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Fredericksburg City Public Schools

Educate & Inspire Every Child, Every Day

FOIA Requests

Freedom of Information Act (FOIA)

Fredericksburg City Public Schools is committed to providing access to public records in accordance with the Virginia Freedom of Information Act (FOIA).

Virginia FOIA gives citizens of the Commonwealth and qualifying media representatives the right to inspect or receive copies of public records held by public bodies, including public school divisions. Public records are presumed open unless a specific law permits or requires information to be withheld.

 

Request Public Records

To request records or ask for help identifying the records you need, contact:

Michael George
Chief Information Officer

210 Ferdinand Street
Fredericksburg, VA 22401

(540) 372-1130
mgeorge@cityschools.com

You may submit a request by email, mail, telephone, or in person. You do not have to use a particular form, submit your request in writing, or mention FOIA. Written requests can help us understand and document what you are requesting.

Please describe the records clearly enough for FCPS to identify and locate them. Helpful details may include:

  • The subject or type of record.

  • A date range.

  • The school, department, or individuals associated with the records.

  • Whether you would like to inspect the records, receive copies, or both.

  • Your preferred delivery format.

You do not need to explain why you want the records. FCPS may ask for your name and legal address.

FOIA provides access to existing records. It does not require FCPS to create a new record or answer general questions. If we need clarification to locate the records, we will contact you. Electronic records may be requested in a format FCPS uses in its regular course of business.

 

Your Rights

Under Virginia FOIA, you have the right to:

  • Inspect public records, receive copies, or both, subject to applicable legal exemptions.

  • Request an advance estimate of any charges.

  • Receive a written explanation identifying the legal basis for withholding records or portions of records.

  • Seek enforcement in the appropriate general district or circuit court if you believe your FOIA rights have been violated.

You may also contact the Virginia Freedom of Information Advisory Council for assistance or a nonbinding advisory opinion.

 

How FCPS Responds

FCPS must respond promptly and within five working days after receiving a request, unless a legally permitted extension or pause applies. The first working day after receipt counts as day one. Working days exclude weekends, legal holidays, and days when the public body is closed.

Within that period, FCPS will:

  1. Provide the requested records.

  2. Explain in writing that all requested records are being withheld and identify the applicable legal authority, volume, and subject matter.

  3. Provide the available portions and explain in writing the subject matter and legal basis for withholding other portions.

  4. Explain in writing that the records could not be found or do not exist. If we know another public body has them, we will provide its contact information.

  5. Explain in writing why responding within five working days is not practically possible and invoke an additional seven working days.

For unusually large or time-consuming requests, FCPS may seek an agreed production schedule or, when permitted by law, additional time from a court.

 

Required Notice Regarding Charges

”A public body may make reasonable charges not to exceed its actual cost incurred in accessing, duplicating, supplying, or searching for the requested records and shall make all reasonable efforts to supply the requested records at the lowest possible cost. No public body shall impose any extraneous, intermediary, or surplus fees or expenses to recoup the general costs associated with creating or maintaining records or transacting the general business of the public body. Any duplicating fee charged by a public body shall not exceed the actual cost of duplication. Prior to conducting a search for records, the public body shall notify the requester in writing that the public body may make reasonable charges not to exceed its actual cost incurred in accessing, duplicating, supplying, or searching for requested records and inquire of the requester whether he would like to request a cost estimate in advance of the supplying of the requested records as set forth in subsection F of § 2.2-3704 of the Code of Virginia.”

 

Types of Records Maintained by FCPS

FCPS maintains records related to operating the school division, including:

  • School Board agendas, minutes, and policies.

  • Budgets, financial reports, and expenditure records.

  • Purchasing, procurement, and contract records.

  • School division business correspondence, including emails.

  • Instructional programs and school operations.

  • Facilities, construction, maintenance, and transportation.

  • Personnel and employment.

  • Student education records.

The inclusion of a record type in this list does not mean every record in that category is available for public disclosure. Some records contain information protected by law.

 

Records That May Be Withheld

Virginia law permits or requires certain information to be withheld from public disclosure. Depending on the records and circumstances, applicable exemptions may include:

  • Identifiable student information: Virginia Code § 2.2-3705.4(A)(1), together with applicable student privacy laws.

  • Personnel information concerning identifiable individuals: Virginia Code § 2.2-3705.1(1). This exemption does not make all employment information confidential; certain compensation and employment information remains public.

  • Attorney-client privileged information: Virginia Code § 2.2-3705.1(2).

  • Certain legal work product: Virginia Code § 2.2-3705.1(3).

  • Certain tests, examinations, and materials affecting test security: Virginia Code § 2.2-3705.1(4).

  • Records prepared exclusively for a lawfully held closed meeting: Virginia Code § 2.2-3705.1(5). Otherwise public records do not become exempt simply because they were discussed in a closed meeting.

Other exemptions may apply depending on the information requested.

 

Student Records

Parents and eligible students have access rights under the Family Educational Rights and Privacy Act (FERPA) and other applicable laws. Student privacy protections do not prevent parents or eligible students from exercising their own access rights.

For assistance obtaining your child’s education records or your own student records, contact your child’s school.

 

Questions and Additional Resources

For questions about FCPS records or assistance with a request, contact the FOIA officer listed above.

The Virginia Freedom of Information Advisory Council also provides information and assistance:

Email: foiacouncil@dls.virginia.gov
Phone: 804-698-1810
Toll-free: 1-866-448-4100

Additional resources: