|
 Looking
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 person’s
full name
-
the contact
information the person wants forwarded
Rules on
confirming status
If a person’s record is marked CONFIDENTIAL (it will inform you
of this when you open the record) the college cannot confirm
knowledge of the person’s 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 college’s interest to avoid confirming any
constituent unless absolutely necessary. |
Carrie 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).
Releasing
Alumni Information. Sample policy on releasing alumni
information.
