Confidentiality & Release of Information Policy

The DRC at BCC is committed to ensuring that all information regarding a student is maintained as confidential as required, or permitted, by law.  Any information collected is used for the benefit of the students.  This information may include:
• Test data
• Grades
• Biographical history
• Disability information, and
• Case notes

The following four guidelines concerning the treatment of such information have been adopted by the DRC, and are rigorously followed and shared with students.  They incorporate applicable state and federal regulations, as well as guidelines established by relevant professional associations.

1. Need-To-Know

No one has immediate access to student files in the DRC, except staff from the DRC.  Any disability-related documentation will be considered confidential and will only be shared with others within the institution on a need-to-know basis.  Disability-related information will be treated like medical information.  Examples include the following:

  1. College faculty and staff do not have a legal right to disability-related documentation.  They only need to know that the documentation has been appropriately verified by the individual (or office) assigned this responsibility on behalf of the institution (i.e., DRC).
  2. Administrators may have a need to collect data concerning the number of students being served, the nature of their disabilities, and what type of accommodations are recommended.  However, under typical circumstances, this data is for the purpose of statistical or survey reporting and administrators do not have a need for information about who those students are.

2. Required Release

Information in files will not be released, except in accordance with federal and state laws that require release in the following circumstances:
1.  If the student states they intend to harm themselves or another person(s), or
2.  If the student reports or describes any physical abuse, neglect, or sexual abuse of children or vulnerable adults, or
3.  If the college is issued a court order or subpoena, and/or
4.  If the student files a grievance with the college

3. Written Authorization

A student may give written authorization for the release of information when they wish to share it with others.  Before giving such authorization, the student should understand:
1.  The information being released,
2.  The purpose of the release, and,
3.  To whom the information is being released.
Information will not be released without consent, unless it is required by federal or state law.

4. Right to Review Own File

A student has the right to review their own file.