Request Records

Columbus Police Department Request Template Instructions

1. Edit Information: Update any details within the brackets in the template to match your needs.

2. 'In Regards' Section:

   Use one address only. For multiple addresses, send a separate request for each one.

3. No Extra Paperwork Needed

   : You don't need to attach any release of information or court appointment documents. The information is public record.

4. How to Submit Your Request:

   • Send an email to: publicrecords@columbuspolice.org

   • Subject Line: "CASA of Franklin County"

   • In the Email: Write, "Please find attached, request for records."

   • Don't forget to attach your request to the email. 

CPD-Request-Template.docx(DOCX, 33KB)

Nationwide Children's Hospital Medical Record Request Template Instructions

1. Filling Out the Medical Request Form: Locate the highlighted yellow areas and fill in the necessary details.
2. Requesting Updated Records:
   • If requesting updated records, ensure the "FROM DATE" reflects the date of your last request.
     • Example: If your last request was on May 1st and you want records from that date onwards, enter "5/1/2025" in the "FROM DATE".
3. Filling out the Attestation Form: Locate the highlighted yellow areas and fill in the necessary details.
4. Crucial Details: Ensure the child's information and the requested date range align with your request form to prevent denial. 
5. Email Instructions: 
   • To: medicalrecordrequests@nationwidechildrens.org
   • Body: 
     • Start with a greeting such as Good Morning, Good Afternoon, or Good Evening.
     • Include: "CASA has been appointed to the minor child(ren) named in the attached request(s) and order(s) of appointment. Please let me know of any difficulties locating their records."
     • End with: "Cheers," followed by your name, title, and phone number.
6. Final Steps: 
   • Remember to attach all necessary documents.
   • Copy and paste the email address, customize the email message as needed.
   • Attach the record request form and attestation form. If applicable, include the Order of Appointment for a ward or the release of information for an adult or minor parent. 
   • Send one email per child.
7. Sending to Other Medical Providers: Planning to request records from additional medical providers? Contact your Case Manager to understand each provider's record request process. 

NCH_Medical-Record-Request-Form.docx(DOCX, 60KB)

Nationwide-Children-s-Hospital-Attestation-Form_Word.docx(DOCX, 398KB)

Requesting School Records Instructions

You will be required to have your order of appointment as GAL to the case. If you are having trouble accessing this, please reach out to your case manager. You will only need one order of appointment, which can have multiple children on it, but each request you submit will need to be per individual child. 

1. Contact the School: 

• Through calling or email, introduce yourself as a Guardian ad Litem, you may have to disclose your child's name as verification for further information.
• Request where to email the court order of appointment and request records.
• Ask for the contact information of any relevant persons (ex. school guidance counselor)

2. Things to Request:

• Academic Records: Grades, IEP/RTI/504 Plan
• Behavioral Records: Disciplinary actions, Peer relationships
• Informal: Teacher Contact Information

These requests should be included in the body of your email. Include 'CASA of Franklin County' on the subject line.

3. Helpful Tools to Understand School Records: https://www.understood.org/en/school-learning/special-services/504-plan/the-difference-between-ieps-and-504-plans

How to Obtain Parent Records: Release of Information (ROI)

1. Understanding the Documents:
   • The Order of Appointment pertains only to the child's records.
   • The Release of Information is used for acquiring parental records.
   • Use the ROI template provided by CASA, though some providers may have their own forms.
2. Completing the ROI Template: Ensure you fill in all necessary personal information accurately on the template. 
   • Your name 
   • Your preferred email 
3. Signing the Paperwork: 
   • Choose a signing method that works best:
     • Email: Send the document to the recipient, who will print, sign, and scan it back with their signature.
     • Mail: Exchange documents through CASA for signatures. 
     • In-Person: Safely complete the signing in person 
4. Receiving the Records: How records are received may vary despite stating your preference for them to be emailed. Be patient, but diligent!

Release of Information Template(DOCX, 35KB)