Shippensburg University Security Procedures for the Office of Disability Services
Employees
Professional and student employees are verbally informed 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. Graduate Assistants, interns and undergraduate student employees sign a statement indicating that they have been informed of the confidential nature of the functions of the office (copy attached).
Office Management
Student files are kept in locking file cabinets. A graduate assistant is assigned to assist the director with Accommodation Notification Forms to faculty and others who have a need to know. The graduate assistant 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. Undergraduate student workers do not have access to the files.
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 destroyed. 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.
Phone Contact:
When inquires are received regarding accommodations, calls are referred to the director. Undergraduate student employees do not answer the phone.
Computer Access:
Employees, the graduate assistants and interns have access to student information. Undergraduate student employees have limited access to the student information.
