Policy Number: 97

 

ALUMNI RECORDS

 

The alumni file maintained by the Office of Alumni Services shall be the only file of alumni maintained by the University. The file shall be available to all colleges, schools and departments within the University that have a legitimate need for alumni data.

 

The alumni file may be accessed only through a written request form which is available in the Office of Alumni Services. Each department, school, or college, wishing to use the file shall complete the form and return it to the Office of Alumni Services. Each request form must bear the signature of the Dean or Department Chair of the college, school or department initiating the request. The Office of Alumni Services is responsible for transmitting each request to Information Technology Services. No other requests shall be recognized by Information Technology Services.

 

The costs of all labels and lists provided by Information Technology Services are to be borne by the requesting department, college or school.

 

Data contained in the University alumni file may be used for the following purposes:

  1. College, school or departmental mailings of surveys or follow-up studies

  2. Studies or questionnaires relating to University-approved research projects

  3. Fund-raising mailings under the following conditions only:

a.       The request for funds or gifts must be in conjunction with the University Development Program, or

b.      The campaign for fund raising must be approved by the President's Council, or another appropriate body established for this purpose by the President of the University, and the EIU Foundation, and

c.       The funds sought must come to the University through the EIU Foundation and an appropriate fund established in the Foundation.

  1. Departmental or school alumni informational mailings such as department newsletters or other notices containing information of interest to alumni

 

Data contained in the file may not be used for the following:

  1. Personal, private, or commercial purposes

  2. Mailings by any non-University agency, organization, or office

Approved:
President
February 1, 1989

 

Nomenclature Changes
July 16, 1997

Monitor:  President