Alumni Data Request Form - W&M Alumni Association

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Alumni Data Request Form

This form is primarily for the use of faculty, staff, student groups and other groups and individuals authorized to access and/or possess alumni information.This request goes to the Alumni Records office.

The Alumni Association reserves the right to determine the appropriate type, amount and format of your request based on operational constraints or limitations and information security and confidentiality assessments.

If you are requesting mailing labels, please note. We will need detailed mailing information including a sample of your mailing. The labels are 4" X 1.33" and come 14 to a sheet.

When citing the 'Date Needed', please allow 10 days for your request.

First Name *		Last Name *
Email *		Phone: *
Todays Date		Date Needed: *Please allow 10 days for this request but do indicate the date the file is needed.
Department		Send To
Purpose of Request *Please state what you want to use the data file for. This "context" helps determine the optimal output for your use.
Chapter:These only represent "active chapters;" some chapters are no longer active with functions, boards or structures. Please check with alumni.programs@wm.edu to determine past active regions.		Constituent/ Affinity Group:
Members:	All Eligible Dues Payers Only Non-Dues Payers Only	Major/Degrees:Indicate any Majors, Minors, or special educational indicators.
Alumni Within (Radius):Please specify a common geographic reference such as a city or address from which to make a radius. If a city is used the center point of the town will be used.		Class Years:
Other Group Not Listed
Person Type: *	All Alumni Undergraduate Alumni Graduate Alumni Honorary Alumni Honorary Degreed Alumni Associate Alumni Undergraduate Students Graduate Students Parents (Current) Parents (All) Donors	Status:Ordinarily mailings are made to "active and mailable" person types indicated at left and exclude Lost, Deceased and Removed by Request persons. If a solicitation is involved the the Do Not Solicit, Do Not Mail and Do Not Email are applied. Please check if any of the following are to be INCLUDED.	Lost Deceased Removed by Request Do Not Solicit Do Not Mail Do Not Email
Other:Please provide any specifics not expressly identified above.
Joint:This addresses how you want spouses handled, usually meaning that only one piece of mail goes to both persons at one address. Mail files by default will check the Joint Mailing indicator on each members record and will join accordingly. Typically it is an exception when persons have indicated not to mail jointly.	Default(join if indicated) Do Not Join Join if Both are Alumni * Other Join	Sort Order:	Alpha Zip Code Class Year * Other Sort
Other:Special instructions indicated in join or sort order.
Salutations:This will determine what you want the salutation line to read, e.g., "Dear Mr. and Mrs." or "Dear Bill and Jane"	Informal (checks nickname then first name) Formal (full mailing name) Signer Saluation (indicate signer below)
Output Type: *Please select an output type if appropriate.	Chapter Flyer (specify size) Count of Households (ex.: for a mailing) Count of Individuals Directory (Excel Spreadsheet) Directory (PDF) Email Listserve (will exclude unsubscribers) Envelopes (direct printed addresses) Mailing Labels (see instructions above) Merge File (specify format in Special Instructions) Newsletter (specify size) Other (specify in Special Instructions)
Special Instructions:Add anything that will clarify your request if needed, or if you have some request not adequately covered with the fields above.
Estimated Count:Used to do a quick comparison of expectations vs. actual to resolve differences.
Mailing Class:Mailing rates depend on a few factors. 1st Class goes at full first class rate. 1st Class pre-sorted goes at a cheaper rate but must have 500 pieces minimum, with preprinted indicia to qualify. Standard mail must have 200 pieces minimum and preprinted indicia to qualify for this cheaper rate. Non-profit is same as standard but rates are cheaper as long as your organization is qualified for non-profit status and mail piece does not violate non-profit rules.

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Calendar

3/19/2013 » 6/30/2013
Greater Metro - Washington D.C. Annual Chapter Dues

5/23/2013
Denver Area Alumni Tribe Thursday

5/28/2013
Pittsburgh Area Alumni Leadership Meeting

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