Constituent Information Request Form

Confidentiality Statement

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: .
  • Contact Sandy Covington, Associate Director of Prospect Development and Analytics, (x0546, ) 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.

Request Form

Please complete the form below to have your request processed.

Page 1 of 6

Please enter your name.
Please choose a date.
Please enter your phone number.
Please enter your department.
Please enter the name of your supervisor.
Please enter your supervisor's email address.
 
Please enter your requested delivery date.
Please enter the purpose of the request.
Please choose at least one.
Please specify other.

Note: If a constituent has asked to be excluded from a particular mode of communication, they will not be included in your list (e.g. if you are sending an email to constituents and some have asked to be excluded from email communication, they will not be included in your list).

Please choose the expected date of the intended communication to constituents.
 

Criteria

Please enter Major(s), Minor(s), Institute(s), Student Group(s), etc.
Please enter specific class year(s).
Please choose one.
Please enter any Geographic Criteria.
Please enter any city/cities, state(s), zip range, country/countries.
Please enter any other criteria.
 














Please choose as many as apply.
Please specify other.
Please enter 3-5 names.
 






















Please choose as many as apply.
 
You must agree to continue.
You must agree to continue.

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.

Eligible Partners

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
  • Centers and Institutes Staff Members
  • Parent Leadership Council Members
  • Student Group Advisors

Process

The following is the process by which contact information can be requested.

  1. The requester agrees to the terms of the confidentiality statement and the agreement on appropriate use of the requested information.
  2. 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.
  3. 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.
  4. 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.
  5. When appropriate, Marketing and Communications provides design templates and guidelines.

Request Information

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Facebook Editorial Guide

For now, Facebook serves as the dominant social media platform for Albion College's communication efforts. Communication efforts are spread out over several pages and groups—including the main Albion page, the alumni and athletic pages, and various alumni chapters, student groups, and academic departments—but in Marketing and Communications, we use Facebook as a way to easily and effectively reach the widest audience.

We consider Facebook, especially the main College page, as a snapshot of campus life: events, academic efforts, student and faculty achievement, news and announcements, athletic honors, College milestones, etc.

Our main audience includes the campus community: students, staff, faculty, coaches. With that (about half) is a large audience of alumni and parents. But the number of prospective students "Liking" Albion's page is growing, making up almost 10% of our audience—and even with a now-abandoned Admission Office page, most prospective students found out about Albion through the main College page.

Marketing and Communications maintains the following pages on Facebook:

We also service the Class of 20XX groups, to help engage incoming first-year students, and help with the Alumni Chapter pages.

Types of Posts

Page posts can fit into the following categories:

  • Photos: individual photos that tell a (short) story, usually with a link to the albion.edu page with more information.
  • Articles: taking links on stories or events and sharing them. These should include photos with the article whenever possible. And the shorter, the better (think "headline," not "snippet from article"—and include the link).
  • Polls: simple Q and A voting polls the drive engagement and seek opinions.
  • Page Promotions: often these promote other College-based Facebook pages, with a link to that page so that fans can "Like" it.
  • Photo Galleries: the most popular Page posts we make, by far. Photo galleries reach the most people and often foster the most engagement, especially when fans tag themselves or people they know in photos.
  • Videos: sharing YouTube or Vimeo URLs allows fans to watch the video in their Facebook feed.

There are also Promoted Posts: any of the above posts that receive an extra boost in audience attention as paid advertisements. The College promotes posts when it serves our business needs, such as alumni events or giving-based posts.

Scheduling Posts

While there is no set day or time for types of posts, we do stick to a few rough guidelines—especially when we need to attract a certain audience:

  • Photo Fridays: often a single photo or photo gallery that promotes an event or milestone at the College. Easy, breezy, and good for sharing.
  • Timing: To reach an older audience, such as alumni, posting before lunch (11:40 a.m., usually) results in better reach and engagement. To reach college and high school students, posting in the evening (8:30-9:30) is best. On the weekends, posting early (8:00 a.m.) or late on Sundays (9:10 p.m.) results in the best engagement.
  • Frequency: For the most part, the College should post from the main Facebook page at least once a day—and sometimes, if there is something like an event taking place on campus, twice. But they should always be spaced several hours apart. During holiday weeks, when most people are on vacation or away from their computers, posting less often is fine. For smaller audiences, like the alumni page, posting a few times a week is fine.
  • Scheduling Posts: Facebook allows page administrators to schedule posts ahead of time. This is convenient for late-night and weekend posts, as the admin does not need to be on Facebook to make the post. However, some degree of follow up is good to make sure the audience is engaging with the post, and to mitigate spam and abusive comments.

