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Duke Alumni Association
614 Chapel Drive
Durham, NC 27708-0572
Policies & Strategic Plan
The Duke Alumni Association is committed to protecting your privacy, conducting business in a transparent, consistent manner, and robustly following up on the plans we make, with your invaluable assistance, to better serve the university’s alumni around the world.
Overview of the Policies
The Duke University Alumni Association works with Duke University to maintain a comprehensive database of information on Alumni in accordance with the general needs and expectations of Duke University and the Alumni community. The information contained in this database is intended exclusively for purposes related to official Duke University business.
It is the mission of the Duke Alumni Association ("DAA") to support events, programs and communications that will advance the interests of Duke University and create opportunities for Alumni to participate in the life and vitality of the global University community. In order to provide the best support possible for these initiatives, the DAA may collect, share or publish the Personal Information of Members of the University Community in accordance with the DAA Privacy and Usage Policy.
The DAA reserves the right to communicate with Members of the University Community through the U.S. mail, express mail services, and all forms of electronic communications.
Scope of Policy
Information Usage, Terms and Conditions
DAA Usage Guidelines: At no time will the DAA rent or sell and individual's personal information to third parties. However, the methods of collecting information regarding visitors to the DAA network of Web sites, as outlined above, may also be utilized in connection with the DADS system, and the DAA may use the information for official Duke business.
Alumni/User Guidelines: In addition to the University's policies and guidelines, users of the DADS resources must abide by the following specific rules and regulations:
- Unauthorized copying, reproduction, republishing, uploading, downloading, posting, transmitting, or duplicating any of the material is prohibited. Users may download or copy any downloadable materials displayed on the DADS system for personal, non-commercial use, provided that you maintain all copyright, trademarks, usage guidelines and other notices contained in such material.
- Use of DADS information or communication facilitated through the DADS resources for any commercial, public, or political purpose is strictly prohibited. Prohibited activities include, but are not limited to, solicitations for commercial services, cold-calling of any kind, mass-mailings, or broadcast e-mails.
- Users shall not restrict nor inhibit any other user from enjoying any service on the DADS system. Posting of, or linking to obscene materials or use of obscene, vulgar, abusive, defamatory, profane, or threatening language of any kind, will constitute a violation of these policies governing the use of the DADS system and network of DAA Web sites and online resources. Additionally, users shall not knowingly upload, transmit, distribute or otherwise publish any materials containing malicious scripts, viruses or any harmful components.
Neither Duke University nor the DAA is responsible for screening communications in advance, and neither Duke University nor the DAA will actively monitor the use of the online directory. For this reason, it is essential that users report any abuses or misuse to the DAA by e-mail.
The DAA reserves the right to determine whether the use or misuse of information obtained through the Alumni Directory (print or online) by any person or group is a violation of this policy or is otherwise abusive and further reserves the right to bar access to the Directory information and Web sites by any such person or group and to take appropriate action without notice.
Online Alumni Directory: The DAA maintains the Duke Alumni Directory System ("DADS") for the purposes of facilitating interaction between Alumni and helping Alumni keep their records current on the University Database. The DADS system is user ID and password protected, and may only be accessed by authenticated Alumni of Duke University and approved University staff. Users are responsible for all use of mtheir name and password to gain access to the Duke Alumni Directory and for the use of information as a result of such access. Users acknowledge that responsibility and agree not to share mtheir password with any other person. The DAA has taken commercially reasonable precautions to secure the personal information available through the DADS system. However, it is the users responsibility to restrict or hide personal information that they do not wish to be generally available in the DADS system.
Alumni have the opportunity to opt-out of DADS by registering, editing your Profile, clicking "modify your directory listing preferences," and selecting "Hide" next to "Online Directory Consent." If you opt-out of the DADS system (i.e. choose to hide your entire record), you will forfeit access to DADS.
The DADS system may include home and work addresses, telephone numbers, fax numbers, e-mail addresses, area of study, Duke degree(s) and class years.
SPECIAL NOTICE: If you do not register for the DADS system, and you have not otherwise designated your University Database record as private, some of your personal information will be published in DADS by default.
Alumni who have registered in the DADS system will have access to information in the directory, but may not use the information they obtain for commercial or political purposes, promotions, advocacy, or any other purpose, business or otherwise except to facilitate individual personal communication or business of Duke University. The DAA or Duke University will not be held liable for any unauthorized use by Alumni who do not adhere to these policies.
Non-Alumni staff, authorized volunteers and agents of Duke University may access the DADS information for the exclusive purpose of carrying out Duke University business.
