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  Policy on Releasing Alumni Information Records

Policy on Releasing Alumni InformationLooking For Alums

1) If a person sends an email looking for another alum and they have included all pertinent information, reply with the following message.

Hi (Name here)! This is to notify you that your request has been received. There is no need to resend information. Thank you for your patience and cooperation!

DO NOT SAY ANYTHING ELSE!!!

This message has been meticulously crafted by individuals familiar with FERPA regulations, as well as Institutional regulations.

2) If a person sends an email without all necessary information, reply with the following message.

Hi (Name here)!

Due to federal confidentiality regulations, we cannot confirm or deny the status of any individual, unless we have been given permission. As such, we also cannot give out personal information about any individual.

The Alumni Affairs Office provides a service enabling you to forward your contact information to an alumna/alumnus via our office.

Please provide the information you would like to forward and, if appropriate, we will forward it to that party.

Please also provide as much information as possible about the individual(s) you are looking for, including their full name and graduation year, so your information does not get misdirected.

Thank you for your patience and cooperation!

3) If a person calls looking for an alum, tell them we cannot confirm or deny the status of any individual, but we can try to process their request.

Check with the appropriate staff person on a more exact procedure.

4) Information we need to find an alum:

  • the full name of the individual they are trying to contact

  • the graduation year of the individual they are trying to contact

  • the personís full name

  • the contact information the person wants forwarded

Rules on confirming status

If a personís record is marked CONFIDENTIAL (it will inform you of this when you open the record) the college cannot confirm knowledge of the personís identity.

If a record is NOT marked confidential we can acknowledge them without giving out any personal information about them (including student status and grad year).

However, it is the collegeís interest to avoid confirming any constituent unless absolutely necessary.

 
Contributed by ...
 
Carrie Stephens, Assistant to the Alumni Director, Evergreen State College
Email AddressCarrie has been with the Office of College Advancement at TESC since 2001. During that time she has worked in gift processing, prospect research and alumni relations, at one time being the sole interim support for the Alumni Office (FY03).

Supportingadvancement.com Releasing Alumni Information. Sample policy on releasing alumni information.
 
Some additional resources on security and privacy:
 

Security:
   Supportingadvancement.com
Computer Security InstituteSecurity
 
Supportingadvancement.com FIRST - Forum of Incident Response and Security Teams
 
Supportingadvancement.com Industry Canada - Online Security and Privacy Guide
 
Supportingadvancement.com Microsoft - Baseline Security Analysis Tool, newsletters and other tools. Free seminars.
 
Supportingadvancement.com National Cyber Security Partnership - Public private partnership to make cyberspace more secure.
 
Supportingadvancement.com PC Magazine Utilities - A number of free tools such as spyware detectors.
 
Supportingadvancement.com Software Engineering Institute - Papers
 
Supportingadvancement.com Threats and Countermeasures - From Microsoft. A free 900+ page document on improving web security.

Sites with privacy legislation, policies and procedures:
   Supportingadvancement.com AFP Toronto ChapterSecurity
 
Supportingadvancement.com AFP Canadian Public Policy on Privacy
 
Supportingadvancement.com Australian Government Privacy Office
 
Supportingadvancement.com CASE - Foundation Independence and Donor Privacy
 
Supportingadvancement.com Canadian Department of Justice Policy on Access to Information and Privacy
  Supportingadvancement.com Direct Marketing Association. Privacy policy generator.
 
Supportingadvancement.com Information and Privacy Commissioner of Ontario (IPC) Web site
 
Supportingadvancement.com Ontario's Consultation on Privacy Protection
 
Supportingadvancement.com Privacy Commissioner of British Columbia
 
Supportingadvancement.com Privacy Commissioner of Canada
 
Supportingadvancement.com PrivacyInfo.ca
 
Supportingadvancement.com Privacy is Your Business from CIO
 
Supportingadvancement.com Privacy Rights Clearinghouse

On this site:
 
Data Backup and Recovery Strategies
 
Democracy and Responsibility. Additional security considerations given break-ins and compromises of higher ed data.
 
Employment Pages. Confidentiality agreements.
 
Privacy Architecture
 
Privacy Audit Questionnaire
 
Privacy Policy Statement
 
Privacy Principles
 
Privacy Recommendations
 
Releasing Alumni Information
 
Security Survey
 
Shadow Databases

 
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