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Policy Number: HR-50
Effective Date: April 2014
Responsible Officer: President, Academy of Natural Sciences of Drexel University


This policy was established to protect Professional Staff Members and Students against a breach of privacy and/or confidentiality.


This policy applies to all eligible Professional Staff Members


Implementation of this policy is the responsibility of the individual supervisor with guidance from the supervisor’s HR Partner.



The President of the Academy of Natural Sciences of Drexel University is the official responsible for the administration of this policy.


The Academy protects the legal rights of Professional Staff Members, Students and against breach of confidentiality. Such information includes personnel record data, salary and benefits information, peer review information, and other confidential statements and/or materials. Unauthorized accessing of records (whether computerized or manual), divulging confidential information regarding Professional Staff Member or student to an unauthorized third party, using confidential information for personal use, and/or inappropriately removing confidential information from organization premises are strictly prohibited and may result in disciplinary action, up to and including immediate termination. This policy is designed to limit exposure to allegations of breach of privacy and breach of the Professional Staff Members duty of confidentiality, as well as to protect against compromising the Academy’s reputation.  


Professional Staff Member is defined as an individual employed in any non-faculty category by the Academy of Natural Sciences of Drexel University, including an individual who is deemed to be either exempt or non-exempt under the provisions of the Fair Labor Standards Act (FLSA) and/or applicable state law.


Student is defined as any person currently enrolled, whether part-time or full-time, in undergraduate or graduate courses or programs.  Undergraduate Student denotes any Student who is primarily enrolled in undergraduate courses or program and has not obtained a bachelor’s degree in such course of study or program.  Graduate student denotes any Student who is primarily enrolled in graduate courses or program who is working toward a graduate degree or certification after having earned a bachelor’s degree.


  1. An organization’s duty to safeguard confidential information arises out of the privacy rights of Professional Staff Members, Students, and others with whom there are relationships which impose special obligations. Among the types of information which raise special concern are: personnel transactions, including compensation adjustments, performance evaluations, disciplinary actions, grievance procedures, employment demographic information, employment agreements, benefit plan information; appointment schedules both medical and administrative; telephone access and usage records; security access control logs and parking control logs; student academic records;; peer review and quality review information, promotion and tenure records; insurance and litigation information.
  2. Several offices of the Academy administer functions that require handling Professional Staff Members and Student personal data, including Social Security numbers. Data concerning such personal information can be shared among offices of the Academy under a strict need-to-know basis. However, any information containing Professional Staff Members and Student personal information can be shared with entities outside the Academy, including auditors, benefits providers, and governmental agencies, only with the specific approval of the Vice President of the Human Resources Department.


Notwithstanding anything to the contrary stated in this policy, nothing herein is intended to alter the at-will status of any Professional Staff Member.  The Academy of Natural Sciences of Drexel University at all times retains the right to terminate any Professional Staff Member at any time for any lawful reason, or for no reason at all.