CONFIDENTIALITY POLICY

Introduction

The well-being and protection of students, staff and parents are the foremost consideration in all our decisions about confidentiality. In line with the school’s culture and philosophy, therefore, trust must be established in the system by demonstrating absolute professionalism in handling all available information, ensuring that they are used only in the child’s interest and the school.

From the aforementioned, this document attempts to define boundaries that identify what type of information can be shared and what types of individuals are authorized to do so.

PURPOSE

The overriding purpose of this policy is security, safety and maintenance of professionalism in the school’s operational practice.

Professionalism

To maintain a general degree of professionalism, it is important that the school and individual’s personal details remain personal until otherwise decided by the Management.

Safety

The well-being and protection of our students remain paramount in all our decisions and considerations. Appropriate and legitimate sharing of information between staff is vital to students’ well-being and safety. So, boundaries of confidentiality must be maintained so that students feel safe and comfortable discussing personal issues and concerns with the staff and school management. 

Therefore, it is pertinent to uphold the culture of confidentiality as it encourages the free flow of information and improves trusting relationships amongst stakeholders in the system. 

 Security

Unauthorized disclosure of information is a serious violation of the school’s rules and regulations which may attract punitive legal action. An employee exposed to confidential or privileged information must ensure the information remains confidential both during and after employment. All staff, including board members, are expected to return materials containing such information at the time of separation from employment or expiration of service.

GUIDELINE

SCOPE

This policy affects all employees, teaching and non-teaching staff who may have access to confidential information.

Information covered by this policy shall include written or unwritten, either printed or stored electronically. 

OVERVIEW FOR PARENTS

We believe that it is essential to work in partnership with parents. To this end, the College will endeavor to keep parents abreast of their children’s progress, including concerns about their academic progress or behavior.

However, there are occasions when such information will not be discussed with parents as the school will always strive to help students resolve some of their personal issues.

If a student discusses a challenging personal matter with the school, they will also be encouraged to discuss it with their parents.

PROHIBITION

Employees and stakeholders at every level in the school are prohibited from:

1. Discussing student confidentiality issues with colleagues who have no legitimate concern or interest. If in any doubt, the Management of the school should be contacted.
2. Discussing issues of student confidentiality with other students who have no legitimate concern or interest
3. Discussing issues of student confidentiality in inappropriate social settings and circumstances
4. Using confidential information for any personal benefit or profit
5. Disclosing confidential information with any unauthorized person within or outside the institution without the management’s permission.

Exceptions

BREACHES OF CONFIDENTIALITY

CONSEQUENCES OF WILLFUL AND UNAUTHORIZED BREACH

Willful breach of these confidentiality guidelines will amount to gross professional misconduct, attracting disciplinary action under the school’s disciplinary procedures.

The policy is binding on individuals even after ceasing to be employees of this institution. 

MEASURES

The school will ensure adequate protection of confidential information: paper documents will be well-stored, electronic information encrypted and databases safeguarded.

TRAINING

 Through induction and further training, all existing and new employees and workers will be made aware of this confidentiality policy.

POLICY ELEMENTS

Confidentiality is an important principle that enables people to feel safe in sharing their concerns and asking for help. However, the right to confidentiality is not absolute. Sharing relevant information with the right people at the right time is vital to good safeguarding practice.

Justifiable and lawful exchange of information for the protection and safety of children is allowed as the safety of the students takes precedence over the need to maintain appropriate confidentiality.

RECORD KEEPING

The following records shall be kept by the school: –

• Curriculum Policy Documents
• Non-Curricular Policy Documents
• Pupil Admission Documents and Personal Information
• Pupil Education Records
• Personnel Records
• Financial Record