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Queen's University
 

University Registrar - Student Awards

Release of Information to Donors

We sometimes receive requests for information about award recipients from donors who generously support specific awards or from University departments who have contact with these donors. Although it is normal practice to release a recipient's name, we could be asked for your program of study, year, hometown, or Queen’s email address.

Questions:

  1. Who is considered a donor of a scholarship, bursary, or award?
  2. If I indicate "Yes" what information is provided to donors?
  3. If donor requests further information, what will be provided?
  4. Why would a donor or the Office of Advancement (the office who works directly with donors) request my email address?
  5. Will my name be posted on a website or used in other university publications or media releases as an award recipient?
  6. I have a Complete Privacy restriction on my student account.  Will my name be provided to the donor?

Answers:

1.  Who is considered a donor of a scholarship, bursary or award?
  • Generally, it is the person/s that provided the funding to support the award.  In other cases, the donor may be deceased, and therefore it may a family member of the donor.
  • Many Classes will establish a fund (e.g. Science 1959).  In these cases the donor representative is generally 1-3 people who are part of the Class executive.  Some Classes do provide a newsletter to their members where they will provide updates.
  • In some cases the donor may be a company or an organization.  In these cases the donor representative is generally one person within the organization. Some companies or organizations share newsletters/updates with their boards, committees, or staff members.
2.  If I indicate “Yes” what information is provided to donors?

In addition to your name, the following information is provided:

  • Admission Scholarships and Bursaries:  Degree Program, Hometown
  • In-course Scholarships and Bursaries: Degree Program
  • If a renewable award, the donor will be informed that the award has been renewed
3.  If donor requests further information what will be provided?
  • Year of study, Queen’s Email, Hometown (if applicable)
4.  Why would a donor or the Office of Advancement (the office who works directly with donors) request my email address?
  • Sometimes a donor will be visiting campus and will want to meet the student/s who are benefiting from the award they support.  In these situations either the donor would like to personally invite you for a coffee or dinner, or alternatively, representatives of the Office of Advancement will be making appropriate arrangements for the donor’s visit to campus.  These are always delightful opportunities for both the donor and the student.
  • In future years, after you have completed your degree you may be contacted as a past recipient of your award. You may be invited by the Office of Advancement to attend an event or consider giving a gift to further advance the award fund which helped to support your Queen’s education.
5.  Will my name be posted on a website or used in other university publications or media releases as an award recipient?
  • No.  Any information to be used in a broader public spectrum will require your explicit consent. Your consent will be sought in one of two ways:
    • When you complete the Student Assistance Recipient Information Form you will be given the opportunity to consider this level of consent, or
    • You will be contacted by the Office of The University Registrar (Student Awards) explaining the request and will be given the opportunity to consider this level of consent.
  • The only exceptions to this are convocation awards which are considered public information and are published in the appropriate convocation booklet/program.
6.  I have a Complete Privacy restriction on my student account.  Will my name be provided to the donor?
  • No. The donor will be informed the award has been granted, however, no personal information, including your name, will be provided to the donor.

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