Constituent Information Request Program
Purpose & Objectives
The Office of Institutional Advancement (IA) acknowledges the need for Albion College departments, institutes, centers, and other campus entities to have reasonable access to the contact information of alumni, parents, and friends. This document aims to provide a standardized information request process that is efficient, that is user-friendly, and that facilitates information sharing between Albion College entities.
Providing departments, institutes, and other campus partners with reasonable access to constituent information will:
- Enable them to communicate more effectively and thoroughly with their audiences;
- Provide them with additional confidence in the accuracy of the contact information they are using;
- Increase the overall level of engagement between Albion College and its constituencies;
- Equip IA staff members with information that can help them to strategically engage constituents; and
- Ensure more consistency and unity in the College's communications with constituents.
IA partners that are covered under this program include, but are not necessarily limited to:
- Academic Departments
- Alumni Association Board Members
- Alumni Chapter Leadership
- Alumni Reunion Volunteers
- Athletic Team Staff Members
- Board of Trustees Members
- Campus Programs & Organizations Staff Members
- Development Committees
- Greek Organization Staff Members
- Institutes & Programs of Distinction Staff Members
- Parent Leadership Council Members
- Student Group Advisors
The following is the process by which contact information can be requested.
- The requester agrees to the terms of the confidentiality statement and the agreement on appropriate use of the requested information.
- A faculty or staff member or College volunteer submits a written request to the Assistant Director of Advancement Services via an online form. If the requester is an employee, his / her division head must be copied on the request. If the requester is not an employee, he / she should have a faculty or staff member sponsor. The Assistant Director of Advancement Services will notify other IA units as appropriate.
- Advancement Services works with IT to create the list and distributes an Excel spreadsheet to the requester. IA asks for two weeks' notice on requests when possible.
- Data Verification: Each requester is asked to submit the names of five people who should be on the requested list and five who are not to help ensure the data's accuracy. Data integrity is a shared responsibility.
- When appropriate, Marketing and Communications provides design templates and guidelines.
- Requesters are asked to help ensure robust communication between College departments by copying the following e-mail addresses on all messages that use requested information (or to provide sample phone call scripts, if appropriate)
Constituent Information Request Form
The Albion College Alumni/Donor Database (including Banner, Profiles, and Versa) contains biographic, contact, and gift/pledge information on College alumni, donors, parents, and friends. The Alumni/Donor database is maintained for purposes related to Institutional Advancement (IA) programs and is subject to IA policies and procedures.
College employees should divulge no address, telephone, or other information from the Alumni/Donor database to non-College persons, unless appropriate College administrators determine that disclosure is required by law. An IA employee who receives a request for the contact information of a specific individual should offer to call the individual in question and request permission to share his / her contact information with the requester.
In accordance with Council for Advancement and Support of Education (CASE) standards, employees will:
- Safeguard and respect donor and prospective donor information;
- Honor the wishes of an individual and/or organizational constituent with regard to how directory information and/or giving history is used;
- Record and keep only information relevant to cultivation, solicitation, and stewardship;
- Identify the source of retained information;
- Safeguard prospective donor, donor, and other constituent lists compiled by the institution as the property of the institution; these lists may not be distributed or used for unauthorized purposes or for personal gain;
- Make every effort to ensure that volunteers, vendors, and external entities with access to constituent information understand and agree to comply with the organization's confidentiality and public disclosure policies.
If staff members are found to violate any of these conditions of confidentiality as described above, Albion College considers that to be a dischargeable offense.
If you have questions concerning this confidentiality statement or anything else discussed concerning confidentiality, please contact your supervisor.
Appropriate Use of Information Agreement
- Contact information for alumni, parents, and friends may be shared upon approval of a request for a particular use and can be utilized for a variety of reasons: sharing information and news, providing updates on activities and programs, extending invitations to events, distributing surveys, etc. Requested information cannot be used to solicit donations.
- Approval of the content will be handled through the process outlined above. Requests for information from IA must come only from individuals authorized to secure such information. The Assistant Director of Advancement Services approves all request forms.
- Disclosure of this information to unauthorized parties could violate the Family Educational Rights & Privacy Act (FERPA). All information received must only be used for the sole purpose stated in this information request and then destroyed in a secure manner. Data should never be used for communication pieces that are not previously approved.
- Data will be provided in Excel spreadsheet format and sent only to the requester's Albion College email address (if the requester is a faculty or staff member). All provided data have a 30-day expiration. If more than 30 days have passed since that data were provided, the requester should destroy the provided data and request a refresh.
- In exchange for this information, it is expected that any and all updates to constituent contact information will be shared with IA so that the Alumni/Donor Database can reflect the new information. Requesters are asked to forward any updates regarding these data to:
- Per the above-described process, requesters are asked to help ensure robust communication between College departments by copying the following e-mail addresses on all messages that use requested information (or to provide sample phone call scripts, if appropriate)
- Contact Ellen Yoakam, Assistant Director of Advancement Services, (x0347,
) with questions.
