1. The references and youth-serving organization(s) I listed may be contacted by mail, telephone, email, or in person;
2. The information I provided may be used to conduct a background check, to include a search of public domain records, driving records check, juvenile and adult criminal history check (see attached authorization), military records, and other records where required by local, state, or federal law for volunteers working with youth;
3. I am in no way obligated to perform any volunteer services;
4. The BBBS agency is not obligated to match me with a youth and may deny my application or close my match at any time, and to protect all participants’ confidentiality, BBBS is not required to disclose reasons for doing so; 
5. Other BBBS agencies and youth organizations where I have worked or volunteered may be contacted as references;
6. As part of the enrollment processes, I will be required to provide additional personal information, including completion of an in-person interview;
7. I understand that the information I provide in the enrollment process will be kept confidential, unless disclosure is required by law.  
8. I understand that detailed accounts of child abuse or neglect, past or present, will be reported to proper authorities;
9. I understand that certain relevant information about me will be discussed with the parent/guardian of a child who is a prospective match (this might include demographic information, information relevant to parent/child preferences, and any information relevant to a child’s safety or well-being);  
10. It is my responsibility to update the agency if any of the information I provide on this application, in my interview, or any other information provided during the enrollment process changes (i.e. address, phone number, auto-insurance, new criminal charges, etc.)
11. I agree to complete questionnaires throughout my time in the program to evaluate and improve program services;
12. I agree to timely communication and follow-up with all agency staff as required by the agency.

1. Ownership must be disclosed to Agency staff at enrollment and throughout the life of the match.

2. Ownership must be disclosed to the child's Parent/Guardian by Agency staff.

3. Big must attest to the fact that any weapons, firearms, or ammunition ownership is licensed, permitted, registered, and handled in accordance with all applicable state and federal laws.

4. The following guideline will be reviews and agreed to by the Big and documented in the match file: Weapons, firearms, and ammunition will at all times be made inaccessible to a child while in the Big's care, unless participating in specific, approved activity(ies) which the Parent/Guardian, Big and Agency staff have approved in advance and such approval is documented in the participants' case files (e.g. hunter safety courses).

In order for BIG BROTHERS BIG SISTERS OF SAN LUIS OBISPO COUNTY to provide a responsible and professional service to clients, it is necessary for volunteers, clients, and parents (or guardians) of clients to be asked to divulge extensive personal information about themselves and their families.  This agency respects the confidentiality of client and volunteer records, and with the exception of situations listed below, shares information about clients and volunteers only among the agency professional staff.  The right to confidentiality applies to written records, video, film, social media (including, but not limited to the internet, networking sites, blogs and personal websites),  photos, and/or any other depiction of the name, likeness, or other description of a client or volunteer in any publication or promotional material.  

All records are considered the property of the agency and not the agency workers, clients, or volunteers themselves.  In order to provide a 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 or volunteers themselves.  Records are not available for review by the clients or volunteers.  

When a Client/Volunteer is considered for a match, information is shared between the prospective parties.  Each party has the right to refuse the proposed match based on the information provided.  Prior to a match being made, information shared may include but is not limited to: first name, age, sex, race, religion, education, interests, hobbies, marriage and family status, sexual orientation, reasons for applying to the program, and a summary of the reasons an individual was chosen for the match.  The individuals to whom the information is provided shall agree not to share the information with any other person.  For the duration of the match and after formal closure, confidentiality is to be maintained by all program participants.

Limits of Confidentiality

Information will be released to other individuals or organizations only upon presentation of an authorized "consent to release information" form appropriately signed by the client, client's representative, or volunteer, except in the instance of suspected child abuse.

Identifying information regarding clients and volunteers may be used in agency publications or promotional materials only if the client or volunteer has given permission.

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 and volunteer records.  These outside organizations shall be required to respect the agency policy on confidentiality.  Outside parties shall be required to use information only for the purpose(s) stated in the approval action of the Board of Directors.  Known violations of agency confidentiality policy will be reported to the supervisor of the individual involved, and appropriate disciplinary action shall be requested.

Directors of the Board shall be required to comply with the agency policies on confidentiality and may use the information divulged to them only for purposes stated by the approved action of the Board of Directors. 

Violations shall be reported to the Board President. A violation of the agency's confidentiality policy by a Director shall constitute adequate cause for removal from office.

Any subpoena requesting confidential information received by or served upon the agency shall be immediately delivered to the agency's legal counsel for review and appropriate action.  Only the agency's legal counsel shall have authority to determine whether or not any subpoena served on the agency is valid and/or unenforceable. 

Information shall be provided to an agency's legal counsel in the event of litigation or potential litigation involving the agency.  Such information is considered privileged material, and communications between the agency and its counsel are protected by confidentiality law. 

State law mandates that suspected child abuse and neglect be reported to the appropriate authorities. All workers are responsible for staying abreast of California reporting requirements and shall always comply with mandated procedures.

If an agency worker receives information indicating that a client or volunteer may be dangerous to himself or herself or to others, necessary steps may be taken to protect the appropriate party or parties. This may include a medical referral or a report to the local law enforcement authorities.

A known violation of BBBS’s Confidentiality Policy shall result in disciplinary action.  Depending on the seriousness of the violation, the action may be a written warning, suspension or termination of the match and/or employment.

It is very important to respect and maintain child safety, confidentiality, and privacy for all parties in the match.

If Bigs post about being a volunteer with BBBS, that post may not contain any information about their Little, including but not limited to their Little’s name, description, or parent/guardian information. Bigs must never post any pictures of Littles online without express permission.

To participate in digital media and/or social media with a Little by posting pictures or information about Littles online, a signed Parent/Guardian consent form must be on file at the BBBS office. The Parent/Guardian of the Little has the right to not sign this release form. IF a consent form is signed, the following rules must also be adhered to:

• Volunteers must not provide identifying information about the Little (last name, age, school, etc.).
• Never share the location of the Little.
• We strongly urge profiles to be set to private.
• Big Brothers Big Sisters has the right to monitor the social media activities of our Bigs and other volunteers. If volunteers are discovered to be using social media inappropriately, the relationship between the Big and our organization could be terminated.

If you have any questions about this policy, please speak to your Match Support Specialist.