Confidentiality

University employees have an obligation to maintain confidentiality regarding a student's disability.  To that end, the OAE will provide information to University staff and faculty only when necessary in evaluating and/or facilitating accommodations, auxiliary aids and/or services.  Except where permitted by applicable law, disability information will not be shared with non-Stanford employees with the student's express written permission.  The standard release form for this purpose is available at the OAE.

As a general rule, faculty and staff do not have a right to access diagnostic or related information regarding a student’s disability or know what the disability is. University officials merely need to know that the OAE has verified the disability and the student’s right to appropriate accommodations to meet their disability- related needs.

Storage and Retention of Records

• Disability-related material for students at Stanford University is housed in the OAE.  Such information is kept in separate files for each student and housed in secure, locked storage.  Because certain accommodations may be facilitated by individual graduate schools and departments, the appropriate faculty and/or staff from those schools and departments may also need to maintain some records.
• The policy for record retention is to maintain the hard copy files for a long enough period that students who return to graduate school still have records on file.  This policy is that the full, inactive record is retained intact for seven years after the student separates from the University.  Disposition of the records is by shredding.
• Both active and inactive students’ names, type(s) of disability, and dates of contact with the OAE are maintained in a secure database.  This enables the staff to verify that while attending Stanford, the student in question received academic or other accommodations.