Constituent Database and Confidentiality of Donor Records – 1.6002

Policy No. 1.6002
Subject: Constituent Database and Confidentiality of Donor Records
Issued by: Institutional Advancement
Approved: 3/9/2012
Effective: 3/12/2012
Revised: 7/21/2011

POLICY: The University maintains an active alumni and development constituent database for the following purposes: communicating information about the university, soliciting financial support, volunteerism, and special recognitions.

Records, files, profiles, and other materials gathered or produced in relation to actual or prospective donors are to be held strictly confidential. Database information is not released to individuals or organizations outside of the Division of Institutional Advancement without the permission of the Vice President of Institutional Advancement.

Volunteers who work with confidential material necessary for the evaluation, cultivation, and solicitation of donors are oriented in regard to the confidentiality of the information.

When donors make gifts or pledges anonymously, special caution is exercised to preserve their anonymity by not showing their names on gift reports and other documents distributed outside the Division of Institutional Advancement.