7. Alumni Records Department

The Alumni Records Department is responsible for maintaining up-to-date biographical information on alumni and friends of the University. Through extensive research using publicly available information only, the Records Department is able to update changes in biographical information, such as name, address, phone, marital status, business, etc. Information may be obtained from questionnaires sent by the Records Department, mailings sent to and from various University departments, the Internet and other news sources. TOP

Maintenance of Biographical Information

The Records Department maintains the responsibility of updating biographical information as follows:

Address Change Information - Any undeliverable mail or notification of address changes should be forwarded electronically or on paper to the department with the information concerning the date of change and source of the information. Notations should be made for telephone number changes or changes of address, with identification if it is for the home residence, business address, or secondary residence. Upon receipt of this information, Records will verify the changes and enter the information on ASCEND. TOP

Unknown Address - If addresses on ASCEND are incorrect, notification should be sent to Records so that the information can be flagged and tracers sent to attempt to locate the correct information.

Contribution Information - Daily contributions from donors provide another resource for information concerning address, phone numbers, matching gift information, and marital status. Checks, correspondence, and documents sent with contributions provide a means of updating and verifying donor information. These data are then recorded on the ASCEND system. TOP

Name Changes - Any name changes resulting from marriage or divorce should be reported to the Records Department. Names are listed in the historical file for record keeping purposes. Engagement and marriage announcements provide a signal for Records to seek verification from the family or individual being discussed, which may be by phoning, e-mail, or mailing a questionnaire. TOP

Reporting Deaths - Obituaries are monitored daily to learn of deaths. If an obituary is received from a news clip that contains the date of death, no further verification is performed. If the death cannot be substantiated through the newspaper, the Social Security Administration will be contacted to verify the death. In the event this does not provide the verification, Records will call the individual's tracer information and local funeral homes but will not call the individual's family for verification unless all previous steps have been exhausted. The date of death is entered on the individual's record on ASCEND, and if the date is unknown but the death is verified, the death date is listed as unknown. If verbal notification of a death is received, the Records department will use the same procedure to verify the death. TOP

Additional Information - Other information maintained on ASCEND includes family relationship information, professional, civic, philanthropic and social boards information, awards and honors, fraternity and club organization, and campus and alumni activities.

Lost Alumni - All available resources are used to locate lost alumni. Online search engines, AlumniFinder, online WhitePages or printed directories, phone calls, e-mails or tracers are sent to family, friends, other schools or businesses, in order to capture and confirm current address/name information for those with unknown addresses.. TOP

Registrar's Files - Degree information, including class year, major, degree received, parent information, and school activity, is transferred from the Registrar's file to the ASCEND system upon a student's graduation. Records has authorization to access the Registrar's files to verify information. No information is provided concerning financial aid or academic success. No information is provided for those records with restricted access. TOP

Requests for Alumni Biographical Information

Alumni Files - Information is kept on the ASCEND database, although some paper and microfilm backup files may exist as well. Currently all documented information is scanned and imaged to the individual’s record on ASCEND. The following information is considered vital data and is documented: name changes, birth/death/marital status changes, news clippings, questionnaires, parent/tracer contact information and obituaries. Permanent files continue to be maintained after an individual’s death. TOP

Disclosure of Information - In keeping with the Buckley Amendment, only directory information will be released from the Records Department. This includes name, address, degree received, year degree received and major area of study. TOP

An individual may see his/her file with proof of identity. All other requests for information are handled through the Public Affairs Office of Open Records. TOP

No information is released on records marked "confidential." Records will only forward requests for information to the individual alumnus. TOP

University-Related Lists

Records maintains University-related lists for Schools/Colleges/Units upon request. With permission of the IT department, a School/College/Unit user can be granted authority and trained to maintain unit specific lists as needed. A PSA code will be established to accommodate the list on the ASCEND system. TOP

All individuals requesting omission or inclusion from mailing or phone lists should be forwarded to Records. These requests will be processed immediately on the ASCEND system and documented in the individual's alumni record. TOP