G16.2.1 Distribution of Reports and Records
Chapter: Chapter 16 – Records and Information Management
Sub-Chapter: 16.2 - Reports and Records Distribution
Effective Date: 02/15/2024
Revised Date: 09/24/2024
Rescinds: G16.2.1 – 2/15/2024
Purpose
To describe the procedures the Indiana University Police Department (IUPD) will follow when distributing reports and records.
General Order
The IUPD recognizes other departments, agencies, companies, and individuals rely on the IUPD’s records for a variety of reasons. The IUPD is committed to distribute reports and records in accordance with applicable laws and university policy.
Distribution to other Indiana University departments (16.2.1 a)
In accordance with G13.2.6 Referral to Campus Disciplinary Systems, the Clery compliance coordinators at each IUPD division have the authority to distribute certain IUPD case reports to the appropriate university office for official use. Reports may be distributed in person or through the Indiana University approved secure electronic document sharing system. Reports should not be sent via email.
The superintendent for public safety and the deputy superintendents may distribute or authorize the distribution of any IUPD report or record to any university department as needed for official use through any appropriate method.
Distribution to outside law enforcement agencies (16.2.1 b)
Requests for IUPD case reports from outside law enforcement agencies for official use may be granted at the discretion of the superintendent for public safety, a deputy superintendent, division chief of police, or investigations unit supervisors.
IUPD case reports may be provided to the prosecutor’s office when an arrest was made or criminal charges are or may be filed.
Distribution to insurance companies and the public (16.2.1 c, d)
Any distribution of IUPD’s reports or records to the public, including to students or parents, or insurance companies will follow the procedures described in G16.2.4 Public Records Requests.
Distribution to agencies and companies conducting background investigations (16.2.1 e)
The IUPD will cooperate with requests for information from agencies or companies conducting background investigations if made in writing on agency or company letterhead and includes a signed release from the subject of the investigation which adequately releases IUPD/Indiana University from liability in relation to the distribution/disclosure of requested records. Authorized personnel will receive and respond to the request.
Any request for personnel files of current or former IUPD employees will be processed by the IUPD’s business operations manager. Any request for internal investigation records will be processed by the major responsible for internal affairs. The IUPD’s business operations manager or the major responsible for internal affairs will coordinate with the Office of the Vice President and General Counsel (OVPGC) and Indiana University Human Resources (IUHR). The OVPGC and/or IUHR will consult with IUPD to determine which records will be distributed in accordance with any applicable federal or state law.
Criminal Justice Information (CJI)
Records created and maintained by the IUPD that contain CJI will not be distributed to any non-law enforcement agency unless the CJI in that record has been redacted. Fields that need to be redacted include:
- driver’s license or identification card number,
- date of birth,
- social security number,
- residential addresses,
- vehicle identification numbers,
- registered vehicle owner, and
- photos obtained from BMV records.
Related Information
Indiana Code
- 36-8-2-2 Police and law enforcement system; hiring procedures
Indiana University
- VPSS-05 Student Rights Under FERPA and Release of Student Information
Indiana University Police Department
- G13.2.6 Referral to Campus Disciplinary Systems
- G16.2.4 Public Records Requests