A gentle reminder to everyone of the uses of data.

Other Reminders: We DO NOT release any information or data of students and/or employees
through telephone calls.
Guidelines for Releasing data: Disclosure of Information
Personal information should not be given to any third party without the permission of the
employee or student. This includes parents or other relatives, spouses, friends, colleagues or
fellow students. A consent or authorization letter is needed if the data will be acquired by other
than the data subject. The following guidelines must be followed in releasing of data:
1. All departments must remember and ensure that all data to be released should be given
only to the owner of data by the presentation of his or her Identification Card (IC).
2. The data can be released only to a representative who is already authorized in the student
consent form upon presentation of IC. If there is a representative not included in the consent
form, an authorization letter must be presented with the IC of the representative.
3. No data should be released through telephone inquiries since the identity of the person on
the line is difficult to verify.
4. The data can be released through email only if there is an attached letter of authorization
or consent form from the data owner and identification of the person inquiring had also been
established by attachment of any government IC. In cases of verification requests from
companies, they must present the company’s profile.
5. For purposes of traceability, the data that is released can be recorded in the School
Automate electronically or the department can have a logbook for recording.
6. The recorded CCTV footage should not be released and allowed to be viewed unless
there is a written permission from the top management and as required by the law
7. Any data that contains the name of the students and employees along with their personal
information should not be released to any unauthorized person. All college deans, program
heads, and department heads should ensure that all faculty members, staff, and personnel are
properly oriented on the protocol in releasing of the data.
 USE OF EMPLOYEE’S DATA
1. Police and other legal agencies may request for employee’s information when under
investigation through a court order. The DPA allows disclosure of data and information
if the data requested is “pursuant to a subpoena” and “legal obligation”.
2. Inquiry about an employee entails consent and authorization from the data subject. The
concerned college or department in the absence of a consent form may discuss the
general policy and procedure relevant to their inquiry without divulging personal and
sensitive information of the concerned individual.
3. Employers or agencies which verify the authenticity of the records submitted by the
employee for application must submit a formal letter of verification request to the
Human Resources Department along with a consent form. The same letter of request
must also indicate the specific information needed for verification.
4. The Commission on Higher Education (CHED) as part of its regulatory function
collects information of the faculty members. A report containing personal information
is submitted by the Registrar’s Office as part of the CHED monitoring.
5. Accrediting or quality assurance agencies such as Philippine Association of Colleges
and Universities Commission on Accreditation (PACUCOA), Philippine Accrediting
Association of Schools, Colleges and Universities (PAASCU), Association of
Christian Schools, Colleges and Universities Accrediting Council, Inc. (ACSCU-
ACI), Maritime Industry Authority (MARINA), and International Organization for
Standardization (ISO) may require employees’ data from the University for the
assessment of the status and quality of education at OLFU. Relevant information is
shared with these agencies for maintaining and improving the quality of education
being delivered by OLFU.
6. The University provides accident insurance for employees which require OLFU to
submit relevant information to the insurance company to facilitate damages claim in
case of accidents. Disclosure of information is necessary for insurance claim in cases
of injury or accident.
7. Private and public institutions that provide scholarship to employees may require
information needed for the scholarship application and monitoring of their academic
status. These organizations may include the national and local government, CHED,
 Philippine Veterans Affairs Office, and other non-government organizations (NGOs)
that provide scholarships and sponsorships to employees.
8. Research organizations or group of researchers or research regulating bodies (e.g.
IPOPHIL, DOST, PHREB) may need employees’ information and data for their survey
questionnaires, as a subject of their study, ethics clearance, patent and grant application.
The use of data of employees can only be given upon notification to the individual who
will be involved upon acquiring of consent from the data subject. Employees’ data will
also be used by the different colleges and departments for their research, but it will be
in a collective form and subject to anonymity.
9. Confidential information can be disclosed in exceptional circumstances such as when
the employee may harm him/herself, may harm another individual, and when life is in
danger or his/her health and safety is threatened.
10. The Learner’s Management System (LMS) processes employee information relevant
to the use and access of the program necessary in providing array of methodologies in
teaching-learning process.

