Texas A&M University-Commerce

Office of Advancement Confidentiality Agreement

For Services Provided

Purpose.The Office of Advancement manages and maintains the Alumni & Friends database of record for donors, alumni, faculty, staff and other University constituents related to Texas A&M University-Commerce. Data contained in the database is confidential in nature and includes financial, biographical and personal data. The purpose of this document is to stipulate the expectations regarding the handling of this confidential data.

ConfidentialInformation.Confidentialinformation,forpurposesofthisAgreement,isinformationwhichwillbedisclosedtoyouby the Texas A&M University-Commerce (hereafter referred to as A&M-Commerce) OfficeofAdvancementas a resultofyourrelationshipwithA&M-CommerceandwhichisnotgenerallyknownbyindividualsoutsideoftheOfficeofAdvancement.Confidentialinformationmayinclude,butisnotlimitedto:

  • documentsorotherrecords,includingelectronicrecords,thatcontainfinancial, biographicaland/or personalinformationaboutdonors,alumni, faculty, staffandotherUniversityconstituents;
  • on-lineinformationthatispassword-protected,aswellasthepasswordsrequiredtoaccesssuchinformation.

Informationdoesnotneedtobemarked“Confidential”forittofallunderthepurviewofthisAgreement.Normusttheinformationtakeatangibleorelectronicform;for example, informationresultingfromconversationsthatoccurintheprofessionalofficeenvironmentmayconstituteconfidentialinformation.

ProhibitedDisclosures.Aprohibiteddisclosure,forpurposesofthisAgreement,istheunauthorizedsharingofconfidentialinformationwithindividualsotherthanstaffmembersoftheOfficeofAdvancementwhohavealegitimateneedtoknow.Prohibiteddisclosuresofconfidentialinformationcantakeanyformofcommunication,including,butnotlimitedto,writtenandoralcommunication,andelectronicfiletransfer.

AuthorizedDisclosures.Anauthorizeddisclosure,forpurposesofthisAgreement,isthesharingofconfidentialinformationwithindividuals,otherthanstaffmembersoftheOfficeofAdvancement,whohavealegitimateneedtoknowwhichhasbeenauthorizedbytheOffice ofAdvancement.

YourResponsibilities.Byvirtueofyourpositionasan A&M-Commerce staffmember, faculty member, student worker, temporary employee or volunteer,youareresponsibleforpreservingtheconfidentialityofthesensitiveinformationwithwhichyouworkandfornotmakingorfacilitatinganyprohibiteddisclosuresofconfidentialinformation.Thisresponsibilityincludes,butisnotlimitedto:

Initials /
  • not using the data to create any form of database external to the Office of Advancement;

  • obtainingauthorizationbeforesharingconfidentialinformationwithindividualsoutsideoftheOfficeofAdvancement;

  • shreddinganddiscarding,afterappropriateA&M-Commerce use,anydocumentorrecordthatisprintedinhardcopywhichcontainsconfidentialinformation;

  • usingconfidentialinformationsolelyforthepurposeoffulfillingyourjobresponsibilities;

  • not sharing confidential information with others for the purpose of any personal, business, commercial, or lobbying activities outside of the scope of your job responsibilities;

  • notifying the Vice President of Advancement if you inadvertently make or facilitate a prohibited disclosure.

ConsequencesofViolations.Themakingorfacilitationofaprohibiteddisclosureofconfidentialinformation,orthefailuretootherwisefulfillyourresponsibilitiesdescribedinthisAgreement,mayresultin:

  • terminationofaccesstoconfidential information;
  • disciplinaryaction,up to and includingimmediateterminationof youremploymentorvolunteerpositionatA&M-Commerce.

Bysigningbelow,youacknowledgethatyouunderstandtheabovestatementsandthattheobligationsdescribedhereinremaininplaceatanyandalltimeshereafter,includingafteryouremploymentorvolunteeractivitywithA&M-Commerceends.

Signature / Date
Printed Name / Department or Organization
Department of Advancement Representative / Date

CC:

Signer

Depart/Organization Head

Signed copies stored electronically by Advancement Services: (903) 468-3076

Page 1 of 2

Revised: January 2015

PAC Approved: March 2015