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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 Disability Services. Records for students with disabilities are maintained in Student Disability Services until seven 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 Disability Services complies with this act as outlined in the UNG Student Handbook.

  • Student Disability Services (SDS) 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 SDS 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 SDS 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 SDS staff member.
  • Electronic records are kept on a secure server to which access is only granted to SDS 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 SDS 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 Disability Services and secured in locked cabinets with limited key access. Student files can be accessed only by SDS staff members.

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