Confidentiality / Records
Confidentiality
It is the responsibility of SAS to maintain confidentiality of the evaluation and will not release any part of the documentation without the student’s informed consent or under compulsion of legal process. SAS staff may discuss a student’s accommodations with appropriate University employees, such as faculty members, who have an educational “need to know.”
Student Records
A student’s disability record will remain at SAS for two years after the last semester services were provided by SAS.
Hard copies of records are then transferred to UTRGV Records Information Management to be stored for an additional five years. Upon completion of these seven (in total) years, the student’s record will be shredded according to UTRGV Records Information Management policies and procedures.
Requesting Your Record
To request a copy of your accommodation letter from Student Accessibility Services, please send a written request to SAS at ability@utrgv.edu. On the subject line, please enter Requesting SAS Record. Accommodation letters dated within the previous two academic years can be requested.
Include the following information in your written request:
- Your name, student ID number, date of birth and phone number
- Specifically state the semester / term of the accommodation letter being requesting
- Indicate preference for mode of delivery(e.g. in person at SAS office or electronic)
A student’s accommodation letter(s) is made available within 15 calendar days of receipt of a written request. SAS will provide printed copies of student accommodation letters directly to the student at the SAS office or a letter will be sent electronically only to an active UTRGV student email account.
SAS will contact the student when the requested document is ready for pick up. If not picked up within 30 days from the date of the request, the record will be destroyed/shredded.
Regarding requests for documentation submitted to SAS to support accommodation requests, please make this request through your original source of evaluation such as a medical professional, psychologist or therapist, high school special education department, etc.
Students requesting a copy of their entire file are required to put their request in writing (per UTRGV Handbook of Operating Policies) to publicinformation@utrgv.edu.