The Donor at this level is truly anonymous. The Donor refuses to provide the Advancement Employee with his or her name, address, or any other biographical information and communicates his/her desire to make a gift on the condition of complete anonymity. The Advancement Employee shall assign the donor a generic identification title and number (i.e. Anonymous Donor 2011 #1234). The Advancement Employee shall then forward all information pertaining to the Level III donor to the Vice President's Office where upon receipt shall document and maintain a file of such Level III donors.
MILLENNIUM DATABASE INFORMATION
The Following May Request Information from the Millennium Database:
- Information available for release is confined to "public information" i which is limited to:
- Full name
- Address and telephone number
- Degree(s) and date of degree(s) awarded by Rowan University
- School(s) from which degree(s) was/were granted with major field of study
- Employer address and telephone number
- E-mail address
- Fax number(s)
- Federal law severely restricts the amount of information that may be released on current students ii . No information on students will, therefore, be released based on data maintained by Millennium. All requests for information on current students should be forwarded to the appropriate Registrar's office.
- Information provided to volunteer alumni constituent groups will be limited to those alumni who are affiliated with the requesting group.
- In addition to "public information," requests from the Rowan University Alumni Association; Development; administrative, academic, or athletic units of Rowan University; and Central Administration will be provided the following information:
- Employment History
- Student activities
- Alumni activities
- Family members
- Degrees obtained from other Schools
- Miscellaneous comments, awards, text, etc.
- Gift/Pledge data
- Securing Paper Records
- Store paper records in a room, cabinet, or other container that is locked when unattended
- Ensure that storage areas are protected against destruction or potential damage from physical hazards, like fire or floods, by keeping doors closed and items off the floor
- Promptly shred and dispose of outdated constituent information recorded on paper
- Securing Computers and Electronic Records
- Shut down applications if you leave for lunch or any extended period of time
- Use password-activated screensavers
- If you use a computer other than the one you have been assigned, leave a note to notify the assigned user that includes the date and your name as an authorized employee of the College
- Use strong passwords (at least eight characters long) including numbers and letters and non-numeric characters
- Change passwords every ninety days
- Do not post passwords near your computer (for example: passwords written on post-it notes)
- Do not download unauthorized files
- Check with software vendors regularly to obtain and install patches that resolve software vulnerabilities (for example: Microsoft updates, internet explorer upgrades, etc.)
- Use anti-virus software that updates automatically
- Store electronic customer information on a secure server that is accessible only with a password - or has other security protections (for example: in Banner or on network drives, which are backed up by I.T. nightly)
- Maintain secure backup media and keep archived data secure, for example, by storing off-line or in a physically-secure area
- If you transmit sensitive data by electronic mail:
- DO NOT include the constituent's social security number or credit card information
- But DO include a confidentiality notice:
"This communication, including any attachment(s), contains information that may be confidential or privileged, and is intended solely for the individual(s) to whom it is addressed. If you are not the intended recipient, please notify the sender at once and then delete this message. You are hereby notified that any disclosure, copying, or distribution of this message is strictly prohibited."
- Secure laptops to avoid theft and possible access to constituent data when traveling and in the office – lock doors when leaving for the day
- Do not save constituent data on your home computer
- Backup your hard drive on a regular basis
INTERNAL USES OF INFORMATION
Acceptable Internal Uses of Information from the Millennium Database
- Rowan University's Department of Advancement Services will make available information from Millennium for the support of approved, University-related activities. Approved activities include the following:
- Alumni engagement
- Public relations
- Government relations
- School/department communications to alumni/constituents
- University-sanctioned research
- Continuing education programs
- Student recruitment
- In cases of dispute about what constitutes an approved activity, the final decision will rest with the Vice President of University Advancement.
- Information maintained by Millennium is not available for release for non-related commercial or political purposes.
- If the information provided will result in the preparation of lists or directories that are to be published in book, magazine, newsletter or other forms for general distribution among alumni groups, prior to publication each individual who might be included must be provided the opportunity to indicate in writing whether he/she wishes to be excluded.
DISTRIBUTION OF INFORMATION
Formats Available for Distribution of Information