Alumni Data Requests: Information for Departments

The University has guidelines in place to ensure appropriate and coordinated engagement with alumni. The ArtSci Advancement Operations team is here to help you navigate these guidelines and connect effectively with alumni, parents, friends, and donors.

When requesting alumni data, the ArtSci Advancement Operations team collects information to:

1. Obtain approval from University Advancement to access and use alumni data.
2. Accurately fulfill your request by identifying the appropriate audience and data criteria.
3. Expedite communications and ensure outreach efforts are timely, effective, and aligned with University policies.

Alumni Data Services

The ArtSci Advancement Operations team can request the following data to help departments:

• Email Distribution
• Mailing (Postal) List
• Name List
• Specific Alumnus Lookup
• Event Promotion
• Other

Before Submitting a List Request

To help us process your request as efficiently as possible, please be prepared to provide complete information about your intended audience, communication purpose, and any event or outreach details associated with the request.

Target Audience: Who are you trying to reach?

• Alumni
• Attenders
• Parents
• Friends
• Donors
• Faculty/Staff
• Other constituent groups

Purpose of the Request: What is the goal of your outreach?

• Promote an event
• Gain alumni insights or information
• Identify alumni in a specific city, state, or region
• Schedule meetings while traveling
• Recruit alumni volunteers or speakers
• Connect alumni with current students
• Other outreach or engagement activities

List Attributes

• Graduation dates
• Majors/degrees
• Employment history

Email Distribution

Departments do not send emails directly to alumni. Instead, University Advancement distributes emails on the department's behalf using the content and information you provide. Emails are sent from a designated departmental email address, such as a department head or primary contact, and include a department-specific reply-to address for RSVPs, questions, and additional inquiries. ArtSci Advancement Operations Team coordinates the email and list request, and the department provides the email content/details. Before distribution, your department will have the opportunity to review and approve the final email content and design.

Email Process

After the ArtSci Advancement Operations Team submits your email request, you will receive an email from University Advancement via Box, inviting you to the email content creation folder.

Department fills out the “Sending Details” document that is in the Box folder. Information should include:

• Email subject line
• Sending name and email address (name of person or department and email address)
• Reply to email address (which can be different than sender email address)
• Name and title of department approver (Department Head or Dean)
• Content (include body text, graphics, links, etc.)

NOTE: Submit all images to Box as a separate high-quality image file

Once the email has been created, you will receive a test for your review. You can approve or follow up with changes that need to be made. After your final approval, University Advancement will send the mail to recipients.

Sample Sending Details Form

Physical Mailings

ArtSci Advancement Operations Team can request a targeted mailing list for physical mail campaigns. In accordance with university policy, mailing lists provided for a specific mailing may only be used for that approved communication and cannot be retained or reused for future mailings.

Event-Related List Requests

If your list request is associated with an event, please be prepared to provide the following event details as part of the request process:

• Event name
• Event date and time
• Event location
• Brief event description
• Registration website or URL (should you need help creating an event website/registration page, Advancement can assist)
• Event contact person
• Registration or attendance cost (if applicable)

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