Confidentiality Guidelines

School of Kinesiology Confidentiality Guidelines

Confidentiality Expectations for AY 2026-27

Information management is a crucial component of the faculty recruitment, evaluation (e.g. developmental reviews, third-year reviews, reappointment reviews, AEOs), and promotion process. This includes information developed, received, or discussed regarding faculty candidates and external reviewers. Protecting this information is vital to maintaining the high quality of our faculty, encouraging candor during deliberations, protecting the integrity of the School of Kinesiology (“School”), and ensuring compliance with our commitments to faculty, candidates, external reviewers, and the University of Michigan. In consideration of my participation as a candidate under review, evaluation reviewer, executive committee member for the School, and/or a person with access to the documents, I attest that I have read and understand the expectations and responsibilities:

1. Strict Confidentiality of Information: I will treat all files, portfolios, letters, and electronic communications (including metadata and identity-revealing details) as strictly confidential. Authorized access to this information is granted solely for the performance of my duties as an administrator, evaluator, or committee member. This obligation to avoid such disclosure continues even after the review or search is completed and even if I leave the employment of the School or the University of Michigan.

2. Digital & Data Stewardship: I will not download confidential dossiers to personal files, nor will I share evaluation files. Upon request to the Associate Dean for Faculty Affairs (ADFA), a printed copy may be provided; however, it must be returned to the ADFA at the conclusion of the review. Once a search or review is concluded and the final official report has been submitted, I agree to securely delete all electronic drafts/notes and shred any physical working papers I generated during the process. Only the official, designated school files will be retained in accordance with U-M record retention policies.

3. Conflict of Interest (COI) Disclosure: In accordance with university and School SPGs, any real, potential, or perceived conflict of interest (e.g., personal relationships, financial ties, co-authorship, or previous advising roles) must be disclosed in writing to the Dean and/or ADFA, no later than the start of active evaluation.

4. Reviewer Anonymity: I will protect the absolute anonymity of external reviewers. I will not disclose their identities, affiliations, or descriptive markers to candidates or any individuals outside the designated review committee.

5. Integrity and Objectivity: I will manage all information in a fair, accurate, honest, and professional manner. I will actively guard against inaccuracies, carelessness, bias, and distortions of a candidate's record through either omission or undue emphasis.

6. Verbal and Situational Discretion: I will ensure that all discussions, deliberations, and polls remain private and are conducted in environments where they cannot be overheard by unauthorized persons. Should controversial subjects arise, they will be handled calmly, respectfully, and professionally.

7. Reporting Breach of Confidentiality: It is important to promptly report to the Dean or the ADFA if I become aware that another individual has breached the confidentiality parameters outlined in these guidelines.

8. Sanctions and Post-Service Obligation: I understand that my obligation to maintain confidentiality is perpetual and continues even after a search/review is completed, and after my employment with the School or the University of Michigan ends. Violations of this agreement may result in administrative sanctions, including immediate termination of access to review materials, removal from committees, and/or formal disciplinary action in accordance with standard University policies. 

9. Limits on Inquiry and Disclosure for Candidates: If I am a candidate undergoing consideration in a faculty search or undergoing a review (e.g., promotion, tenure, third-year, reappointment, developmental review, FAR), I will not solicit any information about my case from other faculty or staff. This includes, but is not limited to, status as a candidate, the names of external reviewers, content of external letters, committee discussions, vote counts, or individual voting stances. I understand that the school has established mechanisms for providing feedback, and those processes must be followed. Questions regarding the timeline may be directed to the ADFA.

10. Limits on Inquiry and Disclosure for Evaluators: If a candidate asks me for any information regarding their status in a faculty search or review, such as, but not limited to, names of external reviewers, copies of or summaries of external review letters, nature of the discussion of the promotion case or review, who voted or abstained, how faculty voted, etc., I will strictly decline to provide it and will refer them to the appropriate administrator.