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.

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  1. Requester Name(required)
    Please enter your name.
  2. Date of Request(required)
    Please choose a date.
  3. Email Address(required)
    Please enter your email address.
  4. Phone(required)
    Please enter your phone number.
  5. Department (if Applicable)
    Please enter your department.
  6. Supervisor (if Staff), Chair (if Faculty), or Sponsor (if not Faculty or Staff)
    Please enter the name of your supervisor.
  7. Supervisor / Chair / Sponsor E-mail
    Please enter your supervisor's email address.
  1. Requested Data Delivery Date (Please Allow Two Weeks of Lead time)(required)
    Please enter your requested delivery date.
  2. Intended Purpose of the Request(required)
    Please enter the purpose of the request.
  3. Communication Vehicle(required)
    Please choose at least one.
  4. Specify Other
    Please specify other.
  5. 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).

  6. Expected date the communication will be sent to constituents(required)
    Please choose the expected date of the intended communication to constituents.
  1. Criteria

  2. Major(s), Minor(s), Institute(s), Student Group(s), etc.
    Please enter Major(s), Minor(s), Institute(s), Student Group(s), etc.
  3. If Only Specific Class Year(s), List Here:
    Please enter specific class year(s).
  4. Include Honorary Degree Recipients?
    Please choose one.
  5. Geographic Criteria (as Applicable)
    Please enter any Geographic Criteria.
  6. Specify city/cities, state(s), zip range, country/countries
    Please enter any city/cities, state(s), zip range, country/countries.
  7. Other criteria, if any
    Please enter any other criteria.
  1. Constituents to include (check all that apply):

    Please choose as many as apply.
  2. Specify Other
    Please specify other.
  3. Please enter 3-5 names you expect to see on the list:
    Please enter 3-5 names.
  1. Fields to appear in requested list (check all that apply)

    Please choose as many as apply.
  1. Confidentiality Statement(required)
    You must agree to continue.
  2. Supervisor Approval(required)
    You must agree to continue.