Topic 7: Freedom of Information Act (FOIA) Requests

Topic 7: Freedom of Information Act (FOIA) Requests

Objective:

To establish a consistent, transparent, and legally compliant process for receiving, documenting, responding to, and closing out Freedom of Information Act (FOIA) requests in Old Saybrook Public Schools, while ensuring staff accountability, central oversight, and alignment with Connecticut state law.

Internal and External Stakeholders:

• Internal: Superintendent, Executive Assistant to the Superintendent, Central Office Administrators (Curriculum, Student Services, Operations/Finance), Legal Counsel, Building Administrators, All District Staff

• External: FOIA Requestors (e.g., parents, community members, organizations, media)

Step-by-Step FOIA Response Procedure:

Step 1: Receipt of FOIA Request

• 1.1 – When a FOIA request is received via email, mail, or hand delivery, it must be stamped and dated immediately.

• 1.2 – A dedicated FOIA Request Folder should be created, labeled with the requestor’s name, date, and a brief description.

• 1.3 – The folder and all documents must be forwarded to the Superintendent’s Office to initiate the official response process.

Step 2: Initial Acknowledgment

• 2.1 – Within four business days, the Superintendent’s Office (or designee) must send an acknowledgment letter or email to the requestor.

• 2.2 – The acknowledgment must include:

  • Confirmation of receipt and date

  • Estimated timeline for fulfilling the request

  • Contact information for follow-up

  • Notification of any exemptions/redaction review

Step 3: Assigning Responsibility & Assessing Scope

• 3.1 – The Superintendent or designated Central Office Administrator assigns the request to the appropriate department for review.

• 3.2 – Building Administrators must not independently initiate responses. They support only under direction of a Central Office Administrator.

• 3.3 – The assigned administrator will:

  • Determine scope and resources required

  • Identify contributors and assign deadlines

Step 4: Ongoing Superintendent Updates

• 4.1 – The Superintendent must be kept regularly informed of progress, especially if not handling the request directly.

  • Update frequency is at the Superintendent’s discretion.

Step 5: Legal Review & Consultation

• 5.1 – Sensitive or potentially exempt materials should be reviewed with district legal counsel.

• 5.2 – Legal advice and any required redactions must be documented in the FOIA Request Folder.

Step 6: Employee Compliance & Cooperation

• 6.1 – All employees involved in a FOIA request are required to comply with Connecticut FOIA regulations.

• 6.2 – Employees must submit all requested documents fully and promptly.

Step 7: Information Collection & Compilation

• 7.1 – Assigned administrator leads information gathering.

• 7.2 – All submissions and clarifications are stored in the FOIA Folder.

• 7.3 – Review all content to ensure completeness and alignment with the request.

Step 8: Review for Exemptions & Redactions

• 8.1 – Administrator and attorney review content for legally exempt or redacted material.

• 8.2 – Document all redactions and legal justifications in the folder.

Step 9: Finalize Response & Prepare Documentation

• 9.1 – The final response includes:

  • All approved, non-exempt materials

  • A cover letter summarizing the request and any exemptions

  • A document index

• 9.2 – Ensure everything is accurate and complete before delivery.

Step 10: Delivering the FOIA Response

• 10.1 – The response packet is delivered by the Superintendent’s Office or representative using the requestor’s preferred method (email, mail, in-person).

• 10.2 – Date, delivery method, and proof of delivery are logged in the FOIA Folder.

Step 11: Record Retention & Filing

• 11.1 – A full copy of the request and response is stored with the Executive Assistant to the Superintendent (digital or paper).

• 11.2 – FOIA Folder should contain:

  • Request and response

  • Correspondence

  • Legal memos

  • Delivery record

Step 12: Follow-Up & Final Documentation

• 12.1 – Any additional follow-up requested by the requestor is assigned and documented.

• 12.2 – Final summary note is added to the folder and marked “closed.”