University Of Sheffield – Disability and Dyslexia Support Service (D&DSS)

Policy On Disclosure Of Disability Information

  1. The University of Sheffield D&DSS encourages students to disclose any disability, or to seek advice if they are not sure whether they might be disabled. The D&DSS can offer and organise many different kinds of support. Requests for support can be made at any time from the point at which contact is first made with the University (e.g. at application, enrolment or after commencement of the course).
  1. Under the DDA the University has a duty to make reasonable adjustments for disabled students. It therefore takes a pro-active approach and continually attempts to anticipate the needs of those with disabilities. Part of this process is to encourage students to disclose their disability at the earliest possible stage so that a needs assessment can be carried out and reasonable adjustments can be made.
  1. Where disclosure has not been made prior to or at enrolment it may subsequently be made to D&DSS staff at any time. The student may indicate that he/she has a disability, or an illness or medical condition that affects his/her studies, or a specific learning difficulty e.g. dyslexia. For the purposes of this policy, references to disability incorporate all such situations in which additional support may be required. If this happens, the staff member to whom the disclosure is made should ensure that the environment in which disclosure takes place is suitably private in order to maintain confidentiality. The student will then be asked to complete a Release of Information Form.
  1. The Release of Information Form is a transparent mechanism for the gathering and communication of information for the specific purpose of ensuring the needs of disabled students are met. It also provides the means to ensure confidentiality where the student requires it. The form is designed and processed having regard at all times to the Data Protection Act 1998 (DPA). Information about disability is classed as ‘sensitive personal data’, the processing of which requires the explicit consent of the data subject. (The University's Data Protection Policy is available from the University's Data Protection Officer, (0114 2221133;) or via the University's website at The Release of Information Form sets out what the information might be used for and the persons or organisations to whom the information might be disclosed, and gives the student the opportunity to limit or refuse further disclosure.
  1. Where the student requests confidentiality or permits only a limited disclosure, the University will still attempt to assess the needs of the student and make reasonable adjustments insofar as this can be done whilst still complying with the student’s wishes. However, such compliance may adversely affect the level of support which the University can give. For example, it might not be possible to make any reasonable adjustment or the adjustment might not be to the same standard it would have been if full disclosure had been permitted and/or a lower level of confidentiality required.
  1. Where a student restricts the type of information that may be shared or the range of staff with whom this information may be shared it is expected that those who receive such information from the D&DSS will hold this information with the same level of confidentiality as the D&DSS. The level and type of confidentiality specified will be passed onto the recipient of the information by the disability adviser. It is important to note that where a student has given permission for disclosure of information to a named member of University staff, this information should not be shared with any other member of University staff without contacting the student to obtain their permission.

Where it is not possible for a department to ensure that disclosure of information is restricted to named members of staff, this should be made clear to the D&DSS prior to any information being shared so that the student can be informed of this situation and make a decision about information being passed on based on this knowledge.

  1. Where the student specifies total confidentiality/non-disclosure the information will not be passed on to any staff member outside of D&DSS and will be retained on the student's file in the D&DSS. The person to whom the information has been disclosed will, after agreement with the student, endeavour to put in place whatever support is reasonably practicable, having regard to any applicable University regulations and policies and health and safety considerations, without compromising confidentiality.
  1. The D&DSS understands that some individuals may not wish to call themselves ‘disabled’ and respects their right not to do so, or to be so labelled by virtue of receiving support. However, the University strongly advises students to consider carefully the implication of insisting that a disability remains confidential in terms of the level of support they can reasonably expect.
  1. Although the University will respect and adhere to requests for confidentiality, there may be circumstances where information about a disability will need to be disclosed to third parties. This will only occur in circumstances permitted by the DPA where the University cannot obtain the student’s consent to disclose, for example in cases of sudden illness where health professionals outside the University need to know about the disability or where non disclosure may lead to harm to the student or others. Disclosure of information under such circumstances is covered under Section H of the Student Charter.
  1. Further information and advice can be obtained from the Disability and Dyslexia Support Service, The Hillsborough Centre, Alfred Denny Building, Western Bank, Sheffield, S10 2TN Tel: 0114 2221303 email: