Ohio Administrative Code › Title 3337 - Ohio University › Chapter 3337-37 - University Assets › Section 3337-37-30 - Alumni records

Current through all regulations passed and filed through July 1, 2024
The version of this rule that includes
				live links to associated resources is online at
https://www.ohio.edu/policy/37-030
(A)
								Purpose
The purpose of this policy is to ensure
				that consistent, accurate information about alumni is readily available to all
				appropriate constituencies within the university in a timely fashion. Our
				alumni should not have to provide the university with information more than one
				time, and their requests for restrictions on use of the information must be
				respected. This policy supports Ohio's compliance with the CAN-SPAM Act, a law
				that sets rules for commercial email, establishes requirements for commercial
				messages, and gives recipients the right to have you stop emailing
				them.
(B)
								Policy
Advancement services, in the division
				of university advancement, will maintain a centralized database of official
				alumni records. Advancement services will ensure that disaster-recovery plans
				are in place, including routinely storing a backup copy of the centralized
				database files in a non-adjacent building.
Advancement services will assist units
				and departments by providing convenient, timely retrieval of information,
				including online access and the generation of mailing lists for delivery to the
				Ohio university mailroom (or other approved mail house or vendor), and the
				generation of email lists for use by advancement communication and marketing
				(ACM) on behalf of units and departments, as needed.
ACM provides broadcast email services
				to Ohio staff and alumni volunteers.
Advancement services does not provide
				postal or email mailing list files (e.g. .csv or .xlsx files) to units,
				departments or other partners.
Colleges, units, and departments are
				not to maintain separate, "shadow" databases of biographical (including mail
				and email addresses) and gift data on Ohio university alumni, in either
				electronic or hardcopy format. They may keep, and use internally, temporary
				working copies of information generated directly from the central
				database.
(C)
								Procedures
(1)
									General
All departments needing access to
				alumni and donor information should contact advancement services, by campus
				mail, or by e-mail to advinfo@ohio.edu. Broadcast email services can be
				requested online at
https://www.ohio.edu/
alumni/email/.
Units and departments needing postal
				mail lists or other support in connecting with alumni and friends should
				contact their Ohio alumni association liaison by phone at 740-597-4300 or by
				e-mail at alumni@ohio.edu.
(2)
									Data
Departments will work with advancement
				services to incorporate all alumni information that they receive into the
				central alumni records database. Departments will identify to advancement
				services the reports and data needed to support departmental
				activities.
(3)
									Updates
Individual colleges, units, and
				departments should refer all alumni who desire to make their own address
				changes or biographical updates via the web to the alumni relations web site,
				accessible through
http://www.ohio.edu/alumni/
. All other updates of information about alumni, including
				but not limited to, biographical updates, address changes, and employment
				information, that come to the attention of university employees should be
				promptly brought to advancement services' attention:
(a)
										Information from
			 hardcopy notes is to be forwarded through campus mail.
(b)
										Information from
			 e-mail and telephone messages is to be forwarded by e-mail to
			 advinfo@ohio.edu.
(4)
									Transition
			 process
This subsection describes the
				transition process for departments that had been maintaining shadow databases
				prior to this policy first becoming effective. This subsection will be removed
				in a future revision of this policy, after all the existing shadow databases
				have been permanently retired.
(a)
										Departments will
			 identify and share with university advancement all shadow databases. University
			 advancement will work closely with departments to understand the purpose and
			 use of the data so that a prioritization for conversion of the various
			 databases may be established.
(b)
										University
			 advancement will incorporate those lists in the alumni
			 database.
(c)
										University advancement will identify and develop
			 appropriate formats for lists and reports to meet the needs of the various
			 divisions and departments.
(d)
										The length of
			 time necessary to complete this process will depend on the quality and size of
			 the databases. University advancement will provide a time estimate to each
			 department. University advancement expects that full implementation will take
			 approximately eighteen months.
The version of this rule that includes
				live links to associated resources is online at
https://www.ohio.edu/policy/37-030