Public Records

In the State of Washington, laws exist to ensure that government is open and that the public has a right to access appropriate records and information possessed by state government. At the same time, there are exceptions to the public's right to access public records that serve various needs including the privacy of individuals. Exceptions are provided by both state and federal laws. 

In the event of a conflict between the Public Records Act or other law governing the agency's disclosure of records, the Public Records Act or other applicable law will control. 

How to Request Public Records

All public records requests should be made, in writing preferably, via the form below:

Digital Public Records Request 

Printable Public Records Request

A request must give a specific description of the requested record(s), including type of record and date(s).   If the request is not clear, the College may request clarification. Only existing identifiable records are public records.  The law does not require the creation of new records to respond to a public records request. The request should be emailed, faxed, or mailed to our Records Officer: 

Carie Edmiston
Vice President for Finance & Administration
Peninsula College
1502 E. Lauridsen Blvd
Port Angeles, 98362

Fax Number: (360) 417-6218
Phone: (360) 417-6205
Email: cedmiston@pencol.edu

Generally, within five (5) business days, of receiving a request, the college will:

  • Provide copies or provide an estimate of when the records will be available or
  • Reply that no responsive records exist; or
  • Acknowledge the request and ask for additional clarification(s); or
  • Provide applicable exemptions
Costs Connected with a Public Records Request

Fees & Payment Procedures

The following copying fees and payment procedures apply to requests to the college under chapter 42.56 RCW and received on or after the effective date of this section.

Inspection of records. There is no fee for inspecting public records made available for inspection by the public records officer.
Actual costs not calculated. Pursuant to RCW 42.56.120 (2)(b), the college is not calculating all actual costs for copying records because to do so would be unduly burdensome for the following reasons:

  • The institution does not have the resources to conduct a study to determine all its actual copying costs;
  • To conduct such a study would interfere with other essential college functions; and
  • Through the 2017 legislative process, the public and requestors have commented on and been informed of authorized fees and costs, including for electronic records, provided in RCW 42.56.120 (2)(b) and (c), (3), and (4).

Default fees adopted. The college will charge for copies or records pursuant to the default fees in RCW 42.56.120 (2)(b) and (c). The college will charge for customized services pursuant to RCW 42.56.120 (3). Under RCW 42.56.130, the college may charge other copy fees authorized by statutes outside of chapter 42.56 RCW. The college may enter into an alternative fee agreement with a requestor under RCW 42.56.120 (4). The charges for copying methods used by the college are summarized in the Office of Public Records Fee Schedule.

Advance Payment Required: Requestors are required to pay for copies in advance of receiving records or an installment of records. The records officer will notify the requestor when payment is due. Fee waivers are an exception and are available for some small requests under the following conditions:

  • Copying Fee Deposits: The public records officer may require an advance deposit of ten percent of the estimated fees when copying fees for an installment or an entire request or customized service charge, exceed twenty-five dollars.
  • Payment Method: Payment should be made by check or money order payable to Peninsula College. The college prefers not to receive cash. For cash payments, it is within the public records officer’s discretion to determine the denomination of bills and coins that will be accepted.
  • Closure of Request for Nonpayment: The college will close a request when a requestor fails by the payment date to pay in the manner prescribed for records, an installment of records, or a required deposit.
Exemptions & Limitations

Some records are exempt from the public disclosure law. Here are a few examples:

  • Personal information, i.e., residential address or telephone numbers of any individuals associated with the College, medical/health records, ADA disability records
  • Social security numbers
  • Mailing lists of employees, volunteers, and students to be used for commercial purposes
  • Student education records as provided under FERPA, the Family Educational Rights and Privacy Act
  • Library information about library users
  • All applications for public employment, including the names of applicants, resumes, and other related materials submitted with respect to an applicant
  • Test questions, scoring keys, and other examination data used to administer any examination
  • Information regarding the infrastructure and security of computer and telecommunications networks to the extent they identify specific system vulnerabilities.
  • Credit and debit card numbers, account numbers, expiration dates, and personal financial data.
Public Records Index

Public Records Index

What Happens When I Make a Public Records Request?

Within five business days, you will be notified that your request has been received. Our staff then contacts the department(s) holding the records you seek and provides them with a copy of your request. The department(s) will identify, collect and forward the records to the Public Records Officer.

The Public Records Officer reviews these records and may remove information as allowed by the public records statute, state law, federal law or case law. The officer also may notify third parties who have an interest in the records you are requesting.

You will be contacted once this review is complete and records are ready for release. The response date by which your records will be available depends on the number of requests received before yours, and the size and complexity of your request. If a request is very complex, more time may be required. You'll be notified if this is the case.

Can You Keep My Request for Records Confidential?

No: Public record requests are not a confidential record. The request is itself a public record. It can be requested by others, plus the public records officer forwards public records requests to departments holding records and to third parties who have an interest in the records requested.

Are Some Records Not Subject to Public Disclosure?

Washington State law specifically exempts some records from public disclosure. Exemptions are designed to protect the privacy of individuals, protect law enforcement or other investigative agencies processes or the legitimate business interests of citizens.

Exemptions include, but are not limited to:

  • Information regarding staff and faculty, such as social security numbers, home phone numbers, home addresses, resumes and employment applications
  • Student personal information including school and medical records
  • Investigative records relating to current enforcement
  • Examination test scores
  • Data that if disclosed could result in private gain and/or public loss
  • Correspondence between agency staff and the Attorney General’s Office
  • Information from certain records which would constitute an invasion of privacy as defined in (RCW 42.56.210)

In some cases, we may redact portions of a public record exempt from disclosure. It is our obligation to tell you why a record is exempt.

If you want to dispute that a document has been determined non-public information it will be necessary for the college to request an Attorney General’s opinion about this information. The Attorney General’s office has up to 12 weeks to make a decision on whether the information is public or not public.

What Happens if My Request is Denied?

If your public records request is denied, you may appeal the decision by submitting a written request for appeal to the Public Records Officer. The written request must specifically refer to the written statement by the public records officer that accompanied the denial. 

The public records officer will refer your written request for appeal to the president or designee. The president or designee will immediately consider the matter, may consult with the Office of the Attorney General, and will either affirm or reverse the denial. The request will be returned with a final decision within two business days following the filing of the written request for review. If the review affirms the denial of access to a public record, the requestor has a right to seek a written opinion from the Office of the Attorney General. The requestor also has a right to obtain a court review of the denial of a public records request. 

Where Can I Find Out More About the Public Records Act & How it Works?

Below are links to the sections of Washington State Law that govern public records and public information:

Washington State Public Records ActWAC 132A-276-031WAC 132A-276-045

Citation: RCW 42.56
Frequency: Continuous
Location: Website

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