Download Central Washington University Foundation Confidentiality Protocol

Central Washington University Foundation
Confidentiality Protocol Statement
The files and records maintained by all offices of University Advancement contain information
that is the property of the CWU Foundation (Foundation) or the CWU Alumni Association
(Alumni Association). Because this material is not only crucial to the effectiveness of the offices,
but is also often sensitive or confidential as well, all those who work with it are expected to
observe the highest standards of discretion and confidentiality, protecting both the Foundation
and Alumni Association interests in its records and the privacy of those to whom the information
relates.
This protocol applies to all types of confidential information, regardless of form; including but
not limited to, hard copy, electronic, film, or any other medium. It applies not only to Alumni
Association, Foundation employees, but also to CWU University employees who are engaged in
fundraising and friendraising, along with volunteers, consultants, or others, who work to further
alumni relations and development efforts.
Confidential information is described by, but not limited to, the following general classes:
 Name, address, telephone number, or social security number;
 Information about members, prospects, and donors gathered to aid in determining
appropriateness of solicitation and level of membership or gift request;
 Specific data in prospect lists that would indentify prospects to be solicited, dollar
amounts to be requested, and name of solicitor;
 Letters, pledge cards, copies of checks and other responses received from members or
donors regarding memberships, gifts, pledges, or bequests;
 Portions of thank-you letters and other membership or gift acknowledgement
communications that would identify the name of the member or donor and the specific
amount the gift, pledge, or pledge payment;
 Donor’s financial or estate planning information, or portions or memoranda, letters,
interviews notes, or other documents about any donor’s financial circumstances; and
 Data detailing dates of memberships, gifts, payment schedule of gifts, form of gifts, and
specific gift amounts made by donors.
Handling confidential is described by, but not limited to the following manners:
 Hard copies generated by the Alumni Association and the Foundation must be marked
plainly as confidential and the property of that entity.
 Special attention should be applied to all giving records pertaining to anonymous donors
or donor’s who prefer terms of anonymity.
 Confidential documents should be kept under lock or for electronic files password
protected when possible.
 Because of the sensitive nature of Alumni and Foundation information, biographical and
financial reports and other confidential material should not be transmitted by facsimile.
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When confidential information is mailed, or sent through intra-office channels, always
place it in a sealed envelope and clearly mark it “Confidential.”
Dispose of all confidential documents by shredding in a timely manner.
Alumni/donor records and files will not be kept outside of the University Advancement
Division either electronically or in files past the time the information is needed for the
specified period of time.
I acknowledge that in the course of my work activities I may have access to documents, data, or
other information, some or all of which may be confidential and/or privileged from disclosure
whether or not labeled or identified as “confidential.”
Except as required by my activities, I shall never, either during or after my employment with the
Alumni Association, the Foundation, or Central Washington University, directly or indirectly
use, publish, disseminate or otherwise disclose to any third party, or use for personal gain any
information acquired in the course of my activities without the prior written consent of the
Alumni Association, the Foundation, or Central Washington University.
I have read the Confidentiality Protocol Statement and understand that violation of any of the
policies and practices therein may be grounds for disciplinary action.
Signed: _______________________________________ Date: ________________
Print Name: _________________________________________________________
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