University Advancement Access and Confidentiality Statement
Data Use Policy
Please read carefully.
You may be granted access to confidential institutional data maintained within University Advancement's systems, including Raiser's Edge (the university's official constituent relationship management [CRM] system) and Financial Edge (the financial system used by the University of West Georgia Foundation).
Access to these systems is a privilege and is provided with the understanding that all information will be handled with the highest standards of confidentiality, professionalism, and integrity. The data is to be used solely for authorized university-related purposes.
By signing this statement, you acknowledge and agree to adhere to the policies and expectations outlined below. You understand that failure to comply with these standards may result in revocation of access and other institutional or legal actions, as warranted.
To maintain access, this agreement will be renewed annually.
- Data users shall follow policies and procedures of the University System of Georgia and the University of West Georgia when working with institutional data. Data users shall be responsible for ascertaining that the use of institutional data complies with system and university policies.
- Institutional data shall be used only as required to conduct authorized university business. Personal use of the data is prohibited.
- The privacy of our constituents is of utmost importance. Institutional data may not be shared, beyond University Advancement business, with any external third party. Any entity deemed necessary to view data must sign the confidentiality agreement for the current fiscal year before data of any kind is provided to them. This information is also not to be shared with fellow employees unless you have confirmed that they, too, have signed a confidentiality agreement for the current fiscal year.
- Each data user shall implement adequate physical and digital security procedures to guard against unauthorized access to institutional data. Access codes, passwords, sign-on procedures, etc., shall not be divulged to any other party, and their secrecy shall be closely guarded.
- Data users shall not impede, interfere with, impair, or otherwise cause harm to other users' legitimate use of information systems.
- Data users shall not use institutional data in such a way that violates local, state, or federal laws, including copyright laws. Information users shall not use institutional data in such a way that violates the university's contractual obligations, including limitations defined in software or other licensing agreements.
- Data users shall not use information systems to transmit communications that are fraudulent, defamatory, harassing, obscene, threatening, discriminatory, or prohibited by law.
- Data users shall not move data to any program that has not been approved for data transfer by the Vice President of University Advancement (or proxy in the event of the Vice President's absence).