information.
00:00:28 --> 00:00:34 As you know, sometimes in education, we get thrown curveballs that we just don't see coming.
00:00:34 --> 00:00:40 And guess what? Today, Thursday, March 16th, this is National Freedom of Information
00:00:40 --> 00:00:43 Day, and it's probably a good time to talk about one of those things,
00:00:43 --> 00:00:45 and that's the good old FOIA request.
00:00:46 --> 00:00:51 I get it. These requests can feel like a real headache, and they're just one
00:00:51 --> 00:00:55 more thing on an already overflowing plate, but it's a fact of life.
00:00:56 --> 00:01:00 And honestly, it's also a crucial part of keeping things transparent so that
00:01:00 --> 00:01:03 we are doing things like we're supposed to be doing and not getting ourselves in trouble.
00:01:04 --> 00:01:07 So today we're going to chat a little bit about how to handle these requests
00:01:07 --> 00:01:10 with a little less stress and a lot more know-how.
00:01:10 --> 00:01:13 We're going to talk about the legal stuff. We'll talk about how to manage it
00:01:13 --> 00:01:14 all, especially if you're working
00:01:14 --> 00:01:18 on a small team and maybe where you can turn to get a helping hand.
00:01:18 --> 00:01:23 So let's talk first about the legal landscape, The Freedom of Information Act,
00:01:23 --> 00:01:28 or FOIA, as most of us know it by, this grants the public the right to access
00:01:28 --> 00:01:30 records from federal agencies.
00:01:30 --> 00:01:34 And while state laws may vary, most educational institutions,
00:01:34 --> 00:01:40 and especially all of our public schools, we are subject to similar open records requirements.
00:01:41 --> 00:01:45 These laws are designed to ensure transparency and accountability,
00:01:45 --> 00:01:49 and it allows our citizens to understand how their institutions operate and
00:01:49 --> 00:01:51 how our public funds are being used.
00:01:52 --> 00:01:56 Now, understanding the specifics of your state's open records laws,
00:01:56 --> 00:01:58 that is the first step in ensuring compliance.
00:01:59 --> 00:02:03 That means that you may need to familiarize yourself with what types of records
00:02:03 --> 00:02:07 are accessible, what the timelines are for responding to requests,
00:02:07 --> 00:02:11 and any exemptions that may apply to you in your state.
00:02:11 --> 00:02:14 So once you know that part, let's talk about the process.
00:02:14 --> 00:02:18 Let's talk about managing FOIA requests, especially when you are working as
00:02:18 --> 00:02:20 a small team or maybe even on your own.
00:02:20 --> 00:02:24 For many of our educational leaders, handling these requests can add a significant
00:02:24 --> 00:02:28 burden to our already demanding schedules. And one effective approach is to
00:02:28 --> 00:02:31 establish clear internal procedures
00:02:31 --> 00:02:34 for processing these FOIA requests and doing this ahead of time.
00:02:35 --> 00:02:38 We don't want to wait until we get one before we figure out how to deal with
00:02:38 --> 00:02:40 one. So make some planning ahead of time.
00:02:41 --> 00:02:45 This is going to include designing a point person or maybe even a team that's
00:02:45 --> 00:02:47 responsible for handling these requests.
00:02:47 --> 00:02:52 Creating a system for tracking requests and deadlines and developing some standardized
00:02:52 --> 00:02:53 templates for responses.
00:02:54 --> 00:02:58 So we have some stuff ready to go and we just need to plug in the information that's being asked for.
00:02:58 --> 00:03:02 But really, just having a well-defined process will help us ensure that the
00:03:02 --> 00:03:04 requests are handled efficiently and consistently.
00:03:04 --> 00:03:09 Now, another crucial aspect of managing these requests is maintaining organized
00:03:09 --> 00:03:10 and accessible records.
00:03:10 --> 00:03:14 This means you want to implement a robust records management system.
00:03:14 --> 00:03:18 Whether it's digital or physical, it doesn't matter, but regularly backing up
00:03:18 --> 00:03:22 and archiving records, that's an essential step for ensuring that information
00:03:22 --> 00:03:23 is readily available when needed.
00:03:24 --> 00:03:28 Consider the use of some digital tools and software that will help streamline
00:03:28 --> 00:03:33 this process of searching, retrieving, and then don't forget redacting documents.
00:03:33 --> 00:03:37 This can help significantly reduce the time and effort that's required when
00:03:37 --> 00:03:39 we have to respond to a FOIA request.
00:03:39 --> 00:03:43 It's also important to remember that not all information is subject to disclosure.
00:03:43 --> 00:03:47 There are exemptions in most open record laws that protect certain types of
00:03:47 --> 00:03:51 information. And a lot of times this is some student records that are protected
00:03:51 --> 00:03:56 by FERPA, of course, but also personnel records and attorney-client communications.
00:03:56 --> 00:04:00 You want to take some time to familiarize yourself with these exemptions and
00:04:00 --> 00:04:05 then ensure that your team also understands these and how to properly redact
00:04:05 --> 00:04:07 or withhold information when it's necessary.
00:04:07 --> 00:04:10 This is a good time to also remind you that, of course, when in doubt,
00:04:10 --> 00:04:12 consult with your district legal counsel.
00:04:12 --> 00:04:16 Which is a good segue to our next piece, and that is reaching out for assistance.
00:04:17 --> 00:04:21 You don't have to navigate FOIA requests alone. There are lots of resources
00:04:21 --> 00:04:22 out there that are available to help.
00:04:22 --> 00:04:26 State agencies, legal associations, professional organizations,
00:04:26 --> 00:04:30 most of these provide training on open records laws and how those apply to schools.
00:04:31 --> 00:04:35 Just don't hesitate to seek legal counsel when you encounter complex or sensitive
00:04:35 --> 00:04:37 requests. I understand they're expensive.
00:04:38 --> 00:04:40 Lawyers are very expensive. However.
00:04:41 --> 00:04:45 A little work ahead of time with the right person, it's going to go a long ways in the end.
00:04:46 --> 00:04:50 Think also, too, about building relationships with your local media and maybe
00:04:50 --> 00:04:55 community groups that will help also foster transparency and build trust.
00:04:55 --> 00:04:58 Sometimes we can get out ahead of these requests if people feel like they do
00:04:58 --> 00:05:02 know what's going on versus having to go this route to get more understanding.
00:05:02 --> 00:05:06 If you're looking for some more information on FOIA requests and best practices,
00:05:06 --> 00:05:08 there's a lot of information on the U.S.
00:05:08 --> 00:05:13 Department of Justice's webpage. You can get to that at justice.gov backslash OIP.
00:05:13 --> 00:05:18 So remember, today is National Freedom of Information Day, and it is a good
00:05:18 --> 00:05:21 reminder of the importance of public access to information.
00:05:21 --> 00:05:27 Let's use this day to reaffirm our commitment to transparency and accountability in education.
00:05:27 --> 00:05:31 Thank you for tuning into your Morning Boost. Remember, transparency builds
00:05:31 --> 00:05:33 trust, and trust builds schools.
00:05:34 --> 00:05:37 Thank you for your time and listening today. Hopefully you have a great Thursday.
00:05:37 --> 00:05:39 We will talk with you again tomorrow.
00:05:39 --> 00:05:43 You have been listening to your Morning Boost by AWB Education in partnership
00:05:43 --> 00:05:45 with Grundmeyer Leader Services.
00:05:45 --> 00:05:50 You can find out more about our services by clicking on the links in the description.
00:05:51 --> 00:05:55 Remember, you are doing this vital job that only a few can do.
00:05:55 --> 00:05:59 So until next time, thank you for your service to your community.