Confidentiality and Student Records
The University recognizes that disability-related information is confidential and is committed to protecting the privacy of students who engage with the Office of Access and Disability Services (ADS). Information regarding a student’s disability, accommodation requests, supporting documentation, and related communications is maintained in accordance with applicable federal and state laws, including the Family Educational Rights and Privacy Act (FERPA).
Disability-related records maintained by ADS are treated as confidential educational records and are not part of a student’s general academic file.
Limited Disclosure of Information
The University may share information regarding approved accommodations with university officials who have a legitimate educational interest in the information for purposes of implementing accommodations or supporting student access.
In most circumstances, ADS communicates approved accommodations to faculty members through accommodation notification letters and does not disclose a student’s diagnosis or specific medical information unless:
the student provides written authorization;
disclosure is permitted or required by law; or
there is a legitimate health or safety concern requiring disclosure.
Students are not required to disclose the nature of their disability directly to instructors in order to receive approved accommodations.
Student Responsibility for Communication
Students are responsible for engaging in the accommodation process and communicating with ADS regarding accommodation needs, concerns, or changes in circumstances.
While ADS facilitates the implementation of approved accommodations, students are encouraged to communicate proactively with instructors regarding the logistics and timing of accommodations, particularly in situations involving testing, field experiences, clinical placements, internships, or other course-related activities.
Requests for Release of Information
Students may request copies of records maintained by the Office of Access and Disability Services (ADS), including accommodation determination letters, accommodation notifications, correspondence, and other records created or maintained by the University in connection with the accommodation process.
Documentation submitted to ADS by healthcare providers, evaluators, psychologists, physicians, or other third parties remains the property of the originating provider. While ADS may maintain copies of such documentation as part of the student's accommodation record, ADS does not release or redistribute third-party medical, psychological, or diagnostic records. Students seeking copies of these records should contact the originating healthcare provider or evaluator directly.
Requests for access to student records maintained by ADS should be submitted to the Office of Access and Disability Services by email at access@stthom.edu.
Record Retention
Disability-related records are maintained in accordance with University record retention practices and applicable legal requirements. The University reserves the right to retain, archive, or securely dispose of records in accordance with institutional policy and applicable law.