Guidence for persons seeking access for public record in the possession of the Iowa State
University Foundation

In general, ISU permits public records requests to be filed with the unit holding the records, or with
the Public Records Officer its lawful custodian. The same applies to public records requests for Foundation
records. However, since the Foundation is not a governmental body, if the request is made to the Foundation,
the Foundation will respond based upon its public information policy, and will not treat it as a public
records request.

Requests under the Iowa Code for public records relating to the Foundation’s activities should be submitted
to Iowa State University’s Public Records Officer. Contact information is provided below. The Public Records
Officer will be responsible for ensuring that the University and the Foundation comply with the provisions of
the Iowa Code and University policy with respect to records requests submitted to the Public Records Officer.
The Public Records Officer is available to assist with records requests submitted to other officers or employees
of the University, and will similarly be available to the ISU Foundation. As needed, the Public Records Officer
may consult with the Office of the University Counsel or the Attorney General regarding compliance with the Iowa
Code and other laws and regulations related to the release of records.

It is preferred, but not required, that public records requests be submitted in writing. Written requests will
make coordination with the Foundation easier. The nature of the records requested, the time period covered and
a method of contacting the requestor should be included. To clarify the specifics of the request and ensure that
the records produced will meet the requestor’s information needs, it may be necessary to contact the requestor
directly. For this reason contact information such as phone number and/or e-mail address are helpful.

The University uses the following procedures, and will apply them to requests for Foundation records:

Unless the records are determined to be exempt from disclosure, requestor should be given access to the
records as soon as reasonably feasible and its objective is to respond within 10 working days.

Requests for extensive amounts of data, documents or information, requests involving special programming
and requests involving extensive redaction or review for exempt information may take longer. The University
will respond in a reasonable time under the circumstances.

Requestor may have both access to, and receive copies of, records, unless they are exempt from disclosure.

The requestor will be charged for the cost of making copies (more than 20 pages), for supervision or assistance
in making the records available (more than one hour) and/or for programming costs. Unless the requestor has
preauthorized expenditure, the requestor will be provided with an estimate before the costs are incurred.

Requests for access to records maintained in electronic systems may be satisfied by providing access to electronic
systems, if exempt information will not be disclosed by providing such access. If the requestor wishes to take copies
of the information, the usual per-page cost will apply.

If electronic records contain exempt information, one of two methods will be used to allow access to the records:
(1) reprogramming of the electronic system to exclude exempt information, or (2) providing access to printouts of the
records with confidential data redacted. In both cases, requestor will be responsible for the costs of programming and
making the records available. Per-copy charges will not apply to the redacted document printouts. Copies of some or all
of the printouts will be made available upon specific request and a per-copy charge will then apply.


The following special procedures will apply to public records in the possession of the Foundation;

Unless the records are determined to be exempt from disclosure, requestor should be given access to the
records as soon as reasonably feasible and its objective is to respond within 10 working days.

As a private organization, the Foundation is not required to provide space for review of records.
In any case that the Foundation does not wish to provide space for such examination, University shall
provide a suitable alternative location.

In the case of requests that involve records identifying specific donors or individuals, and the information
requested is personal in nature or the information may have been provided with the understanding that the
communication was confidential, a reasonable delay may occur for contacting such persons to determine whether
they consent to release of the information.



Contact information for Iowa State University's Public Records Officer:

Pamela Elliott Cain
1350 Beardshear Hall
Iowa State University
Ames, IA 50011-2038

Phone:         515-294-6218
Facsimile:    515-294-1621
E-Mail:       pelliott@iastate.edu