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Recently, there has been a renewed interest on campus to obtain and store the email address of parents.  Some of this information is gathered during the admissions process, however, many of our applications come through the "common app" and parent email is not a required field.

Are any institutions collecting parent email and how?  

What purposes is parent email being used for?
- emergency contact?
- notice about student records / financial?
- general campus activities?

For institutions using parent email for "non-business" related contact, do you offer opt-out/opt-in?


Thanks in advance,

Jake


Jake Holmquist
Director of Information Technology Services

Riverdale, NY 10471
Phone: 718-862-7449
Fax: 718-862-8024
********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.

Comments

Jack,

 

We also have a renewed interest in collecting parent email addresses.   As part of our first year process we have our incoming students complete a variety of forms and one form is used by our development office to collect information about parents and family information for fund raising purposes.  We collect email addresses at this point.  We did not have another mechanism in place to update that information, so we are about to release a simple web application that allows the parents to update their email information.   (Ours would be considered an opt out.)

 

Our Dean of Students Office uses email to communicate general announcements, example might be for parents of seniors information about graduation requirements. Our Communications office uses it to share information of general campus activities and for some of our new e-publications.  We are trying to reduce the number of letters sent home via mail.

 

Sue

 

 

Suzanne Aber

Director of Information Technology Services

Trinity College

300 Summit St

LITC 161

Hartford, CT 06106

(860) 297-2525

 

Message from mike.cunningham@pct.edu

We have this as part of our student web portal, on the same page as address update, phone number update, and local address update. They are sent to that page immediately upon first login every semester and have to at least click a button to confirm it is all still correct.  If the student sets up parent access to this site then the parent can also change any of this information

 

We have had a running battle on campus as to how best to collect this information. For those with their own applications (other than the common app that does not request this as mandatory information) it seems logical to initially request this information in the admissions process. Our admission office only recently agreed to ask for this information believing that it was not essential to the admission process they balked for several years. We now have about half of the email addresses being collected through admissions and then do a transfer to Development and other offices through our ERP (Colleague/Ellucian). We also include a form in a packet of forms we ask newly accepted students to complete that asks for this sort of contact information. The big question is ownership of the data. Admissions fails to see value but as the first point of contact (and most of us using a relational database that ties information together in varied ways) it seems logical to collect as much information as possible at this stage to ensure that data collection is maintained. It's an on-going struggle to have folks understand how information is used throughout the timeline of attendance and for what purposes that we all grapple with. Tom Thomas H. Carnwath Vice President Technology and Information Services Hamilton Hall 320 South Broad Street Philadelphia, PA 19102 Tel: 215-717-6440 [cid:C4EE1BBB-0C9E-4BD3-91EC-899A452E385D] Need Assistance? Call Oops (215-717-6677) to get answers. OTIS will never ask for your personal information or password in an email. Never share this information with anyone. This message and any attachment may contain confidential or privileged information and is intended for the intended individual named as addressee. If you are not the intended recipient of this message, please notify the sender immediately by return email and delete this message and all attachments from your system. Any unauthorized disclosure, use, distribution, or reproduction of this message or any attachments is prohibited and may be deemed unlawful. Please consider the environment before printing this email. From: Jake Holmquist > Reply-To: The EDUCAUSE CIO Constituent Group Listserv > Date: Tuesday, January 8, 2013 2:41 PM To: "CIO@LISTSERV.EDUCAUSE.EDU" > Subject: [CIO] Parent Email Address Recently, there has been a renewed interest on campus to obtain and store the email address of parents. Some of this information is gathered during the admissions process, however, many of our applications come through the "common app" and parent email is not a required field. Are any institutions collecting parent email and how? What purposes is parent email being used for? - emergency contact? - notice about student records / financial? - general campus activities? For institutions using parent email for "non-business" related contact, do you offer opt-out/opt-in? Thanks in advance, Jake Jake Holmquist Director of Information Technology Services [http://home.manhattan.edu/collegerelations/email_logo.jpg] Riverdale, NY 10471 Phone: 718-862-7449 Fax: 718-862-8024 jake.holmquist@manhattan.edu www.manhattan.edu ********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/. ********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.
Message from mike.cunningham@pct.edu

