Documentation and Confidentiality
Documentation and Confidentiality
Students requesting disability services should be prepared to present documentation that establishes eligibility for services and supports requests for specific accommodations as soon as possible.
Documentation should:
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be prepared by a qualified professional in the appropriate field of concern, who is not a family member of the student
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be typed, signed and on official letterhead
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identify a diagnosis
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describe the current academic, emotional or health function, as appropriate
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describe the functional limitations
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include suggested educational recommendations justified by assessments
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be supported by complete relevant educational, developmental and medical histories
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include the names and scores of testing assessments used to make specific determinations.
Refer to documentation guidelines in Housing Accommodations section for additional information.
Records supporting the use of services in high schools or other institutions are helpful in assisting DRS staff, although reports such as IEPs, SOPs and letters from disability service providers at other colleges are not, in themselves, considered sufficient to meet this documentation request. DRS professional staff reserves the right to request additional information to determine appropriate services or eligibility, if necessary. We encourage students to reference the Educational Testing Services website at http://ets.org/disability/index.html for general indications of documentation guidelines required at most postsecondary institutions and for standardized testing agencies.
Documentation is maintained in a secure file at DRS. Documentation is not shared with others, although if requested, general information about the student’s accommodations may be discussed on a need-to-know basis with faculty or administrative professionals. DRS staff is committed to maintaining utmost discretion in matters involving students’ disabilities and related matters. Pertinent information related to records may be shared with University personnel only when deemed necessary and appropriate to facilitate the student’s access to programs and services. Requests to share information with persons acting in roles external to the University will be considered only with prior written approval by the student. Files are usually maintained for six years beyond a student’s last registration, after which they are destroyed.