Page 85 - BESSHS-FACULTY-MANUAL

Policy and Procedures

I. Confidential, school business, and personal information should not be accessed by, or discussed with, anyone except authorized
individuals on a need to know bases. All requests for information about the employee or student should be forwarded to the
authorized department/division to be approved by the designated approving officer.

II. All faculty and staff will be reminded regularly about workplace confidentiality and professional expectations, as well as privacy
obligations as detailed in the Data Privacy Act of 2012.

III. All highly confidential and personal information relating to any current or past parents, families, students or faculty and staff
members will be maintained in individual files in the school office, and can only be accessed with the authorized head’s
approval.

IV. Each employee granted access to data and hard copy information holds a position of trust and must preserve the security and
confidentiality of the information he/she uses. The originating office must be responsible for labeling the confidential document
or information. Specially, with respect to the Institution’s records or information (including but not limited to employee records),
employee must:

1) Access and release data solely in order to perform his/her job responsibilities.

2) Not seek personal benefit or permit others to benefit personally from any data that has come to them throughout their work
assignments.

3) Not make or permit unauthorized use of any information in the Institution’s information system or records

4) Not enter, change, delete or add data to any information system or files outside of the scope of their job responsibilities.

5) Not include or cause to be included in any record or report, a false, inaccurate or misleading entry known to the user as such.

6) Not alter or delete or cause to be altered of deleted from any records, report or information system, true and correct entry/ies.

7) Not allow co-employees to get their payslips in their behalf.

8) Discuss/direct/transact personal concerns about their contracts, rates, and other information pertaining to their personal records to
the proper authority/ies (HRDMO)

9) Take all reasonable steps to protect confidential information from disclosure, e.g. password protecting computers and/or storing/filing
confidential paper work in a locked drawer, and the like.

10) Not forward or store confidential information so as to give access to those without a legitimate need to know.

11) Not disclose confidential or personal information about students, families or staff, or be drawn into discussions about students,
families or staff, with any third person or agency, which has no legal or compelling need to discuss such issues.

12) While faculty and staff members may have confidential discussions with others, particularly students, all faculty and staff members are
compelled to report all disclosures of intentions to self-harm or to harm others.

V. Department heads, supervisors, and head of offices shall provide their staff with direction concerning the appropriate release of
information that they may encounter during the course of their employment.

VI. All student assistant and on-job trainee (OJT) who may have access to confidential or personal information shall also be covered
by this policy and required to adhere to its requirements as a condition of being a student assistant or OJT.

VII. Breaches of confidentiality relating to complaints (employee or student), employee selection or employee performance, etc. are
all serious offences.

VIII. Employee/s who disclose confidential or personal information to those without a legitimate need to know or who disclose
confidential or personal information observed or heard without proper authorization may be subject to corrective action up to
and including termination.
Penalties:

1st Offense Warning to Suspension from 1-10 days
2nd Offense Suspension from 11-20 days
3rd Offense Dismissal

Approved date: June 25, 2019
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Faculty Manual (BES and SHS) 2021ed.icc
Prepared by: AdminServQ Page 85