Shippensburg University Security Procedures for the Office of Disability Services
Professional and student employees are informed verbally and in writing that matters pertaining to the functions of the Office of Disability Services are “Confidential” and that the violation of confidentiality can result in termination of their employment. This includes documentation supporting a student's need for “reasonable” accommodations. Interns and student employees sign a standard confidentiality statement indicating that they have been informed of the confidential nature of the functions of the office. The standard form is used.
Student files are kept in locking file cabinets. A student employee is assigned by the director to assist the director with Accommodation Notification Forms to faculty and others who have a need to know. This student employee has unlimited access to the files. Graduate interns from the Counseling Department perform follow up, monitoring and one-on-one contact with select students. The intern has limited access to the files. Other undergraduate student workers do not have access to the files. Files in use by the director are kept face down on the desk when not in use. All files are returned at the end of the day to a locked file cabinet.
The files are maintained for the sole purpose of meeting the “reasonable” accommodation needs of the students who have registered with the office. After five years the files are shredded. The information does not become a part of the student's official university file. The student receiving services has the right to review and/or close their file at anytime.
The door to the director's office is closed during phone calls where confidential information is discussed. Students are asked to identify themselves by SUID numbers and/or birthdates. If parents contact the office, the student's file is pulled to verify a Release of Information Form has been signed by the student. If permission has been granted, callers must provide multiple and varied information.
Employees, the graduate assistants and interns have access to student information. Undergraduate student employees have limited access to the student information.
Files on employees registered with the ODS are kept separate from student files and are located in a locked desk drawer in the director's desk. Student employees and interns do not have access to any employee file. Files in use by the director are kept face down on the desk. Files are returned immediately to the locked desk drawer when not in use.