Information for Students
Policy on Confidentiality and Release of Records
Disability Services (DS) at UTSA strives to treat all personal information with the strictest confidentiality. We respect the privacy of individuals and will err in favor of confidentiality whenever possible. It is the policy of the office to hold confidential all communications, observations, and information made by and/or between students, faculty, and staff whenever possible.
However, information that DS keeps about students are considered educational records and are governed by the Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99). FERPA is a Federal law that protects the privacy of student's education records. As a result, DS may release information to University officials on a "need to know" basis. The need to know must be based on compelling and legitimate educational reasons for the information disclosure. Generally speaking, faculty and staff do not need to know the student's diagnosis. University officials merely need to know that DS verified the disability and the student's right to reasonable accommodations. Likewise, faculty and staff (outside DS) do not have direct access to student files. An “Authorization for Release of Information” form shall be obtained from the student (with their consent) to release confidential information to persons or entities outside of the University. This includes parents, family members, and significant others.
In some instances, ethical guidelines may require us to release confidential information without your consent: (1) when there is imminent (immediate) danger to yourself or others; (2) when we learn that a child, disabled adult, or elderly adult has been abused or neglected; (3) when we are ordered to release information to a court of law; (4) when you disclose that an individual with whom you received counseling in the State of Texas has behaved in a sexually inappropriate manner towards you (your identity may remain anonymous); and (5) in some cases (but not all), if you are a minor (under 18), your parents or legal guardian must give consent and may access your records.
Please note that all DS staff members (students and professionals) are required to abide by this confidentiality policy and any breach of this policy will result in immediate disciplinary action with the employee.
Release of Records
To request a copy of all or part of your disability record from Disability Services at UTSA, please following the procedures outlines below:
Send a written request to Disability Services (see student record request form).
Include the following information in your written request: Your name, Banner ID number, date of birth and contact information
Specifically state whether you want Entire DS file Part of DS file (i.e. assessments, accommodations letters)
Student service records covered by Family Educational Rights and Privacy Act (FERPA) are made available to you within 30 days of the written request (Note: records for students with disabilities are maintained in the DS office until 5 years after the last semester of enrollment).
If you have questions regarding this policy, please contact Disability Services at 210-458-4157 or visit our website at www.utsa.edu/disability for more information.
By Mail:
Disability Services at UTSA
One UTSA Circle
San Antonio, Texas 78249-0690
By Electronic Mail:
disability.services@utsa.edu
By Fax:
(210) 458-4980
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