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Information about Confidentiality and Your Health Record at Middlebury

Welcome to Counseling, Health Services, and Sports Medicine at Middlebury College. This document contains important information about privacy, confidentiality, and our commitment to equitable treatment. When you visit one of our offices, we will discuss information specific to your care and may provide you with additional information. Please bring up any questions you might have so that we can talk about them with you.

Understanding Your Health Record

Each time you visit Counseling, Health Services, and Sports Medicine, or when your Middlebury College health care provider interacts with someone else about your care, the information is documented in an electronic health file. This electronic file is secure and accessible only to our staff. Typically, this record contains a summary of your health concerns and symptoms, physical exam(s), test results, diagnoses, progress notes, treatment, referrals, and plan for future care or treatment if appropriate.

This information makes up your “health record,” or personal health information (PHI), and serves as a:

  • Basis for planning your care and tracking your progress;
  • Means of communicating with other health professionals who contribute to your care;
  • Document describing the care you received;
  • Source of information for Vermont and national health professionals charged with monitoring public health emergencies (only under very restricted circumstances);
  • Resource that we use to assess and improve the care we provide. 

You may request a copy or summary of all or part of your health records. Because these are professional records and sometimes contain technical language, students are typically asked to review them with one of our health care professionals before documents will be provided. We retain your records for a period of seven (7) years following your graduation.

Commitment to Confidentiality

Health records at Counseling, Health Services, and Sports Medicine are confidential and are completely separate from all other Middlebury records. Our staff share electronic records and also confer with one another as needed to coordinate care for you. We also work with Porter Hospital, the Counseling Services of Addison County (CSAC), and any other off-campus health care providers that you identify to us. When students receive treatment at multiple offices, we exchange only such information as is needed to ensure that you receive appropriate care. You may limit the information we share at any time. 

We will not release any information about you to other individuals, including other staff of Middlebury (aside from those listed above) without your written permission, except under the following conditions:

  • As authorized or required by law (i.e., when we are presented with a valid subpoena or court order requiring us to release records);
  • As necessary to protect you and/or others from a serious threat to health or safety, or to protect property from a serious threat of damage;
  • As necessary to notify parents and/or deans when you have a serious mental or physical health problem and are unable to assume responsibility for notifying others. 
  • Under some circumstances, parents or legal guardians may have the right to access the records of a minor.

Commitment to Equitable Treatment

We strive to create a safe, affirming, and non-judgmental environment that embraces human diversity, including differences in race, color, ethnicity, national origin, religion, sex, sexual orientation, gender identity and expression, age, marital status, place of birth, and disability status. We are committed to respecting the uniqueness and complexity of student identities and life experiences.

Treatment of Minors

For certain treatments, we may need authorization from a parent or legal guardian, before providing treatment.

Grievance Process

If you have concerns, needs, or questions that were not (or could not be) addressed by staff members directly involved in your care, you may contact the Executive Director at 802-443-5141. You may also contact the Dean of Students at 802-443-5771.

Most professions in our offices are also governed by laws defining professional conduct. Consumers who have inquiries or wish to obtain a form to register a complaint may do so by calling (802) 828-1505, by writing to the Director of the Office, Secretary of State’s Office, 89 Main Street, 3rd Floor, Montpelier, VT 05620-3402, or by visiting

Other Legal Issues and Limits

We hope this written summary of information is helpful to you. However, please discuss with us any questions or concerns that you may have. We welcome questions about this document and anything related to your care with us.

Please note: Counseling, Health Services, and Sports Medicine are not subject to the Health Insurance Portability and Accountability Act of 1996 (HIPAA). Middlebury College is, however, committed to protecting student privacy. This policy should not be interpreted as creating any contractual rights and Middlebury College reserves the right to make changes to this policy at any time without prior notice.