Page 74 - ADMINISTRATION-Manual

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:

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