Apologies for Cross posting (particularly to my Scottish colleagues !)
Dear All,
A number of questions have arisen within various parts of RGU regarding
the use of personal information around the constituent parts of the
University, and I would greatly appreciate your thoughts on the
following. I am sorry that my first posting to this list is rather on
the lengthy side, but I would greatly appreciate your thoughts on this
issue.
Thank you in anticipation.
Kind regards
Keith
Keith G Fraser
University Records Manager
The Robert Gordon University
St Andrews Street
Aberdeen
> * (01224) 262882
> Fax (01224) 262889
> * [log in to unmask]
>
Should contact details collected by one school or department be shared
with another viz, Alumni and Development ?
The data protection statement employed by the Alumni and Development
team when collecting data is as stated below:
'Your data is securely held in the University Alumni Relations Office
and will be treated confidentially and with respect for the benefit of
the University and its constituent parts. The data is available to
schools and departments, our international office, recognised alumni
societies, sports and other clubs associated with the University, and to
agents contracted by the University for purposes directly related to the
interests of the University and / or its alumni.
Data is used for alumni activities, including the sending of University
publications, notification of alumni events and of programmes involving
academic and administrative departments, fund-raising programmes and for
the promotion of benefits and services.'
The data will not be disclosed to external organisations other than
those acting as agent for the University.
Firstly, is this statement sufficient with respect to the sharing of
information amongst the various parts of the organisation ?
Secondly, when personal contact details are collected by a
school/department do they have to state that their records may be shared
with other parts of the university ?
If no mention of data sharing is made can this information be
legitimately exchanged ?
Lastly, if the Alumni department were to receive details of an
individual without an associated signed data protection statement would
it be permissible to contact these individuals ?
One of the main means of collecting alumni details is from details
provided by Student Records following graduation. However, therein lies
a thorny issue. At graduation the majority of graduating students
complete an alumni form which provides further personal contact details
(of 1496 attending graduates 1013 completed a form). This form carries
the same Data Protection statement as above. However, how should the
University treat the personal details of those who did not complete a
form, such as those who graduated in absentia or, those who did not
graduate ?
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