1. All client and volunteer information is confidential. This includes the information gathered from the parent, child, volunteer, and from any other contacts.
2. All client and volunteer information and documents are to be stored in the Mentoring Coordinator's office in a locked filing cabinet. Offices are to be locked whenever an employee leaves the building.
3. All information gathered by the agency concerning volunteers, clients, or parents is the property of the agency and is not available for their review.
4. All staff, volunteers, and board members are to sign a pledge of confidentiality form to be kept on file at the agency.
5. Only the members of the executive committee and program committee of the board of directors are authorized to review files and must obtain specific consent from the board authorizing each review and stating the purpose of such review. Those members reviewing case records are to adhere to confidentiality policies.
6. For case file reviewing related to program auditing purposes, the Program Committee may not review the files of other board members, immediate family of board members, close friends or business associates, staff members, or immediate family of staff members. Files for review will be selected by CEO and Program Manager.
7. For purpose of program evaluation, BBBSA may be authorized by the board of directors to review the files.
8. Information from case records may be released to other agencies only upon the receipt of authorization for such release signed by the parent (and/or client, if the client has reached the age of 18) or volunteer.
9. Information from case records may be released only to the court upon receipt of a valid subpoena. A valid search warrant allows immediate access to agency files. The agency should attempt to satisfy the subpoena or warrant with copies of the file instead of the original files. Information shall be provided to the agencies legal counsel in the event of receiving a subpoena, a search warrant, or threat of litigation. Such information is considered privileged and its confidentiality is protected by law. An interpretation of information in the case record can be given over the phone.
10. When discussing a potential match with a volunteer, the volunteer should be given the full name of the parent and child before being told any other information. Only after it is determined that the volunteer does not have any pre-knowledge/relationships/conflicts with the family will additional information be disclosed to the volunteer.
11. When confidential information is needed from sources such as therapists, counseling centers, or other agencies which the volunteer, client, or parent has served in or been served by, the staff shall obtain an authorization request and release of the information signed by the parent or volunteer.
12. State law mandates that suspected child abuse be reported to the appropriate authorities. All staff are responsible for staying abreast of such reporting requirements and shall comply with mandated procedures. The release of necessary information to report suspected child abuse is not a breech of confidentiality.
13. If a staff or board member received information indicating that a client, volunteer, or parent may be of danger to themselves or others, necessary steps may be taken to protect the appropriate party. This may include a medical referral or a report to the local law enforcement authorities. The CEO and program committee chairperson must be informed before, or if this is not possible, as soon as possible after a report is made and a report of this report will be kept in the agency files.
14. Staff member or board members found to have violated confidentiality policies will be subject to removal at the discretion of the executive committee. Both board and staff members may be liable for legal action should breech of confidentiality occur.