YPS Open Records

Open Records Act

Statutes and Rules: Open Records Act – OK Dept. of Libraries


What is a record?

"Record" means all documents, including, but not limited to, any book, paper, photograph, microfilm, data files created by or used with computer software, computer tape, disk, record, sound recording, film recording, video record or other material regardless of physical form or characteristic, created by, received by, under the authority of, or coming into the custody, control or possession of public officials, public bodies, or their representatives in connection with the transaction of public business, the expenditure of public funds or the administering of public property.


When I make a public records request, is my name private? 

No, data about public records requests are public. Any data you provide including your name, address, records requested and email address are public data. As with any public data, it can be shared, provided to anyone for any reason and also can be published publicly.


Can I make a public records request anonymously?

Yes, you can make a public data request without providing your name or any other identifying information. However, you will be required to provide an email address to submit a request. If you wish to remain anonymous, it is your responsibility to provide us with an email address that is not associated with your name. (Ex. anonymous123@mail.com) Requiring an email address ensures our anonymous requests receive the same level of service provided to requesters who voluntarily provide optional contact information, such as their name, company name, or mailing address.


Are there special instructions for requesting emails?

Yes, district procedures detail that requests to search emails must be submitted on an individual email account basis. In order to process your request, please include:

  • The name of the current district employee whose emails you are seeking. Please file a new request for each individual you are seeking emails from.
  • A date range for emails. 
  • Information about the specific topic/keywords or issue you are requesting.  

Since emails can contain data that is protected by state and federal law as well as personal emails, every email will be reviewed for private data. Given our legal obligation to protect private data, requests for emails are the most complex and time-consuming requests we process.  


Requests for emails are complex and time-consuming because emails can contain a wide range of data. Yukon Public Schools can only release email data that are not prohibited from disclosure by a state or federal law. As a result, we must review every single email before releasing them to you. 


What information about an employee is considered public?

Under state law, the following information about an employee may be released:

  • Name
  • Date of original employment or appointment
  • Current position
  • Title
  • Current salary
  • Date and amount of each increase or decrease in salary
  • Date and type of each promotion, demotion, transfer, suspension, separation, or other change in position classification
  • Any final disciplinary action resulting in loss of pay, suspension, demotion of position, or termination
  • Office to which the employee is currently assigned

How can I verify employment and income of an employee of Yukon Public Schools?

Please contact the YPS Office of Human Resources at 405.354.2587 or via email to hr@yukonps.com.


Student/Educational/Academic Records

Transcript requests, diplomas, electronic transcript questions/troubleshooting, report cards, student information or anything considered part of a student's academic file cannot be released via an public open records request as the data is protected information.


  1. Contact your child's school directly
  2. Current High School or Graduated Students: Visit transcripts.yukonps.com to submit your requests.

Fees & Charges for Commercial / Non Public Use

The district shall charge a fee to recover the reasonable direct costs of copying district records. The district shall also charge a fee for the direct costs of searching for district records sought for solely commercial purposes or for searches that cause excessive disruption to the district's essential functions. In no case shall a search fee be charged for records sought in the public interest including, but not limited to, releases to the news media, scholars, authors, and taxpayers seeking to determine whether officials of the district are honestly, faithfully, and competently performing their duties as public servants. Fees for copies shall be paid in advance before the copies are made. A deposit may be required for search fees. The fee schedule for searching for and copying of district records shall be as follows:


Copies:

  • 8 1/2" X 11" $ 0.25 per copy
  • 8 1/2" x 14" $ 0.50 per copy
  • 11" x 17" ledger $ 1.00 per page
  • Certified copy $ Current Postal Certified Mail Rate + Paper Size Copy Rate

Research:

  • $ 25.00 per hour

All confidential student records as defined by state and federal law shall remain confidential and accessible only to authorized personnel. The district may make required records available on the Internet to comply with the obligation of providing prompt reasonable access to records.