CONFIDENTIALITY POLICY/STANDARDS OF CONDUCT/ ACKNOWLEDGEMENT
Statement of Confidentiality:
Information made available to the Head Start staff is confidential and is not shared with anyone else, except when authorized by the client in writing or required by law. Our program operates on a system of absolute confidentiality, and all information is kept within the Region 7 E.S.C. Head Start agency. Staff members reviewing a child’s enrollment folder will sign the disclosure log attached to the front cover of the child’s enrollment folder (this is to be done each time the information in the enrollment folder is reviewed). Appropriate staff may, at some time, have a specific, job-related need to view the information within a child’s folder; all staff members are required to sign a statement agreeing to complete confidentiality of this information. Each child’s record is kept confidential and in locked files at all times. Parents or legal guardians have the right to view their own children’s records kept by Head Start in order to verify accuracy of information.
Request Procedures:
Records will be made available to the parent or legal guardian of the enrolled child. Records may be reviewed during regular school hours upon written request to the record custodian (Family Service Worker). The Family Service
Worker will be present to explain the record and to answer questions. The confidential nature of the students’ records will be maintained at all times and restricted to use only in the offices of the Head Start staff, principal, or other area deemed by the site staff to be restricted from public access. The original copy of the record or any document contained in the folder is not to be removed from the school . Documentation by the Family Service Worker of the request and reason for the request is to be made.
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Head Start confidential records should be maintained where limited public access is restricted so that the information is not compromised.
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No information concerning Head Start families should be given out over the telephone or in conversation without obtaining a written release of information from the Head Start family member.
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If information is requested, always check the files to be sure a release is signed and is current.
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If the information in the folder is outdated or incomplete, a new release should be completed as soon as possible.
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Parents/Guardians and other volunteers are prohibited from reviewing records other than those of their own children.
 Children’s health, education, social service, and other information kept in the records are open only to relevant Head Start staff and specific consultants on a “need to know” basis (i.e. so that necessary services may be provided).
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Families must be informed about information that will be shared with other Head Start staff, as well as the reason.
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No information should be released to anyone outside the program without written consent from the family, except in reporting suspected child abuse and neglect or subpoenaed by court.
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Other agencies and individuals are not to be consulted unless the family’s consent has been obtained and are within the limits of that consent.
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Access to records is limited to those who have legitimate reason to know.
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Only authorized Head Start staff are permitted in assigned work areas where children’s records are kept.
Direct all media requests (i.e. Television, Newspaper, etc) to the campus principal, the Head Start Director, and / or Region 7 E.S.C. Administrative Staff.
" Region 7 Education Service Center is committed to student success by providing quality programs and services that meet or exceed our customers’ expectations."
Created: 09/20/2004 Reviewed: 2/02/2012 Revised: 2/02/2012

Confidentiality Policy within the Classroom
When dealing with observed and recorded behavior concerning Head Start children in the classroom, the issue of confidentiality must be discussed. Because observations become a part of a child’s records, the same rules that govern the use of a child’s record (listed above) need to be in effect. Here are some guidelines for protecting the confidentiality of Head
Start children and families within the classroom:
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 Code the children’s name to protect the identities whenever possible.
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Use observational techniques that will not break the confidentiality of a parent.
Do not leave observations out of the folders where other staff or parents of other children can see them.
Provide access to written observation records only to parents and professionals on a need-to-know basis.
Written parental / guardian consent should be obtained prior to access being allowed to the information by anyone other than the teacher, site staff, or parent / guardian.
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Discuss observations with other staff only on a need-to-know basis.
 Store all children’s records in locked files, drawers, or closets. Limit the number of keys to individuals authorized to access the information.
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Most records move with the child. When the children are ready to transition to school, records are also transferred to the school, with the parent’s or guardian’s permission.
In addition to the confidentiality regarding children’s records, no staff shall knowingly disclose confidential information gained by reason of information shared among Head Start staff, parents, school personnel, or anyone associated with the
Head Start program. Some examples of areas of confidentiality not to be disclosed include:
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Information about Children and Families served by the program
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Personnel
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Interview information
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Policies
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Affairs of the Region 7 E.S.C. Head Start organization
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HIPPA (Health Insurance Portability and Accountability Act) – related information
Staff shall not use information to advance any personal or financial interests. The organization shall maintain confidentiality of client records, and no staff shall gossip or talk casually about a Head Start family. Staff members shall respect the confidences that co-workers share with them.
HEAD START STANDARDS OF CONDUCT 1304.52(i)(1) – Human Resources Management
I understand that as a part of Region 7 ESC Early/Head Start, I agree to the following:
 I will respect and promote the unique identity of each child and family and refrain from stereotyping on the basis of gender, race, ethnicity, culture, religion or disability
 I will follow the program confidentiality policies concerning information about children, families, and other staff members
 I will never leave a child alone or unsupervised while under my care
 I will use positive methods of child guidance and will not engage in corporal punishment, emotional or physical abuse, or humiliation. In addition, I will not employ methods of discipline that involve isolation, the use of food as punishment or reward, or the denial of basic needs
" Region 7 Education Service Center is committed to student success by providing quality programs and services that meet or exceed our customers’ expectations."
Created: 09/20/2004 Reviewed: 2/02/2012 Revised: 2/02/2012

Head Start Teaching Staff Conduct Policy and Confidentiality Statement
Teachers and Assistants must adhere to the agency’s Standards of Conduct Policy and Confidentiality
Statement to ensure a safe and secure environment for children and appropriate confidentiality of information is maintained at all times.
Confidentiality Statement
Head Start Performance Standard 1304.51(g)
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Grantee and delegate agencies must establish and maintain efficient and effective record-keeping systems to provide accurate and timely information regarding children, families, and staff and must ensure appropriate confidentiality of this information.
Standards of Conduct
Head Start Performance Standard 1304.52 (i) (1)
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Respect and promote the unique identity of each child and family and refrain from stereotyping on the basis of gender, race, ethnicity, culture, religion, or disability;
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Will follow program confidentiality policies concerning information about children, families, and other staff members;
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No child will be left alone or unsupervised while under their care; and
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Will use positive methods of child guidance and will not engage in corporal punishment, emotional or physical abuse, or humiliation. In addition, they will not employ methods of discipline that involve isolation, the use of food as punishment or reward, or the denial of basic needs.
By signing below, I ____________________, acknowledge that I have received, read, understand, and agree to adhere to the Region 7 Head Start Standard of Conduct, Confidentiality Policies, and Teacher
Handbook (electronic copy located: http://www.esc7.net/default.aspx?name=head_start).
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Please Print Your Name Here
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Signature
__________________
Date
" Region 7 Education Service Center is committed to student success by providing quality programs and services that meet or exceed our customers’ expectations."
Created: 09/20/2004 Reviewed: 2/02/2012 Revised: 2/02/2012