The BBBS of Middle Tennessee respects the confidentiality of all clients’ (defined as caregiver/guardian/parent, child, and volunteer) records and, with the exception of situations listed below, shares information about clients only among the agency professional staff. In order to provide service, which is in the best interest of the children served by the program, information from outside sources, including confidential references must be assessed along with information gained from the clients. It is the agency’s responsibility to protect the confidentiality of reference responses and counseling reports by not disclosing their content to a client applicant. Therefore, the agency may decide not to disclose the reason for rejection to the client.
All records are considered the property of the agency and not the agency workers or clients themselves. Records are not available for review by the clients. Clients must sign this summary statement indicating an understanding of the agency’s confidentiality policy and agree to program participation under the guidelines before being accepted into the program.
Information will be released to other individuals or non-BBBS organizations only with the client's written consent. Identifying information regarding clients may be used in agency publications or promotional materials unless the client requests otherwise. For purposes of program evaluation, audit, or accreditation, and with the prior approval of the Board of Directors, certain outside bodies such as Big Brothers Big Sisters of America may have access to client records. Members of the Board of Directors or evaluators appointed by the Board have access to client files upon authorization of the Board of Directors. Information shall only be provided to law enforcement officials or the courts pursuant to a valid and enforceable subpoena. Information shall be provided to an agency's legal counsel in the event of litigation or potential litigation involving the agency.
State law mandates that suspected child abuse be reported to the appropriate authorities (Tennessee Department of Children’s Services or local law enforcement agency). If an agency worker receives information indicating that a client may be dangerous to himself or herself or to others, necessary steps may be taken to protect the appropriate party. This may include a medical referral or report to the local law enforcement authorities.
At the time a child or volunteer is considered as a match candidate, information is shared by the agency with the prospective match parties. The information about the volunteer may include such items as: age, sex, race, religion, interests, hobbies, marriage, family status, sexual orientation, gender identification, living situation, etc. Information about the child/parent may include such items as: age, sex, race, religion, interests, hobbies, family situation, sexual orientation, gender identification, living situation etc.
I understand that some information, including opinions of the social worker, may be shared with parents of a potential Little Brother or a Little Sister or a potential volunteer. I hereby give my authorization for such limited release and use of information that may otherwise be deemed confidential pursuant to the policies contained in the complete confidentiality policy statement and I release and waive any liability against the organization, all Big Brothers Big Sisters personnel and the Board of Directors of said organization.
I have read, received a copy, and understand the above document which summaries the agency policy of confidentiality of client records. I agree to abide by the conditions it sets forth.