Chapter 23 – Treatment of Alumni Records

(Amended 9/93; 10/94; 8/01; 1/03)

23.1 Definitions

  1. Alumnus, Alumna, Alumni, Alumnae. For purposes of this policy, these terms refer to any person who holds a degree or a certificate from the University. Persons who have attended but have not completed a degree at The University of Iowa are called Former Students. Other individuals interested in The University of Iowa are referred to as Friends.
  2. Alumni Records. The Alumni Records portion of the UI Foundation's Institutional Advancement Database includes any information concerning an alumnus/alumna that is maintained by the Division of Alumni Services. Alumni Records, however, do not include information from the education records of former students except information classified as "directory information" under the policy on treatment of student education records of alumni (see IV-6.1c). Information from Alumni Records retains its character as an alumni record when it is in the possession of a University academic or administrative office or a University-affiliated organization so long as it is maintained separate from the confidential education records of the person to whom the alumni record relates.
  3. Public Information. The following categories of "directory information" are considered public information: preferred title, name, current residence, telephone numbers, email addresses, degree(s) granted from The University of Iowa, major field(s) of study at the University, and college(s) from which the degree(s) was (were) granted. When individuals want their addresses (residential, business, and email) and/or telephone numbers to be kept confidential, their requests are coded and honored. Alumni, contributors, friends, and student ID numbers and/or social security numbers remain confidential. When individuals request to be dropped from all University mailings, specific collegiate or departmental mailings, or specific University-affiliated organization mailings, their requests are coded and honored.

23.2 Disclosure of Information in Alumni Records to the Alumnus/Alumna

The Division of Alumni Services will permit each alumnus/alumna to inspect and review Alumni Records on the Institutional Advancement Database pertaining to him or her.

This information will be made available in the Division of Alumni Services during normal office hours and upon request of an alumnus/alumna by mail, fax, or telephone.

Information may be copied. A reasonable charge may be made for services and supplies associated with machine copying of the requested information.

23.3 Disclosure of Information in Alumni Records to University Offices and University-Affiliated Organizations

  1. Alumni Records contained on the Institutional Advancement Database are available to academic and administrative offices of the University, The University of Iowa Alumni Association, and The University of Iowa Foundation for uses consistent with their duties and responsibilities.
  2. A requester of such information should submit a written statement that indicates the proposed use of the requested material to the Division of Alumni Services or to The University of Iowa Foundation's Information Technology department, depending upon its intended use.
  3. A reasonable charge may be made for special coding and/or research of select groups of alumni, data processing, machine copying services, and supplies associated with providing requested information from Alumni Records to a University office or a University-affiliated organization.

23.4 Disclosure of Information in Alumni Records to the Public

(Amended 1/03)
  1. The Division of Alumni Services will permit public inspection of the Alumni Records contained on the Institutional Advancement Database which meets the definition of "public information." (See II-23.1c.)
  2. Copies of public information will be made available in the Division of Alumni Services office during normal office hours and upon request by mail, fax, or telephone. The requester may be required to pay a reasonable fee for copies.
  3. If a requester of public information desires it in a form that requires special coding and/or research, programming, or processing of Alumni Record files, the requester should submit a written request to the Division of Alumni Services with instructions. Compliance with the request will be determined by whether the request is consistent with applicable law after taking into consideration, when applicable, the capacity of the Division of Alumni Services to fulfill the request.
  4. An additional reasonable charge may be made by the Division of Alumni Services for services when examination of records involves extraordinary use of staffing time in supplying and supervising the examination of records, or for special coding and/or research, data processing, programming, and machine copying services associated with providing requested information from Alumni Records.
  5. Appeal from a decision of the Division of Alumni Services may be made to the Vice President for Student Life.

23.5 Mailing to Alumni

  1. The Division of Alumni Services, utilizing The University of Iowa Foundation's Information Technology department, maintains an on-line file, called the Institutional Advancement Database, of University graduates as well as contributors and other friends of the institution. This file is updated daily. File information on University of Iowa graduates includes preferred title, name, current residence and/or business and email addresses and telephone numbers, degrees received and years they were received, colleges, and majors. When individuals want their addresses and/or telephone numbers to be kept confidential, their requests are coded and honored. Alumni, contributors, friends, and student ID numbers and/or social security numbers remain confidential. When individuals request to be dropped from all University mailings, specific collegiate or departmental mailings, or specific University-affiliated organization mailings, their requests are coded and honored.
  2. This record, or appropriate portions of it, may be used by any University college or department or affiliated agency with prior approval. A requester of such information should submit a written statement which indicates the proposed use of the requested material to the Division of Alumni Services or to The University of Iowa Foundation's Information Technology department, depending upon its intended use. If a requester of such information desires it in a form which requires special coding and/or research, programming, or processing of alumni record files, a reasonable charge may be made by the Division of Alumni Services and/or The University of Iowa Foundation's Information Technology department.
  3. In the interest of economy, accuracy, and efficiency, colleges and departments use the Institutional Advancement Database's master Alumni Records rather than maintaining separate records of alumni names and addresses.