Requests for Alumni Records

PRINT DISCLAIMER: Official version of this document is accessible in the online policy library at https://policyoffice.ku.edu/. Printed copies may not reflect the most recent updates.

DOCUMENT TYPE:

Guideline

PURPOSE:

To establish the procedure for maintenance of and access to alumni records

APPLIES TO:

KU and affiliated corporations staff

CAMPUS:

Lawrence, Edwards

GUIDELINE STATEMENT:

All KU Alumni Association, KU Medical Center Alumni Associations and KU Endowment administrative staff are authorized to request alumni records information.

All those administrators listed below have authority to request output of alumni records and are encouraged to assign other administrators from their respective areas to this list. Any alumni records information being requested on behalf of an academic unit, intercollegiate athletics and/or student organizations by an alumni representative must be approved by one of the administrators listed below.

However, a University agency or unit can designate an alumnus/a as an official alumni representative for future requests. For example, any of the Greek affiliated organizations can have an official alumni representative designated through the Director of the Student Involvement and Leadership Center.

To gain authorization, one must receive in writing the Director’s authorization and for a specified time period, i.e., July 1, 2008, to June 30, 2009.

CONTACT:

KU Alumni Association
1266 Oread Ave.
Lawrence KS 66045
785-864-4760

APPROVED BY:

Chancellor

APPROVED ON:

1979-01-01

EFFECTIVE ON:

1979-01-01

REVIEW CYCLE:

Annual (As Needed)

RELATED STATUTES, REGULATIONS, AND/OR POLICIES:

Institutional Advancement at the University of Kansas

Interaction with the Legislature and Other State Agencies, Kansas State Board of Regents Policies and Procedures Manual (II.F.1)

KU Alumni Association E-Mail Policy

Maintenance of Alumni Records

University Fundraising

RELATED PROCEDURES:

Institutional Advancement Practices and Guidelines

Media Guidelines and Practices

Requests for Alumni Records

RELATED FORMS:

Confidentiality Agreement for Use of Alumni Information System

RELATED OTHER:

The KU Endowment Fund Administration and Use Handbook

Guidelines for Acceptance of In-kind Gifts

CHANGE HISTORY:

03/28/2025: Migration to TeamDynamix from Drupal.
05/30/2017: Fixed broken link. 
04/02/2015: Fixed broken link to Board of Regents Policy Manual.
01/27/2014: Added 'Purpose' and 'Applies to' statements; added title for approving official under 'Approved by'.
12/17/2014: Policy formatting cleanup (e.g., bolding, spacing); fixed broken link to Board of Regents Policy Manual.
10/30/2014: Fixed broken links.
2000: Updated.
1994: Updated.
1987: Updated.
01/1979: Policy adopted.

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