Confidentiality and Release of Information
The office of Student Disability Services is committed to ensuring that all information regarding a student is maintained as confidential as required or permitted by law. Any information collected is used for the benefit of the student. This information may include test data, grades, biographical history, disability information, performance reviews, and case notes.
Guidelines about such information include the following:
- No one has immediate access to student files at Student Disability Services except staff from Student Disability Services. Any information regarding disability gained from medical examinations or appropriate post-admissions/hiring inquiry shall be considered confidential and shall be shared with others within the institution on a need-to-know basis only. Disability-related information is to be treated as medical information is treated. (Faculty and staff do not have a right or a need to access diagnostic or other information regarding a student's disability; they only need to know what accommodations are necessary or appropriate to meet the student's disability-related needs.) If a student has requested an accommodation, the student will be informed as to what information is being provided to the faculty or staff regarding the request. To protect confidentiality by assuring limited access, all disability-related information for students must be filed with Student Disability Services.
- A separate confidential file is established which contains documentation of a disability and any on-going changes in the student's condition. These files are kept in a separate, locked cabinet accessible to the Coordinator of Student Disability Services.
- Records will be kept for seven years after the date of graduation or the year the student was expected to graduate.
- Information in files will not be released except in accordance with federal and state laws, which require release in the following circumstances if a student:
- states s/he intends to harm him/herself or another person(s);
- reports or describes any physical abuse, neglect, or sexual abuse of children or vulnerable adults within the last three years (this includes the occurrence of abuse or neglect to the student if he or she was under age eighteen at the time of the abuse);
- reports the use of an illegal drug for non-medical purpose during pregnancy; or
- reports or describes sexual exploitation by counseling or healthcare professionals.
- A student's file may be released pursuant to a court order or subpoena.
- A student may give written authorization for the release of information when she or he wishes to share it with others. Before giving such authorization, the student should understand the information being released, the purpose of the release, and to whom the information is being released. Information will not be released without consent unless required by federal or state law.
- Student Disability Services may charge a reasonable fee for costs incurred in connection with the copying of information.
- Student Disability Services will retain a copy of all information provided. If a student wishes to have a record expunged, he or she must make a written request to the coordinator who will decide whether it is necessary for the office to retain the record.
- A student has the right to review his or her own file.
