The Raiser’s Edge database usage procedure

Intent and objectives

To establish the standard for acceptable use of The Raiser’s Edge database.

Scope

This procedure applies to all users who have access to The Raiser’s Edge database, including staff, contractors, and other individuals or organisations who have been granted access.

This procedure applies whether the user is situated on the University campus or at a remove location within Australia or overseas.

Exclusions

Nil

Procedure

Principles of use

User access will be granted only to staff within the Alumni & Development and Global Business Development Units.

There may be a need for staff in other business units to gain access to the system, either temporarily or permanently. Business units requesting such access for their staff must submit a request for access (addressing the user prerequisites listed in this document) supported by their PVC to the PVC, International and Development. If approved, use must be within a prescribed environment that is safe.

Initial level of access for all new users will be view only.

All users must be trained in the test environment prior to access being granted on the live database (access to the test database can be provided whilst training is being carried out). This training can be provided by Blackbaud or Advancement Services staff in RMIT Alumni and Development.

All costs associated with access (software installation, training, IT & Communications) will be funded by the home cost centre of the employee seeking access.

Conditions of access to information from the raiser’s edge

Service Request Form must be submitted for each access request;

Information released is private and confidential.

Data is provided for the sole purposes as contained in the RMIT Alumni Community Statement of Purpose

Data is only to be used by employees of RMIT and is not transferable to any third party, including student groups.

Information is not to be misused in any manner.

Data provided can be kept only during the course of the relevant job and must not be reused.

Any soft-copy or hard-copy documents generated in the course of the job must be destroyed within 10 business days of receipt of data (in accordance with the Records Destruction Procedure)

Release of bulk communications to alumni or donors must be sent via Alumni and Development who will ensure that the communications comply with the Spam Act (Cth).

User prerequisites

To maximise potential of The Raiser’s Edge and to ensure proper usage and data integrity, certain conditions must be met all users.

New Users

The following conditions must be met prior to user access being granted:

  • Need for access has been adequately demonstrated and is supported by the relevant PVC/s
  • User is proficient in the RMIT corporate desktop environment and associated applications
  • User has access to a computer running The Raiser’s Edge
  • User has successfully completed The Raiser’s Edge Essentials training class (or similar RMIT training)

Existing Users

For existing users to be granted increased levels of security access, the following conditions must be met:

  • Need for increased access has been adequately demonstrated and approved by the Director Alumni and Development;
  • User has successfully completed one-on-one or group training on new functions;
  • User has been made particularly aware of the legal and data integrity ramifications that may result if data is compromised or confidentiality breached;
  • Review of access and usage to be conducted after a one month period to determine if on-going access should be granted.

Temporary/Project Users

  • Temporary user access has been formally approved by Director, Alumni and Development;
  • Temporary user login has been created and security settings amended to reflect the specific nature of their task;
  • User has successfully completed one-on-one training on their specific task;
  • User has been made particularly aware of the legal and data integrity ramifications that may result if data is compromised or confidentiality breached;
  • Temporary password issued to user (this will be changed at the completion of their task to ensure no further access can be gained).

Support and service

Services provided to the RMIT Community

Given that most individuals across the University will not have direct access to The Raiser’s Edge, RMIT Alumni & Development will be responsible for the provision of the following services to relevant academic and non-academic staff:

  • Creation and release of annual Alumni Snapshot reports to each school, segmenting their alumni by location, gender, age, nationality, etc;
  • Provision of lists for the following purposes:
    • Internal and External surveys
    • Statistical reports and analysis
    • Mailing lists for events and reunions (labels or mailing details)
    • Industry engagement reports;
  • Importing of approved new data into The Raiser’s Edge (data must be provided in usable layout and format);
  • Research and refer prominent alumni for speaking engagements, mentoring programs, etc;
  • Preparation and release of donation reports relating to individual donors, campaigns, funds and appeals;
  • Detailed engagement reports on individual donors or prospects to assigned solicitors;
  • Detailed engagement reports on individual enterprises that are currently working with RMIT;
  • Response to ad hoc queries on alumni, donors and organisations.

Services provided to Raiser’s Edge Users

The Advancement Services team within Alumni & Development will be responsible for the provision of the following services to academic and non-academic staff who have access to The Raiser’s Edge:

  • Ad hoc and scheduled training for new and existing users;
  • Importing of approved new data into The Raiser’s Edge (data must be provided in usable layout and format);
  • Maintain and update RMIT Raiser’s Edge manuals and distribute to relevant users;
  • Manage and/or provide assistance with the enhancement and cleaning of alumni, donor and organisational records (e.g. removing duplicates, address validation, etc.)

Privacy legislation and confidentiality

All RMIT employees are bound by RMIT’s Privacy Policy which is based on the Information Privacy Principles prescribed by the Information Privacy Act 2000 (Vic).

External Parties

When confidential information is to be disclosed to an external party, the party is required to sign a confidentiality agreement.

Breach of Confidentiality

If an employee fails to comply with the RMIT Privacy Policy or related legislation RMIT may take the following action:

  • Refuse to provide further information or services;
  • Restrict access to The Raiser’s Edge for one or all staff in the relevant business unit;
  • Remove of access to The Raiser’s Edge;
  • Disciplinary and/or legal action for serious matters.

Security and access

All new users will be initially granted view only rights. Increased access may be granted if there is a demonstrated business need and the user is deemed by the Manager, Advancement Services, as proficient enough to skilfully use the new applications.

All individuals with access to The Raiser’s Edge will be assigned security settings limiting the type of information they can access. This access will be based on their approved business requirements, which will ensure that information not applicable to an individual’s needs will be hidden from view.

The Manager, Advancement Services will have access to all data on The Raiser’s Edge.

All individuals with access must work within a prescribed environment that is secure, and must lock desktops when away from their workstation.

All financial transactions managed through The Raiser’s Edge will be processed by the Advancement Services team.

All changes to the configuration of The Raiser’s Edge will be actioned by the Manager, Advancement Services, in conjunction with ITS.

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