Delaware State University

University Area(s) Responsible: Office of Human Resources

Policy Number & Name: Confidentiality

Approval Date: January 2011

Revisions: _____________________________

Purpose
To ensure that all employees are advised of, and understand Delaware State University regulations regarding
confidentiality of our students, staff, volunteers, alumni, financial and business records.
Policy
It is the policy of Delaware State University to ensure that confidentiality of our students and employees in any
format is not divulged outside the university without explicit approval by the President or his designee.
Procedure
1. All new employees shall be advised of the confidentiality regulations of Delaware State University
during their orientation to the facility and in their respective departmental orientation.
2. Statements of confidentiality must be reviewed and signed by every employee as part of the pre-
employment process.
3. Delaware State University employees are not to discuss any information pertaining to students or
employees while on elevators, in corridors, in lobby areas or any public area either while on or off
duty. As an employee granted access to data/records in computer information systems, it is required
that confidentiality be maintained. The unauthorized access to the university’s information system
for the purpose of modification, deletion or disclosure of information from any system that may
compromise the university is a violation of this policy.
4. Employees found violating any of the following areas by exhibiting or divulging the contents of any
file/record and/or data shall be subject to disciplinary action up to and including termination of
employment.
 Student records (medical/educational/financial or personal, i.e. FERPA)
 Employee’s Records (Medical/Personnel, criminal background, personal profile, financial data)
 Any information pertaining to Delaware State University business dealings, plans/strategies or
financial disclosures
 Distribution of or reproduction of any record or information without expressed approval by the
DSU administration is strictly prohibited.
5. Employees must not give false inaccurate or misleading information in any format such as the data
base, website, print or verbal. Inquiries from outside agencies or organizations regarding
employees/students will be referred to appropriate department handling the matter.

6. This policy shall be reviewed annually for additions and/or deletions.

 DELAWARE STATE UNIVERSITY
_______________________________________________________________________

Office of Human Resources

Delaware State University

CONFIDENTIALITY STATEMENT

A. I will abide by and conduct myself in accordance with the confidentiality regulations,
policies, and guidelines set forth by Delaware State University (DSU) during my
employment.
B. I understand that any violation of the confidentiality regulations of DSU shall result in
disciplinary action, up to and including termination of employment.

I, __________________________, understand and agree that in the performance of my duties as an employee

at Delaware State University, I must maintain confidentiality of information and data related to:

All Delaware State University systems, rules and regulations, employee files, financial information,
student/employee educational records (also in accordance with Federal Education Rights and Privacy Act
(FERPA)), legal files, health information (also in accordance with HIPAA privacy laws), and any work/research
related data, specific to Export/Import Control.

I have read and understand the above confidentiality statement.

________________________________ __________

Employee Signature Date

________________________________

Employee Printed Name

________________________________ __________

Signature of Authorized/HR Personnel Date

Copy to employee: Yes No

Confidentiality Statement signoff sheet (N:Policies & Procedures)