Virginia Freedom of Information Act Requests

The Orange County School Board complies with the Virginia Freedom of Information Act (FOIA).  Except as otherwise specifically provided by law, all public records are open to citizens of the Commonwealth, representatives of newspapers and magazines with circulation in the Commonwealth and representatives of radio and television stations broadcasting in or into the Commonwealth during the regular office hours of the custodian of such records. 

1. Requests for records are to be made with reasonable specificity.
2. Requests should be directed to the OCPS FOIA Officer:
   • Laura Byram at lbyram@ocss-va.org or 200 Dailey Drive, Orange, VA 22960,  (540)661-4550.
3. Requests may be submitted via:
   • Form KBA-F1 Request for Public Records
   • Email
   • Phone
   • Mail 

Related School Board Policies:

• KBA Requests for Public Records
• KBA-R Requests for Public Records Procedures

The Virginia Freedom of Information Act (FOIA), located at § 2.2-3700 et seq. of the Code of Virginia, guarantees citizens of the Commonwealth and representatives of the media access to public records held by public bodies, public officials and public employees.

A public record is any writing or recording – regardless of whether it is a paper record, an electronic file, an audio or video recording or record in any other format – that is prepared or owned by, or in the possession of a public body or its officers, employees or agents in the transaction of public business. All public records are presumed to be open to the public and may only be withheld if a specific statutory exemption applies.

The policy of FOIA is to promote an increased awareness by all persons of governmental activities. In furthering this policy, FOIA requires that the law be interpreted liberally, in favor of access, and that any exemption allowing public records to be withheld must be interpreted narrowly.

Related School Board Policy:

• KBA-E Rights & Responsibilities Under the Freedom of Information Act (FOIA)

The FOIA Officer will determine the cost involved to assemble the requested records.  Where portions of individual records must be redacted prior to copying, the cost of doing so is also taken into account.  The following costs are charged at the rates indicated, not to exceed the actual cost:

• Staff member search time, charged by the quarter hour. Depending on the staff member(s) involved in the search, rates of $3 to $12 per quarter hour may apply.
• Computer search time, charged at the rate of $3 to $12 per quarter hour
• Computer printouts, charged at the rate of 10 cents per page
• Photocopies (including those necessary to perform redactions), charged at the rate of 10 cents per page.
• Incidental out-of-pocket costs necessary to assemble the records (for example: phone, postage, or courier charges).

The FOIA Officer will notify the requestor in advance if a cost is involved.  If the cost is determined to exceed $200, a deposit may be required to proceed with the request.

More information on potential fees associated with requests can be found in School Board Regulation KBA-R Requests for Public Records Procedures.

The Virginia Freedom of Information Advisory Council is a state agency that works to help resolve disputes over Freedom of Information issues by clarifying what the law requires and guiding future practices.  The FOIA Council will answer questions from private citizens, state and local public officials, and the media about access to public records and meetings. 

More information on Virginia Freedom of Information Advisory Council can be found by visiting its website, via email at foiacouncil@dls.virginia.gov, or by calling 804-225-3056 or 1-866-448-4100.