Our Admissions Office uses the parents email for communications all during the recruitment process after they have applied (which is when we capture it). Parents get invited to Open House, Tours, they get a newsletter. Most contacts that go to the applicant are copied to the parent. Student Affairs then picks it up to keep parents informed while their student is enrolled.
Hello,

We do collect parent email addresses.  We do not use the common application.  My recollection is that admissions collects email addresses.  Then at a certain point (when they pay their deposit I think), separate parent records are created on our database.  We have a mailing list of parent email addresses that is updated periodically - this is used for emergency communications/alerts mainly but I'm sure some use it for other communications.  We do not import parent email addresses into our emergency communications system (Blackboard Connect).  We do use the parent email addresses some of notice about student records/financials.

I think not so much for general campus activities.  We use a 3rd party vendor named Vertical Response for some communications from the college.  I don't know to what extent we communicate with parents via Vertical Response.  They would be able to opt out I believe from Vertical Response mailings.

If any of this is useful to you, I'm happy to find out more details or put you in touch with someone else.

Janice
On 1/8/2013 2:41 PM, Jake Holmquist wrote:
Recently, there has been a renewed interest on campus to obtain and store the email address of parents.  Some of this information is gathered during the admissions process, however, many of our applications come through the "common app" and parent email is not a required field.

Are any institutions collecting parent email and how?  

What purposes is parent email being used for?
- emergency contact?
- notice about student records / financial?
- general campus activities?

For institutions using parent email for "non-business" related contact, do you offer opt-out/opt-in?


Thanks in advance,

Jake


Jake Holmquist
Director of Information Technology Services

Riverdale, NY 10471
Phone: 718-862-7449
Fax: 718-862-8024
********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.


--


Janice Gildawie
Director of Information Technology
Bard College at Simon's Rock
84 Alford Road
Great Barrington, MA  01230
(413) 528-7698 (voice)
(413) 528-7405 (fax)
jgildawie@simons-rock.edu
********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.

Jack,

 

We also have a renewed interest in collecting parent email addresses.   As part of our first year process we have our incoming students complete a variety of forms and one form is used by our development office to collect information about parents and family information for fund raising purposes.  We collect email addresses at this point.  We did not have another mechanism in place to update that information, so we are about to release a simple web application that allows the parents to update their email information.   (Ours would be considered an opt out.)

 

Our Dean of Students Office uses email to communicate general announcements, example might be for parents of seniors information about graduation requirements. Our Communications office uses it to share information of general campus activities and for some of our new e-publications.  We are trying to reduce the number of letters sent home via mail.

 

Sue

 

 

Suzanne Aber

Director of Information Technology Services

Trinity College

300 Summit St

LITC 161

Hartford, CT 06106

(860) 297-2525

 

Message from mike.cunningham@pct.edu

We have this as part of our student web portal, on the same page as address update, phone number update, and local address update. They are sent to that page immediately upon first login every semester and have to at least click a button to confirm it is all still correct.  If the student sets up parent access to this site then the parent can also change any of this information

 

