Yes, employees are generally entitled to view and obtain copies of their own personnel file. Please contact your supervisor or Human Resources at (801) 581-2169. For employees of University of Utah Hospitals and Clinics, please contact Human Resources at (801) 581-6500, located at: 515 East 100 South 7^th Floor, SLC, UT 84102.

University records are presumed to be "public" unless the University determines the records can be classified under GRAMA as "private," "protected," or "controlled."

Common examples of non-public information include:

• Information relating to an individual such as health information, private financial information, academic records, and certain employee information (e.g. home contact information, performance evaluations, social security number, and payroll deductions);
• Records relating to ongoing investigations, litigation, disciplinary actions, and procurement proceedings;
• Trade secrets, patents, copyrighted material, and other proprietary information of the University or provided to the University by a third-party that has claimed that such records are confidential; and
• Unpublished lecture notes, manuscripts, research data and information, as well as creative works in process and scholarly correspondence.

Further, records may be non-public because of other federal or state laws such as FERPA (a federal law governing student records) or HIPAA (a federal law governing health information). GRAMA generally defers to such laws.

 

 

 

Verify the officer's identification and attempt to determine exactly what records or information the officer is seeking. Contact University of Utah Health Risk Management at 801-581-2031 and/or the Information Privacy Office at 801-587-9241. If the officer has a warrant or a release signed by the patient or patient representative, ask the officer to wait until you can have the document(s) reviewed by University of Utah Health Risk Management, the Information Privacy Office, or the Office of General Counsel. If the officer refuses to wait, accompany the officer and document all material that is accessed or removed. If you work within University of Utah Health and the matter is an off-hours emergency, you can contact the hospital administrator who is on call.

The only authorized agent for service of legal process (such as a summons and complaint) for the University and the University of Utah Hospitals and Clinics (UUHC) is the President of the University. No one else should accept service on behalf of the University or UUHC.

If you have been named individually in a lawsuit as a defendant, you can accept service on your own behalf. If such a lawsuit involves the University or UUHC in any way, please transmit a copy of the document(s) to the Office of General Counsel immediately.

University Archives and Records Management (801-581-8242) can assist with general questions about record keeping. Routine University retention and destruction practices should be followed unless a litigation hold applies to the records in question. For questions regarding retention of medical records, please call the Health Information Management within University of Utah Hospitals and Clinics. If a litigation hold is in place, you will be notified of the hold and receive instructions from the Office of General Counsel.

Employees or University operating units can request training on GRAMA by contacting terra.rossland@utah.edu or 801-585-9188. In your request, please include any specific areas you are seeking training in.

Subpoenas seeking access to medical records of University of Utah Health patients should be forwarded to Health Information Management, located within University Hospital. All other subpoenas should be forwarded to the Office of General Counsel. Subpoenas impose deadlines for compliance and so it is important to get subpoenas to the appropriate University office as soon as possible.