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- 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.
- 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.
- 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.