All records maintained by the Chehalis School District are available for public inspection unless specifically exempted by law. Please use the following link to submit a Public Records Request:
In Washington State, RCW 42.56 lays out how public records requests must be made and handled. The Secretary of State’s office offers a really great resource to help you craft a public records request that gets you the records you want at THIS LINK.
Here are some things to remember when you are making a request for public records:
The process and laws the Chehalis School District follows when responding to a public records request are outlined in RCW 42.56.520 found at THIS LINK. In short, after the request reaches the Public Records Officer:
Within five (5) business days of receiving your public records request, we will respond in one of the following ways:
If the record requested contains information exempt from disclosure, the district will produce as much of the record as possible with the exempt portions redacted and include a written explanation of the redaction.
You can request a copy of your W.F. West High School Transcript by following the link below:
You can request a copy of your Chehalis Middle School Transcript by filling out the form found at THIS LINK.
Retention Notification
Pursuant to WAC 392-172A-05235 and the Office of the Secretary of State for Washington State, the Chehalis School District retains special education records, including IEPs, evaluations, and 504 plans, for six years from separation of services. If a student has not received special education or 504 services from Chehalis School District in more than six years, the records are no longer available. CLICK HERE to read more about Destruction of Special Education records.
Special Education Records
In accordance to WAC-392-172A-05235 and RCW 28A.155.090 and U.S.C. 1400, Chehalis School District is hereby notifying any student, or former student that has reached 18 years of age or legal guardian of said student, that they may review and/or receive the records by completing a request form found at THIS LINK.
Employment verification requests can be made by calling the Chehalis School District office at (360) 807-7200.
The list below includes some of the publications, manuals, reports, policies, procedures and other public records held by the Chehalis School District. If the publication is not available online, you may request a copy by sending and email to communications@chehalisschools.org. Some public records, such as student records for a child who is not yours or certain personnel file information, may be exempt from release in some situations.
Absence (Student) – Grades K-8 – Retained for 4 years
Absence (Student) – Grades 9-12 – Retained for 1 year
Attendance – Retained for 4 years
Attendance – School-Sponsored Activities, Events and Programs – Retained for 6 years
Alternative Learning Experience (ALE) documentation – Retained for 5 years
Chehalis Middle School Course Guide
Chehalis School District Health Curriculum
Course Additions, Deletions, and Changes – Retained for 4 years
Course Description Catalog
Curriculum Requests/Waivers/Substitutions – Retained for 5 years
Curriculum Summaries and Guides
Essential Academic Learning Requirements (EALR) – Program Files
Essential Academic Learning Requirements (EALR) – Program Results
Essential Academic Learning Requirements (EALR) – Individual Reports
General Educational Development (GED) Test – Eligibility
Grade Documentation – Elementary – Retained for 1 year
Grade Documentation – Secondary – Retained for 5 years
Graduation Requirements
Home/Hospital Tutoring – Retained for 6 years
Instructional Materials Subject File – Retained for 4 years
Lesson Plans and Other Teaching Materials – Retained for 1 year
Parent/Legal Guardian Permission Slips for Internet Access and Film Viewing – current school year
Papers, Projects, and Other Assignments Submitted by Students – Not Retrieved – Available until end of current school year
School Master Schedule – Retained for 6 years
Standardized Achievement Testing (Mandatory) – Current School Year
Standardized Achievement Tests – Communications and Requests – Retained for 5 years
Standardized Achievement Test Results – Group Reports – Retained for 5 years
Standardized Achievement Test Results – Individual Student – Retained for 3 years
Statement of Requirements and Expectations Signed and Returned by Parent/Legal Guardian – Current school year
Student Assessments (School/District Optional) – Test Selection – Retained for 3 years
Student Assessments (School/District Optional) – Testing and Results – Retained for 1 year
Student Assignment – General – Retained for 6 years
