Procedure No. 40.020
CLARION UNIVERSITY FOUNDATION ALUMNI DEVELOPMENT INFORMATION SYSTEM CONFIDENTIALITY POLICY
Date Issued: 11/15/99
Date Effective: 9/15/99
Date(s) Revised: 2/1/06
Issued By: University Advancement
Purpose: To provide guidelines for the use and release of biographical information that is maintained in the Clarion University/Clarion University Foundation, Inc. Alumni/Development database.
Clarion University maintains the ADS (Alumni/Development System) consisting of alumni and friends bio-demographic data. The information is maintained exclusively for purposes related to Alumni/Development Programs. Clarion University Foundation, Inc. was named by the University Council of Trustees, as the designee to receive all private support to Clarion University. The University, through a memorandum of understanding, contracts with the Clarion University Foundation, Inc. to maintain its information regarding private support. Information in the form of lists, labels, data files, and reports is available only to authorized representatives of Clarion University in support of approved activities. Approvals will be made by the Associate VP for Development or the Foundation Administrative Director, depending upon the subject matter of the request. The unit/individual requesting information must maintain the confidentiality of that information. Information requests are fulfilled upon receipt of a signed confidentiality statement. Information is not available for creating lists, files (paper or electronic), vendor mailings, political mailings, or locating past friends, roommates, etc. When written (letter, e-mail, fax) requests for address and telephone information for constituents (no more than two) are received from members of the external University Community (alumni, retired faculty, staff, administrators, parents and donors) information will be provided if it is listed in the latest edition of the published Alumni Directory. If the information in question is not listed in the Clarion University Alumni Directory, the request will be forwarded to the individual whose contact information is being sought. That individual will decide whether or not to respond to the inquiry. No information will be released directly to non-University Community members. Occasionally, the Clarion University Foundation, Inc. will list the names of donors in printed annual reports or on plaques in specified sites, except when anonymity is explicitly requested. Any responses consisting of new or updated bio/demographic data received in return from mailings or other contacts must be returned to the Advancement Office in order that current accurate information can be maintained as the University’s official records. Stand alone lists, data files, and other records are not permitted to be maintained or be used for other contact purposes. New information should be requested for each contact.
Procedures for Requesting Information:
1. Contact the Advancement Office and discuss the request with a staff member. The staff member may offer suggestions to help tailor the information request.
2. A written request is required. Fax, e-mail or campus mail are all acceptable mediums for submitting information requests.
3. The Advancement Office requires submission of a copy of any information (e.g., accreditation surveys or newsletters) being mailed to alumni.
4. The Advancement Office will forward a Confidentiality Statement to the person making the information request. The signed statement must be returned before the requested information will be released. The signed statement can be returned via fax or in person when the requested information is collected.