Attachment B.pdf

SCVR 457

Revised 12/2018

South Carolina Vocational Rehabilitation Department Confidentiality Agreement

This agreement covers all persons (employees, interns, practicum students, work study students and/or contractors), working, volunteering, or doing business with South Carolina Vocational Rehabilitation (SCVRD) both during and after employment, volunteering, and/or when business with SCVRD has been completed or been terminated. This agreement prohibits restricted/confidential information as defined by Federal, State, and Local policy from being accessed, disclosed or released without the proper consent of the individual/parent/representative/ guardian involved and/or a SCVRD supervisor.

In addition, certain information considered restricted/confidential may be able to be released to certain parties, but must not be released before obtaining specific authorizations. This information includes, but is not limited to; documents concerning employees, consumers, or members of the public. The documents may include medical/psychological information; home address or telephone number; social security number; payroll deductions, salary documents, stipends, data, sign-in sheets and reports; personnel files, and any Personally Identifiable Information (PII) regarding employees or applicants, consumer files and data. This agreement also applies to e-mails, hard copies, and other electronically accessible information.

You are personally responsible for maintaining the restricted/confidential nature of these materials by carefully observing the privacy measures listed below:

1. Permitting no other persons access to restricted/confidential information or materials and do not print or discuss any aspect of any data/information or other confidential personnel-related matters with any other persons, unless they are authorized and need the information to perform their work.

2. Secure all restricted/confidential materials when you are not directly working with them. (example:

placing files in file cabinets and not on the desk)

3. Do not retain any photocopies or make personal file copies of restricted/confidential materials unless authorized. Any extra copies of restricted/confidential materials should be destroyed by shredding (or putting in the locked shred box) when they are no longer necessary.

4. If you have any questions about the information to which you have access, to prevent incidental handling of restricted/confidential information you should assume the information is restricted/confidential and handle it as such.

Conduct

All individuals are expected to be professional and maintain confidentiality at all times, whether dealing with actual records, projects, or conversations, and abide by the obligations of contractual confidentiality agreements.

Examples of violation may include, but are not limited to:

1. Careless and unguarded talk regarding information about any consumer or fellow employee.

2. Allowing unauthorized access to restricted/confidential consumer information, restricted/confidential data, or personal employee.

SCVR 457

Revised 12/2018

3. Sharing of information acquired by persons in the course of their work to others who don't have the authority to access the information in the course of his/her work, or doesn't have a need to know to carry out his/her job duties.

4. Sharing of information relative to restricted/confidential Human Resources matters.

5. Breach of confidentiality obligations regarding the disclosure of restricted/confidential information through social media sites (e.g. Facebook, Twitter, Instagram, etc.).

6. Discarding restricted/confidential documents in non-secured trash.

Restricted/confidential documents must be handled in a restricted/confidential manner prior to proper disposal.

Confidential Documents

It is essential that these privacy standards are maintained at every stage of any restricted/confidential process in which you may assist, participate or review. This pertains to any and all materials to which you have access regardless of the form in which it is stored, processed, transmitted or archived.

Confidential documents include personnel files, consumer files, and other similar files where unauthorized access or release, falsification, or destruction of restricted/confidential individual records is strictly prohibited.

Reporting Breach of Confidentiality

All employees, volunteers, interns, practicum students, work study students, contractors or people doing business with the South Carolina Vocational Rehabilitation Department are required to report violations of this policy. Options include reporting to a SCVRD supervisor, the SCVRD legal department, the SCVRD Information Technology (IT) Department, or to the SCVRD Human Resources Department.

A copy of this form will be maintained in your personnel file.

I have read the above Confidentiality Agreement and understand my responsibility regarding security and misuse of restricted/confidential information. I accept the responsibility of maintaining the strict confidentiality of all materials, processes, and information to which I have access.

Employee's Name (Print) Employee's Name (Signature)

Date

These confidentiality standards were discussed with the above employee.

SC Vocational Rehab Department Designee (Print) SC Vocational Rehab Department Designee (Signature)

Date