Semester Alumni Spreadsheet¶

Goal¶

Provide National Alumni Relations with a current, consistently formatted alumni update while protecting the underlying personal records.

When to use this¶

Use this process once per semester and whenever National Alumni Relations requests a corrected chapter update. Coordinate it with the National Alumni Database chapter-update workflow.

Approved template¶

Download status: Alumni spreadsheet template coming soon.

When the wiki template is ready, add the approved public download link here and record its version and effective date. Until then, chapters should request the current layout through the approved chapter-access National channel rather than recreating columns from memory.

Steps¶

Download or request the current approved template.
Make a chapter-private working copy and record the reporting term and template version.
Compare it with the chapter's authorized alumni records and the prior submitted version.
Add new graduates and approved corrections; preserve consent and communication preferences.
Check for duplicates, missing required fields, inconsistent chapter names, and stale contact information.
Have the chapter Alumni Relations owner or President perform an internal review.
Submit the workbook through the current National-restricted route.
Save the National confirmation and resolve corrections in that same route.
Remove unnecessary exported or temporary copies after confirmation under the applicable retention policy.

Completion checklist¶

[ ] Latest approved template and version used
[ ] Reporting term and chapter identified
[ ] New alumni and known corrections included
[ ] Consent and communication preferences preserved
[ ] Duplicates and incomplete required fields reviewed
[ ] Restricted submission completed
[ ] National receipt or correction request recorded

What worked¶

Change-based review is faster and safer than rebuilding the full alumni list every semester. Chapters should keep a private log of additions, corrections, and opt-out requests so the reviewer can explain why a record changed without creating extra public copies.

What to adapt¶

Do not add fields merely because they might be useful. National Alumni Relations and Technology should approve changes to the shared data standard before a new template version is distributed.

Public-content review¶

[ ] Blank public template contains no real alumni information
[ ] Completed spreadsheets remain National-restricted
[ ] Private upload routes and access instructions are not published
[ ] Template version and effective date are visible once released