This page outlines the Rules of Engagement with Institutions as well as our Exhibitor Email Communications Policy.

Rules of Engagement with Institutions

NASFAA's Code of Conduct states that "No amount of cash, gift, or benefit in excess of a de minimis amount shall be accepted by a financial aid staff member from any financial aid applicant (or his/her family), or from any entity doing business with or seeking to do business with the institution (including service on advisory committees or boards beyond reimbursement for reasonable expenses directly associated with such service)." In some interactions between associate and institutional members, what's acceptable and what's not may be pretty cut and dry, but others might fall into more of a gray area. To help take the guesswork out of these interactions, NASFAA offers the following guidelines:

1. Gifts/giveaways should have no more than $20 value.
2. Joining each other for meals is a standard business practice. If an associate member is to pay for the meal, it should not exceed $20 for breakfast/lunch and $60 for dinner.

More guidance can be found on our Ethics & Values page. Have additional questions? NASFAA's Ask Mr. Ethics series provides a forum where you can submit an anonymous question and receive practical advice about how best to deal with the situation while also adhering to NASFAA's Statement of Ethical Principles and Code of Conduct. Email Mr. Ethics at [email protected] with your inquiry. We will make sure your identity remains anonymous if your question is chosen for inclusion in a future column.

Exhibitor Email Communication Policy

NASFAA is committed to protecting member and attendee information while supporting meaningful engagement with our exhibitor partners. This page outlines how conference registrant contact information may be shared with exhibitors, and how exhibitors are permitted to use that information for event-specific communications.

This policy applies to NASFAA conferences where registrants are offered the option to receive emails from exhibitor partners.

For Exhibitors

As an exhibitor, you must agree to the following policy in order to receive conference registrant contact information.

Opt-in and Information Shared

• NASFAA will share contact information only for individuals who have affirmatively opted in during the event registration process.
• Exhibitors will receive the following fields:
  • First Name
  • Last Name
  • Institution
  • Title
  • Email Address
  • Mailing Address
• No additional registrant data will be provided.

Timing of List Distribution

• Exhibitors will receive the opt-in contact list twice prior to the start of the conference, approximately 30 and 14 days pre-event, and once after the last day of the conference, approximately one week post-event.

Permitted Email Communications

Exhibitors may send a limited number of event-specific emails to NASFAA-provided contacts:

• Up to two (2) emails within the 30 days prior to the event; and
• One (1) email within the 30 days following the event.

No additional outreach to registrants is permitted using NASFAA-provided information.

All communications must be event-specific and clearly related to:

• The NASFAA Event; and/or
• The exhibitor’s presence, offerings, or activities connected to that NASFAA event.

Unsubscribe and List Management

Exhibitors are solely responsible for:

• Managing their own mailing lists;
• Providing clear unsubscribe options in every email;
• Honoring all unsubscribe or opt-out requests within 7 days of receipt; and
• Ensuring that NASFAA-provided information is used only for the purpose authorized by the registrant.
• If NASFAA receives an unsubscribe request directly, NASFAA will forward that request to the exhibitor partner, who must promptly update their records.

Data Use, Privacy, and Security

Exhibitors agree to:

• Use NASFAA-provided registrant information solely for event-specific communication related to the NASFAA conference for which the list was provided.
• Not share, sell, transfer, or repurpose NASFAA-provided contact data for any other marketing, list-building, or outreach purposes beyond this policy.
• Store and handle registrant contact information in a secure manner.

Policy Violations

Failure to comply with this policy, including misuse, unauthorized sharing, or overuse of NASFAA-provided registrant information, may result in the revocation of list access, loss of exhibitor privileges, and/or ineligibility to participate in future NASFAA events.

Questions?

If you have any questions about this policy:

• Registrants (Attendees): Please contact NASFAA Member Services for assistance with your registration or opt-in status.
• Exhibitors: Please contact Carissa Uhlman-Campana with any questions about your obligations under this policy.