Alumni Records Access Policy

The Eastman School of Music alumni database is for official, class, and alumni office staff use as well as for individual communication among the members listed. Addresses of the Board of Managers or any other alumni, parent, or friend who has a “restricted address” will not be released without the approval of the Alumni Relations Coordinator.

The Alumni Relations staff may assist School-related organizations and individuals seeking to mail letters or other materials to their constituents, provided such material is directly related to or compatible with the advancement of the School. Address information will not be released for commercial purposes.

The Alumni Relations office will handle special requests from individuals and groups in the following manner:

Requests from individuals and groups not affiliated with the Eastman School of Music

• Individuals and groups, not associated with the Eastman School of Music (bill collectors, salespersons, high school friends, etc.) will not be granted access to any alumni contact information. Exceptions may be made for requests from graduate and professional schools or associations at the discretion of the Alumni Relations Coordinator.

Requests from Alumni and Parents

• Individual requests from alumni
  Personal contact: Alumni may request address information by phone for up to three fellow alumni. Confirmation of the caller’s identity and status as an alumnus/a must first be provided. Requests for more than three addresses must be submitted in writing to the Alumni Relations office.
  Phone numbers: No individual phone numbers will be released since the office is unable to confirm whether or not the number is unlisted.
  E-mail: E-mail addresses will not be released over the phone. Alumni seeking e-mail addresses of other alumni should consult the online directory.
  Reunion planning: Class agents and other alumni assisting in reunion/alumni weekend planning will receive class address listings as required, and must agree that the information will not be used for commercial purposes or personal gain.
  Regional event planning: Alumni may request regional address listings for the purpose of School-sponsored or sanctioned event planning, and must agree that the information will not be used for commercial purposes or personal gain. The Alumni Relations office will normally fund the printing and mailing of School-sponsored regional alumni event invitations. The cost of printing and mailing invitations for events not supported by Alumni Relations, even though they may involve alumni, will be borne by the sponsoring organization.
  Professional self-promotion: Current policy does not permit release of alumni contact lists to individual alumni for the purpose of promoting recordings, publications, organizations, ensembles, concerts, or events. News of alumni achievements may be submitted for inclusion in the Alumni Notes section of Eastman Notes.

• Group Requests (e.g., parents, alumni of a particular studio or ensemble)
  Address lists will be made available through the Alumni Relations office, upon approval. The sender is responsible for supplying a copy of the mailing piece for review prior to release of the list. The Alumni Relations Coordinator must review all mailing pieces if they are to be sent under the auspices of the Eastman School of Music and/or through the University of Rochester mailroom. All mailings must by factually correct and not pornographic, racist, or sexist.
  The Development and Alumni Relations office will normally fund the printing and mailing of School-sponsored regional alumni event invitations. The cost of printing and mailing invitations for events not supported by Alumni Relations and Development, even though they may involve alumni, will be borne by the sponsoring organization.

Student Requests

• Individual Requests
  Students who contact the Alumni Relations office for addresses of individual alumni will usually not be given this information. The office will, however, offer to forward material to alumni on behalf of the student.
  Scholarship recipients writing to donors will not be provided with the donor’s contact information. The Development Office facilitates delivery of students’ letters to donors. Lists of alumni will not be supplied to students.

• Group Requests (e.g., ensembles, fraternities)
  Addresses will not be provided to student groups or outside organizations for subscription drives or non-fund-raising purposes. Student groups wishing to raise money from or for external constituencies will be directed to the Director of Development. At the Director’s discretion, some fundraising efforts may be approved. Student groups wishing to raise money within the School community will be directed to the Dean of Students. Other student mailing requests will be handled in the same manner.

• Faculty, Administration, and Staff Requests
  Members of the administration, staff, and faculty may request addresses for individual alumni by contacting the Alumni Relations office. In all cases, the purpose of the request must be indicated.

  Address labels and lists will be released pending receipt of a sample of the mailing and review by the Alumni Relations Coordinator. Mailings to alumni sent under the auspices of the School and/or through the University of Rochester mailroom may not be of a fund-raising nature without the approval of the Associate Dean for Advancement. Like all other University- and School-sanctioned mailings, they must be factually correct and not pornographic, racist, or sexist.