office name

Information Management

Data Custodians and Data Trustees

UW Data Map Project

Purpose

The Data Management Committee (DMC) created a data and business process classification scheme called the "UW Data Map". The purpose of this classification is to help provide consistency in the cataloging and maintenance of the vast amount of institutional data that is contained within a wide spectrum of systems.

The UW Data Map:

  • Provides a common point of reference for business and technical audiences when discussing information management issues
  • Guides data management decisions about access and use of information
  • Clarifies the boundaries and interdependencies among different systems and business processes
  • Increases effective information sharing by creating a common reference for grouping and disseminating information
  • Provides a framework for assisting strategic planning processes for enhancing and building out information systems and analytical reports

UW Data Map

To dowload a spreadsheet version of the data map represented below click here.

The UW Data Map is divided into seven subject areas:

UW 
Data Map


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Master Data—Common data shared across multiple subject areas and systems

Business Domain Description / Business Processes Data CustodianTitle Data Trustee Title
Person / Entity / Identity Mgmt Identity Management (students, faculty, staff, postdocs, alumni, etc.) Unique identifiers (SSN, EID, SID, etc.) Technology Manager, UW Technology Associate Vice Provost, Information Managementt
Person / Entity / Identity Mgmt Identity Management (students, faculty, staff, postdocs, alumni, etc.) Associate VP, Advancement Services, Development & Alumni Relations Vice President for Development & Alumni Relations
Person / Entity / Identity Mgmt Identity Management (students, faculty, staff, postdocs, alumni, etc.) Associate Controller, Payroll, Travel, and Records Mgmt AVP Controller
Person / Entity / Identity Mgmt Identity Management (students, faculty, staff, postdocs, alumni, etc.) University Registrar VP Student Life
Group Mgmt / Targeted Communications Group management, Common entities/groups (affiliates, vendors, contractors, associations, classes, clubs, etc.) Technology Manager, UW Technology Associate Vice Provost, Information Managementt
Group Mgmt / Targeted Communications Group management, Common entities/groups (affiliates, vendors, contractors, associations, classes, clubs, etc.) Associate VP, Advancement Services, Development & Alumni Relations Vice President for Development & Alumni Relations
Group Mgmt / Targeted Communications Emails, surveys, postcards, etc. that target university employees or students. Associate Vice President, HR Administration and Information Systems Vice President, Human Resources
Group Mgmt / Targeted Communications Emails, surveys, postcards, etc. that target university employees or students. Assistant Vice Provost, Office of Academic Personnel VP Academic Personnel
Group Mgmt / Targeted Communications Emails, surveys, postcards, etc. that target university employees or students. University Registrar VP Student Life
Calendar Common time dimensions, academic, fiscal year, biennium, accounting month, calendar month, etc. Assistant Vice President, Institutional Research and Data Management VP Planning & Budgeting
Calendar Common time dimensions, academic, fiscal year, biennium, accounting month, calendar month, etc. Associate Registrar, Office of the Registrar VP Student Life
Organizations Common organization codes identifying schools, colleges, departments, campuses, programs, labs, centers, institutes, Educational Outreach, etc. Assistant Vice President, Institutional Research and Data Management VP Planning & Budgeting
Organizations Common organization codes identifying schools, colleges, departments, campuses, programs, labs, centers, institutes, Educational Outreach, etc. Director, Academic Personnel Information Services VP Academic Personnel
Organizations Common organization codes identifying schools, colleges, departments, campuses, programs, labs, centers, institutes, Educational Outreach, etc.
Assoc. Director of Academic Data Management University Registrar
Organizations Common organization codes identifying schools, colleges, departments, campuses, programs, labs, centers, institutes, Educational Outreach, etc. Associate Vice Provost for Research VP Research
Organizations Common organization codes identifying schools, colleges, departments, campuses, programs, labs, centers, institutes, Educational Outreach, etc. Associate Controller, Financial Management AVP Controller
Budgets Common financial budget codes and associated business rules regarding budgets Interim Director, Budget Operations, Budget Office, Office of Planning and Budgeting Associate Vice Provost, Planning and Budgeting
Budgets Common financial budget codes and associated business rules regarding budgets Director, Student Fiscal Services Associate Vice President, Financial Management
Budgets Common financial budget codes and associated business rules regarding budgets Executive Director, Grant and Contract Accounting Associate Vice President, Financial Management
Budgets Common financial budget codes and associated business rules regarding budgets Associate VP, Advancement Services, Development & Alumni Relations Vice President for Development & Alumni Relations
Accounts Common codes for general ledger, funds, expenditures, revenue and budget transaction type codes, etc. Associate Controller, Financial Management AVP Controller
Accounts Common codes for general ledger, funds, expenditures, revenue and budget transaction type codes, etc. Interim Director, Budget Operations, Budget Office, Office of Planning and Budgeting Associate Vice Provost, Planning and Budgeting
Payroll Unit Codes Identifies what department(s) that budget codes belong Associate Controller, Payroll, Travel, and Records Mgmt AVP Controller
Institutional Rates Benefit Load Rates, Facility and Administration Rates Associate Controller, Financial Management AVP Controller
Institutional Rates Benefit Load Rates, Facility and Administration Rates Executive Director, Management Accounting & Analysis Associate Vice President, Financial Management
Buildings & Rooms Common codes identifying space, buildings and rooms Assistant Vice Provost, Capital and Space Planning VP Planning & Budgeting
Planning Goals Common business strategy, organizational strategy, operating goals, for the institution and for individual organizational units Assistant Vice President, Institutional Research and Data Management VP Planning & Budgeting
Institutional Metrics and Objectives Common evaluation metrics, activity based budgeting, ipeds, state reporting, etc. Assistant Vice President, Institutional Research and Data Management VP Planning & Budgeting

