ConfidentialityCounseling Center

The Counseling Center staff has a very high level of concern and respect towards the confidentiality of individuals receiving services from this office. Staff collect, record, and store client information only as needed for the effective provision of direct services. All information is considered privileged and is maintained as confidential, consistent with ethical guidelines and Minnesota Statutes (Chapter 13). Counseling records do not become part of the student’s official academic record.

Email Communication

We have taken steps to ensure that our email platform is secure and utilizes end-to-end encryption, we cannot guarantee the security of email content once it has been delivered to the reipeint's inbox (e.g., if the recipient accessed their email on a shared device and forgot to log out, another user may be able to see their emails). Therefore, confidentiality through email cannot be ensured. We use discretion when sending information that is sensitive in nature and ask our clients to do the same. Also, please note that the staff does not maintain 24-hour access to e-mail accounts.

Client Records

Physical client records are routinely secured in locked files, accessed only by authorized personnel. Electronic files are kept secure using an electronic health record keeping system that no parties (on or off campus) have access to. Records are deleted eight years following the last client contact. Clients have the right to inspect and receive copies of their records, however, access to these records by the person receiving counseling may be restricted by the treating mental health professional during the course of treatment. Records are reviewed in the presence of the staff member who developed the records and/or the Director.

For training and supervision, some clients may be asked for permission to observe and /or record the counseling session. Such observations and recordings will only be conducted after the client has been fully informed and has freely provided written consent. Any recordings well be erased or deleted after review by the supervisor.

Release of Client Consent

Individual client information may be released outside of the Counseling Center under the following circumstances

With Informed Consent

A client may request that specific information be sent to another individual. Prior to a disclosure, the client must sign a “Consent for Release of Information”. Information is not released for reasons unrelated to treatment.

Without informed Consent

Client information may be released without consent in the following situations

  • When there is a clear and imminent danger of harm to yourself or another person. In these circumstances we are legally required to take action to protect life. Thus, our actions in these circumstances may include arranging for voluntary or involuntary hospitalization, as well as notifying law enforcement authorities and/or family/friends/individuals at risk.
  • In the case of suspected or confirmed abuse of children or vulnerable adults. In this circumstance, we are legally required to report the abuse to Child Protective Services or other appropriate county and/or state authorities.
  • In the event you are pregnant and a counselor has reason to believe you are using a controlled substance (i.e., a drug) for non-medicinal purposes. State law requires that this be reported to the local welfare agency or to other appropriate county and/or state authorities.
  • In the event of a court order for information.
  • In the event of an emergency.
  • When a situation otherwise must be reported by law.
  • Minnesota law requires licensed health care professionals to report possible misconduct by other licensed health care professionals to the appropriate board, if that professional is identified by name. If you have had such an experience and wish to discuss it with your counselor here and still maintain control about whether or not you wish to make such a report, do not reveal the health care provider’s name.
  • Minnesota law states that the parents and spouse of a deceased patient have a right of access to their deceased child’s or spouse’s health care records.