BIG BROTHERS BIG SISTERS OF THE BLUEGRASS
APPROVED CONFIDENTIALITY POLICY
November 21, 1988
Access to Confidential Records
In order for BB/BS of the Bluegrass 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. The 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 not only to written records,
but also to video, film, pictures or use of client or volunteer’s name in agency publications.
All records are considered the property of the agency and not the agency workers or 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. Clients and
volunteers shall be provided, at the time of application, a copy for review, of this statement
on confidentiality along with the exceptions, which define the limits of confidentiality.
Clients and volunteers shall sign a statement that he/she has read and understands the agency
po9licy on confidentiality and agrees to program participation under the guidelines it sets
forth. Agency staff and students accepted for placement will also be required to sign the
agency confidentiality policy.
Active records are kept in each worker’s locked office. Each Case Manager is responsible
for their assigned files taken out of the office. Closed files are stored in a locked room
supervised by the Office Manager. Client and matched volunteer records will be destroyed
after the child reaches his 20th birthday. Volunteers will be informed at closure that
eligibility requirements must be met again after a 6-month lapse in the program. A
summary of identifying information will be kept on closed volunteers for statistical
purposes.
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 client or volunteer.
2. Identifying information regarding clients and volunteers may be used in agency
publications or promotional materials if the client or volunteer 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 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.
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4. Members of the Board of Directors have access to client 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 of times 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 thee approved action of the Board of Directors. Known
violations 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. Agency staff members are required to follow the agency confidentiality policy. A
know violation would result in disciplinary action as follows: The first violation
would result in a verbal reprimand; a second incident would receive a written
warning and; a subsequent violation would result in termination of employment.
6. Information shall only be provided to law enforcement officials of the courts
pursuant to a valid and enforceable subpoena or by order of a court of appropriate
jurisdiction.
7. Information shall be provided to an agency’s legal counsel in the even of litigation or
potential litigation involving the agency. Such information is considered
confidential.
8. Information about the potential volunteer to be shared with the client and parent will
include the volunteers’ age, sex, race, religion, interests and hobbies, marriage and
family status, living situation, reasons for involvement and a summary of why the
volunteer was chosen for the client. This information will be shared, when possible,
in person, otherwise, it will be communicated by telephone.
9. Information about the potential LB or LS to be shared with the volunteer will include
the child’s age, race, sex, religion, interests and hobbies, family and living situation,
summary of needs, expectations for match participation and anticipated problems the
volunteer may encounter.
10. State law mandates that suspected child abuse are reported to the appropriate
authorities (Cabinet for Human Resources). All workers are responsible for staying
abreast of such reporting requirements of their respective jurisdiction and shall
always comply with mandated procedures.
11. 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. This may include a medical referral or a report to the local law
enforcement authorities.
I ACKNOWLEDGE THAT, PURSUANT TO PARAGRAPH 8 OR PARAGRAPH 9,
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 OTHER WISE BE DEEMED CONFIDENTIAL
PURSUANT TO THE POLICIES CONTAINED HEREIN AND I RELEASE AND
WAIVE ANY LIABILITY AGAINST THE ORGANIZATION, THE SOCIAL
WORKERS EMPLOYED BY THE ORGANIZATION AND THE BOARD OF
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DIRECTORS OF SAID ORGANIZATION, OR ANY OTHER SOURCE OF THAT
INFORMATION BASED UPON THE RELEASE OF ANY SUCH INFORMATION.
I HAVE READ AND UNDERSTAND THE ABOVE DOCUMENT WHICH STATES
THE AGENCY POLICY WITH RESPECT TO CONFIDENTIALITY OF CLIENT
AND VOLUNTEER RECORDS. I AGREE TO ABIDE BY THE CONDITIONS IT
SETS FORTH.
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Name
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