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Academics—Administrative data related to student academics (undergraduate and graduate)

Business Domain Description / Business Processes Data CustodianTitle Data Trustee Title
Curriculum & Courses Courses offered and major pathways taken. University Registrar VP Student Life
Applications, Admissions, & Enrollment Prospects, applications, admissions accepted, and registered enrollments University Registrar VP Student Life
Applications, Admissions, & Enrollment Prospects, applications, admissions accepted, and registered enrollments Director, Information Technology, UW Tacoma Chancellor, UW Tacoma
Applications, Admissions, & Enrollment Prospects, applications, admissions accepted, and registered enrollments TBD Chancellor, UW Bothell
Financial Aid Financial aid offered and received Director, Student Financial Aid VP Student Life
Recruiting, Advising, and Retaining Degree progress, retention rates, recruiting & advising programs University Registrar VP Student Life
Recruiting, Advising, and Retaining Degree progress, retention rates, recruiting & advising programs Assistant Dean, Undergraduate Academic Affairs Dean Undergraduate Affairs
Educational Assessment Course evaluations, classroom test scoring, test administration, program evaluation, survey research, and assessment of undergraduate learning Director, Office of Educational Assessment Dean Undergraduate Affairs
Student Demographics Age, gender, ethnicity, under represented, resident, non-resident, visiting, foreign study, research / teaching assistants, interests, clubs, memberships, communities, service organizations, etc. University Registrar VP Student Life
Transcripts, Degrees & Awards Credits, grades, grade points, certificates, degrees awarded, petitions and resolutions, alumni, honors, special recognitions, etc. University Registrar VP Student Life
Student Accounts Tuition/Fees billed and collected, tuition rates, charge codes, etc. Director, Student Fiscal Services AVP Student Fiscal Services
Student Satisfaction Instructor evaluations, graduate surveys, etc. Director, Office of Educational Assessment VP Student Life
Student Satisfaction Instructor evaluations, graduate surveys, etc. Director, Graduate School, Computing and Information Resources VP Student Life
Teaching Support Teaching awards, workshops, teaching academies, etc. Associate Dean, Undergraduate Academic Affairs Dean Undergraduate Affairs
Honors Recruitiment of honor students, young scholars, gifted education Director of Honors, Honors Program Dean Undergraduate Affairs
Academic Support and Experential Learning Tutoring, mentoring, scholarship opportunities, study centers, etc. Director Academic Support Programs, Undergraduate Academic Affairs Dean Undergraduate Affairs
Student Life Housing & community, school & life balance, health & wellness, aspiration & community building University Registrar VP Student Life
Student Life Housing & community, school & life balance, health & wellness, aspiration & community building Associate VP for Campus Life VP Student Life

