Page 90 - Operations & Procedures Manuals

OBJECTIVE:
STANDARD OPERATING PROCEDURE
PROCEDURE:
Member Record Request
SOP REFERENCE #: 108.1
REVISION DATE:
Policy 108: Disclosure of Member Records
REVISED BY:
RELATED POLICY:
The parent/guardian of a Club member may request information
regarding member attendance, fees, etc. Unless instructed by a court,
both parents/guardians have equal access to the records of their
member. Once the request has been received in writing, the Club may
release pertinent information to the requesting party.
RESPONSIBLE PARTY:
PROCEDURAL STEPS:
Branch Director
Record requests should be approved by Branch Director and COO prior
The following information can be shared:
• • •
• • •
Youth Attendance
Payments made (amount/time period)
Special program enrollment/participation
The following information CANNOT be shared:
Youth contact information/address/phone
The other parents/guardians contact information/address/phone
FREQUENCY/TIMING:
to processing by a Branch designee. A copy of the request should be
kept in the member’s file. If a request for information is received from the
parent/guardian of a member, that person must provide documentation of
their relationship to the youth. The request must be made in writing and
include the information requested, as well as a signature of the
parent/guardian requesting the information. Once received, the Club
record may be provided.
Bank account/card information
Record requests must be filled within one business week of request. In
the case of court ordered directives, the Club is obligated to adhere to the
guidelines outlined in the court documents. The parent/guardian is
responsible for supplying the Club with a copy of any subpoena or other
court documents related to contact and/or record requests. The Club
cannot respond to items shared verbally from either party.
As needed/requested
FORMS/DATABASE/OTHER
Member file
INPUTS:
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