Dissemination of Alumni and Other Constituent Records Policy

Purpose

This policy sets forth the protection of Alumni and other constituent records and the process to be followed for obtaining such information.  The University is committed to keeping Alumni and Constituent information safe and preventing its misuse.

Scope

The University of Dayton Community.

Policy History

Effective Date:  1974

Approval:  January 22, 2025

Policy History: 

• Approved in original form:  1974
• Approved as amended:  April 19, 2016
• Approved as amended:  January 22, 2025

Maintenance of Policy:  Executive Director of Alumni Relations and Engagement and Executive Director of Advancement Marketing and Communications

Policy

University Advancement, in partnership with University Marketing and Communications, is responsible for communication directed to its alumni, donors, parents, and other community partners as well as maintaining the underlying database of information.  The information on record for these constituents is captured from a variety of sources and maintained by University Advancement for use in developing and nurturing relationships between these constituents and the University for the purpose of achieving the goals and objectives set forth by the University.  Constituent information is considered confidential and generally not disseminated except to attain these goals and objectives.

I. Data Requests

University Advancement and Marketing and Communications facilitate outreach via mail, email, text, telefund, and event registration to external-facing audiences and can provide constituent data to University partners, upon approval.  Use of University-generated lists for any reason other than that requested is prohibited.

As part of maintaining the database constituent information, University Advancement regularly updates personal outreach preferences of constituents.  University departments are asked to work in collaboration with University Advancement and Marketing and Communications to help avoid message overlap.  Personal information should not be collected or saved for later use by campus partners that might conflict with University Advancement’s database as this could result in privacy law violations against the University.

Individual Requests

University Advancement does not customarily provide individual alumni record information requested for reasons unrelated to University or Alumni Association business.  Information requests are to be made through the Alumni Relations office. 

The Alumni Relations office will notify the individual that a requestor has solicited record information about them from the University.  At the discretion of the alumnus/a, they may contact the requestor directly.  The Alumni Relations office has the right to deny any requests for alumni record information if it is thought that the request is not consistent with the letter and the spirit of this policy.

Direct Marketing

Requests for alumni information to direct market University-marked and affinity group products or services disseminated through University Advancement must be approved by the Executive Director of Alumni Relations and Engagement, in consultation with the Vice President of University Advancement. Direct merchandising is regulated to protect the interests and objectives of the University of Dayton and its Alumni Association.  This required approval applies to third party merchandising vendors, as well as University departments, organizations, or individuals, who wish to market or otherwise petition alumni to purchase University-marked or affinity group products or services.

Third party merchandising vendors must submit proposals for alumni direct marketing programs to University Advancement for discussion and approval.  Any royalties or payments provided by third party vendors in exchange for conducting direct marketing programs to alumni are allocated to the Alumni Association for student scholarships unless otherwise determined by the President of the University of Dayton. 

Except as indicated above, the marketing of products and services to alumni of the University of Dayton using University-held lists, either published or internal, is prohibited.