Human Resources Manual

Policy No.: 5-3 This policy applies to:
Policy Name: Confidential Information Non-exempt staff
Effective Date: 08/01/04   Exempt staff
Revised: 12/01/11 Faculty

Policy

Loyola University New Orleans will safeguard confidential information concerning individual students, employees, alumni, etc. Unauthorized accessing and/or disclosure of such confidential information by University employees is prohibited and may result in legal penalties as well as disciplinary action.

Procedure

Confidential information includes, but is not limited to, information concerning:

  • Prospective, former or current students
  • Prospective, former or current employees (employment, pay, health, insurance, credit, and other personnel information)
  • University donors
  • Student disciplinary records
  • University Police records
  • Law Clinic clients
  • Student Health Service patients
  • Counseling Center clients
  • Academic Transcripts*

University employees may not obtain access to or provide confidential information unless their positions within the University authorize them to do so. Employees who receive requests for information, and who are uncertain whether it is appropriate/permissible to disclose the information, should seek direction from a supervisor before responding.

Student Records

The University at all times adheres to the Family Educational Rights and Privacy Act of 1974, as amended, with respect to the disclosure of student education records to the student, the student's parents, other University officials, and any other individual, agency, or organization, including officials of other schools or school systems, representatives of the United States Government, state and local government officials, and all other public and private organizations. http://academicaffairs.loyno.edu/records/student-employees-and-ferpa

*See Student Handbook or Academic Bulletins for more information.

Employment References

In order to guard employee privacy and to protect the University from accusations of defamation or other harm, Loyola limits the authorized release of reference information on current and former employees. The Human Resources Department responds to employment verification and reference requests in writing, authorized by the employee or former employee. Requests for employment references must be referred to the Human Resources Department. Other information provided by individuals outside of Human Resources is construed to be a personal reference for which the University is not responsible or liable.

Other Confidential Departmental Information

Individual departments may have information that they deem confidential. Department heads will inform employees of any special confidentiality requirements or expectations including signed confidentiality agreements that may be required.

Subpoenas

Subpoenas, lawsuits, other legal documents and any other requests or demand for the release of information for a legal proceeding must be referred to General Counsel, Office of the President.