Registration and Privacy

The University of Colorado takes exceptional steps to ensure the data of our constituents is protected and meets the highest security standards. The eComm database has been reviewed and approved by the University of Colorado Office of Information Security.

Online communities serve as a portal for CU audiences to update their profile, search a directory of alumni, register for events and identify communication preferences. The following information outlines authentication processes and restrictions for community users. 

See our eComm data section for database field references.

Registration

Registration is open to anyone who has a record in the eComm database. That includes alumni, donors, parents, faculty, staff and students. The system will not be able to authenticate the person registering if their record (e.g; non-alumnus) is not in the database. 

Authentication

In order to register for one of the campus or system communities, each population is required to provide certain information to authenticate their record. There are three fields that authenticate the record. Those are fields 314, 303 and 309/502.

SECURITY (314)
Alumni: ID Number (AKA Advance Entity ID and Harris Client ID). This should be the same number as what’s populating field 315.
Students: Student ID. This should be the same number as what’s populating field 313
Faculty/Staff: Employee ID

If a person has multiple roles (e.g. they are a current student with a previous degree and are also staff) the student ID takes first precedence, the staff ID would be second and the EID will be used if nothing else fits.

LAST NAME (303)

YEAR (719)
Alumni: Grad Year
All others: Date of Birth year

Do Not Display 

Field 318 is set to Y only if the entity has one of the following handling codes: Do Not Contact, Anonymous 1, Dissatisfaction with CU, Privacy. Record will not be searchable in any online community directory if field 318 is set to Y in their record.

Global Search 

The search box in the top, right corner of the community, is filtered to only return results based on fields 700-705=Y.
UCO > Globaal Search returns all records
UCOA > 701=Y
UCOB > 700=Y
UCOC > 703=Y
UCOD > 702=Y

Directory searches

The Basic and Advanced search tools search across all sites/records.

Students
Student records are defaulted to hide in directory (global, basic and advanced). Field 318 = Y for all records with a student Record Type (771=ST)

Parents
Parents are searchable in CU Link, but are not searchable in the campus OLCs. Note that Parent records only will be searchable in their “closed” online community. 

Alumni
Alumni are searchable in CU Link and Basic/Advanced People Search across all records/communities. But, they are only searchable via Global Search in their affiliated campus communities.

Faculty & Staff
Faculty/Staff records are treated the same as alumni – searchable in CU Link and Basic/Advanced People Search across all records/communities. But, are not searchable via Global Search in any compus community. Note that this only applies to records that are F/S ONLY. If someone is an alum and f/s, their role defaults to alumni.

Donors and Friends
Donors (non alumni, parents and students) are searchable in CU Link and Basic/Advanced People Search across all records/communities. But, they are only searchable via Global Search in their affiliated campus communities (see Global Search above for details)