Statement of Consequences
Campus constituents who violate any part of the above agreement are subject to disciplinary action at the discretion of the President's Office.
Please complete the form below to have your request processed.
Celebrate Albion! - Panel Discussion
“Albion Tomorrow: The Liberal Arts College as Partner in Community Revitalization”
Thursday, September 11, 2014, 7 p.m. ET | Towsley Lecture Hall, Norris Center 101 (map)
Tweets and photos from the panel discussion
Watch the complete panel discussion on YouTube
Listen to panelist Richard Longworth on WMUK, 102.1 FM, Kalamazoo
President, Michigan State Board of Education
John Austin was first elected to the State Board of Education in 2000 and is currently serving in his second term. He is director of the Michigan Economic Center at Prima Civitas, a nonprofit organization dedicated to strengthening Michigan's competitiveness in the global economy. Austin has spearheaded numerous initiatives with Prima Civitas and coined the term "blue economy" to describe Michigan's unique water-related resources and promote them as economic assets. He is also a non-resident senior fellow with the Brookings Institution, where he directed the Great Lakes Economic Initiative. He was the founding director of the $100-million New Economy Initiative for Southeast Michigan, and served in 2004 as policy director and principal report author for Governor Granholm's Commission on Higher Education and Economic Growth, chaired by Lt. Governor John Cherry. A lecturer at the University of Michigan, Austin is a graduate of Swarthmore College and holds a master’s from Harvard's Kennedy School of Government.
Senior Fellow, The Chicago Council on Global Affairs
Richard Longworth is an expert on globalization and a writer and speaker on the impact of globalization on the American Midwest. He is the author of Caught in the Middle: America’s Heartland in the Age of Globalism and writes and hosts the CCGA blog “The Midwesterner." Longworth joined the Chicago Council after a career in journalism, including 20 years as a foreign correspondent with the Chicago Tribune and United Press International. Longworth reported from 80 countries on five continents and won two Overseas Press Club awards, plus every major national award for economic reporting, in addition to twice being a Pulitzer Prize finalist. Longworth’s Global Squeeze was one of the first books on globalization, while “Global Chicago,” a report written for the MacArthur Foundation, led to the founding of the CCGA’s Global Chicago Center. Longworth is a member of the Council on Foreign Relations; has been a visiting scholar or lecturer at DePaul University, Northwestern University, and Columbia University; and is a mentor at the Harris School at the University of Chicago. He is a graduate of Northwestern University.
Program Officer, W.K. Kellogg Foundation
Jocelyn Sargent is a key player in the W.K. Kellogg Foundation's mission to provide and improve resources for vulnerable children. She leads and develops design and management plans for foundation-sponsored programs, based on research into national program trends and directions. Charged with determining the potential of both human and financial resources, Sargent focuses on statewide programs for Michigan, and also serves on the Kellogg Foundation's Racial Equity Team. She came to the foundation from the University of North Carolina, where she served as program director of the Institute of African American Research and as assistant director for the Sonja Haynes Stone Center for Black Culture and History. She also was the deputy director and a senior research associate at the Howard Samuels State Management and Policy Center at City University of New York Graduate Center. Prior to this, she worked at the Open Society Foundation as a program director and created and administered foundation’s Southern Initiative, an innovative program designed to increase the capacity of grassroots advocacy groups and support community organizing across the American South. An expert on organizational development and the research and evaluation of community development programs, Sargent is a graduate of the University of Texas and holds a Ph.D. from the University of Michigan.
Peggy Sindt, ’73
President, Albion Economic Development Corporation
Through the Albion Economic Development Corporation (EDC), Peggy Sindt oversees the retention, recruitment and growth of local business. The EDC also manages the Albion Brownfield Redevelopment Authority (currently administering its third U.S. EPA grant) and the Albion Tax Increment Finance Authority. Sindt and the EDC were instrumental in helping Albion attract the recently announced $78.4-million Brembo foundry project, demolish a building on a brownfield site and acquire funding to expand the industrial park and start the Albion Health Care Alliance after the closing of the local hospital. Sindt has been named a Certified Economic Developer by the Michigan Economic Developers Association, and applies this expertise to service in several regional development organizations. She is a member of Albion College's Class of 1973 and holds an M.B.A. from the University of Michigan.
Vice President for University Engagement, Cleveland State University
Byron White has spent his career as a journalist and administrator in the corporate, non-profit, and public sectors. At Cleveland State, he serves as vice president for university engagement and chief diversity officer, advancing civic engagement, workplace engagement, and inclusion and multicultural engagement. White previously held executive administrative positions with the Ohio Board of Regents and Xavier University in Cincinnati. A journalist for many years, White was an editor and editorial writer for The Cincinnati Post and the Chicago Tribune, where he also served as senior manager for community relations. He currently represents Cleveland State on the executive committee of the Fund for Our Economic Future, the board of Cleveland Neighborhood Progress, the advisory committee of Central Promise Neighborhood, and as chair of Campus District Inc. He is a graduate of Ohio University with a master's degree from the University of Chicago, and a doctorate from the University of Pennsylvania.