Confidentiality Policy

In order for Big Brothers Big Sisters of Cumberland & Salem Counties to provide a responsible and professional service to mentees, it is necessary for mentors, mentees, and parents/guardians of mentees to be asked to give extensive personal information about themselves and their families. The agency respects the confidentiality of the mentee and mentor records and, with the exception of the situations listed below, shares information about the mentees and mentors only among the agency’s professional staff. The right to confidentiality applies not only to written records, but also video, film, picture, and use of mentee or mentor names in agency publications.

All records are considered property of the agency and not the agency workers or mentees or mentors 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 mentees or mentors. Mentees and mentors shall sign this statement that they have read and understand the agency policy on confidentiality and agree to program participation under the guidelines set forth.

Limits of Confidentiality

1. Information will be released to other individuals or organizations ONLY upon presentation of an authorized “Consent to Release Information” form appropriately signed by the parent/guardian or mentor.
2. Identifying information regarding mentees and mentors may be used in agency publications or promotional materials if the parent/guardian and/or mentor has given permission.
3. 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, have access to mentee and mentor 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 purposes stated in the approval action of the Board of Directors. Known violations of the agency’s confidentiality policy will be reported to the supervisor of the individual involved and appropriate disciplinary action shall be requested.
4. Members of the Board of Directors have access to mentee files only upon authorization by formal motion of the Board of Directors. The motion shall state who shall be authorized to review records, the specific purpose for such review, and the period during which access shall be granted. Members shall be required to comply with the agency policies on confidentiality and may use the information ONLY for purposes stated by the approved action of the Board of Directors. Known violation shall be reported to the Board President. A violation of the agency’s confidentiality policy by a Board Member shall constitute adequate cause for removal from office.
5. Information shall only be provided to law enforcement officials or the courts pursuant to a valid and enforceable subpoena.
6. Information shall be provided to the agency’s legal counsel in the event of litigation involving the agency. Such information is considered privileged information, and its confidentiality is protected by law.

I am willing that a photocopy or digital copy of all authorizations in this form be accepted with the same authority as the original document.