Ohio Administrative Code|Rule 3337-37-30 | Alumni records.

                                                
The version of this rule that includes live links
		to associated resources is online at https://www.ohio.edu/policy/37-030
(A)  Purpose
The purpose of this policy is to ensure that
		  consistent, accurate information about alumni is readily available to all
		  appropriate constituencies within the university in a timely fashion. Our
		  alumni should not have to provide the university with information more than one
		  time, and their requests for restrictions on use of the information must be
		  respected. This policy supports Ohios compliance with the CAN-SPAM Act,
		  a law that sets rules for commercial email, establishes requirements for
		  commercial messages, and gives recipients the right to have you stop emailing
		  them.
(B) Policy
 Advancement services, in the division of
		  university advancement, will maintain a centralized database of official alumni
		  records. Advancement services will ensure that disaster-recovery plans are in
		  place, including routinely storing a backup copy of the centralized database
		  files in a non-adjacent building.
Advancement services will assist units and
		  departments by providing convenient, timely retrieval of information, including
		  online access and the generation of mailing lists for delivery to the Ohio
		  university mailroom (or other approved mail house or vendor), and the
		  generation of email lists for use by advancement communication and marketing
		  (ACM) on behalf of units and departments, as needed.
ACM provides broadcast email services to Ohio
		  staff and alumni volunteers.
Advancement services does not provide postal or
		  email mailing list files (e.g. .csv or .xlsx files) to units, departments or
		  other partners.
Colleges, units, and departments are not to
		  maintain separate, "shadow" databases of biographical (including mail
		  and email addresses) and gift data on Ohio university alumni, in either
		  electronic or hardcopy format. They may keep, and use internally, temporary
		  working copies of information generated directly from the central
		  database.
(C) Procedures
(1) General
All departments needing access to alumni and
			 donor information should contact advancement services, by campus mail, or by
			 e-mail to advinfo@ohio.edu. Broadcast email services can be requested online at
			 https://www.ohio.edu/alumni/email/.
Units and departments needing postal mail lists
			 or other support in connecting with alumni and friends should contact their
			 Ohio alumni association liaison by phone at 740-597-4300 or by e-mail at
			 alumni@ohio.edu.
(2) Data
Departments will work with advancement services
			 to incorporate all alumni information that they receive into the central alumni
			 records database. Departments will identify to advancement services the reports
			 and data needed to support departmental activities.
(3) Updates
Individual colleges, units, and departments
			 should refer all alumni who desire to make their own address changes or
			 biographical updates via the web to the alumni relations web site, accessible
			 through http://www.ohio.edu/alumni/. All other updates of information about
			 alumni, including but not limited to, biographical updates, address changes,
			 and employment information, that come to the attention of university employees
			 should be promptly brought to advancement services' attention:
(a) Information from hardcopy notes is to be forwarded
				through campus mail.
(b) Information from e-mail and telephone messages is to be
				forwarded by e-mail to advinfo@ohio.edu.
(4) Transition
			 process
This subsection describes the transition
			 process for departments that had been maintaining shadow databases prior to
			 this policy first becoming effective. This subsection will be removed in a
			 future revision of this policy, after all the existing shadow databases have
			 been permanently retired.
(a) Departments will identify and share with university
				advancement all shadow databases. University advancement will work closely with
				departments to understand the purpose and use of the data so that a
				prioritization for conversion of the various databases may be
				established.
(b) University advancement will incorporate those lists in
				the alumni database.
(c) University advancement will identify and develop
				appropriate formats for lists and reports to meet the needs of the various
				divisions and departments.
(d) The length of time necessary to complete this process
				will depend on the quality and size of the databases. University advancement
				will provide a time estimate to each department. University advancement expects
				that full implementation will take approximately eighteen months.
The version of this rule that includes live links
		to associated resources is online at https://www.ohio.edu/policy/37-030