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:

• Our Public Records Index below is a list of many of our available records and links to any of those records that are available on our website. It would be helpful to look through the index before making a public records request to verify that the record you are looking for is not already publically available to you.
• Your request must identify a kind of record you want us to search for (emails, files, video recordings). We cannot answer a question. We need you to identify a record that will answer your question.
• It is helpful if you can be as descriptive as possible when making your request. Information such as time, date, location, names of those involved and description of the incident or issue can help us understand where to look for the most responsive records. If we ask you clarifying questions, it is to better understand what records we need to find for you.
• If you want us to search for emails, our system requires search terms and a date range. For the quickest response, please include these in your original request.
• If we have a record that fulfils your request and it is a public record, you will receive it. If only part of the document is public, we will redact it and you will receive what we can produce and an explanation of what kinds of information was redacted and why. 
• If you are a parent in our district, only YOUR student’s record is open to you. We will not release the names, student record documents or identifying information of any student to anyone who is not their parent or legal guardian. If you request a video involving your student, understand that the identities of all students except your own will be redacted. We will do our best for the redaction to not interfere with your ability to view the incident but our protection of our students’ right to privacy under FERPA (you can read about FERPA at THIS LINK) comes first

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:

• Provide the records
• Provide a reasonable estimate of the time necessary to respond to the request
• Ask questions to clarify the request
• Deny the request and cite why it was denied

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:

W.F. West High School Transcript Request

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.

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 Course Guide

W.F. West CTE Certificates of Proficiency

W.F. West Honors Program

W.F. West Running Start & College in the High School Guide in English & Spanish

W.F. West Schedule Change Policy

W.F. West School Profile

ARP-ESSER Spending Plan 20%

ARP- ESSER Spending Plan 80%

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

Wellness Committee Minutes

W.F. West ASB Fund Reports 

2024-2025 Approved Budget

2023-2024 Approved Budget

Administration of Federal and State Categorical Grant Programs

Apportionment Report from OSPI – Retained for 4 years

Budget Revision Requests – Retained for 6 years

Interlocal Purchasing Agreement for PPEs 2020-2021

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

Facilities Master Plan 2023

Official District Negotiated School Calendars – Retained for 6 years

School Improvement Plans

School Safety Plans – Retained for 6 years

Superintendent Goble’s Entry Plan 2024-2025

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

McKinney-Vento Homeless Act

Nondiscrimination and Sexual Harassment – Complaint Procedures

Official Student Record – Retained for 100 years

Orin Smith Elementary School Student Handbook

OSPI Model HIB Language

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

Title 1 Notification

Transfer of Home-Based Student to School/District – Retained for 3 years

Turning Point/Lewis County Alternative Student Handbook

VISIONS Student Handbook

W.F. West High School Student Handbook

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