Alumni Database

Goal

Create one dependable National record of KTP alumni so authorized leaders can support mentorship, speakers, professional programs, chapter continuity, and alumni engagement without turning private records into a public directory.

The database is National-restricted

This documentation is public, but the alumni records are not. Never add names, personal contacts, employment histories, exports, private database links, credentials, or screenshots containing records to this repository.

History

The inaugural National Board established the foundations of the KTP National alumni database while expanding National scope to all chapters. Future boards should preserve that work by maintaining clear ownership, consent, chapter-update procedures, and a documented data standard.

What the database should enable

• Verify an alumnus's chapter and membership history through authorized processes.
• Invite alumni to opt into mentorship, speaking, recruiting, or chapter-support opportunities.
• Route national and chapter programs to alumni who have chosen relevant interests.
• Maintain continuity when chapter officers and National Board members change.
• Measure aggregate alumni engagement without publicly identifying individuals.

The database should not become a public roster, an unrestricted resume book, a source for mass outreach, or a permanent store for information that no longer serves an approved purpose.

Ownership model

Responsibility	Default owner
Program purpose, alumni engagement rules, and outreach use	National Alumni Relations
Platform, access controls, backups, and technical changes	National Technology
Chapter record submissions and corrections	Authorized chapter alumni or external-relations officer
Organization-wide policy, new uses, and unresolved risk	National President and required Board approval
Individual data accuracy and communication preferences	The alumnus, supported by the appropriate chapter or National owner

Documentation

• Data Standard: minimum fields, consent, quality, lifecycle, and prohibited data
• Chapter Update Workflow: graduation updates, corrections, semester reviews, and duplicate handling
• Privacy and Access: role-based access, exports, retention, incidents, and requests from alumni

Record lifecycle

Chapter prepares approved update
        |
        v
Authorized owner validates chapter and membership context
        |
        v
National-restricted database record created or updated
        |
        v
Alumnus preferences and consent maintained
        |
        v
Periodic verification, correction, restriction, or deletion

Success measures

• Records have a chapter, responsible source, last-verified date, and valid status.
• Access is limited to current roles with an approved purpose.
• Alumni can correct their information and communication preferences.
• Duplicate and stale records decline over time.
• Chapters receive useful programs without receiving unrestricted National exports.
• Every use of alumni data matches the purpose and consent recorded for it.

Getting help

Use the National Organization Map: Alumni Relations owns program and engagement questions; Technology owns platform and access issues; the President coordinates new organization-wide uses or unresolved concerns.

Classify proposed content with the Information Classification Guide before sharing it.