Policy on Alumni / Donors’ Constituent Contact Information: Mailing Lists and Privacy
Duquesne University realizes that management of constituent information is an important aspect of the communication process, ensuring that the right information is presented to the proper audience in the appropriate manner. The University must actively maintain the trust and privacy of its constituents in accordance with University policy, federal, state and accreditation regulations. To facilitate the management of various University constituent groups, specific areas are charged with oversight of the information for their traditional and respective constituent groups. University procedures need to reflect the constant changes in constituent contact information to keep University records as accurate as possible. Any suspected constituent misuse should be reported to the Vice President, University Advancement.
- The Division of University Advancement, specifically the Office of Advancement Services (“AS”), has exclusive oversight, and is responsible for the continued maintenance and accuracy, of the following information for alumni and donors: contact information, contribution history, and any other personal information that may be stored in the electronic database currently in use by the University. AS is further charged with the responsibility to protect the privacy of the persons included in its databases. This responsibility includes provision for post-mailing and constituent-directed updates.
- All requesting departments are required to actively protect the constituent information from intentional or unintended misuse. This includes the shredding of unused lists, deletion of e-mails that have lists as attachments and ensuring that outsourced mail list services reflect the University’s policy as well.
- Any fiscal solicitation of constituent groups must also be in agreement with TAP No. 35: Fund Raising/Public Affairs/Alumni Relations/University Events.
- Even when requesting departments have physical or computer access to the constituent contacts managed by AS, the requesting department is required to make formal request in accordance with this policy.
- Constituent contact lists are never to be given or sold to outside institutions or companies without the permission of the constituents.
- When there is a question regarding the message, use or frequency of constituent communications, the Director, Public Affairs should be contacted for final resolution.
Requesting mailing lists
- Departments seeking mailing lists must direct their requests to AS four (4) weeks prior to the period for which they need the lists. Requests should be made using the form titled “Mailing Information Request”. The form must be completed in its entirety, including the Public Affairs Requisition number and the Mailing Services Requisition number. Any party that is requesting a mailing list, where the party has not opened a requisition with Public Affairs and/or Mailing Services for that mailing, must submit a written request for an exception to Vice President, University Advancement. A prompt decision will be made and communicated to the party in writing for attachment to the Mailing Information Request form.
- Request fulfillment should be made as soon as possible with consideration of department task priorities, but should be fulfilled within two (2) weeks. If extenuating circumstances prohibit the completion of the request within the two (2) weeks, the requesting department should be notified as soon as possible. If there is a question regarding the appropriateness of the request, then the director of the requesting department should dialogue as early as possible with the Director, Advancement Services and consult, where appropriate, the Director, Public Affairs and/or Director, Alumni Relations.
Mailing list use
- Each mailing will require a newly created list from AS. For the sake of accuracy, the lists should be requested for production within four (4) weeks of the mail-drop date.
- Because alumni and donor information can change daily due to a variety of circumstances, mailing lists are considered inaccurate and invalid thirty (30) days after receipt from AS.
- Requested mail lists will only be sent to Mailing Services. Copies of the physical lists are not to be made and digital copies must be limited to the use defined in the request. Once the constituent communication is executed, all remaining contact data should be destroyed.