Administrative Services

Use of Foundation/Alumni Database Procedure

Alumni Records are contained on the Foundation/Alumni (FAL) Database and are available to academic and administrative offices of the University for uses consistent with their duties and responsibilities.

A requestor of such information must submit a written request that indicates the proposed use of the requested material to Alumni Programs (form may be found at wiu.edu/alumni/about). If requestor intends to send mail to alumni or anyone whose information is contained on the FAL, a sample must also be included with the request.

Data requested will be provided to requestor in one of the following formats:

  1. If requestor wishes to utilize data for direct mailing purposes, Alumni Programs staff will retrieve the data and forward it to Document and Publication Services (DPS) to be merged with the document the requestor is sending.
    • Data will not be sent to the requestor directly.
  2. If requestor wishes to utilize data for email or electronic communication purposes, the requestor will provide to Alumni Programs the information to be sent. Alumni Programs staff will retrieve the data, merge it with the information provided by the requestor and send it.
    • If requestor wishes to proof or edit the communication, a proof will be provided. After the requestor approves the document, it will be sent out through Alumni Programs' email system.
    • If requestor wishes to have the information sent in a format designed specifically for requestor's academic or administrative office, Alumni Programs staff will work with requestor to develop such document.
    • Data will not be sent to the requestor directly.
  3. If requestor wishes to utilize data for purposes other than direct mail or direct email communication (i.e. summary counts or a list of where alumni live for mapping purposes, etc), it will be retrieved and sent in either paper report format or electronic pdf format.
    • This information is for the sole use of academic and administrative offices of the University and should only be used within the established policies and procedures.
    • Information contained in these documents shall not be used for any type of mass direct communication with individuals whose information is contained in these records unless approval has been granted by the Director of Alumni Programs.