Public Records

NOTICE OF RIGHT TO INSPECT PUBLIC RECORDS

Note: Student Records are not public records. To obtain Student Records, please contact our School Support Team at 505-467-4111 or click here.


By law, under the Inspection of Public Records Act, every person has the right to inspect public records of the Santa Fe Public Schools. The Act also makes compliance with requests to inspect public records an integral part of the routine duties of the officers and employees of the Santa Fe Public Schools.


Procedures for Requesting Inspection

A person desiring to inspect public records may submit a request to the records custodian verbally or in writing. However, the procedures and penalties prescribed by the Act apply only to written and electronic mail requests.


To request  inspection of public records please send a written or emailed request:

Jeff Gephart, Records Custodian

Sabra Romero, Assistant to Records Custodian

610 Alta Vista Street

Santa Fe, NM 87505

Records/Assistant Records Custodian:

505-467-2024 recordscustodian@sfps.k12.nm.us

A request must contain the name, address and telephone number of the person making the request. The request must describe the records sought in sufficient detail to enable the records custodian to identify and locate the requested records. Please list the records sought with reasonable particularity in order to allow us to search for responsive materials in the most efficient manner.

When Requesting, Be Specific…

  • Specify Time Frames
  • Specify Individual Names and Employment Titles
  • Describe Subject Matter as Closely as Possible and
  • Any other means of specifying information sought

The records custodian must respond within three (3) complete business days with the requested materials or respond by letter stating the necessity of an extension to last no later than fifteen (15) calendar days from receipt of the request. If the request is determined to be excessively broad and burdensome, the records custodian may require an extension to a date that will allow thoughtful and complete review of the materials.

Be advised that the common practice of replying, forwarding or branching e-mails could result in an excessively broad and burdensome request due to the repetitive nature of such emails. Excessively broad and burdensome requests could lead to extended time frames for review, resulting in a delay of delivery. Confidentiality of students and protected information is a priority. While valuing and honoring open records laws, we are also obliged by law to protect students and certain information. Reviewing materials includes redaction of protected personal identifiers (Family Educational Rights and Privacy Act, 20 U.S.C. § 1232g), protected employment information, and all Exceptions (Inspection of Public Records Act § 14-2-1).

Not all records are subject to public inspection; for example, student records and cumulative files are not considered public record. If any of the records are not available for public inspection, the person making the request is entitled to a written response from the records custodian explaining the reasons inspection has been denied. The written denial shall be delivered or mailed within fifteen (15) calendar days after the records custodian receives the request for inspection.

Procedures for Requesting Copies and Fees

If a person requesting inspection would like a copy of a public record, a reasonable fee

may be charged. The fee for documents eleven inches by seventeen inches or smaller is $1.00 per page after the first 10 pages.  If the records are provided electronically, the cost of the flash drive will be charged.  The requester may provide a flash drive to avoid this fee. The records custodian may request that applicable fees for copying public records be paid in advance, before the copies are made.  A receipt indicating that the fees have been paid for making copies of public records will be provided upon request to the person requesting the copies (Inspection of Public Records Act § 14-2-9).