Confidentiality and Student Records

Confidentiality and Release of Information

The Americans with Disabilities Act and Section 504 of the Rehabilitation Act are very clear in declaring that disability related information is to be treated as strictly confidential. These laws stipulate that documentation of one’s disability should be held separate from that person’s other records by a single source within the institution in order to protect the confidentiality of persons with disabilities by assuring limited access.

The Office of Disability Services (ODS) is committed to ensuring that all information regarding a student is confidential as required or permitted by law. Guidelines that concern 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 relevant state and federal regulations, and relevant aspects of the Board of Regents’ policies.

The following guidelines regarding confidentiality apply:

• No one has immediate access to student files at the Office of Disability Services except the coordinator. Any information regarding a student with a disability gained from medical examinations or appropriate post-admissions shall be considered confidential and shall be shared with persons in the university on a need-to-know basis. 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.

• A student may give written authorization for the release of information when he or she 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 state or federal law requires it. (Authorization for Release of Information Form)

• 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 coordinator of Disability Services, who will decide whether it is necessary for the Office of Disability Services to retain the record.

It is the policy of the Office of Disability Services to archive records in a secure manner for 7 years.  After 7 years, the files are destroyed.

Authorization for Release of Information.doc