CONFIDENTIALITY AND RELEASE OF INFORMATION
The Office of 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
students. This information may include test
data, grades, biographical history, disability
information, performance reviews and case notes.
Guidelines about the treatment of such
information have been adopted by the Office of
Disability Services and are rigorously followed
and shared with students. These guidelines
incorporate state and federal regulations,
guidelines established by professional
associations, and relevant aspects of the Board
of Regents’ policies found in Access to Student
Information and Standards and Procedures:
Relation to the Use of Human Subjects in
Research.
No one has immediate access to student files at
the Office for Disability Services except staff
from the Office for Disability. 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.
For example, University 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 must be filed
with the Office for Disability Services.
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 they intend to harm themselves 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 health care 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 it is required by federal or state law. The Office of Disability Services may charge a reasonable fee for costs incurred in connection with the copying of information. The Office of 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 Director for the Office for Disability Services and he/she will decide whether it is necessary for the office to retain the record.