Public Records and Employee Notice Requirements

Iowa's public records law mandates that government agencies make certain records available to the public. This rule has implications for University of Iowa employees. 

Following an investigation of employee misconduct, if the employee is found to have violated university policy, the university may place a sanctioning letter in the employee’s personnel file. Under Iowa law (code section §22.15), if the sanctioning letter communicates a disciplinary action of termination or demotion, or if the employee resigns subsequent to receiving such a letter, the sanctioning letter is considered a public record. This means the letter must be provided upon request by a member of the public, including the media.

What You Need to Know:

To ensure state employees are aware of this, the law requires the university to notify employees who are subject to such disciplinary actions about the public records provision in writing before the disciplinary action is taken. Here is what you need to know:

• Termination, Demotion Notices as Public Records: Any final disciplinary action resulting in termination (including resignation in lieu of termination) or demotion is considered a public record. Public records are subject to release upon request.
• Notification Requirement: Before taking disciplinary action, employers must notify employees in writing that the information placed in their personnel file may become a public record.

For more information, please read the relevant code sections:

Iowa Code §22.7.11a.(5), Confidential records
Iowa Code §22.15. Personnel records--discipline—employee notification