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Click here to see this online
 
 
 

May 2021

 
 

UIF Advancement Insider

 
 

An inside update on services provided by the University of Illinois Foundation

 
   
 

SYSTEMS

 
   
 
 
 
Philanthropic Planning Series

The Office of Gift Planning and Trust Services ("GPTS"), in partnership with Illinois’ Office of the Vice Chancellor for Institutional Advancement, hosted its first "Philanthropic Planning Series" webcast on April 28. The event was marketed to the Urbana-Champaign segment of GPTS’ “Generations” eBlast list. Just over 170 constituents registered for the webcast and about 90 logged in for the live session. Post-webcast survey responses were positive with 65% of respondents rating the event "Excellent" and another 28% rated it "Very Good." GPTS will be using the survey feedback to shape future content. In the meantime, it’s working with Research and Portfolio Management to ensure advancement colleagues can follow up appropriately with respondents requesting more information.

The webcast’s complete registration list can be found under the “Events” tab in TED. Feel free to share the event's recording (located on YouTube here) or philanthropic planning slides with donors interested in the content, and reach out to your unit's gift planning liaison or GPTS with questions or suggestions for future events in the series. 

 
   
 
 
 
System Updates

The Foundation is dedicated to making sure you have the best resources available for your advancement needs.  For this reason, we regularly update TED, UIF Online, OnBase, and BBIS.  The next scheduled updates are:  

Saturday, August 21st, 2021 
Saturday, October 2nd, 2021 - Service Pack Upgrade
Saturday, November 20th, 2021

During these updates the systems may not be available, but there will be a notification letting you know which systems will be affected and the timeframe.

 
   
 

DATA

 
   
 
New Stewardship Plan functionality Coming May 26th

A nightly process has been created that will add all household members to existing stewardship plans as a plan steward with a role of Household Member.  This will allow the stewardship plan to surface on the individual constituent record, similar to how prospect plans function. While plans are not added directly to an individual record, stewardship plan information will display on the individual record if the individual constituent has a Household Member role on the plan.  

 
 
Stewardship Plan Stewards Tab
 
 
Stewardship Plan on displayed on Individual Record
 
   
 
 
 
Reminder - Please Hold off on Adding Scholarship Recipients!

The Foundation (UIF) has engaged campus partners in the Vice Chancellors for Advancement, Registrars, and Financial Aid offices to understand how information on scholarship recipients can be loaded into TED and other UIF systems in compliance with the Federal Education Rights and Privacy Act (FERPA) and other federal laws and regulations governing scholarship data.  In particular, the UIF has sought clarification on the privacy requirements concerning need-based scholarships and discussing ways to identify need- versus merit-based scholarships in TED and the Fund Database.  We ask users not to enter new scholarship recipient information into TED while the review is in progress.  It is our hope that the review and the identification of need- versus merit-based scholarships will be completed in the near future, and that appropriate policies can be established to capture and to store confidential educational information appropriately.

 
   
 
 
 
Monthly Faculty Staff Data

May Faculty Staff data has been loaded into the University Appointments area under the Relationships tab in TED.  Monthly Faculty Staff data is pulled from Banner on the 10th and loaded into TED on the 3rd weekend of each month.

 
   
 

TED UPDATES

 
   
 
TED Committee Enhancements

There's been some great enhancements made in the area of Committees.

1. Updated search capabilities.

  • You can now narrow your search by Group Type (UI Involvement or External) and/or Attribute Value, as well as return up to 5,000 records! 
  • The search results grid has been updated to display the associated Site, if the committee is Inactive, the Attribute Category, Attribute Value, the number of Active Committee Members, and the Group Type. 
 
 
Committee Search Window
 
 

2. Those who have access to update committees can now change the primary member.

 
 
2. Those who have access to update committees can now change the primary member.
 
 

3. Those who have access to update committees have a new Bulk Edit feature. In one screen you can:

  • Add multiple members.
  • Edit multiple existing member's start and end dates.
  • Add multiple member roles.
  • Edit role start and end dates.
  • Change the Primary member.
 
