FAQ: Uniform Guidelines for Preparation of Hearing Exhibits

To aid attorneys and unrepresented parties in the preparation of exhibits for consideration in hearings, the Iowa Division of Workers' Compensation (DWC) developed the Uniform Guidelines for Preparation of Hearing Exhibits

To view a PDF version of the Guidelines , click here.

This webpage contains answers to frequently asked questions (FAQ) about the Guidelines.

FAQ

To view the answer to a question, click on the corresponding link to the question below.

How do you organize treatment records?

Treatment records shall be organized by provider.

Each provider's records shall be chronological.

Providers shall be organized in chronological order.

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what do you do if authentication of a treatment record is in dispute? 

Medical treatment records, before and after the alleged injury, are not to be offered separately by each party unless authentication of a record is in dispute. All such treatment records shall be contained in a separate joint exhibit.

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 May you include X-rays or other imaging films as exhibits? 

No X-rays or other imaging films are allowed absent a showing that such will be helpful to the deputy in addressing the disputed issues and such films do not require expert medical interpretation.

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How do you offer medical and vocational opinion reports? 

Medical and vocational opinion reports may be offered separately by the parties.

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 Is a table of contents required?

Any party submitting exhibits, including joint exhibits, shall include a table of contents.

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 How do you label exhibits?

Claimant

The claimant shall identify his or her exhibits numerically (e.g., 1, 2, 3, 4, etc.)

Defendant(s)

The defendant(s) shall identify their exhibits alphabetically (e.g., A, B, C, D, etc.)

Second Injury Fund

The Second Injury Fund shall use double alphabetical references (e.g., AA, BB, CC, DD, etc.)

Joint

Joint exhibits shall be identified numerically, preceded by the letters “JE” (e.g., JE1-1, JE1-2, JE2-3, JE2-4, etc.).

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How do you number the pages of exhibits?

Each page of every exhibit shall be numbered with Exhibit Letter or Number and the page number (e.g., the bottom right hand corner of each page will include A-1, A-2, B-3, B-4, etc.).

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Can you highlight exhibits?

Highlighting is permitted, but not required.

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How do you submit handwritten evidence? 

Any handwritten evidence shall be legible or shall contain a typewritten translation initialed by the original author of the handwritten evidence.

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May you submit duplicates of documents? 

No duplicates should be included.

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 How do you submit audio or video evidence?

Any audio or video files shall use MP3 or MP4 format and should be submitted with a virus-scanned USB drive or DVD.  A USB drive is preferred.  

If audio or visual evidence (e.g. video, DVD, CD, etc.) is included in the evidence presentation at hearing, the party referencing the materials shall provide the equipment necessary for its presentation.

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What are the page limits for exhibits?

Page limits for exhibits will be enforced and are as follows:

  • 50 pages per party for individual exhibits; and
  • 100 additional pages for joint exhibits.

The requesting party’s hearing time will be used to determine the relevancy of proposed exhibits that exceed these limits.

The submission of extensive medical treatment records may not be allowed when only the extent of permanent disability is in dispute. A deputy in his or her discretion may allow a party, or parties, to exceed the above-stated page limits upon a showing of good cause.

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Must you bring paper copies of exhibits to the hearing?

In addition to the electronic submission of proposed exhibits pursuant to Iowa Administrative Code rule 876—4.19(3)(d), paper copies of all proposed exhibits shall be provided to the deputy at the start of the hearing.

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What do you have an issue or question relating to the Guidelines?

If questions or issues relating to the Guidelines arise, email the presiding deputy, with counsel for and representatives of all opposing parties cc'd. Exceptions to the Guidelines may be granted on a case-by-base basis. Emailing the presiding deputy allows the deputy to consider your issue and, if appropriate, conduct a status conference to determine if an exception is warranted.

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Who must file the Shorthand Reporter Identification form and when?

Within seven days after the hearing, a completed Shorthand Reporter Identification Form shall be filed by defendant(s) unless otherwise ordered by the presiding deputy.

This filing shall contain the name, firm name, email address, business address, and telephone number of the certified shorthand reporter present at the hearing. To view, download, and complete the Shorthand Reporter Identification form, click here.

Failure to file the completed Shorthand Reporter Identification Form within seven days after the hearing will result in revocation of the responsible party’s e-filing capabilities in the case.

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