UNDERSTANDING CONFIDENTIALITY
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Transcript of UNDERSTANDING CONFIDENTIALITY
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UNDERSTANDING CONFIDENTIALITY
Training Overviewby
Jolynn Rogers
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Purpose of the Training: Review and Respond to Questions
regarding the University Confidentiality Expectation
Implementation of the Expectation
Legal Parameters of the Release of Information based on Public Records Requests or Others
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Review of Expectations
Development of the Expectation
Expectation During and After
Access to Information Departmental / Work Area Employment
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Review of Expectations:
Discussing or Sharing Information outside of Official Duties
Laws pertaining to Confidentiality
Disclosure based on Law Are you the person to disclose?
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Examples
Who should you contact if in doubt?
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Eastern Washington University Confidentiality Training
January 2006Presented by:
Deborah Danner, AAG
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Personnel Records Investigative Records Student Records Other Records Implications of Improper Disclosure
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Personnel Records
“non-discloseable”
vs.
“discloseable”
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Non-discloseable Personnel Records
Social Security Number Voluntary Payroll Deduction Residential Address and Telephone Performance Evaluations (no
misconduct) Medical Records Application Materials
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Discloseable Personnel Records Salary Vacation Leave Sick Leave Taxpayer Funded Benefits Performance Evaluation
a. important leadership position/public input
b. specific instance of misconduct
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Investigative Records
Investigative records compiled during a current investigation of a complaint of discrimination are not subject to disclosure.
Note: May be subject to disclosure following completion of investigation.
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Student Records
Protected by FERPA and by Washington Public Records Act.
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Education Records Directly relate to student; and
Maintained by University or party acting for institution.
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Education Records do not include:
Records of Instructional, Supervisory or Administrative Personnel (sole possession);
Law Enforcement Records; Employee Records; Medical Records; and Records made following student
status.
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Ability to disclose student education records:
Generally need student’s written consent before able to disclose student’s education records.
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Exceptions to Student Consent:
University officials with legitimate educational interest or need to know;
Officials at other universities if student enrolled or seeks admission;
US Comptroller, U.S. Attorney General, Secretary of Dept. of Education, State or local educational authorities;
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Additional Exceptions to Student Consent:
Financial Aid Application; Accrediting Agencies; Parents who claim student as
dependent for tax purposes; Subpoena or Judicial Order; Health or Safety Emergency; Directory Information;
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Additional Exceptions to Student Consent:
Limited Final Student Disciplinary Actions;
Disclosure to parents if student violates rules/laws related to underage drinking or use of a controlled substance.
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Parent’s Access to Student Records:
If student attends a post-secondary institution, all rights and consent requirements of the parents are transferred to student even if student under the age of 18.
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Student’s Access to Records
Generally students have right to review records with following exceptions:
a. Parent financial records; andb. Confidential letters and
statements if student waived right to review (e.g. admission, application, honors).
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Other Exempt Documents: Personal information maintained in
files for students; Test questions, scoring keys, other
data used to administer employment or academic examination;
Preliminary drafts, notes, recommendations unless publicly cited in connection with agency action;
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Additional Exempt Documents: Attorney Client privileged documents; Library records for which primary
purpose is to maintain control of materials or information which discloses identity of user;
Information re: employee who seeks advice about possible violation of Discrimination and asks identity to not be disclosed.
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Implications of Improper Disclosure
Golden Rule Violation of State
Ethics Law Personal Liability Denial of
Representation/ Indemnification
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Questions and Discussion.
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The End.