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Research—Administrative data related to research activities

Business Domain Description / Business Processes Data CustodianTitle Data Trustee Title
Funded / Sponsored Research Grants, contracts, awards, cooperative agreements, equipment & resource sharing agreements, etc. Associate Vice Provost for Research Compliance & Operations VP Research
Funded / Sponsored Research Grants, contracts, awards, cooperative agreements, equipment & resource sharing agreements, etc. Executive Director, Grant and Contract Accounting Associate Vice President, Financial Management
Departmental Research Dean / Unit support of self funding, internal funding, bridge / seed funding Associate Vice Provost for Research Compliance & Operations VP Research
Compliance Research / faculty effort certification, regulatory requirements, ethical conduct, sponsor imposed requirements, etc. Associate Vice Provost for Research Compliance & Operations VP Research
Compliance Research / faculty effort certification, regulatory requirements, ethical conduct, sponsor imposed requirements, etc. Executive Director, Grant and Contract Accounting Associate Vice President, Financial Management
Compliance Research / faculty effort certification, regulatory requirements, ethical conduct, sponsor imposed requirements, etc. Director of Business Affairs, Dean's Office, School of Medicine TBD
Compliance Research / faculty effort certification, regulatory requirements, ethical conduct, sponsor imposed requirements, etc. Director, Academic Human Resources VP Academic Personnel
Impacts / Benefits / Partnerships Outcomes and value generated from research activities including, intellectual property, patents, technology transfer / licensing, global partnerships, interdisciplinary partnerships, inter-institutional partnerships, community service, clinical studies, publications, citation frequency, recognitions and honors, consortiums, recognized centers and institutes, etc. Associate Vice Provost for Research VP Research
Impacts / Benefits / Partnerships Outcomes and value generated from research activities including, intellectual property, patents, technology transfer / licensing, global partnerships, interdisciplinary partnerships, inter-institutional partnerships, community service, clinical studies, publications, citation frequency, recognitions and honors, consortiums, recognized centers and institutes, etc. Director of Finance and Business Operations, UW TechTransfer VP UW Technology Transfer
Research Expertise / Staffing Areas of established and developing knowledge, funding qualifications, donor marketing, program assignment and collaboration, retention and recruiting. External Affairs Associate Vice Provost for Research VP Research
Research Expertise / Staffing Areas of established and developing knowledge, funding qualifications, donor marketing, program assignment and collaboration, retention and recruiting. External Affairs Associate VP, Advancement Services, Development & Alumni Relations Vice President for Development & Alumni Relations
Equipment & Instrumentation Inventory management, title / ownership, equipment sharing, transfers, fabrication, useful life expectancy, etc. Executive Director, Grant and Contract Accounting Associate Vice President, Financial Management
Equipment & Instrumentation Inventory management, title / ownership, equipment sharing, transfers, fabrication, useful life expectancy, etc. Director, HS Academic Services & Facilities TBD
Equipment & Instrumentation Inventory management, title / ownership, equipment sharing, transfers, fabrication, useful life expectancy, etc. Manager of Program Operations, Financial Accounting/Equipment Inventory TBD
Space & Facilities Research and laboratory space availability, types, (furnished, not furnished) occupancy rates, redundant (shared) facilities, etc. Assistant Vice Provost, Capital and Space Planning VP Planning & Budgeting

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Services & Resources—Administrative data related to services and physical resources

