3.41 – Confidentiality

A. Purpose

To establish expectations related to the handling of confidential information.

B. Policy

Employees are expected to protect the interests of the college and its students and employees by not disclosing confidential information unless required by law and/or when it is necessary as part of college business.

C. Procedures

As a condition of employment, college employees agree that they will not, except as required in the conduct of the college’s business or as authorized in writing by the chancellor, publish or disclose, either during their term of employment or any time thereafter, any confidential information relating to the college’s business they may have acquired while they were employed by the college.
Employees are expected to respect the confidence placed in the college by its students and employees. The professional relationship between each student, employee and the college requires there be no disclosure of information about the internal affairs of either party to others. This includes responses to inquiries from, but not limited to, salespeople, news media or the public. When making presentations with potentially confidential information, employees must consult their supervisor prior to the presentation to receive approval.

Employees are expected to return all items containing confidential information to the college prior to leaving employment. Failure to do so could result in legal action against the employee by the college, its employees or its students.

Information which may be considered confidential includes, but is not limited to:

• Information about current or future building plans (other than that which is released to the general public by the chancellor of the college);
• Salaries of other employees;
• Financial records;
• Identifiable personal information;
• Student records;
• Digital records;
• Any information that is detrimental to the college, its students or employees.

Inquiries about student information should be directed to the division of student affairs.

Inquiries about employee information should be directed to the office of human resources.

Inquiries from news media, should be directed to the communications and marketing department.

Failure to adhere to these standards may result in corrective action up to and including termination of employment and/or legal action.

D. Definitions
Confidential includes all information that is protected by FERPA or other applicable federal/state laws; information that should reasonably be expected to be kept private; or information that a reasonable person would know could harm the college, its students, or its employees financially, legally, or publicly.

E. Authority
This policy is maintained under the authority of the chief human resources officer.

F. Related Policies
3.01 Anti-Harassment and Anti-Discrimination

G. Implementation
Purpose, procedures, responsibilities, and definitions approved and adopted by the cabinet on 12/01/20.

Policy approved and adopted by the board of trustees on 12/14/20. Set for review in fiscal year 2023-2024.