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Middlebury Advancement Data Guidelines

Updated May 2018.

Middlebury understands that collecting and processing personal information is an important topic, and it is committed to safeguarding privacy. This page addresses concerns about personal data collection and provides information about what is collected and how it is used. Please contact with any questions or concerns regarding this notice or any associated policies.

About Advancement

The Middlebury Advancement office engages with a large community of constituents across all programs including but not limited to Middlebury College, Language Schools, Bread Loaf School of English, Middlebury Institute at Monterey, and Schools Abroad. This constituent group includes alumni, parents, donors, and friends of Middlebury. Advancement’s primary objective is to engage these constituents in meaningful ways in order to foster their lifelong engagement and philanthropic support for Middlebury’s students, faculty, programs and related priorities. The Advancement office is governed by Middlebury’s privacy policies, outlined in the Web Privacy Notice and Information Technology Privacy Policies.

In order to achieve its objective, Advancement is focused on the following activities:

  1. Broad and targeted engagement strategies for alumni networks and affinity groups, career networking, a variety of campus programming, regional events around the globe, and online academic programming
  2. Acquisition, management, and analysis of information about Middlebury’s constituents
  3. Strategic communications including print materials and electronic/social media outreach
  4. Requests for philanthropic support through multiple media channels and in-person visits from gift officers.

Why is personal information collected?

It is essential and necessary for Advancement to collect, process, use, and/or maintain the personal data of the Middlebury’s students, alumni, donors, and others to achieve its mission and perform outreach efforts to promote engagement and philanthropy.

Whose information is collected?

Middlebury collects information about:

  • students
  • alumni
  • parents of Middlebury College students (current and past)
  • faculty and staff (current and past)
  • donors
  • friends (spouses and other supporters of Middlebury)
  • corporations, foundations, and organizations

What information is collected?

  • contact information – home and business addresses, phone numbers, email addresses, and social media contact information
  • demographic information – names, titles, gender, birth and death dates, and ethnicity
  • student information obtained from campus records – degrees, majors, organization involvement, activities, awards, and sports involvement
  • employment and business information – company names, job titles, and industry information
  • family information – spouse's name, children's names and birth dates, and familial relationships
  • alumni information – activity interest and participation, event attendance, volunteer interests, organization affiliations, committee participation, awards and honors, attitudes and preferences
  • donor information – giving information regarding any donation which is made or for which someone receives credit
  • analytical information – aggregated transactional information related to web visitor activity and email marketing activities

How is information collected?

Information is collected through a variety of sources, including:

  • self-provided information online or via phone
  • event or activity registrations
  • student records
  • U.S. Postal records
  • surveys and focus groups
  • other information service bureaus

What is Done with Collected Information?

Collected information is used only for purposes consistent with Middlebury’s charitable, educational mission, including:

  • promoting events and other engagement opportunities
  • sharing Middlebury news and information
  • fundraising to support Middlebury’s priorities
  • conducting research and analysis to better understand constituent attitudes, preferences, and interests

Who has access to collected information?


Volunteers and students working with Advancement are considered an extension of staff, and are held to the same level of confidentiality regarding constituent contact information.

Business Providers

Advancement engages with high-quality service providers to help us retrieve and analyze constituent data, communicate across a range of print and online platforms, and provide tools to help our volunteers cultivate and engage their peers. In each of these relationships, access to constituents’ data is strictly controlled by Middlebury. Currently, Advancement has agreements in place with a number of business providers, ones such as the following companies and organizations:

  • iModules Software, Inc.
  • Ellucian/Banner
  • Blackbaud
  • GiveCampus
  • CampusCall

How is information stored and secured?

Middlebury uses administrative technical and physical security measures to protect personal information, including destroying information when it is no longer needed. Staff with access to sensitive information are bound by confidentiality agreements, and are required to undergo periodic reviews of acceptable data usage and information security training.

The European Union General Data Protection Regulation (GDPR)

The purpose of the GDPR is to protect all EU citizens from privacy and data breaches in an increasingly data-driven world. Advancement takes seriously its duty to protect all personal data it collects or processes, regardless of whether the person is located in an EU country.

Please contact with any questions or concerns regarding the EU GDPR.

Alumni Office
700 Exchange Street
Middlebury College
Middlebury, VT 05753
P: 802-443-5183