Business Domain Description / Business Processes Data CustodianTitle Data Trustee Title
Classroom Support Services Classroom instructional technology, media availability and use Director, Classroom Support Services Dean Undergraduate Affairs
Instructional Technology Instructional technology and media availability and use Director, Bothell Campus Library Chancellor, UW Bothell
Instructional Technology Instructional technology and media availability and use Director, Information Technology, UW Tacoma Chancellor, UW Tacoma
Housing and Food Housing and food usage and costs, student resident and housing data including applications, contracts, room assignments, etc. Resident communication history, Student judicial information, Dining plan spending, Husky card sales data, Student Employment data, Food inventory management, Resident Hall Building key management Administrator for Planning and Purchasing, Housing and Food Services VP Student Life
Housing and Food Housing and food usage and costs, student resident and housing data including applications, contracts, room assignments, etc. Resident communication history, Student judicial information, Dining plan spending, Husky card sales data, Student Employment data, Food inventory management, Resident Hall Building key management TBD Chancellor, UW Bothell
Housing and Food Housing and food usage and costs, student resident and housing data including applications, contracts, room assignments, etc. Resident communication history, Student judicial information, Dining plan spending, Husky card sales data, Student Employment data, Food inventory management, Resident Hall Building key management TBD Chancellor, UW Tacoma
Transportation & Parking Services Transportation, travel, and parking usage and costs, parking permits, restrictions, ticketing, etc. Director, Transportation Services Associate Vice President, Facilities Services
Transportation & Parking Services Transportation, travel, and parking usage and costs, parking permits, restrictions, ticketing, etc. Vice Chancellor for Administration and Planning, UW Bothell Chancellor, UW Bothell
Transportation & Parking Services Transportation, travel, and parking usage and costs, parking permits, restrictions, ticketing, etc. TBD Chancellor, UW Tacoma
Safety & Security Safety programs, security auditing and controls, police, crime prevention Assistant Police Chief, Support Services, University Police Chief of Police
Safety & Security Safety programs, security auditing and controls, police, crime prevention TBD TBD
Safety & Security Safety programs, security auditing and controls, police, crime prevention TBD TBD
Environmental Health and Safety Sustainability, Custodial Services, Biohazard Waste, etc. Director, Environmental Health and Safety Associate Vice President, Facilities Services
Environmental Health and Safety Sustainability, Custodial Services, Biohazard Waste, etc. TBD TBD
Emergency Management Services Crisis communication, emergency preparedness, emergency response, evacuations, etc. Director, UW Emergency Management Associate Vice President, Facilities Services
Risk Management & Compliance Risk evaluation, internal auditing controls Executive Director, Risk Management TBD
Intercollegiate Athletics & Ticketing Event ticketing and customers, Intercollegiate accounting, donors and seating priorities, scouting and recruiting, student athlete tracking, etc. Information Systems Manager, Intercollegiate Athletics Senior Associate Athletic Director - Business & Finance, Intercollegiate Athletics
Business Services Creative + Communications Director, Publications Services TBD
Business Services Real Estate Office Director of Real Estate, Real Estate Office TBD
Business Services Records Management Director, Records Management Services AVP Controller
ID Cards ID card management (history, photos for students, faculty, staff and retirees) University Registrar VP Student Life
ID Cards ID card management (history, photos for students, faculty, staff and retirees) TBD TBD
Facilities Power, water, sewer, repairs, cleaning, capacity planning, non-class room scheduling, access permissions and restrictions Director for Finance and Business Services, Facilities Services Associate Vice President, Facilities Services
Facilities Power, water, sewer, repairs, cleaning, capacity planning, non-class room scheduling, access permissions and restrictions Director, Facilities Services, Maintenance & Alterations Associate Vice President, Facilities Services
Facilities Power, water, sewer, repairs, cleaning, capacity planning, non-class room scheduling, access permissions and restrictions Director, Facilities Services - Custodial Division Associate Vice President, Facilities Services
Facilities Power, water, sewer, repairs, cleaning, capacity planning, non-class room scheduling, access permissions and restrictions Executive Director Campus Engineering & Operations, Facilities Services Associate Vice President, Facilities Services
Facilities Power, water, sewer, repairs, cleaning, capacity planning, non-class room scheduling, access permissions and restrictions Assistant Vice Provost, Capital and Space Planning VP Planning & Budgeting
Space Inventory Location management, facility / room classification, size, etc. Director for Finance and Business Services, Facilities Services Associate Vice President, Facilities Services
UW Technology – Computing Infrastructure Information related to hosted servers and data storage services, network services, telecommunication services, managed desktops, software, etc. Director, Distributed Systems, UW Technology Services Interim COO UW Technology
UW Technology – Computing Infrastructure Information related to hosted servers and data storage services, network services, telecommunication services, managed desktops, software, etc. Director, Enterprise Platforms, UW Technology Services Interim COO UW Technology
Supplies & Inventories Materials, quantities on hand, reordering, chemical inventories, surplus, recyclables, etc. Director, Transportation Services Associate Vice President, Facilities Services
Equipment & Leases Equipment tracking, lease tracking, inventory State Asset Coordinator, Equipment Inventory Office AVP Controller