Student Assignment – Special Service Programs (Student Not Placed) – Retained for 1 year
Student Assignment – Special Service Programs (Student Placed) – Retained for 3 years
Student Assignment – Special Service Programs (Transitional Bilingual Instruction) – Retained for 3 years
Student Assignment – Transfer Requests (Granted) – Retained for 6 years
Student Assignment – Transfer Requests (Not Granted) – Retained for 3 years
Student Registration – Retained for 3 years
Teacher Evaluation Forms of Learning Resource Center (LRC) Collections – Retained for 3 years
Truancy Case Files – Retained for 6 years
Truancy Petition/Disposition Log – Retained for 6 years
W.F. West Advanced English Summer Reading
W.F. West CTE Certificates of Proficiency
W.F. West Running Start & College in the High School Guide in English & Spanish
Capital Facilities Needs Advisory Committee Agendas 2023
Chehalis Middle School ASB Fund Reports
Chehalis School Board Agendas & Minutes
James Lintott Elementary ASB Fund Reports
Learning Resource Center (LRC) Selection Advisory Committee Purchase Recommendations (Voting Tabulation) – Retained for 3 years
Orin Smith Elementary ASB Fund Reports
School Board meeting session recordings from June 2024 to present
Administration of Federal and State Categorical Grant Programs
Apportionment Report from OSPI – Retained for 4 years
Budget Revision Requests – Retained for 6 years
Cornerstone Program Newsletters
Public Research Access Requests – Maintained for 3 years
Video Consent Form for Teacher Candidate Exam Video Submission – Retained for 6 years
Certificated Years of Experience – Retained for 60 years
Employee Signature of Receipt Record – Retained for 1 year
List of HIV/AIDS and Hepatitis B Virus (HBV) Trained Employees – Retained for 30 years
Professional Education Permits – Temporary – Retained for 6 years
Accreditation (Applications/Maintenance) – Retained for 6 years
Accreditation (Outcome) – Retained for 6 years
Demographic and Enrollment Projections – Retained for 3 years after end of fiscal year
Official District Negotiated School Calendars – Retained for 6 years
School Safety Plans – Retained for 6 years
Authorization For/Release of Student Records – Prior Consent Not Required – Retained for 3 years
Chehalis Middle School Student Handbook
Chehalis School District Organizational Chart
Chehalis School District Policies & Procedures
Free or Reduced-Price Meal Applications – Retained for 6 years
Free or Reduced-Price Meal Application Verifications – Retained for 3 years
Graduate List – Retained for 6 years
HACCP (Hazard Analysis & Critical Control Points) Food Safety Plan – Retained for 6 years
Health Care/Services Provided to Students – Retained for 8 years
Health/Nurse Room Registry – Retained for 8 years
Homeless Child and Youth Identification/Eligibility Determination – Retained for 6 years
Immunization/Exemption Reporting Compliance – Held until compliance is reached or student graduates/withdraws
Immunization-Related Exclusions – Held for 3 years
Immunization Status – Held until student graduates or withdraws
James Lintott Elementary School Student Handbook
List of Students Participating in Home-Based Instruction – Retained for 6 years
Nondiscrimination and Sexual Harassment – Complaint Procedures
Official Student Record – Retained for 100 years
Orin Smith Elementary School Student Handbook
Parent/Legal Guardian Declaration of Intent (Home-Based Instruction) – Retained for 4 years
Skills Center Patient Case Files – Retained for 8 years
Skills Center Student Time Log/Sheet – Retained for 5 years
Special Education Program – Student History File – Retained for 6 years after separation from program
Special Education Program – Student History File Retention/Disposition Notification – Retained for 6 years
Special Education Program – Student Not Eligible – Retained for 5 years
Student Cumulative Folder (Student File Folder) – Retained for 3 years
Student Discipline – Founded (Code of Conduct Violations) – Retained for 3 years
Student Discipline – Founded (State Reportable Misconduct) – Retained for 6 years
Student Transportation Report Records – Retained for 4 years
Superintendent’s Official Duties & Actions – Retained for 6 years
Transfer of Home-Based Student to School/District – Retained for 3 years
Basic Education Act Compliance – Retained for 6 years
Healthy Youth Survey Results – Retained for 6 years
Notice of Finding W.F. West High School Drinking Water 2022
Reporting – Office of Superintendent of Public Instruction (OSPI) – General – Retained for 4 years
Reporting – Student Health and Safety – Retained for 4 Years
Agency-Provided Training – In-Service Education Programs – Retained for 7 years