 
Committee Bulk Edit Feature
 
 
Committee Bulk Edit Roles
 
 

You can find more detailed information in the TED User Guide

 
   
 

REPORTING

 
   
 
NEW!! CFR Active Plans Report

The Corporate and Foundation Relations Active Plans report has been deployed in TED. This new report is accessible through TED's UI Reporting tab. The report provides fundraising teams the ability to view all active plans associated with Corporations and Foundations at four levels: By System; University; Advancement Unit; and Benefitting Unit. Users can further filter the report output by Plan Status and Plan Type.

The report output lists details of the plans selected and provides a link to view a specific plan directly in TED for additional details not included in the report. The report is available for dowload in several formats including PDF, Excel, Word, and CSV. For any additional details or enhancements please submit a ticket through UIF Support.

 
 
CFR Active Plans Report
 
   
 

RESOURCES

 
   
 
 
 
TED Homepage

Check the TED Homepage every day!  It is constantly being updated with important dates and announcements.

TED Calendar - This shows you upcoming scheduled maintenance and important data updates that have occurred. 

News & Updates - This contains important announcements about TED, including any current issues, and other UIF system updates and information.  Be sure to subscribe to this to receive an email whenever something is posted.  To subscribe, click one of the posts and choose 'Subscribe' at the bottom.

 
   
 

Research & Portfolio Management (RPM)

 
   
 
“Do Not Contact” vs. “Qualified, Not a Prospect” vs. Solicit Codes:
 
What is the Difference?

“What do I do if a constituent says they don’t want to be contacted anymore?”

We get this question a lot in RPM! The answer can depend on a variety of factors, including what exactly the constituent is asking, who they are speaking with, and how they phrase their request.

#1 “Do Not Contact”

“Do not contact” pertains to a piece of contact information on a constituent’s TED record. Use this if a prospect is asking not to be contacted via a specific phone number, address, and/or email, but they are still OK with being contacted in general.

 
 
 Do not contact example
 

Example 1: Gary would prefer to receive emails from the University only to his personal email address, and not his business email address.

Example 2: A fundraiser discovers that the cell phone number we have for Sheila in TED is outdated or incorrect.  

Both Gary and Sheila can have these pieces of contact information flagged as “do not contact,” but communications will still be sent to them via the other available contact methods on their TED records.

Add “Do not contact” to a piece of contact information under the Contact Tab in TED by clicking “Edit”, check the “Do not send…”, or “Do not call..” box, and provide a reason in the dropdown. Once a piece of contact information has been flagged as “Do not contact,” a yellow warning icon will appear next to that item on the record.

LEARN MORE: Updating Address, Phone, and Email in TED.

 
 

#2 Qualified, Not a Prospect (QNP)

“Qualified, Not a Prospect” (QNP) can also indicate that a prospect should not be contacted by fundraisers, but QNP pertains to the constituent’s viability as a prospect and is added on the Plan level. A prospect may be QNPed for number of reasons, including for a particular unit only, for a period of time, or overall.   

 
 
QNP Image
 
 

Example 1: Sally, a prospect, lets the DIA fundraiser who has reached out to her know that she does not want to support Athletics. The fundraiser can add the Qualified, not a Prospect: Not for this Unit” plan step subcategory to that prospect plan on Sally’s TED record. This will indicate to RPM and to other fundraisers that Sally is no longer a prospect for that particular unit, while also indicating the reason the plan did not move forward.         

Example 2: Thomas says he wants to support Engineering, but he has two kids in college and he just cannot give anything right now. Adding the “Qualified, not a Prospect: Not at This Time” plan step subcategory to the plan will indicate to RPM and to other fundraisers that Thomas should not be referred or contacted by a fundraiser again for another 3-5 years.

