Service of Process Guidelines

Service of Legal Papers

Please ensure that legal papers are directed to the correct entity and address to avoid a delay in processing.

Subpoenas

It is the policy of NYU to respond only to valid subpoenas served in accordance with applicable law. NYU will accept service of subpoena via email only if the subpoenaing party has received prior consent to do so by a member of the NYU Office of General Counsel (“OGC”) AND receives an email from OGC confirming receipt of the subpoena. Subpoenaing parties may email ogcrecordsrequest@nyu.edu in connection with such a request. Automated email responses do not constitute receipt of the subpoena.

In addition, the following policies apply to specific requests:

a. College of Dentistry

Subpoenas for medical records of patients treated at the NYU College of Dentistry should be served on the Office of General Counsel at 70 Washington Square South, New York, NY 10012. The subpoena must be accompanied by a valid HIPAA authorization. Because patients’ medical records are maintained by the NYU College of Dentistry, please be sure to list them as the health provider on the HIPAA form.

b. Employment Records

Employment records will not be disclosed without a valid subpoena served in accordance with applicable law. A release signed by the employee is insufficient.

c. Student Education Records

Subpoenas for student education records (with the exception of students at the NYU Grossman School of Medicine, see above) should be served on the NYU Office of General Counsel at 70 Washington Square South, New York, NY 10012. Please be specific as to what type of education records are sought; requests for “all records” are not sufficiently specific.

Note that the Family Educational Rights and Privacy Act (“FERPA”) generally requires that New York University notify the student of the subpoena and provide a reasonable opportunity for the student to object to the disclosure. See 34 CFR § 99.31(a)(9)(ii).

Students may obtain their own education records in accordance with the University’s FERPA policy.

d. Student Medical Records

Subpoenas for student medical records (with the exception of students at the NYU Grossman School of Medicine, see above) should be served in person on the NYU Office of General Counsel at 70 Washington Square South, New York, NY 10012. The subpoena must be accompanied by a valid HIPAA authorization. Because students’ medical records are maintained by the NYU Student Health Center, please be sure to list them as the health provider on the HIPAA form.

Students may obtain their own medical records with proper authorization forms available at the Student Health Center website. If you have questions about the authorization forms, please call NYU’s Health Information Management Services at (212) 443-1272 or email health.hims@nyu.edu.

e. Video Surveillance

NYU’s Department of Campus Safety generally overwrites all video surveillance footage every thirty days. It is therefore recommended that, prior to issuing a subpoena for surveillance footage maintained by NYU’s Department of Campus Safety, you email ogcrecordsrequest@nyu.edu to ensure that the footage for the timeframe you are requesting is available and, if so, that it is preserved as a courtesy pending service. Surveillance footage is typically transmitted via NYU Box, a cloud-based data storage system, from which records can be downloaded.