Policy IX-3.05 Alumni Records

1. Purpose

   The purpose of this policy is to provide a framework for the alumni records and information owned and managed by the University of Maryland Global Campus ("UMGC" or "Institution") Office of Alumni Relations.

2. Scope

   This policy applies to designated staff in the Office of Alumni Relations and the University System of Maryland who create, maintain, report alumni records and information.

3. Policy Statements

   1. Creation and Maintenance of Records

      Alumni records are entered on the database by designated personnel in the Office of Alumni Relations and the University System of Maryland Office. Maintenance of information on file in the alumni database will be done only by designated staff in the Office of Alumni Relations and the University System of Maryland.

   2. Use of Information

      Use of information in the alumni database is intended ONLY for University purposes and benefit. Release of information to non-university personnel is prohibited without prior approval of the Vice President for Institutional Advancement. The following statement must accompany all reports and lists prepared for offices other than Alumni Relations: "Names and addresses on the alumni database of the University are the property of the University and are to be used only for ______________ (fill in that particular designation). Any other use is strictly prohibited."

   3. Requests for Information

      1. Requests by other University offices for alumni lists or alumni name and address information must be made in writing to Institutional Advancement directed to the Assistant Vice President of Development.

      2. Requests for information about alumni or lists from persons outside the University will be governed by the following policies:

         1. Requests for lists made in conjunction with contracts approved by the university will be honored. All other requests for lists will be prohibited, unless approved by the Vice President for Institutional Advancement.

         2. Requests from members of the media will be referred to the University’s Office of Communications.

         3. Telephone requests from individuals about alumni will be handled the following way:

            1. NO information will be given over the phone, without the express permission of the Vice President for Institutional Advancement.

            2. Individuals who are attempting to locate a particular alumnus will be asked to send the message to the Office of Alumni Relations. The Office of Alumni Relations will forward the request to the appropriate individual.

      3. Requests from other educational institutions, government agencies, or non-profit entities will be reviewed on a case-by-case basis and, if honored, done so in accordance with Federal law and the laws of the State of Maryland.

*formerly Policy 550.25