Confidentiality and Release of Information
UReturn - Employee Services is committed to ensuring that all information
regarding employees is maintained as confidential as required or permitted
by law. Any information collected is used for the benefit of the individual.
This information may include biographical history, medical information,
performance reviews, and case notes.
Guidelines about the treatment of such information have been adopted
by UReturn - Employee Services and are rigorously followed and shared with employees. These
guidelines incorporate relevant state and federal regulations and guidelines
established by relevant professional associations.
1. No one has immediate access to employee files at UReturn except
staff from Disability Services. Any information regarding disability
or medical condition gained from medical examinations or appropriate
hiring inquiry shall be considered confidential and shall be shared
with others within the institution on a need-to-know basis only. Disability-related
information is to be treated as medical information is treated. For
example, University departments and supervisors do not have a right
to access diagnostic or other information regarding the medical
condition of an employee, they only need to know what accommodations
are necessary or appropriate to meet the individual's medical needs.
If an employee has requested an accommodation, the individual will be
informed as to what information is being provided to the department
or supervisor regarding the request. To protect confidentiality by assuring
limited access, all disability-related and medical information must
be filed with UReturn - Employee Services.
2. Information in files will not be released except in accordance with
federal and state laws, which require release in the following circumstances
if an employee:
a. states they intend to harm themselves or another person(s);
b. reports or describes any physical abuse, neglect, or sexual abuse
of children or vulnerable adults within the last three years (this
includes the occurrence of abuse or neglect to the employee if he
or she was under age eighteen at the time of the abuse);
c. reports the use of an illegal drug for nonmedical purpose during
pregnancy; or
d. reports or describes sexual exploitation by counseling or healthcare
professionals.
3. An employee's file may be released pursuant to a court order or
subpoena.
4. An employee may give written authorization for the release of information
when she or he wishes to share it with others. Before giving such authorization,
the individual should understand the information being released, the
purpose of the release, and to whom the information is being released.
Information will not be given without consent unless it is required
by federal or state law.
5. UReturn will retain a copy of all information provided. If an employee
wishes to have a record expunged, he or she must make a written request
to the director who will decide whether it is necessary for the office
to retain the record.
6. An employee has the right to review his or her own file.
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Example of an Accommodation/Adjustment
A community program specialist with multiple sclerosis who was experiencing
fatigue but no other outwardly noticeable symptoms could no longer
work a traditional eight-hour day.
Solution: The supervisor had the
option of offering a reduced appointment, flexible schedule, or job
share.
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