Summary

  • The Counseling and Wellness Center adheres to state and federal laws, including HIPAA, when handling your private information.
  • No information is released to anyone outside of the CWC without your written permission. The few exceptions to confidentiality are listed below.
  • You can learn more about confidentiality and privacy when you come in for your first appointment, and feel free to discuss it with your mental health provider at any time.

When Your Information Might Be Disclosed

The CWC professional staff have a legal and ethical responsibility to disclose client information without prior consent when there is:

  • An imminent, life-threatening danger to self or to someone else–even after the clinician has worked collaboratively with the client, when possible, to find other ways to reduce that danger
  • A reasonable suspicion of abuse of children, dependent adults or elderly people
  • A valid court order for the disclosure of client files
The CWC operates as a single entity, which means that counselors, psychologists, and psychiatric providers within the CWC may consult with each other to provide you the most effective services. If the UF Student Health Care Center (SHCC) is collaborating in your care, we may communicate with them. We only consult when relevant to your care.
If you are under the age of 18, we will discuss privacy practices that apply to you during your initial contact.

Adherence to Laws

All aspects of your participation in counseling at the CWC are private and confidential in accordance with state and federal laws including HIPAA.

No information may be released to anyone outside of the CWC without your written permission, except in the instances referenced above. This means your information will not be disclosed to your academic department, any national or international government agency, friends or family.


Your Records

As required by practice guidelines and current standards of care, we keep records of your counseling and psychiatry visits. In adherence with legal requirements, these records are on file for 10 years before being purged from our system.

Your counseling record will not be a part of your educational record. The fact that you seek the CWC’s services, or any information disclosed in the sessions, will not appear in your academic record unless you specifically direct us to communicate with other staff and faculty at the university.


Requests for Documentation

We are usually able to provide documentation of services or letters of support for current and former clients. However, if you have never been a client at the CWC, we are probably not the best source of support for your petition and may not be able to provide you a letter.

Current and former clients may need documentation of services received at the CWC. For example, documentation of services is typically required for petitions related to withdrawal from classes or arrangements with financial aid. Follow the steps below to obtain documentation.

Types of Documentation

Petition Support Letters

Speak to your counselor or provider if you need a petition support letter, such as for withdrawal from classes or reinstatement of financial aid. Tell your provider the purpose of the letter and share complete contact information for the letter recipient.

Note that petition committees generally only view support letters favorably when they are written by a provider with whom you have established a working relationship. If you have met with a CWC provider for only 1-2 visits, the provider can only offer a visit verification form.

Visit Verification Forms

You may ask your provider for a visit verification form, which is official documentation that you received services on a particular date. This could be helpful to share with a professor who desires proof of services. Note that for the purpose of petitions, a visit verification form typically is not an adequate substitute for a support letter from a provider with whom you have an established working relationship.

Treatment Records

You may wish to share records regarding your treatment with another professional. To request records please call us at 352-392-1575.

Providing Authorization

Bring a photo ID and visit the CWC to sign a release of information form. The CWC cannot release any information about you without your signed authorization. You may retrieve your letter or documentation when you sign this form, provided that it is available at that time.

Please Note

  • Bring a photo ID when retrieving your documentation from the CWC.
  • Allow up to 30 days for the processing of documentation requests.
  • The CWC does not keep records beyond 10 years.


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