Confidentiality and Release of Information

Student Disability Resources (SDR) is committed to ensuring that all information regarding a student is maintained confidentially as required or permitted by law. Any information collected is used for the benefit of the student. This information may include psycho-educational testing, grades, biographical history, disability information, and case notes.

Procedures for handling student information have been adopted by Student Disability Resources and are rigorously followed by the staff. Students are informed of their confidentiality rights during their first meeting with a disability specialist.

Polices / Procedures

• Student information obtained by Penn State shall only be shared with others within the institution on a need-to-know basis.
  • Only the disability service staff has immediate access to student files and records.
  • University faculty and staff do not have a right or a need to access diagnostic or other information regarding a student's disability
  • University faculty and staff only need to know what academic accommodations, auxiliary aids, and/or services are necessary or appropriate to meet the student's disability-related needs.
  • If a student has requested an academic adjustment, auxiliary aid, and/or service, 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 within the disability services office at every Penn State campus.
• Information in files will not be released except in accordance with federal and state laws, which requires release in the following circumstances. If a student:
  • States that 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 18 at the time of the abuse).
  • Reports the use of an illegal drug for non-medical purpose during pregnancy.
  • 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 they wish to share it with others.
  • Before giving such authorization, the student should
    • understand the information being released
    • the purpose of the release
    • to whom the information is being released
  • Information will not be released without consent unless federal or state law requires it.
• Student Disability Resources will not release information to a student, outside agency, parent, etc. that was obtained directly from a third party (e.g., if documentation, records or information regarding a student is obtained directly from a physician, the information will not be released).
  • The student, outside agency, parent, etc. will need to obtain the documentation, records or information directly from the third party who originally supplied the information.
• Student Disability Resources may charge a reasonable fee for costs incurred in connection with the copying of information.

What appears below is an alternate approach to providing the information shown above.

What is kept confidential

All information provided to Student Disability Resources is kept confidential among disability services staff at all campuses. This includes but is not limited to:

• Case notes about interactions with the student
• Diagnosis information
• Documentation to support reasonable accommodations

What is shared faculty/staff

Information is shared on an as-needed basis to meet the student's disability-related needs. This information includes but is not limited to:

• Academic accommodations
• Auxiliary aids
• Services

Legal requirements/restrictions

A student's file may be released...

• pursuant to a court order or subpoena.
• in accordance with federal and state laws, which requires release if a student:
  • States that 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 18 at the time of the abuse).
  • Reports the use of an illegal drug for non-medical purpose during pregnancy.
  • Reports or describes sexual exploitation by counseling or healthcare professionals.

Releasing to the student

Student Disability Resources will not release information to a student, outside agency, parent, etc. that was obtained directly from a third party (e.g., if documentation, records or information regarding a student is obtained directly from a physician, the information will not be released).

The student, outside agency, parent, etc. will need to obtain the documentation, records or information directly from the third party who originally supplied the information.

Authorizing release

A student may give written authorization for the release of information when they wish to share it with others. Before giving such authorization, the student should:

• understand the information being released
• the purpose of the release
• to whom the information is being released

Information will not be released without consent unless federal or state law requires it.

Student Disability Resources may charge a reasonable fee for costs incurred in connection with the copying of information.