DAA Web Site and Community Web Sites
The Duke Alumni Association (DAA) maintains public and private web sites for the benefit of Alumni and Duke University and others interested in Alumni activities and services. The DAA is committed to protecting users personal information and respecting the users privacy. When you visit any DAA Web site, information about your browser type, operating system, IP address, and the domain from which you came may be collected by various methods including cookies, referrers, IP addresses and system information. You may visit many sections of the DAA Web site without submitting any personally identifiable information (PII). However, some sections of the DAA Web site may request that you provide PII in order to access certain data, e.g., Alumni Directory System entries, or to complete a form or transaction. The PII that you supply will be used only to permit access to data, or to execute the immediate transaction. The DAA will only transmit your PII to third parties (persons/organizations outside Duke University) as necessary to complete the transaction you have requested, and will not otherwise provide PII to third parties except as required by law, with your permission, or as necessary for an official DAA program.
The DAA has in place, commercially reasonable measures to protect the security of information which you provide, including encryption technology and physical security at the server sites where data is stored; however no system is without a minimal amount of risk. Additionally, the DAA Web site includes hyperlinks to other Web sites, which the DAA does not maintain, or control. The DAA is not responsible for either the contents or the privacy policies of such sites and advises you to exercise care when using unfamiliar online resources.
Online Community Web Sites: The DAA provides a network of Online Community service in which Alumni may opt to build or join Community Web sites (e.g. fraternities, Duke Clubs, personal homepages). Many Community Web sites may be viewed without registering or logging in to DukeAlumni.com. The DAA does not verify the identities of Online Community users. The DAA does not manage these web sites. Thus, users are advised, that posting your personal information in a public Online Community Web site, or in your Online Community profile, may make that information available to the general public.
The Online Community profile is not connected to the Duke Alumni Directory System (DADS) system or the University Database in any way. The DAA does not collect or store any Personal Information from the Online Community nor does it populate the Online Community with any information from the University Database. Updating your Online Community profile will not update your record on the University Database.
Duke Alumni Digital Library: The DAA partnered with Duke University Libraries to provide an online research tool that gives Alumni free access to articles and research. The DAA does not collect Personal Information from the user registration on the Alumni Library service. Full discloser of the Terms of Service.
Disclosure to other entities
DAA partners must agree to neither repurpose nor sell the Personal Information of Members of the University Community. Furthermore, DAA partners must agree to destroy all copies of this Personal Information after the partner's contract with the DAA has expired or been terminated.
Uses of Student Information
Federal law restricts the amount of information that may be released on current students. The DAA abides by the Universities policies for use of student information.
The DAA does not store bank or credit card numbers in any form. This information is used only to complete user approved transactions or event registration. Reasonable measures are in place to protect this information.
Policies on Bulk Email
The DAA regards bulk e-mail as an efficient and cost-effective channel of communication with its constituents. The DAA seeks to minimize the amount of email it sends to Members of the University Community.
Liability and Indemnity
The DAA makes no representations about the accuracy, reliability, completeness, or timeliness of information available through the network of DAA Web sites, DADS, or other materials, either printed or online.
The DAA does not warrant that the DADS system will operate error-free or that the Web site and its server are free of computer viruses or other harmful materials. However, commercially reasonable precautions are in place to minimize these risks.
To the fullest extent permitted by law, the DAA disclaims all warranties, including the warranties of merchantability, non-infringement, and fitness for particular purpose. In no event shall the DAA or Duke University be liable for any damages whatsoever, including, without limitation, incidental, consequential, or punitive damages, resulting from the use of the network of DAA Web sites, the DADS system, or printed materials.
By using the network of DAA Web sites, the DADS system, or any and all DAA printed material, you agree to indemnify, defend, and hold harmless the DAA, Duke University, and their respective agents from and against any and all losses, claims, damages, costs, and expenses that may arise from your use of any and all DAA resources, or your breach of these policies. The DAA will provide notice to you of any such action or claim, and reserves the right to participate, at our expense, in the investigation, settlement, and defense of any such action or claim.
By using any DAA online resource, or selecting the 'Accept Terms and Conditions' option, you agree to abide by all policies outlined herein. If you cannot accept these policies, please do not use the DAA resources, and/or select the 'Do Not Accept' option to indicate that you cannot accept the policies and do not wish to register as a user of the DAA network of Web sites and resources.
Managing Your Personal Info
Update your record on the University Database via the following channels:
Please note: many Duke departments, schools, and programs maintain separate databases. Updating your record on the University Database does not necessarily update your record on these other databases.
How to update your name(s), class year, or degree information
Alumni cannot edit name(s), class year, or degree information through DADS. To update this information on the University Database, send an email to firstname.lastname@example.org. Please include your pertinent contact information in this email.