Adding a QNP plan step subcategory to a prospect’s plan will not alter their contact information in the Contact Tab and will not affect their mass communication status or settings.

Questions about QNP?

Ask your Research PDA or send a note to uifresearch@uif.uillinois.edu.


#3 Solicit Codes

Solicit Codes pertain to contact lists involving mass communications, recognition, and directories. Solicit Codes can be viewed under the Communications Tab in TED. Solicit codes can be narrow or broad and will block all communications that fit the criteria provided by the requestor.

 
 
Solicit Code
 
 

Example 1: Stuart says he no longer wants to receive communications from C ENGR. Placing the solicit code “NX2FQX – C ENGR All Opt Out (Constituent Request)” on Stuart’s record will bar him from receiving any future communications from C ENGR.

Example 2: Nora does not want to receive any more communications from any of the universities in the U of I system. Adding the “UN ADMN All Opt Out (Constituent Request)” solicit code to her record will bar her from receiving any further communications from UIC, UIUC, and UIS.

Adding or removing solicit codes to constituent records in TED must be requested by fundraisers or support staff via a UIF Support ticket.

LEARN MORE: Solicit Codes course and Solicit Codes documentation in iLearn.

Questions about Solicit Codes?
Submit a UIF Support ticket and/or contact aims@uif.uillinois.edu.

 
   
 

LEARNING AND DEVELOPMENT

 
   
 
New & Updated Courses Available


Event Registration Using Cvent – New Course

Cvent is the event registration platform utilized by the University of Illinois Foundation.

This web-based software enables Advancement units to collect online registrations and run event reports vie the Cvent access portal.

In this course you’ll learn how to request a registration page for your next even.

Advancement event planners and coordinators will benefit from this course. Estimated completion time is 10 minutes.

 
   
 
More than 40 TED Tutorials in iLearn

View the complete inventory of tutorials available in iLearn here.

 
   
 
 
 
Upcoming Live-Training Sessions

Introduction to Gift Processing and the Cycle of a Gift

This session provides training for processing all gifts and non-gifts, including cash, securities, gifts-in-kind, and matching contributions. It covers the steps taken from the time a gift is received to the time a receipt is provided to the donor.

Instructor: Cassi Wildman, Manager of Gift Administration

                      Jessie Mitsdarfer, Manager of Cash Receipts

Dates offered:  

  • June 8, 10:00-11:30 – Online Webinar

 

Pipeline-opoly

In partnership with the U of I Universities, UIF staff will lead a panel discussion around various Prospect Management concepts.

We recommend all fundraisers and their staff take this course after completing the “Updating Prospect & Plan Records in TED” or “Reading Prospect Records in TED” curriculum. In order to enroll in this ILC you must enroll in one of those curricula. We recommend the first to fundraisers, and the second to those who will be using prospect records less often.

Instructor: Shannon Sweeney, Training Specialist              

Dates offered:  

  • May 19, 9:30-11:30 – Online Webinar
  • June 10, 1:30-3:30 – Online Webinar

 

Principles and Practices of Gift Acceptance

This course will provide guidance on the accepted forms of gifts and nuances for accepting each type.

We recommend this course to support staff, administrative assistants, business managers, development/advancement officers, or any other person who would solicit, process, or receive a gift.

Instructor: Christy Devocelle, Senior Vice President for Financial & Administrative Operations/CFO & University of Illinois Foundation Board Treasurer        

Dates offered:

May 25, 10:00-12:00 – Online Webinar

 
   
 
We Want Your Feedback!

If you have comments about any of the courses that you have taken, suggestions for things that we can train on in the future, or topics that you wish had more content available please let us know! We would love to hear any feedback that you have at learn@uif.uillinois.edu.

 
   
 

Please feel free to email aims@uif.uillinois.edu for any feedback or content that you would like to see in future editions!

Future Dates for the Advancement Insider (on or around):

  • June 21, 2021
  • July 19, 2021
  • August 23, 2021
  • September 20, 2021