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Financial Resources—Administrative data related to financial systems

Business Domain Description / Business Processes Data CustodianTitle Data Trustee Title
General Ledger Chart of Accounts, Transactions, Maintain Accounts, Period Covered, Overrides, Journal Entries Associate Controller Associate Vice President and Controller
Accounts Receivable Billing, Apply Payments, Refunds/Reimbursements, Past Due / Late Charges, Student Accounts, GL Transactions Associate Controller Associate Vice President and Controller
Accounts Receivable Billing, Apply Payments, Refunds/Reimbursements, Past Due / Late Charges, Student Accounts, GL Transactions Executive Director Grant and Contract Accounting Associate Vice President, Financial Management
Cashiering Bank Account Activity Associate Controller Associate Vice President and Controller
Purchasing Requisitions, Purchase Orders, User Control, Encumbrances Associate Controller Associate Vice President and Controller
Receiving Record Receipt, Validate Receipt, Monitor Status, Returns, Inventoried Items, Notes / Comments Associate Controller Associate Vice President and Controller
Accounts Payable Disbursement, Year End Associate Controller Associate Vice President and Controller
Budgeting State, Tuition, Indirect Cost budget preparation Budget Analyst, Office of Planning and Budgeting Associate Vice Provost, Planning and Budgeting
Budgeting Grants, contracts, awards budget preparations Executive Director Grant and Contract Accounting Associate Vice President, Financial Management
Fixed Assets Accountable Fixed Asset, Depreciation, Maintain Data Executive Director Grant and Contract Accounting Associate Vice President, Financial Management
Cost Accounting Cost recovery rates Executive Director, Management Accounting & Analysis Associate Vice President, Financial Management
Cost Accounting Cost Recovery & Distributions Budget Analyst, Office of Planning and Budgeting Associate Vice Provost, Planning and Budgeting
Investment Management General Investment Management Functionality Senior Associate Treasurer/COO, Treasury Office Associate Vice President, Treasury Office
Vendor Management General Vendor Management Functionality Associate Controller Associate Vice President and Controller
Physical Plant Key Control, Self Service Maintenance Requests, Work Order Tracking, Preventive Maintenance, Maintenance Project Tracking, Building Maintenance, Space / Location Management, Utilities Management Director, Finance and Business Services, Facilities Services Associate Vice President, Facilities Services
Capital Projects Construction Project Accounting Director Business Services, Capital Projects Office Associate Vice President for Capital Projects

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Human Resources—Administrative data related to human resource systems

