Title: Policy on Access to the Ellucian CRM Advance Database
Effective Date: 7/1/1980
Responsible Official: Senior Vice President for University Relations and Development
Responsible University Office: Advancement Services
Date of Last Review: 3/1/2024
Relates to: Faculty/Staff/Students
Ellucian Advance is database of record for all data related to alumni, friends, organizations and donors of Case Western Reserve University. The use or establishment of “shadow databases” or spreadsheets that contain any data related to alumni, friends and donors of the university is prohibited. If employees or units contemplate acquiring a technology platform that is intended to (or later may be intended to) integrate with Advance, the individual must secure advance approval of the acquisition from the SVP of University Relations and Development. The Advance database contains biographical and philanthropic information on alumni, corporations, foundations, students, friends and other affiliates of the university. Advance data is utilized by CWRU development and alumni relations staff, as well as other departments such as marketing and career services, to maintain connections within our community, to record relevant, relationship building information and as a fundraising resource. Ellucian Advance is the sole platform for processing, tracking, and reporting donor and prospect activity. Questions regarding this policy? Contact advancetrainer@case.edu or 216.368.4051.
Who is permitted access to Advance?
With proper training Advance access can be granted to the following:
- Permanent CWRU Employees (full or part time)
- Temporary CWRU Employees (full or part time)
- Contractors or Consultants working on approved projects
Advance access will NOT be granted to the following:
- Interns
- Students
Requesting Advance Access:
- The new CWRU employee completes the Advance Access Request Form.
- The Department of Advancement Services will review the Advance Access request.
- Once approved, the employee will receive e-mail instructions explaining how to register for the appropriate Advance training sessions related to their job function.
- Attend training sessions.
- In cases of dispute about whether an department or unit has a legitimate need for data, the final decision will rest with the Assistant Vice President of Advancement Services .
Deactivation of Advance Access
Due to the confidential nature of the Advance database, a staff member of the hiring department should immediately complete the Advance Access Deactivation Request Form when an employee has left the university or has relocated to a different department. Once the form is received and processed by Advancement Services, the employee's Advance access will either be deactivated or will be properly adjusted based on their new department and job title.