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The State University College at Oneonta
Alumni Association, Inc. Confidentiality Policy

Preface

The Division of College Advancement (“College Advancement”) acquires information about SUNY Oneonta alumni, students, parents, corporations, faculty and staff, foundations, and friends that may be confidential and/or highly sensitive. College Advancement staff, other professional staff, Board members, faculty, student employees, and volunteers who are authorized recipients of confidential and/or sensitive information are responsible for protecting the confidentiality of this information.

College Advancement maintains a database for the purpose of promoting the College, building and sustaining relationships, and securing charitable gift and grant support. Using or sharing information, mailing lists, and/or biographic information for private, commercial, or political purposes; for the purpose of creating an independent database; or for a purpose other than that which is approved by College Advancement is strictly prohibited and will be considered a misappropriation of College property. This confidentiality policy will be attached to any constituent information that is shared with authorized recipients. Constituent information and other confidential items received by authorized recipients must be properly disposed of by shredding or deleting from a computer after it is used for its intended purpose.

Confidentiality Policy

1. This policy details specific information that is considered confidential and/or sensitive. However, we will respect the privacy of all constituents with whom we come in contact.

2. College Advancement may provide basic constituent biographic information to employees of SUNY Oneonta and/or volunteers engaged in alumni and/or development activities that are coordinated by College Advancement.

3. Detailed constituent information is shared only with employees and/or volunteers who are engaged in a high level of relationship building and/or development activity that is coordinated and monitored by College Advancement.

4. General donor gift information such as giving levels published in the Annual Report of Donors is considered public information. However, gift or pledge information that includes specific dollar amounts, funding vehicles, and/or other personal details are shared only with employees who are responsible for administration of a fund or volunteers engaged in a high level of relationship building and/or development activity that is coordinated and monitored by College Advancement.

5. Public announcements of major gifts require the permission of the donor/or donors and must be secured by the College Advancement prior to any announcement.

6. College Advancement does not disclose individual address, business, or any other information to any external party requesting such information. Office staff may forward requests for such information to a constituent.

7. Forward all requests for information about donors by the media or other public entities received by any campus office to the Vice President for College Advancement/Executive Director of the Foundation. Information in legal proceedings is considered as such a request.

8. Will not copy, distribute, or provide to College personnel any sensitive information, such as a donor’s will, trust instrument, or financial statements. To the extent possible, such information should be maintained only as a single copy in the Office of the Vice President for College Advancement and/or in a password-protected electronic folder.

9. Students employed in College Advancement are not permitted to work with confidential information unless they have reviewed and signed the Confidentiality/Non-Disclosure statement.

10. Failure to comply with this policy can jeopardize the College’s reputation and relationship with constituents and may be grounds for disciplinary actions up to and including dismissal.

11. College Advancement shall at all times remain in compliance with all applicable laws that may supersede this policy.

Accepted at the Alumni Association Board of Directors Meeting April 8, 2022