Scheduling posts also allows page admins to "set it and forget it": taking promotions and putting them on the posting calendar well in advance. It's best to keep track of these kinds of posts so that multiple posts don't appear within the same time period.

Photos

Photos are the best way to engage with a page's Facebook audience, especially when members of the audience are in the pictures. Even mostly text updates should be made via photos: we include the descriptive text and links within the caption. The visual nature of photos helps our content get noticed.

Students and alumni especially love photo galleries. Events, meetings, portraits, classes, field trips—these types of photo galleries help us engage with our audience. As such, we encourage the audience to tag themselves and their friends for extra reach. When others tag the page's photos, they are seen by the tagged person, as well as their friends and relatives, helping photo galleries take on a viral nature.

A few best practices on photo galleries:

  • Unflattering photos are the opposite of positive engagement. People don't appreciate these photos in a gallery, so we try to avoid them. Especially people eating meals and embarrassing facial expressions.
  • The more photos the merrier, but even smaller galleries are a good way to document our audience's activities.
  • We use the gallery description to caption the event or happening for historical purposes. We also try to include a link back to the appropriate albion.edu page so viewers can learn more about what's happening in the gallery.
  • Because we can't assume just the Albion audience is viewing the photos, we try to include a caption with each photo when possible for context.
  • As we post photo galleries, we direct audience traffic outside of Facebook to view the photos on our Facebook page. This helps send more traffic to the page, and often results in a few "Likes" along the way.

Cover Photos

Facebook's Cover Photo feature is a good opportunity for the College to showcase its brand: campus beauty shots, student activities, and chances for students to participate in creative projects.

The photo should be changed in preparation for big campus events (Homecoming, Commencement, etc.) and seasons changing—at least monthly, to keep it fresh.

Responding to Messages and Posts

It's best to approach Facebook page comments, questions, and messages with a customer service attitude. We try to respond within 24 hours or less when possible. The important thing is to respond.

When appropriate, we share the link to the comment so that campus departments can respond if it affects them (Admission for admission-related questions, for instance).

We treat comments as a way to easily engage with our audience that is engaged with us. "Liking" a good or funny comment is an easy way to respond. Asking follow-up questions keeps the conversation going.

Other Pages Posting

For the most part, few people look at others' posts on the College's Facebook page.

That being said, some individual and page posts on the Albion page merit a response, either positive or punitive.

We see it this way:

  • If an individual or non-College related page posts something that promotes their business, school, or program, we delete is off the page.
  • If the post relates to something concerning the College community—such as a department, organization, team, faculty member, etc.—it stays.
  • If the post is worth sharing with the College community, our page will reshare the post through the main College page feed.
  • For Albion-related or alumni-owned business or cause posts, we take them on a case by case basis. For all of them, we ask: is this appropriate for the wider Albion audience?

Negative and Abusive Posts

How do we determine whether to delete or report negative and abusive comments on Facebook?

  • It Stays If: It's critical of the college, critical of policies, teasing, sarcastic, trollish, etc.
  • It Goes If: It's libelous, abusive, racist, sexist, or any of the below categories.
  • It Gets Reported to Campus Safety If: It's threatening, it's abusive to students or staff, it displays potential self-harm, it promotes or displays destruction of campus property.

Advertising and Promoting Posts

Facebook allows page admins to "promote" posts—use paid advertising dollars to increase the reach of the post. The more we pay, the bigger the audience.

We use promoted posts for several occasions:

  • If the event is deserving of a large audience: Homecoming, Commencement, etc.
  • If the post is giving-focused and directs the College community to donate.
  • If the post is uniquely Albion and we want it to be seen and shared by a large audience.
  • If the post is Admission-based and promotes a visit day or deadline.

Advertising for more page "Likes" helps increase our audience, as well, and we may use promoted posts to attract more fans.

Key Takeaways for Albion's Facebook Presence

  1. Facebook reaches the largest, most diverse audience, and is still tops in social media platforms.
  2. Photos are the most effective posts, but there are smart ways to use them—such as including links in the caption.
  3. Scheduling posts ahead of time helps to reach our audience at times when they are active on Facebook.
  4. We tend to be permissive when it comes to others posting on the page, but we will consider each comment and post on the basis of its usefulness to the campus community.
  5. Promoted posts are a good, cost-effective way to reach a larger audience with content.

Visit Albion's Social Media Listing

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