Code of Conduct and Confidentiality Form

Confidentiality Agreement(Required)

I understand the Agency’s policy around confidentiality and have read and agree to all the terms and conditions

All staff and volunteers of Big Brothers Big Sisters of Central Vancouver Island (the “Agency”) are required to abide by this Confidentiality Policy. Any breach of this policy will be considered grounds for termination.

Agency Service Delivery Staff will explain the confidential nature of our service to the volunteer, child and parent/guardian as early as possible in the orientation and/or screening process. At all times thereafter Service Delivery Staff will ensure the privacy of case information.
Information contained in the Casework files will not be disclosed by the Agency to any person without written approval of said person except in the following cases:
1. Where the safety of a child depends upon divulging this information. This could include suspicion of neglect or abuse of a child. The proper authorities will be informed when necessary. This could result in the disclosure of confidential information without written consent from the person to Brothers Big Sisters of Canada’s insurers and or legal counsel, as may be appropriate in connection with any legal proceeding or inquiry;
2. When subpoenaed by the courts;
3. Where required by law; and
4. During periodic agency accreditation reviews; case records, including relevant personal information will be shared to authorized representatives of Big Brothers Big Sisters of Canada.
In the event that confidential information is requested to support a custody or access application, or for any court matter other than a “child protection” case, the Agency will only release the information if required to do so by a Judge’s Order.
No staff member or volunteer shall use confidential information from the agency to advance any personal interest, financial or otherwise.
In accordance with Big Brothers Big Sisters of Canada’s National Standards:
• No information will be provided to persons or organizations outside of Big Brothers Big Sisters of Canada, and its agents, about parents, children or volunteers without their express prior written consent except where required by law.
• All information and records, including electronic records, shall be kept secure (for example, in a filing cabinet, desk, etc. under lock and key, password protected, etc.) and confidential at all times.

Case records will be accessible only to the Caseworker, Executive Director, Casework Supervisor, and in appropriate situations, other Caseworkers.

Staff / Volunteer Code of Conduct(Required)

I understand the Agency’s Code of Conduct and have read and agree to all the terms and conditions.

Big Brothers and Big Sisters of Central Vancouver Island (the “Agency”) will provide quality mentoring relationships with adult volunteers to children who need a friend. A relationship with a mentor can improve the life of a child, and contribute to their emotional well-being.

In the interest of the children and youth that we serve, Big Brothers/Big Sisters staff and/or volunteers commit to improving the life of a child by observing the following code of conduct:

1. You agree to conduct yourself in a manner consistent with your position as a positive role model to a child, and as a representative of the Agency;
2. You will follow Agency policy and guidelines around the safety of the child as outlined in the Agency’s Child Safety Program and not engage in any behavior that may be perceived as being sexual/or abusive with the Child or any member of the Child’s family;
3. You agree to respect the privacy and dignity of the Little/Mentee and family by not divulging confidential information without consent, except where required by law as in the case of suspected child abuse;
4. Staff agree to limit their involvement in a mentor/mentee or parents’ life to what is deemed appropriate by the Agency. Both are seen as an influence, not a dominant factor, in the person’s life;
5. The adult-child/Adult-adult relationship is based on mutual respect. Both agree to treat each other in a respectful way at all times;
6. Staff will allow Volunteers to develop their friendship with their Little/Mentee at their own pace;
7. You are required to discuss problems, issues, concerns, or changes of circumstances (living situation, change of address, phone number etc.) with the Agency contact person;
8. In the event of match closure, both must be sensitive to the impact that this can have on the child, and take the necessary steps to minimize upset to the child. All matches are to be formally closed by the agency caseworker; and
9. You agree to not consume any alcohol or drugs prior to or during any visit with a child.

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