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In accordance with the Ontario Human Rights Commission (OHRC)  (sec 8.7, 8.8), We will collect information from accommodation seeking students for the purpose of supporting accommodation planning. While the information collected will be dependent on the information shared by the accommodation seeking student, the pieces of information required for the purpose of supporting accommodation planning are:

• Confirmation of a disability

• Functional impacts related to the disability

• Duration and severity of disability

As stated , we will “make genuine efforts to provide needed accommodations without requiring a person to disclose a diagnosis.” However medical diagnosis may be requested in rare cases where an understanding of a student’s diagnosis is reasonably required to support the development of an accommodation plan.

We also collect information about the student's academic studies at �鶹��վ, including academic status, faculty and program of study, as well as year of study. The accommodation management system used will also holds the following identifying information which is collected from a student’s  SOLUS profile : name, preferred name, birthdate and age, faculty and program of study, citizenship status, enrollment information (full-time or part-time), year of study, preferred language, and contact information (including mailing and permanent addresses).

We collect this information for the purposes of:

• Creating accommodation plans in collaboration with accommodation seeking students

• Processing requests for funding supports through the Bursary for Students with Disabilities (BSWD)

• Communicating with relevant Queen’s University services for the purpose of supporting student accessibility

• Facilitating referrals to supports and services

• Supporting academic appeals, upon request of the student

We collect information through disability affirming documentation (meeting the documentation criteria) as well as the student intake forms, both provided by students upon registering with Accessibility Services. Information is also collected directly from students through in-person meetings, phone or virtual meetings, email communications, and from their Queen's student account through SOLUS.

• To access the service, students begin by submitting disability affirming documentation and completing the intake form via the Ventus portal

• We advise students not to submit disability affirming documentation via email as secure transmission cannot be guaranteed

Confidentiality and Protection of Personal Information

Queen’s University is committed to maintaining confidentiality when providing academic accommodations and related support services to students. All disability affirming documentation provided, as well as any in-person, phone, or virtual discussions of diagnosis are treated confidentially. For purposes of supporting accessibility of students throughout the University, we may share information related to types of accommodations, accommodation status, or functional impacts with appropriate Queen’s University administrative staff on a need-to-know basis in accordance with  .

Student electronic records are stored in the University accommodation management system, housed on an encrypted, secured server and maintained by the University Information Technology Services. The Queen’s University accommodation management system supports communication about accommodations by allowing University stakeholders to access required information.

Below are the stakeholder groups that are able to access the Queen’s University accommodation management system as well as the information they are able to access.

Accessibility Related Services (i.e., Adaptive Technology Centre)

• Disability information, including disability affirming documentation
• Intake form, completed by student
• Assessment accommodations provided
• Classroom accommodations provided
• Course information, including course schedule, instructor name, start and end dates, and add/drop status

Student Wellness Services Reception

• Disability information, including disability affirming documentation
• Intake form, completed by student
• Assessment accommodations provided
• Classroom accommodations provided
• Course information, including course schedule, instructor name, start and end dates, and add/drop status

Student Wellness Services (Mental Health Therapists and Occupational Therapy)

• Assessment accommodations provided
• Classroom accommodations provided
• Accessibility advisor name

Faculty Instructor and Teaching Assistants

• Assessment accommodations provided
• Classroom accommodations provided
• Accessibility advisor name

Faculty Administrators

• Assessment accommodations provided
• Classroom accommodations provided
• Accessibility Advisor name

Accommodated Exams Office

• Assessment accommodations provided
• Accessibility Advisor name

In accordance with  , we do not permit the collection of personal student information from any third party, including parents, guardians, or other family members, without the student’s knowledge. Students are entitled to access their personal information held on file with Accessibility Services.

The Queen’s University accommodation management system maintains records for 10 years after the student's last contact with the service. After this time, student records are deleted within the accommodation management system. Students can request copies of information in their file even after they have left Queen's for a period of up to 10 years following their last contact.

Within Student Wellness Services (SWS)

Disability affirming documentation provided to Student Accessibility Services is securely stored within the University accommodation management system. This disability affirming documentation is not shared between Student Accessibility Services and medical services within SWS (i.e., nurses, physicians, registered practical nurses, occupational therapists, or mental health therapists), without student written or verbal consent.

For administrative purposes, SWS reception can access a student’s profile within the accommodation management system – including access to disability affirming documentation (whether including or excluding a diagnosis).

Within the University

Disability affirming documentation (whether including or excluding a diagnosis) is not shared beyond accessibility related services without the student’s written or verbal consent.

Adaptive Technologists within the Adaptive Technology Centre (ATC) have access to view disability affirming documentation (which may include diagnosis) solely for the purposes of:

• Preparing for technology training sessions

• Supporting processes related to specific funding

Upon viewing a student’s disability affirming documentation, ATC staff will indicate within the student’s file that the disability affirming documentation has been viewed by the ATC and purpose (indicated above) for its viewing.

Students are not required to share diagnosis information with instructors for the purpose of receiving their accommodation or having their accommodation implemented in the classroom. Students are advised to only share information about their disability that they are comfortable sharing for the purpose of obtaining accommodations. Students are not required to share diagnosis information with anybody at Queen’s (including members of Student Accessibility Services) for the purpose of obtaining accommodations.

Information about a student's disability or diagnosis, registration with Student Accessibility Services, and/or receipt of academic accommodations does not appear on student transcripts, SOLUS accounts, or degree documents.

Exceptions

There are some exceptions where we may be required by law or statute to disclose personal information about students beyond accessibility related services. These exceptions include:

• If there is a known risk of serious harm to the student or another person

• In the case of apparent, reported, suspected or potential child abuse or neglect

• In response to a court order or summons for records or testimony

• If a student reports sexual abuse by a regulated health care professional

• In compassionate circumstances, to facilitate contact with a spouse, a close relative or a friend of an individual who is injured, ill, or deceased

• To an institution or a law enforcement agency in Canada if:

• the disclosure is to aid in an investigation undertaken by the institution or the agency with a view to a law enforcement proceeding, or

• there is a reasonable basis to believe that an offence may have been committed and the disclosure is to enable the institution or the agency to determine whether to conduct an investigation

Sharing of Accommodation Related Information

All student accommodations will be communicated to the required University partners through the use of the accommodation management system Ventus . All required University partners, including Student Accessibility Services; instructors and teaching assistants; faculty administration; Exams Office; and the individual student, will be able to access student accommodation information once a staff member has finalized the accommodations in Ventus. Please review the Use and Disclosure of Personal Information section above for detail on what information each University partner is able to access.