ROWAN UNIVERSITY POLICY
Title: University Advancement—Records Release Policy
Subject: Records Release Procedures and Security of Donor Information
Policy No: Adv: 2014:XX
Issuing Authority: President
Responsible Officer: Associate Vice President for University Advancement/
Executive Director, Rowan University Foundation
Last Revision: 9/2014
Under the direction of the President, the Associate Vice President for University Advancement/Executive Director of the Rowan University Foundation shall ensure compliance and implementation of this policy.
This policy is applicable to all members of the Division of University Advancement, all campus users of Millennium, and all University offices, affiliated organizations and alumni constituent groups that request information from the Millennium database.
In your capacity as a Rowan University Advancement Employee, you are ethically obligated to respect and safeguard the privacy rights and the confidential information obtained from Rowan University alumni, prospects and donors. It is important that Advancement employees act with integrity and are honest in their dealings with the University and with those that they come in contact with. Advancement employees shall avoid conflicts of interests and may not accept favors or any other benefits for personal gain. Follow the letter and spirit of the laws and regulations affecting advancement and observe these standards by also encouraging your colleagues to do so as well.
Staff Members of Rowan University's Division of Advancement are entrusted with sensitive and personal information regarding University alumni, prospects and donors. It is therefore incumbent upon each employee to protect the privacy rights of those who have dealings with the University. An employee's stewardship of personal information can be guided by the following code of ethics and principles set forth below:
Privacy – University Advancement should neither obtain nor retain nonessential and highly personal information about donors in their paper or electronic files. Also, care must be taken to ensure that Advancement staff members do not take information about donors with them when they change jobs. University Advancement employees need to be methodical stewards of personal information in an era where privacy concerns rightly run rampant.
Stewardship – University Advancement must assure the donor that the funds the University receives are indeed being used for the purposes for which they were given. The University must honor the spirit as well as the letter of donor intentions.
Honesty and full disclosure – University Advancement must give our alumni, prospects and donors enough information to make informed giving decisions. Honesty with donors is the essential foundation of healthy benefactor relations.
Conflicts of interest – An employee of the Advancement Division must avoid engaging in any activity that would put the interests of the donor, the University, and the employee's personal interest at odds with one another. All transactions should be completely transparent and devoid of conflicting interests.
The appearance of impropriety – There are many things that fundraisers can do that are legal, but are unethical, such as benefitting personally from a benefactor's estate gift, bequest or outright gift. Our profession views such behavior negatively. University Advancement employees shall refrain from engaging in such activities.
DONOR'S BILL OF RIGHTS:
Philanthropy is based on voluntary action for the common good. It is a tradition of giving and sharing that is primary to the quality of life. To ensure that philanthropy merits the respect and trust of the general public, and that donors and prospective donors can have full confidence in the nonprofit organizations and causes they are asked to support, we declare that all donors have these rights:
DONOR ANONYMITY: THREE LEVELS
Rowan University's Department of Advancement Services (DAS) maintains a database (Millennium) of biographical and gift/pledge information about University alumni and friends in accordance with the general needs and expectations of the University community. The information contained in this database is intended exclusively for purposes related to Rowan University's programs.
Staff members of University Advancement will have access to Millennium [alumni and/or development information as well as data analysis] from their workstations. Each employee user should diligently deal with sensitive information regarding alumni, prospects and donors in the areas of data retrieval, retention, dissemination and disposal. This policy document is designed to protect the privacy of Rowan University alumni and other constituents and to maintain standards of confidentiality associated with electronic records in Millennium. Exceptions to this policy can only be made by the Vice President of University Advancement or his/her designee.
An employee's need to access Millennium does not equate to casual viewing. It is the employee's obligation, and his/her supervisor's responsibility, to ensure that access to Millennium is only to complete assigned functions.
The Director of Advancement Services in recognition of the right to privacy of donors to Rowan University, ethical considerations, and the need for good donor relations has categorized Millennium data as restricted. Data and information available in Millennium and in related reports and files is the property of Rowan University and its use is governed be federal, state and local law, as well as University regulations. It may only be used to support University-sponsored or University-approved development or alumni relations functions.
The Department of Advancement Services expects that individuals with access to Millennium data understand their responsibilities with respect to use, interpretation and distribution of that data and the consequences for misuse of data. The ability to access and produce reports and mailings does not constitute automatic authority to do so. Unauthorized release or use of Millennium information for any purpose is strictly prohibited and may result in suspension, and/or termination of employment for the employees involved. Additional legal action may be taken, when warranted.
It is the desire of the Department of Advancement Services to support the ongoing activities of Rowan University by providing assistance for programs, communications, and events, which bring together alumni, donors, and friends of the University. In order to provide the best possible service to those with legitimate needs for such information, and at the same time maintain the confidentiality of the information entrusted to us by our alumni, the following policies have been developed.
I. The Following May Request Information from the Millennium Database:
In cases of dispute about whether an organization has a legitimate affiliation with the
University, the final decision will rest with the Vice President of University Advancement or his/her designee.
All requests from anyone seeking information on another person will be forwarded to that person so that he/she can decide whether or not to contact the requestor. No information will be released for those records coded "Do Not Release" indicating the alumnus or alumna has requested no University contact.
All requests for information from members of the media must be referred to the Division of University Relations.
II. Information That May be Released from the Millennium Database:
Information available for release is confined to "public information" "Public information" will be provided only to those requestors identified in I.A through I.C above.
which is limited to:
***Federal law severely restricts the amount of information that may be released on current students Confidential student data cannot be distributed without the student's consent per FERPA government regulations. This includes parents of the students.
. 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:
III. Acceptable Internal Uses of Information from the Millennium Database:
In cases of dispute about what constitutes an approved activity, the final decision will rest with the Vice President of University Advancement.
IV. Formats Available for Distribution of Information.
Information may be obtained in the form of lists, labels, electronic files and downloads by authorized university representatives in support of approved activities as noted in Section III.A of this document. It is the responsibility of the unit requesting information to maintain the absolute confidentiality of that information as specified in this policy statement.
V. Compliance with the above policy.
Failure to abide by any of the policies stated within this document may result in denial of access to information contained in the Millennium database. Request for re-instatement of access to this information must be approved by the Director of Advancement Services and must include written assurance of future compliance with these policies.
HOW TO SUCCESSFULLY PROTECT AND PRESERVE ROWAN ALUMNI AND DONOR PRIVACY
Securing Paper Records
Securing Computers and Electronic Records
"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."
STATEMENT OF UNDERSTANDING FOR MILLENNIUM USERS
I, the undersigned, have read and understand the policies for access to and privacy of Rowan University Alumni and Donor records. I agree to use the information provided only for the approved University program(s). Furthermore, I understand that the use of the information for political or commercial purposes is strictly prohibited.
Name (print or type) Department
Supervisor Signature Supervisor Approval Date
Complete in duplicate: Copy (1) Millennium User
Copy (2) Office of Advancement Services
Define specific related to who, what, when and where.