How to Hide Select Information from other Duke Alumni
You may hide selected pieces of Personal Information from other Duke Alumni by following these steps:
- Login to the directory
- Select "Alumni Directory"
- Select "My Directory Profile"
- Click on "Hide/unhide information from view in your profile"
- Select the information that you would like hidden
Note: If you choose to hide your entire record, you will forfeit access to DADS.
For the purpose of this policy, includes any information that is linked to an identifiable individual name or record. Personal Information collected by the DAA may include, but is not limited to names(s), addresses, email addresses, phone numbers, birth date, names of family members, academic information, student and Alumni activities, preferences regarding DAA programs and communications.
The DAA has commercially reasonable measures in place to protect the security of information that you provide to it, including encryption technology and physical security at the server sites where the information is stored; however no system can guarantee or insure the absolute security of such information.
External Web sites
The DAA Web site includes hyperlinks to other Web sites, which the DAA does not maintain, nor does it warranty. The DAA is not responsible for either the contents or the privacy policies of such external sites.
The DAA will post notice on its public Web site at http://www.dukealumni.com.
Contact the Duke Alumni Association
- (Preferred) Please register and update your info in the Alumni Directory. Registration takes less than 2 minutes.
- Email your new information to email@example.com
Mail your new information to:
Duke Alumni Affairs
Attention: Alumni Records
614 Chapel Drive
PO Box 90572
Durham, NC 27708-0572
- Register for the DADS system
- Click "Update My Profile"
- Click "Modify your directory listing preferences"
- Check "Hide" next to any piece of Personal Information that you wish to hide from other Duke Alumni
- Click "Update" at the bottom of the page
Event Refund Policy
Event Cancellation by Sponsor
The Duke Alumni Association (DAA) reserves the right to cancel an event due to low enrollment or other circumstances which would make the event non-viable.
If NPA cancels an event, registrants will be offered a full refund.
Should circumstances arise that result in the postponement of an event, registrants will have the option to either receive a full refund or transfer registration to the same event at the new, future date.
Registration Cancellation by Participant
Unless specifically stated on registration materials, the deadline to receive a refund for your registration is 5 business days before the event.
Cancellations received after the stated deadline will not be eligible for a refund.
Refunds will not be available for registrants who choose not to attend an event.
Cancellations will be accepted via phone, fax or e-mail, and must be received by the stated cancellation deadline.
All refund requests must be made by the attendee or credit card holder.
Refund requests must include the name of the attendee and/or transaction number.
Refunds will be credited back to the original credit card used for payment.
These above policies apply to all DAA Events unless otherwise noted in the corresponding event materials. Please read all individual event information thoroughly.
Bylaws of the Duke Alumni Association
1.1 Name. The name of this organization is The Duke Alumni Association.
2.1 Mission. We engage, connect, and celebrate alumni and friends of Duke University.
3.1 Qualifications. Members of this Association are all persons who have completed at least two consecutive semesters of work towards a degree from Duke University or its predecessor Trinity College.
3.2 Affinity Groups. With approval of the Board of Directors of this Association, groups of members may form affiliated organizations based on graduating class, field of study, geographic area, or other common interests. Such groups may operate with their own officers, rules, and bylaws to the extent not in conflict with these Bylaws or this organization.
3.3 Removal. Any Officer or Director, upon recommendation by the Executive Committee, may be removed from the Board by a majority vote of the Board whenever in its judgment the best interest of the Board will be served.
Board of Directors
4.1 Management. The business and affairs of the Association shall be managed under the direction of a Board of Directors. The Board may delegate authority to its officers and to committees. Unless otherwise limited, the Executive Committee of the Board of Directors is hereby delegated full power and responsibility for the operations of the Association between meetings of the Board.
4.2 Composition. The Board of Directors shall be composed of:
- a. Officers of this Association
- b. The immediate past President of this Association for the year following his/her term
- c. Not less than eighteen at-large representatives
- d. One representative from each association of alumni of a School or College of Duke University
- e. Two Faculty Members
- f. Representatives from the student body (the number to be determined by the Executive Committee), including but not limited to the co-chairs of the Student Alumni Advisory Board (“SAAB”) and three additional members of the SAAB, one each from the sophomore, junior, and senior classes. In addition, each class president and the presidents of Duke Student Government, Campus Council, and Duke University Union shall serve as ex-officio members with no voting rights. The graduate and professional student population will be represented by the President of the Graduate and Professional Student Council (“GPSC”) and two additional at-large members.
Efforts shall be made to include representatives of a variety of graduating classes, fields of study, geographic areas and reflect the demographics of the alumni body.
- g. Honorary Members. By long tradition, the board has included honorary members selected from among on-campus alumni who are actively engaged in the vital life of the university community. Honorary members are valued for their unique perspective on the university as both alumni and employees. They bring special insights from their campus roles to the board, and in turn serve as ambassadors for the DAA and alumni in their regular workplace: Duke.
