recommended to the President and/or the Appropriate Vice Presidents, who will promptly respond to such corrective actions. The Board of Trustees will only be notified of violations and corrective actions taken. However, if warranted by the investigation and a Concern is determined to need a higher degree of involvement by the Board of Trustees (such as a violation involving the President or Vice Presidents), the Board Chair and the Audit Sub-Committee could involve the Board of Trustees. All actions taken must include a conclusion and/or follow-up with the reporting individual for complete closure of the Concern.
The Audit Sub-Committee has the authority to retain outside legal counsel, accountants, private investigators, or any other resources deemed necessary to conduct a full and complete investigation of the allegations.
Acting in Good Faith
Anyone reporting a Concern must act in good faith and have reasonable grounds for believing the information disclosed indicates an improper accounting or auditing practice, or a violation of the Codes. The act of making allegations that prove to be unsubstantiated, and that prove to have been made maliciously, recklessly, or with the foreknowledge that the allegations are false, will be viewed as a serious disciplinary offense and may result in discipline, up to and including dismissal from the volunteer position or termination of employment. Such conduct may also give rise to other actions, including civil lawsuits.
Confidentiality
Reports of Concerns, and investigations pertaining thereto, shall be kept confidential to the extent possible, consistent with the need to conduct an adequate investigation.
CONFIDENTIALITY
During our normal course of work, employees encounter confidential information regarding our students, parents, alumnus, and other customers or guests of the college. Confidential information is only to be shared with those who have a business need to know. Our customers rely on the college to protect their privacy. Employees who violate this policy are subject to disciplinary action. The Family Educational Right to Privacy Act mandates confidentiality of information concerning students.
FAMILY EDUCATIONAL RIGHT TO PRIVACY ACT (FERPA) As employees of Doane College we all share the responsibility for ensuring the security and privacy of the students’ records and data. While your supervisor can assist you in understanding the FERPA policy and how you must operate within it, you should become familiar with its provisions.
What is FERPA?
• Federal law designed to protect the privacy of education records (definition below). It also provides guidelines for appropriately using and releasing student education records.
• It is intended that students’ rights be broadly defined and applied. Therefore, consider the student as the “owner” of his or her education record, and the institution as the “custodian” of that record.
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