The PHI will include information that is relevant and necessary for the band context, such as:

• Name and contact information of the student and their parent or guardian
• Emergency contact information
• Health insurance information
• Medical history and current health status
• Allergies and sensitivities
• Medications and dosages
• Special dietary or physical needs
• Any other information that may affect the student’s participation or safety in band activities

The PHI will be collected through a written consent form that explains the purpose, scope, and use of the information. The form will be distributed electronically as a google doc or as a hard copy form returned directly to band directors.  The consent form will also inform the student and their parent or guardian of their rights and responsibilities regarding their PHI, such as:

• The right to access, correct, or withdraw their PHI at any time
• The right to complain or raise concerns about the policy or its implementation
• The responsibility to update their PHI if there are any changes
• The responsibility to respect the privacy and confidentiality of other students’ PHI

The PHI will be stored in a secure and confidential manner by the band directors or a designated officer. The PHI will be accessed and used only by authorized staff and volunteers who need to know it for band purposes. (PHI access for all band students will be granted to band directors, band booster presidents, first aid volunteer.  PHI access will be given to chaperones only for the students assigned to their bus.  Other Band Booster Executive officers will only have access to name and contact information of the student and parents). The PHI will be shared only with consent or as required by law. The PHI will be retained only through the current school year and disposed of securely no later than June 1st.