Alumni List Overview

Geographic Clubs and Undergraduate-based SIGs in good standing are eligible to receive one alumni list per year. This data is intended to be an annual snapshot of the community each fall semester. 

This annual process starts during the summer session, when Club and SIG presidents receive an invitation to sign the VCA. The lists are then generated in the fall semester and sent to presidents via secure file transfer.  

List Contents 

Lists contain information on the following individuals:  

• Harvard University Alumni and HAA Associate Members  

• Surviving spouses of alumni and HAA members 

• Parents of current Harvard College students 

Included Information: 

• Name 

• Harvard affiliation (school and degree year) 

• Preferred address (home, business, or seasonal) 

• Email address 

Important Notes: 

• Individuals with restrictions or privacy requests are excluded from the lists.  

• This information is self-reported, and individuals can update their directory information at any time via the Harvard Alumni Community website.

Confidential Information Protocol 

This confidential information is intended solely for Club/SIG leadership (organization president and one (1) other designated alumni volunteer) who have signed the Volunteer Confidentiality Agreement (VCA), to facilitate marketing and engagement opportunities. It must not be shared with members, subcommittees, or any external parties.  

During and after AA&D volunteer activities, this information must never be disclosed or used for any other purpose (e.g., personal, social, commercial, political). At the conclusion of AA&D volunteer activities or sooner if requested by AA&D, all confidential information must be returned or destroyed as directed, ensuring its confidentiality is preserved.  

Receiving Lists  

Annual alumni lists will be sent via the secure file transfer system Kiteworks. To access the list: 

1. Click the link in the email from the Clubs & SIGs team to create an account using the same email address at which you received the invitation 

   • Do not sign in using HarvardKey 

2. Follow the prompts to verify your account 

3. Log into your account to view the Alumni List in your Kiteworks Inbox and download the list within 15 days.  

For questions on this process, view the detailed instructions (PDF) or contact clubs@harvard.edu.  

Usage Restrictions  

Use or distribution of this confidential information is strictly limited to purposes directly related to Club or SIG engagement. Per the Annual Operating Agreement, Harvard University prohibits the use of this data for commercial, political, personal, or other purposes unrelated to Club or SIG engagement. 

These lists are intended as supplements and aids to existing Club and SIG email lists and databases, such as AlumniMagnet. Do not upload this list to AlumniMagnet, as it could create duplicate records and cause account, profile,or log-in issues for alumni in your Club or SIG. 

To identify parents of current students, use the "COL Parent Degree Info" column to sort by the graduation years of currently enrolled students (e.g. 2025, 2026, 2027, and 2028). If alumni are parents of College alumni, other graduation years will also be listed in that field.  

Opt-Out Process 

Communications must include an option for recipients to opt out of future communications. 

Clubs and SIGs are responsible for tracking and respecting opt-out requests year-to-year, even if such individuals appear on subsequent HAA-provided lists. 

Please adhere to local and regional regulations and privacy laws concerning the use of emails and subscription management.  

Email Best Practices

1. Broadcast Emails: 

   • Use broadcast emails strictly to promote membership and events. 

   • Do not send broadcast emails unrelated to specific Club or SIG activities. 

   • Larger Clubs and SIGs may need to email more frequently due to their volume of events and programs. However, we strongly recommend limiting broadcast emails to no more than four per month, or once weekly, to any given list. For maximum impact, segment the list into smaller groups to target specific audiences, for example:  

     • Active and lapsed members   

     • Alumni and HAA Associate Members only 

     • Recent graduates and/or parents 

     • Past event attendees 

   • By tailoring both frequency and content, you will engage your audiences more effectively while avoiding over-communication.  

2. Traditional Email (Gmail, Outlook, etc.) 

   • If sending from Gmail, Outlook, or another email client, be sure you are copying and pasting the emails in the BCC field to protect the privacy of your community and prevent “reply-all” incidents.  

For additional information and suggested best practices, view the HAA Data Insights & Strategic Marketing Committee Findings.  

For questions about the alumni lists, please email clubs@harvard.edu.