Open Records Request

The Iowa Department of Education provides access to public records in accordance with Iowa’s Open Records Act.

Carefully read the information below for more about how the open records process works, and to ensure you don’t file an unnecessary request. If the information you want requires an open records request, use the form linked at the bottom of this webpage to submit it.  

Accessing Data

You don’t need an open records request to access data.

Before submitting a request, first look to see if the information you are interested in is already publicly available. The Iowa Department of Education maintains robust, up-to-date data sets on two web pages:  PK-12 Data & Reporting and Higher Ed & Postsecondary Readiness Data Reporting. If the data you need is not posted on those webpages, you must submit a Data Request Form. Do not make an open records request for this information. Doing so will not speed up processing your request. The Department’s Data Access, Sharing & Privacy webpage contains more details about how the agency handles data requests.  

Official Comments

Media should not file an open records request to ask for official comment.

If you are a member of the media and would like the Department to comment for a story, please contact Communications Bureau Chief Heather Doe at 515-281-7967 or heather.doe2@iowa.gov.

Confidential Information

The Department cannot release confidential information.

Certain information does not fall under the Iowa Open Records Act. For example, many human resources documents are not subject to public disclosure. In some cases, documents may broadly fall under the Open Records Act, but identifiable information must be redacted to ensure compliance with other state or federal laws.

Fees

There may be fees associated with your open records request.

Expenses for fulfilling a request will be charged to the requester according to the following guidelines:

• The Iowa Department of Education provides one free hour of staff time to search for records, evaluate potentially confidential information and assemble a request. Any time exceeding one hour is charged at $45 per hour.
• Unless the request can be provided at no charge, an estimate of charges will be provided before fulfilling a request.
• Payment for searches may be requested before staff begin working.

Parents requesting their own minor child’s records cannot be charged for an open records request. Students 18 years of age and older cannot be charged for requesting their own records.

Effective Requests

When submitting an open records request, be as detailed as possible.

The Department maintains many records. When submitting your request, be as specific as possible to ensure that you receive the records you are seeking. This includes specific search terms, keywords and date ranges, which help improve response time from the Department. The more specific your request, the easier it will be for the Department to obtain the records, or to render a decision if a record is not subject to release.

The Department is not required to create a record that does not already exist.

According to the Iowa Public Information Board (IPIB), "there is nothing in Iowa Code chapter 22 that mandates a governmental body to create a record that does not otherwise exist."  IPIB Advisory Opinion 15AO:0004 (2015). The Department is not required to create new records or to conduct research, analyze data or answer questions when responding to open records requests.

Response Time

The Department will respond to your request during a set timeframe.

After submitting an open records request using the Google form at the bottom of this page, you will automatically receive a copy of your request. This email will come from the Google web domain. If you do not receive it, check your spam folder. You will also receive a separate,  automatic email from the iowa.gov domain acknowledging receipt of your request.

In most cases, staff will confirm the request within five business days. Staff will attempt to fulfill records requests promptly; however, the timing of the release of records will depend on factors such as the scope of the request, the nature of the records requested and the availability of staff involved in fulfilling the request.

If you disagree with the Department’s decision about your request, or would like more information about submitting an open records request, please contact the Iowa Public Information Board at 515-393-8339 or IPIB@iowa.gov.

Submit a Request

Use this form to make an open records request. Be as detailed as possible.

Fill out form.