13721. Public Disclosure Coordinator Responsibilities

  1. All CA Public Disclosure Coordinator must follow Administrative Policy 5.02, Public Records Requests. If Administrative Policy 5.02 and the CA Operations Manual contradict one another, the Public Disclosure Coordinator must follow Administrative Policy 5.02.
  2. The Public Disclosure Manager, in the Finance and Operations Support Division (FOSD) is the designated Public Disclosure Officer for Children's Administration. The Public Disclosure function for CA is centralized under the Public Disclosure Manager, with regional offices as well as a headquarters unit.
  3. Regional Public Disclosure Coordinators will respond to routine public disclosure requests. However, regional Public Disclosure Coordinators must not respond to the following requests and must immediately route such requests to a headquarters Public Disclosure Coordinator for response.
    1. Requests for reports collected at the state office; for example, statewide Health and Safety Report, FamLink reports generated at the state office level.
    2. Requests for information from more than one region where consistency of information is necessary.
    3. Requests from employees.
    4. Especially sensitive issues are best handled at Headquarters:
      1. Requests from the media, including, newspapers, television, and radio;
      2. Requests from attorneys, which may involve potential lawsuits;
      3. Requests from legislators;
      4. Requests involving "hot" cases or those generating controversy in the community; and
      5. Other cases which may be of a hostile nature or where there is need for headquarters staff and Media Relations to be aware of the request.
    5. When there is a question about whether the preparation should be done at the regional or headquarters level, the regional Public Disclosure Coordinator will consult with a headquarters Public Disclosure Coordinator. or the Public Disclosure Manager
  4. Public Disclosure Coordinators must consult with an assigned AAG and/or the DSHS Public Records and Privacy Officer when an issue regarding the release of information is not clear.
  5. If the person requesting disclosure disagrees with the decision of a Public Disclosure Coordinator, the person may petition for review of the decision denying disclosure.
    1. If the petition is for the review of a decision made by a regional Public Disclosure Coordinator, it must be sent to a headquarters Public Disclosure Coordinator for review.
    2. If the petition is for the review of a decision made by a CA headquarters Public Disclosure Coordinator, it must be sent to the Public Disclosure Manager or their designee for review.