Freedom of Information Act
Click here to review the FOIA Federal Statute
What is the FOIA
It grants individuals the right to request copies of records not normally prepared for public distribution, and sets
standards for determining which records must be made available.
It specifies what kinds of records may be withheld from disclosure by agency discretion through its nine exemptions
and three exclusions.
FOIA outlines the procedures individuals should follow for requesting records and for appealing the decision if
information is denied. It also establishes the right to judicial remedies if an agency does not comply with the
law.
The Privacy Act of 1974 works in tandem with FOIA to regulate federal agency records about individuals, restricting
the disclosure of personal information that might violate privacy while allowing individuals access to records about
themselves.
Because the two acts overlap but have different exemptions, information may be released under one while being
exempt from disclosure under the other. When seeking information about oneself, an individual should file a request
citing both acts in order to get the fullest possible disclosure. A requester seeking information that is not
exclusively about himself or herself should cite FOIA only. Agencies generally treat Privacy Act requests the same
as FOIA requests administratively.
Important: FOIA specifies that requests must be for
existing records. Agencies are not required to
collect new information, create new records, do new research or analyze information.
How to file a FOIA request of CMCSS
The procedure for filing a request for information is straightforward, and involves simply writing a letter to the
attention of the Chief Communications Officer including the most precise detail possible about the information you
are seeking. Requests should be mailed to Elise Shelton, Chief Communications Officer, Clarksville-Montgomery County
School System, 621 Gracey Ave., Clarksville, TN 37040
or sent electronically to
elise.shelton@cmcss.net.
Your request must include the following information:
- Provide your name, address and telephone number. Also, if you have an email
address, please provide it, so that we can contact you if we have questions
about your request.
- Specify whether you are making an FOIA or PA request.
- Provide as much detail as possible about the records you seek. Indicate
whether you are requesting the information in a form or format other than paper.
- State your willingness to pay any fees, and how much you are willing to pay
as advance authorization.
- If you are mailing the request, please mark prominently on the envelope ‘FOIA
Request.’
Fees
Upon receipt, your request is reviewed to determine how or if fees will be
assessed. Fees are determined based on thetype of requester you are (commercial,
educational/scientific, and all others). All other requestors pay reproduction
costs only with the first 25 pages free.
For all requesters, if the total fee for your request is $6.25 or less (25 cents
per page), you will not be charged. You will be notified if your fees exceed $25
or any other amount specified in your request. If the fees total more than $250,
CMCSS will request payment in advance.
If you expect that a fee will be charged, you may request a fee waiver. CMCSS's
Chief Communications Officer has sole authority to grant or deny fee waivers.