Records and data

Data Practices Records Policy

Board of Directors Revision Date: 6/18/2010

Summary: Guidelines for releasing data.

Related Information: MAPE Bylaws, Article XII, Judicial Procedure, Section 2 - #9.

Policy:

It is the policy of MAPE that all records are open only to MAPE dues-paying members upon written request to the appropriate Statewide Officer. The request must state specifically what information is requested. Photocopies, not to exceed 20 pages for any request of information, shall be provided. No original records of MAPE will leave the MAPE office, except in the possession of appropriate Statewide Officers. After 20 copies, $.25/copy will be charged. (Requests for membership lists are necessarily excluded from this 20-page limit.) If necessary, you may be asked to sign the “Agreement to Safe Guard MAPE Provided Data.”

The following information will not be made available:

  • Social Security numbers.
  • Amount of state or federal withholding or number of exemptions claimed of anyone receiving payment or reimbursement from MAPE (but, you may find out the rate of pay and the hours worked of anyone receiving compensation from MAPE).
  • Personal/home phone numbers.
  • Home and personal e-mail addresses.
  • Any other information of a personal nature.

Membership lists will not include Social Security numbers, home addresses or home phone numbers, and it is understood that regional and local officers must use the utmost discretion in the use and distribution of membership lists. (See MAPE Bylaws, Article XII, Judicial Procedure, Section 2 - #9.)

All requests will be processed and given to the requestor within ten (10) working days, or the individual will be given a written statement describing why the information was denied or delayed. Excluding membership lists, the subject of the request must also be notified at the time of the request and must be given a copy of the response.

Further, it is the policy of MAPE that membership mailing label runs shall not normally leave the MAPE office. Exceptions to this policy must be warranted and receive prior authorization from the 2nd Vice President or, in his/her absence, the President.

Data Practices Policy

Board of Directors Revision Date: 6/18/2010

Summary: Guidelines for the release of member home addresses, e-mail addresses, phone numbers and state employee identification number.

Related Information: Article XI of the MAPE Bylaws; Article XII, Section 2 (a).

Policy:

The Statewide MAPE President may authorize the release of members’ home addresses, e-mail addresses, phone numbers and state employee identification numbers for MAPE or MAPE PAC official business to local or regional officials upon their written assurance to protect said information from unauthorized release.

Local and regional officials may collect members’ home addresses, e-mail addresses and phone numbers for official MAPE purposes. These purposes include organizing, disseminating information, association sponsored social functions and information on benefits. Local officials must indicate if they are collecting information for the local’s sole use or if the information will be entered in MAPE’s central database.

MAPE members’ and employees’ names, home addresses, home e-mail addresses, home phone numbers, and Social Security numbers are classified private information by this policy. When collecting or handling private information for MAPE, each person collecting or handling the private information shall:

  1. Prevent the unintentional release of the information to anyone who is not a member or employee of MAPE.
  2. Prevent the intentional release of the information to anyone who is not a member or employee of MAPE.
  3. If the information is provided for the local’s sole use (not for entering in MAPE’s central database), prevent the transfer of the information to MAPE Central.
  4. Upon collection of private information, inform the person of the requirements of this policy.

    Sign the “Agreement to Safeguard MAPE Provided Data.”

Infractions of this policy are punishable under Article XI of the MAPE Bylaws.