Constituent Data in Support of Development and External Affairs Initiatives

Policy number: 5.1

Policy section: Development and External Affairs

Revised Date: January 2, 2019


1.  Definitions

Definitions of capitalized terms are set forth in Appendix A.

2.  Policy Statement

At the direction of the Vice President for Development and External Affairs (“the Vice President”) or his/her designee, the Division of Development and External Affairs (“DEA”) shall have sole authority for the systems and business processes related to maintaining the Contact, Background, and Giving Record information of Constituents associated with SMU, for the purposes of fundraising, external relations, alumni engagement and other areas related to DEA’s mission. Any additional School or Unit effort to collect, update, and/or retain such constituent information must be approved in advance by the Vice President for Development and External Affairs. All uses of such data shall follow guidelines and procedures maintained in the Office of the Vice President.

3.  Purpose

The purpose of this policy is to ensure that Constituent information remains confidential and accurate, and is utilized for purposes related to the University’s mission and priority initiatives.

4.  Applicability

All faculty, students, staff, volunteers, and contractors are expected to comply with this policy.

5.  Questions

Questions regarding this policy are to be directed to the Office of the Vice President for Development and External Affairs.

6.  Department Administrative Rules, Procedures, and Guidelines

Development and External Affairs will create and maintain guidelines and procedures related to this policy.

Appendix A: Definitions

“Contact” refers to addresses, phone numbers, emails and other methods of communication with the Constituent.

“Background” refers to any biographical, financial, or other descriptive information maintained by DEA.

“Giving Record” refers to any information related to the process of cultivating, soliciting, receiving, recognizing, or stewarding a gift or pledge to SMU.

“Constituent” refers to all alumni/alumnae, student guardians (parents or their equivalent), individual and organizational donors, individuals and organizational potential donors, SMU volunteers and committee/board members, and any other individuals or organizations identified by DEA through previous, current, or proposed association with the University.

“School” refers to SMU’s six schools and one college, and departments and programs within.

“Unit” refers to established entities other than Schools, such as the Office of the Provost, Central University Libraries, Department of Athletics, Division of Students Affairs, etc., and departments and programs within.


Revised: January 2, 2019

Adopted: January 2, 2019