Typically, the board includes from three to five honorary members, but there is no set number of seats. The term for honorary members is unlimited, but active service on the board is expected to conclude no more than three years after retirement from the university. Honorary members are non-voting.
4.3 Election. Members of the Board of Directors shall be elected by the Board, except that representatives of Schools and Colleges may be selected by their respective affiliated groups as set forth in section 4.2(f) of these Bylaws.
4.4 Tenure. The terms of at-large and faculty members of the Board of Directors shall be two fiscal years, with one-half of such Directors being elected each year. Students’ terms shall be for one year only. Representatives of the Schools and Colleges will serve for terms consistent with these bylaws. No person shall serve more than six consecutive years on the Board, except that an officer may serve through completion of the officer’s term and an individual who is elected to the Board to complete an unexpired term of one year or less may serve up to three additional consecutive terms. It is expected, however, that most members of the Board will serve no more than two terms.
4.5 Vacancy. If a vacancy occurs on the Board for any reason, such vacancy may be filled by the remaining Directors for the remainder of the unexpired term.
4.7 Meetings. Regular meetings of the Board shall be held at least annually and at such times as may be set by the Executive Committee. A special meeting may be called by the President or the Executive Committee at any time on at least ten days notice to the Board members.
4.8 Quorum. A majority of the Board of Directors shall constitute a quorum for the transaction of business. The act of the majority of the Directors present at such meeting shall be valid. No Director may vote by proxy.
4.9 Publicity. A notice shall be published annually in Duke Magazine, or successor official publications of the Association as well as through various other media including the Association’s official web site, requesting recommendations and nominations for members of the Board of Directors.
5.1 Number. Officers of the Association shall consist of a President, President-Elect, Vice-Presidents and a Secretary/Treasurer.
5.2 Election. The University's Associate Vice President of Alumni Affairs shall be the Secretary/Treasurer of the Association. Other officers of the Association shall be elected by the Board for terms corresponding to the Association's fiscal year. The President of the Board shall be elected for a two-year term corresponding to the Association’s fiscal year. The President-elect shall be elected for a one year term in alternating years corresponding to the Association’s fiscal year. The Vice Presidents shall be elected by the Board for one year terms which may be renewed up to two additional terms corresponding to the Association’s fiscal year.
5.3 Duties. Officers shall have such authority and perform such duties as generally contemplated by such offices. The President shall preside at meetings of the Association, Board, and Executive Committee. In his or her absence, the President-elect or a designated Vice President shall preside and perform such duties.
5.4 Vacancy. A vacancy in an office may be filled by the Board of Directors for the unexpired term.
6.1 Executive Committee. An Executive Committee is hereby established with full power and authority to transact the business and affairs of the Association between meetings of the Board of Directors. The Executive Committee shall be elected by the Board and is composed of:
a. Officers of the Association.
b. Additional members of the Board of Directors, the number to be determined by the President or President-Elect prior to the annual election of officers and directors.
c. The immediate past President of the Association for the fiscal year following his/her term as President.
The Executive Committee shall nominate Alumni Trustees of Duke University and Alumni members of the Duke University Athletic Council and submit such nominations to the respective boards.
6.2 Nominating Committee. A Nominating Committee shall consist of five current or past members of the Board of Directors including the immediate past President, President, President-elect (in alternating years) and Secretary/Treasurer. The remaining members shall be appointed by the immediate past President or the President if the immediate past President declines or is unable to serve. The Committee will be chaired by the immediate past President, or if the immediate past President declines or is unable to serve, the President and shall nominate persons to be elected to the Board and to serve as officers.
6.3 Others. Such other committees as may be established by the Board, Executive Committee, or President shall be appointed by the President.
6.4 Quorum. A majority of the members of any committee shall constitute a quorum for the transaction of business. The act of the majority of committee members present at such meeting shall be valid. No committee member may vote by proxy.
7.1 Fiscal Year. The fiscal year of the Association shall be July 1 to June 30.
7.2 Amendments. The Board of Directors shall have the authority to amend these Bylaws at any regular or special meeting.
7.3 Corporate. This Association exists under authority granted by Duke University.
7.4 The Duke Alumni Association hereby acknowledges the existence of Duke Alumni Association, Inc., a not-for-profit corporation, as a distinct corporate entity over which the Duke Alumni Association has no governing authority.
7.5 A copy of Duke Magazine shall be sent to each member of the Duke Alumni Association.
Adopted January 29, 1989
Amended May 22, 1993
Amended May 21, 2005
Amended February 12, 2011
Amended October 22, 2011