Business Domain Description / Business Processes Data CustodianTitle Data Trustee Title
Workforce Planning Workforce planning and gap analysis, training and development planning, employee relations planning, positions, schedules, organizational relationships and reorganization, salary/compensation planning Associate Vice President, HR Administration and Information Systems Vice President, Human Resources
Workforce Planning Workforce planning and gap analysis, training and development planning, employee relations planning, positions, schedules, organizational relationships and reorganization, salary/compensation planning Assistant Vice Provost, Office of Academic Personnel VP Academic Personnel
Employee Demographics DOB, age, gender, race, disability status, veteran status, etc. Associate Vice President, HR Administration and Information Systems Vice President, Human Resources
Employee Demographics DOB, age, gender, race, disability status, veteran status, etc. Assistant Vice Provost, Office of Academic Personnel VP Academic Personnel
Employee Demographics DOB, age, gender, race, disability status, veteran status, etc. Director EOAA VP Academic Personnel
Employee Demographics DOB, age, gender, race, disability status, veteran status, etc. Executive Director of Benefits and Worklife Vice President, Human Resources
Staffing Recruiting, screening, hiring, assignments, responsibilities, competencies, separation, layoff, employment and reemployment eligibility, faculty history Associate Vice President, HR Administration and Information Systems Vice President, Human Resources
Staffing Recruiting, screening, hiring, assignments, responsibilities, competencies, separation, layoff, employment and reemployment eligibility, faculty history Assistant Vice Provost, Office of Academic Personnel VP Academic Personnel
Compensating Salaries, distributions, benefits, leave information, hours/time worked by attributes, etc. Associate Vice President, HR Administration and Information Systems Vice President, Human Resources
Compensating Salaries, distributions, benefits, leave information, hours/time worked by attributes, etc. Assistant Vice Provost, Office of Academic Personnel VP Academic Personnel
Relating Ombudsman, University ethics University Ombudsman Special Counsel to the President
Relating Ombudsman, Labor relations (bargaining units, contracts, grievance activity, etc.), employee relations, performance management (evaluation, corrective action, etc.), workplace event information, accommodation, organizational and staffing relationships, etc. Associate Vice President, HR Administration and Information Systems Vice President, Human Resources
Relating Labor relations (bargaining units, contracts, grievance activity, etc.), employee relations, performance management (evaluation, corrective action, etc.), workplace event information, accommodation, organizational and staffing relationships, etc. Assistant Vice Provost, Office of Academic Personnel VP Academic Personnel
Training & Development Organizational, executive, management and staff development; orientation, training history and goals, education, career planning, certifications, competencies, training offerings, usage, costs Training opportunities, usage, costs Associate Vice President, HR Administration and Information Systems Vice President, Human Resources
Training & Development Organizational, executive, management and staff development; orientation, training history and goals, education, career planning, certifications, competencies, training offerings, usage, costs Training opportunities, usage, costs Assistant Vice Provost, Office of Academic Personnel VP Academic Personnel
Compliance Institutional policies, regulations/rules, labor contracts, other contracts, item/asset tracking (e.g., equipment, keys); employment eligibility (I-9, visa, etc.), certification, licensure, training requirements Director, International Scholars Office VP Academic Personnel
Compliance Institutional policies, regulations/rules, labor contracts, other contracts, item/asset tracking (e.g., equipment, keys); employment eligibility (I-9, visa, etc.), certification, licensure, training requirements TBD TBD
Compliance Institutional policies, regulations/rules, labor contracts, other contracts, item/asset tracking (e.g., equipment, keys); employment eligibility (I-9, visa, etc.), certification, licensure, training requirements Director, Organization Resources and Relations, Facilities Services Associate Vice President, Facilities Services
Compliance Institutional policies, regulations/rules, labor contracts, other contracts, item/asset tracking (e.g., equipment, keys); employment eligibility (I-9, visa, etc.), certification, licensure, training requirements Associate Vice President, HR Administration and Information Systems Vice President, Human Resources
Compliance Institutional policies, regulations/rules, labor contracts, other contracts, item/asset tracking (e.g., equipment, keys); employment eligibility (I-9, visa, etc.), certification, licensure, training requirements Assistant Vice Provost, Office of Academic Personnel VP Academic Personnel
Compliance Institutional policies, regulations/rules, labor contracts, other contracts, item/asset tracking (e.g., equipment, keys); employment eligibility (I-9, visa, etc.), certification, licensure, training requirements Associate Controller, Payroll, Travel, and Records Mgmt Associate Vice President and Controller

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University Advancement—Administrative data on alumni and gift development programs

Business Domain Description / Business Processes Data CustodianTitle Data Trustee Title
Gift Processing Gift receiving, gift tracking, annual giving programs, etc. Associate VP, Advancement Services, Development & Alumni Relations Vice President for Development & Alumni Relations
Prospect management Prospect targeting and marketing, email and phone campaigns, etc. Associate VP, Advancement Services, Development & Alumni Relations Vice President for Development & Alumni Relations
Custodianship Post donor outreach, gift utilization and maximization, etc. Associate VP, Advancement Services, Development & Alumni Relations Vice President for Development & Alumni Relations
Alumni Services Event planning, travel, insurance, etc. Associate VP, Advancement Services, Development & Alumni Relations Vice President for Development & Alumni Relations
Constituency Development officer support, access and use, Dean’s acknowledgement reports Associate VP, Advancement Services, Development & Alumni Relations Vice President for Development & Alumni Relations
Capital Projects New construction, major renovations Associate VP, Advancement Services, Development & Alumni Relations Vice President for Development & Alumni Relations

Please email questions and comments to dmc-support@uw.edu