USE OF STUDENT’S DATA

1. Police and other legal agency may request for student information upon presentation of
a court order of the student under investigation. The DPA allows disclosure of data and
information if the data requested is “pursuant to a subpoena” and “legal obligation”.
2. Family members, relatives or guardians indicated in the student’s admission form are
entitled to verify the class standing or academic performance of the student. Other
relatives who are not in the student’s admission form require authorization letter from
the student.
3. Employers or agencies verifying the authenticity of the records submitted by the
student must have a formal letter of verification request addressed to the Registrar’s
Office. The same request shall contain the specific information to be verified along
with the consent form of the student.
4. The Commission on Higher Education (CHED) as part of its regulatory function
collects information of the students from OLFU. A Report is submitted by the
 Registrar’s Office as part of the CHED’s monitoring and for securing of a Special
Order.
5. The Department of Education (DepEd) as a regulatory body for the Basic Education
requires the Registrar’s Office to encode the student’s information in the Learner
Information System (LIS). The said information is also being transferred to Private
Education Assistance Committee (PEAC) and Fund for Assistance to Private Education
(FAPE) for the processing of ESC or vouchers in Senior High School.
6. The Professional Regulation Commission (PRC) requires submission of information of
all graduates for the verification of their records and ensuring authenticity of the student
records during application to PRC.
7. The Civil Service Commission requires information of students who graduated with
honor from their batch. This will facilitate exemption of the awardees from taking the
Civil Service examination.
8. Accrediting or quality assurance agencies such as Philippine Association of Colleges
and Universities Commission on Accreditation (PACUCOA), Philippine Accrediting
Association of Schools, Colleges and Universities (PAASCU), Association of
Christian Schools, Colleges and Universities Accrediting Council, Inc. (ACSCU-ACI),
Maritime Industry Authority (MARINA) and International Organization for
Standardization (ISO) may require employees’ and students’ data from the University
for the assessment of the status and quality of education at OLFU. Relevant
information is shared with these agencies for maintaining and improving the quality of
education being delivered by OLFU.
9. The University insurance provider requires information of enrolled students for
insurance coverage to facilitate damages claim in case of accidents. Injuries or
accidents covered in insurance collect personal information to facilitate insurance
claim.
10. Private and public institutions which provide scholarship to students may require
personal information needed for the scholarship application, grant, and monitoring of
academic status. These organizations may include the National and Local government,
CHED, Philippine Veterans Affairs Office (PVAO), and other non-government
 organization (NGOs) providing scholarships and sponsorships to students and
employees.
11. Embassy, Consulate and Bureau of Immigration require submission of foreign student
information details for the visa application, monitoring of the academic status, and
length of stay in the country.
12. Other educational institutions may verify student records of transferees and their
transfer of credentials. The verification procedure is based on the Manual of Rules and
Regulations of Private Higher Educational Institution (MORPHE). This involves the
transfer of Form for Basic Education students and Transcript of Records (TOR) for the
College students.
13. Research organizations or group of researchers or research regulating bodies (e.g.
IPOPHIL, DOST, PHREB) may need students’ information and data for their survey
questionnaire, as a subject of their study, ethics clearance, patent and grant application.
The use of student’s data will only be given upon notification to the individual involved
and upon securing consent from the data subject. Students’ data used by the different
colleges and department for their research is subject to anonymity and is in collective
form.
14. University academic partners and institutional linkages require students’ information
undergoing training or study for the processing of their application and evaluation of
their training.
15. The School’s offices and departments process student information relevant to the
provision of their services such as but not limited to the Admission Office, Registrar’s
Office, SFS Office, Dean’s Office, Alumni Affairs Office, Center for Guidance
Services, Student Discipline Office, Career Placement Office, International Office,
VPAA Office, Learning Resources Center, SOCI Office, Office of the Student Affairs,
Office of the Executive Vice-President, and others that provide students services.
16. The Learner’s Management System (LMS) processes student information relevant to
the use and access of the program necessary in providing array of methodologies in
teaching-learning process.