Section Three - Student Records Security and Confidentiality
Student files are confidential to the extent allowed by law and are kept in a secured location in Student Accessibility Services. Records for students with disabilities are maintained in Student Accessibility Services until five years after last contact. The university maintains a secure computer database that allows for the monitoring of academic progress.
The Family Educational Rights and Privacy Act of 1974 protects the privacy of educational records, establishes the rights of students to inspect and review their educational records, and provides guidelines for the correction of inaccurate or misleading data. Student Accessibility Services complies with this act as outlined in the UNG Student Handbook.
Student Accessibility Services (SAS) insures that all information obtained from students or other sources is considered confidential. Information regarding a student's disability cannot be shared without prior written permission.
Disability-related documents created by SAS will not be released to an outside third party without the written consent of the student.
Disability-related documents obtained from a third party (i.e. medical records, diagnostic reports) will be released only to the student.
Disclosure of disability-related information to university officials is limited to situations in which SAS staff has determined that there is a legitimate “need to know”. In this context, “need to know” could be defined as “needing to have knowledge in order to be prepared to take specific action.” (If the individual would not do anything differently as a result of knowing the information pertaining to disability, then it would probably be inappropriate to share the information.)
Neither disability nor the use of accommodations is noted on a student’s transcripts.
Students have the right to review the contents of their files with an SAS staff member.
Electronic records are kept on a secure server to which access is only granted to SAS staff.
Neither the identity of students with disabilities, nor information about them, is to be disclosed to callers unless it can be determined that the student has given a release to speak to that specific caller. No confirmation that SAS is providing services for the student can be given without a signed release form. If time is needed to check releases or to speak with the student, a message can be taken.
Staff will not disclose the name of students in the subject line of emails. When electronic communication is used for test scheduling and other routine student-related tasks, no details of disability are revealed. Faculty and staff are encouraged to used phone or face- to-face communication to discuss sensitive information.
All confidential disability-related information is housed at Student Accessibility Services and secured in locked cabinets with limited key access. Student files can be accessed only by SAS staff members.