Policies and Procedures

D&A is committed to protecting your rights and maintaining clear, transparent processes for students who work with our office. This section outlines our policies on confidentiality, how to raise a concern or file a grievance and how your records are maintained. If you have questions about any of these policies, contact your access coordinator.

Confidentiality

D&A is committed to protecting your privacy. Disability-related information you share with our office is kept confidential and handled in accordance with federal law.

Your Records

Disability documentation and records are protected under the Family Educational Rights and Privacy Act (FERPA) and kept separate from academic records. D&A won’t share information about your disability with faculty, staff, parents or any other party unless you provide written permission, there is a court order or there is a legitimate educational need within the University. To authorize D&A to share your records, complete a Release of Information form.

Disability Disclosure

You’re never required to share your diagnosis or disability information with anyone outside of D&A, including your instructors. Accommodation letters describe your approved accommodations, not your diagnosis. If you choose to share more with an instructor or staff member, that’s always your choice.

Title IX and Mandatory Reporting

D&A staff are designated confidential employees under Texas law. If you disclose an incident of sexual assault, sexual harassment, dating violence or stalking to D&A staff, we’re only required to report the type of incident and the date it was reported to the UT Title IX Office. Your name and any identifying information won’t be shared. D&A can provide referrals and support resources for survivors. For more information about UT’s policies on sexual misconduct, visit the General Information Catalog or the Handbook of Operating Procedures.

Student Records

Your D&A file reflects your registration status and documentation history.

Active and Pending Files

Your file becomes active once you submit sufficient documentation, complete an intake appointment and sign the Acceptance of Services form. If any of these elements are missing, your file is considered pending. You aren’t eligible to use accommodations until your file is active.

Leaving and Returning to UT

If you leave the University, your file moves to inactive status. When you return, contact D&A to reactivate your file. You may be asked to provide updated documentation depending on how long you were away, the nature of your disability and when your original documentation was completed.

Previous approval of accommodations doesn’t guarantee the same accommodations when you return.

How Long Records Are Kept

  • D&A stores files for five years from your last semester of enrollment or from the date your file was designated inactive, whichever applies.
  • Documentation submitted without completing the registration process is stored for at least one year from the last contact with D&A.

Student Expectations

As a student registered with D&A, you have specific rights and responsibilities related to using your accommodations at UT. Contact your access coordinator if you have any questions.

Your Rights

  • You have the right to equal access to your educational experience at UT and to use individualized accommodations to remove disability-related barriers.
  • You decide if and when to use your accommodations each semester. They aren't retroactive, so request your accommodation letters as soon as possible.
  • You can request adjustments to your accommodations at any time. Contact your access coordinator to discuss changes.
  • Your disability information is confidential. D&A won't share it with faculty, staff, parents, or anyone else without your written permission.
  • There is no cost for your accommodations. D&A will never charge you for services.

Your Responsibilities

Grievance Procedures

If you’re concerned about your accommodations or experiences at UT, these options can help.

I have concerns about my accommodations or interactions with my instructor.

Contact your access coordinator right away for support, information and referrals to help resolve the issue.

I have questions or concerns about my experience with D&A.

Contact the Executive Director of Student Disability and Accessibility Services: Dr. Sandra Cash, Sandra.cash@austin.utexas.edu

I believe I’ve experienced discrimination, harassment or retaliation related to my disability while at UT.

You have the right to file a formal complaint with the Department of Investigation and Adjudication (DIA). DIA investigates reports of discrimination and harassment and helps supports a campus environment free from discrimination and harassment.