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Lubbock ISD outlines public‑information request process; office processed 99 requests in 2024
Summary
Communications staff reviewed the district’s public information request procedures, legal framework (Texas Public Information Act and FERPA), tracking system and common request types; the public information officer said 94–95% of 2024 requests were fulfilled within 10 business days and described steps to streamline responses.
Lubbock ISD’s communications office reviewed the district’s public information request process Wednesday, telling trustees the office filled 99 requests in 2024 and is continuing efforts to clarify submissions and speed responses.
Erin (Public Information Officer) told the board the legal framework for requests includes the Texas Public Information Act and federal privacy rules under FERPA. “The goal of the public information request process is really promoting transparency with governmental agencies, the stakeholders, whether they are parents, community members, other interested parties, media outlets, to district records,” Erin said.
Erin said the office accepts requests by mail, email, an online form or in person, assigns each request a tracking number, and aims to respond within 10 business days or notify requesters of an extension. She reported a rising request load — 67 in 2021, 74 in 2022, 87 in 2023 and 99 in 2024 — and said that “almost 95% of our requests are fulfilled within 10 business days with an average fulfillment time of almost 15 days if we go past the 10 day deadline.”
Common request categories include procurement/financial records, personnel records and policies/procedures; requesters come from individuals, education vendors, government entities and legal or consulting firms. Erin said procurement requests frequently require consultation with vendors and, in some cases, submission to the Texas attorney general for review because vendors may claim proprietary pricing.
The office described tools and process improvements: a public‑info web page and online form, a Google Drive tracking folder per request, standard templates for common responses, a public information calendar (district‑designated non‑business days) to calculate deadlines, and staff training. Erin said she has reduced outside attorney use for AG submissions when feasible to save legal costs and that the office will continue to refine tracking and communications to requesters.
Erin also explained technical searches: email searches require a date range and search terms and are handled by Technology Services; text messages are collected by staff as screenshots because the district does not centrally capture personal device messages. Trustees asked about automation tools; Erin said districts use vendor dashboards but the communications office prioritized cost containment and is open to reviewing vendor solutions.
Board members and staff discussed posting financial documents and the audit on the district website to reduce repetitive requests; Erin said where public documents are already posted the office will direct requesters to the website. Erin said the office’s broader goal is clearer guidance for the public and additional administrator training so principals and program staff understand requirements and timelines.
The board thanked the communications office for the presentation and the team said they would continue process improvements and training.
