Protocol for Handling Confidential Information

We share confidential student profile information with faculty who work with students for the express purpose of understanding student leaning. It is a professional obligation of all ISB faculty to safeguard confidential information given and received both verbally and in writing. It is a professional responsibility of LS staff to remind others about confidentiality Confidential conversations will take place in secure settings only At no time should confidential information be left in insecure locations Psycho educational testing may not be photocopied and distributed to a wider audience, however counselors may keep a working copy in a locked cabinet. o Psycho educational testing results can be shared with teachers working with the particular student. o Discussion and interpretation for non-LS staff is the responsibility of the case manager. If teachers wish to have more a in depth interpretation of the psycho-educational testing, they may request a meeting with the case manager. o The counselors handle psychological evaluations pertaining to mental health or family counseling. With permission of the family, they may share relevant details that may affect student learning social/ emotional or academic. The primary channel for internal written communication about student learning profiles is through the Individualized Learning Plan documents. These documents summarize the results of psycho educational testing, describe strengths, weaknesses, learning styles, and interests, and document a set of goals for student progress. Each student in the Learning Support Department will have an ILP. This document must also be handled as a confidential document. o When passing on ILPs they will be converted to PDF files so that third parties cannot alter them. o When sharing these PDFs on campus we use a non-printable format. File Storage All Psycho educational information on Learning Support students will be kept in locked files in a central location in the learning support department. The counselor will have access to these files and can make copies relevant to his or her work. Written or verbal information pertaining to psychological or mental health profiles will be housed in a locked cabinet with the counselor and the Learning Support file will indicate that there is another file with the counselor. There will be a dot system in place that indicates in cumulative files that there is an additional file pertaining to the student which is housed either with the counselor or in leaning support files. o Red dot indicates - There is a file in the LS office o Green dot indicates There is a file with the counselor o Yellow dot indicates - There is a file in the special education office