Filing an ORR

Open Records Requests (ORR)

The Freedom of Information Act (FOIA) enables members of the public to request records from federal agencies. It does not apply to state or local governments and institutions. 

The Texas Public Information Act (TPIA) gives the public the right to request access to information from government instituions at the state and local level.  The Act is triggered when a person submits a written (electronically or hardcopy) request to the government body.  The request must include the following:

• Requestor's Name

• Address

• Phone Number

• Email or Fax Number, if applicable to receive information

• Description of the information being requested

Public information includes any information that is collected, assembled, or maintained by or for a government entity in connection with the transaction of official business.  The Public Information Act applies to records regardless of their format.  It includes information that is maintained in paper, tape, microfilm, video, electronic data held in a computer memory as well as other mediums specified under law.

The information requested must already exist. The Texas Public Information Act does not require a government body to create new information, to do legal research, or to answer questions.

A person may ask to view the information onsite, get copies of the information, or both. 

Charges to the Requestor: If a request is for copies of information, the government body may assess a reasonable fee.  If the request is only to inspect the information, usually the government body does not impose a fee.  However, under limited circumstances a fee maybe charged to access the information.  All fees must comply with attorney general rules, unless another statue authorizes an agency to set its own charges. The entity must provide the requestor with an estimate of cost before charging a fee.

Once a request is received, the government body has ten (10) days to provide the request information.  If it will take longer than 10 days to produce the information, the government body must notify the requestor.

Our Tips

Request information be provided electronically.  This will help reduce costs.

Athletic Participation Data Requests

• This information can also be requested from the state athletic association (i.e. U.I.L., in Texas).  

  • • However, our experience is that school districts are less likely to charge the same fee level for an electronic copy of the information.

    • Also, the UIL does not collect data on school sports that it does not regulate.  These could be sports sponsored by a school at the varsity or club level.  Common sports include: Bowling, eSports, Flag Football (girls) Gymnastics, LaCrosse, Powerlifting, Rugby, Volleyball (boys), Water Polo as well as off season sports activities such as 7-on7 Football (boys), fall Baseball/Softball, fall/summer basketball, etc.

• To see trends, it is suggested to request reports for at least the last  three (3) years.

• It is important to be as specific as possible for the name of documents or the information that need documents may contain.

Sample Statement: "Please provide an electronic copy of the following athletic participation documents:

1.  the "High School Participation Report" submitted to the UIL for the [insert period:  20??-20??, 20??-20??, and 20??-20??] academic year(s) that documents the number of male and female students participating in UIL athletics by high school and sport;

2. Team rosters or documents that show high school student participation in school district and/or school sponsored (supported) the non-UIL sports listed below for the academic year(s) of [insert period:  20??-20??, 20??-20??, and 20??-20??].  These sports may be a student club sponsored by a district employee or coordinated by the athletic department or athletic coaches at the campus level.

TItle IX Compliance Efforts

For consistency, the time periods requested should align with the requested participation data academic periods.

Sample Statement: "Please provide documents that establish athletic department or school district policies and procedures for initiating, expanding, and supporting athletic opportunities for female students within [name] ISD."

Sample Statement: "Please provide documents that support [ISD]'s compliance with Title IX in the provision of athletic opportunities for the academic year(s) of [insert period: 20??-20??, 20??-20??, and 20??-20??].  Documents of interest demonstrate: (1) efforts to continually expand female sports opportunities; and/or, (2) that female athletic interests are being fully accommodated.