We have had a running battle on campus as to how best to collect this information. For those with their own applications (other than the common app that does not request this as mandatory information) it seems logical to initially request this information in the admissions process. Our admission office only recently agreed to ask for this information believing that it was not essential to the admission process they balked for several years. We now have about half of the email addresses being collected through admissions and then do a transfer to Development and other offices through our ERP (Colleague/Ellucian). We also include a form in a packet of forms we ask newly accepted students to complete that asks for this sort of contact information. The big question is ownership of the data. Admissions fails to see value but as the first point of contact (and most of us using a relational database that ties information together in varied ways) it seems logical to collect as much information as possible at this stage to ensure that data collection is maintained. It's an on-going struggle to have folks understand how information is used throughout the timeline of attendance and for what purposes that we all grapple with. Tom Thomas H. Carnwath Vice President Technology and Information Services Hamilton Hall 320 South Broad Street Philadelphia, PA 19102 Tel: 215-717-6440 [cid:C4EE1BBB-0C9E-4BD3-91EC-899A452E385D] Need Assistance? Call Oops (215-717-6677) to get answers. OTIS will never ask for your personal information or password in an email. Never share this information with anyone. This message and any attachment may contain confidential or privileged information and is intended for the intended individual named as addressee. If you are not the intended recipient of this message, please notify the sender immediately by return email and delete this message and all attachments from your system. Any unauthorized disclosure, use, distribution, or reproduction of this message or any attachments is prohibited and may be deemed unlawful. Please consider the environment before printing this email. From: Jake Holmquist > Reply-To: The EDUCAUSE CIO Constituent Group Listserv > Date: Tuesday, January 8, 2013 2:41 PM To: "CIO@LISTSERV.EDUCAUSE.EDU" > Subject: [CIO] Parent Email Address Recently, there has been a renewed interest on campus to obtain and store the email address of parents. Some of this information is gathered during the admissions process, however, many of our applications come through the "common app" and parent email is not a required field. Are any institutions collecting parent email and how? What purposes is parent email being used for? - emergency contact? - notice about student records / financial? - general campus activities? For institutions using parent email for "non-business" related contact, do you offer opt-out/opt-in? Thanks in advance, Jake Jake Holmquist Director of Information Technology Services [http://home.manhattan.edu/collegerelations/email_logo.jpg] Riverdale, NY 10471 Phone: 718-862-7449 Fax: 718-862-8024 jake.holmquist@manhattan.edu www.manhattan.edu ********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/. ********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.
Message from mike.cunningham@pct.edu

Our Admissions Office uses the parents email for communications all during the recruitment process after they have applied (which is when we capture it). Parents get invited to Open House, Tours, they get a newsletter. Most contacts that go to the applicant are copied to the parent. Student Affairs then picks it up to keep parents informed while their student is enrolled.
Hello,

We do collect parent email addresses.  We do not use the common application.  My recollection is that admissions collects email addresses.  Then at a certain point (when they pay their deposit I think), separate parent records are created on our database.  We have a mailing list of parent email addresses that is updated periodically - this is used for emergency communications/alerts mainly but I'm sure some use it for other communications.  We do not import parent email addresses into our emergency communications system (Blackboard Connect).  We do use the parent email addresses some of notice about student records/financials.

I think not so much for general campus activities.  We use a 3rd party vendor named Vertical Response for some communications from the college.  I don't know to what extent we communicate with parents via Vertical Response.  They would be able to opt out I believe from Vertical Response mailings.

If any of this is useful to you, I'm happy to find out more details or put you in touch with someone else.

Janice
On 1/8/2013 2:41 PM, Jake Holmquist wrote:
Recently, there has been a renewed interest on campus to obtain and store the email address of parents.  Some of this information is gathered during the admissions process, however, many of our applications come through the "common app" and parent email is not a required field.

Are any institutions collecting parent email and how?  

What purposes is parent email being used for?
- emergency contact?
- notice about student records / financial?
- general campus activities?

For institutions using parent email for "non-business" related contact, do you offer opt-out/opt-in?


Thanks in advance,

Jake


Jake Holmquist
Director of Information Technology Services

Riverdale, NY 10471
Phone: 718-862-7449
Fax: 718-862-8024
********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.


--


Janice Gildawie
Director of Information Technology
Bard College at Simon's Rock
84 Alford Road
Great Barrington, MA  01230
(413) 528-7698 (voice)
(413) 528-7405 (fax)
jgildawie@simons-rock.edu
********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.

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