Policy 3102 – Records Information Policy

Effective Date: 8/26/2000

Responsible Office: Vice President for University Advancement

The Division of University Advancement maintains a database of biographical and gift/pledge
information about Louisiana Tech University alumni and friends in accordance with
the needs of the Division and the University. The information contained in this database
is intended exclusively for purposes related to the programs of Louisiana Tech. The
Division seeks to support the activities of Louisiana Tech by providing assistance
for programs, communications, and events that bring together alumni, donors, and friends
of the university while maintaining the confidentiality of the information.

Requesting Information

Information from the database may be requested by the following university-affiliated
organizations, including, but not limited to, the Louisiana Tech University Foundation;
the Louisiana Tech University Alumni Association; university development personnel,
administrative units of the university; academic units of the university, and athletic
units of the university. There is an appropriate form for requesting database information.
The Coordinator of Information Systems in the Division of University Advancement receives
these requests.

Uses of the Information

University-affiliated organizations may use the information in support of legitimate
university-related activities. These include, but are not limited to, fundraising,
alumni relations, public relations, governmental relations, college/departmental communications
to alumni and friends, continuing education, and student recruitment.

In cases of dispute about what constitutes a legitimate university-related activity,
the decision will rest with the Vice President for University Advancement and the
Executive Director for University Advancement.

The confidentiality of donor information and certain other information contained in
the records must be protected; consequently, some information may not be available
upon request. Alumni and friends listed in the database have the legal right to request
that no information be released about their records.

In accordance with federal and state laws, the Division may release public information
to third party vendors for miscellaneous services, including, but not limited to,
the preparation of alumni directories, direct mail firms, and marketing firms. The
vendors must agree to use the information only for the intended purpose. The sale
or transfer of the information by the vendor is strictly prohibited.