DSS will maintain appropriate confidential records that identify students with disabilities. These records shall include the student’s name, address, social security number, nature of disability, support services needed, and verifying statement of the coordinator or designee of services to student with disabilities, and documentation provided by the student.
All DSS student records, including student medical records shall be considered “education records” protected by the Family Educational Rights and Privacy Act of 1974 (FERPA) and its regulations. Although certain medical records are exempt from FERPA’s definition of “education records,” that exemption does not apply to students with disabilities. Accordingly, confidential records will be protected in accordance with FERPA regulations with the purpose of providing appropriate academic accommodation or adaptation of curricula.
DSS will not release any information regarding an individual’s diagnosis documentation, or participation in DSS without his or her informed written consent or under compulsion of legal process. Information will be released only on a “need to know” basis, except where otherwise required by law. Furthermore, to safeguard the confidentiality of individuals with psychiatric disabilities, evaluators may withhold or redact any portion of the documentation that is not directly relevant to criteria for establishing rationale for requested appropriate accommodations. Information about the student may be released with the student’s informed written consent in accordance with FERPA or other applicable legislation.
Storage of all student records shall be secured in a locked filing cabinets or filing cabinets behind two lockable doors.