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June 2021


UIF Advancement Insider


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



Update! Eliminating Credit Card expense fees!

Effective July 1, 2021, the Foundation will no longer pass through the 2.5% credit card expense to gift fund(s) in instances where donors make a gift via credit card; the cost will be absorbed through the UIF operating budget.  The last assessment will be posted July 6th representing all activity through June 30th.   For further information or questions, please contact UIF Accounting.

Generations Newsletter

Almost 100,000 alumni and friends of the University of Illinois System recently received the spring edition of the Generations newsletter from Gift Planning and Trust Services. The focus of the communication is on the benefits of life-income gifts that can provide payments during one’s life and/or the life of a loved one. The remainder of their gift is earmarked for any area within the University of Illinois System.

 We are pleased to share the experiences of three of our Illinois donors who have established either a charitable gift annuity or charitable remainder unitrust knowing the remainder will benefit areas that are important to them.

 Please let us know if you would like to share these stories in your communications. We can provide the story and photos. 

The Office of Gift Planning and Trust Services

217-244-0473 or Gpinfo@uif.uillinois.edu

Engagement Centers Re-Open Update!

We’re excited to announce that we will be resuming operations in both the UIF and UIC Engagement Centers in-person for the Fall 2021 semester! In the coming months before resuming operations we will be finishing up integration and testing for the ITG-483 Engagement Centers Software Solution project. We look forward to taking VanillaSoft live and implementing new services when students return this fall. 

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.



Reminder - Marking an Individual Record as Deceased

Below are the instructions for marking a record as deceased in TED. Please contact AIMS with any questions.

  1. Begin on the constituent’s Individual record.
  2. Select the Personal Info tab.
  3. Click the Mark Deceased button.
  4. Enter the constituent’s Deceased date (NOT Today’s date).
  5. Mark the Confirmation as “Unconfirmed”. AIMS will then switch this to “Confirmed” once they have verified the constituent’s passing and have completed additional business processes associated with marking a constituent as deceased.
  6. Select your source in the Source field.
  7. Select Save.

*Be sure to ALWAYS set the Confirmation to “Unconfirmed”.  Not doing this, will prevent the record from being pulled into the audit AIMS runs, and therefore the record will not be updated properly. 

More Information about the Audit:

On a regular basis the Advancement Information Management and Support (AIMS) team runs an audit collecting data on any records that have been marked deceased and unconfirmed.  The AIMS team uses the information found in this audit to verify the constituent’s passing, and change any appropriate spousal relationships as well as remove any Recognition Credit on the relationship.  If Recognition Credit is not correctly removed, any gifts the spouse makes will have the deceased constituent’s name included on the gift acknowledgement for that gift.  This can be very upsetting to our constituents.

This information can also be found in the TED User Guide within the “MARKING A CONSTITUENT DECEASED” section.  

May 2021 Grad and New Summer 2021 Student Loads

May 2021 graduate data will be pulled the 1st week of July after all degree data has been updated in Banner.  Grad data should be loaded into TED by the arrival of the July edition of the UIF Advancement Insider.  Take a look at next month’s edition for an update.

We will now be loading Summer semester students into TED!  Earlier this month, students attending UI this summer were loaded and/or updated in TED.

Monthly Faculty Staff Data

June 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.



Online Giving

Are you designing a new giving site or page?  Preparing to add or update gift options on your existing giving site or page?  Or updating the URL of your site to make it easier to find?  Please include creditcardsignup@uif.uillinois.edu in your plans.  A review and test of the new site/page or the changes, updates or additions to your existing site or page is required, and will ensure all information is flowing smoothly through the giving process, ensuring an optimum donor experience and an accurate and timely tax receipt.

There are over 625 distinct online giving sites and pages across the University of Illinois.  Thus far in FY21, there have been over 66,000 online giving transactions, totaling nearly $18 million in gifts. 

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)

Recent Changes to Some Plan Step Templates

DELETED: The following plan step templates have been deleted.

            Steps | ANR – Mail Meeting Request

            Steps | COVID-19 Communication

            Steps | ANR – Social Media Request

DELETED: The following plan step templates have also been deleted. In their place, users should use the appropriate “Cultivation/Solicitation/Qualification Meeting Secured” step template and adjust the contact methods as needed.

            Steps | Cultivation Virtual Meeting Secured

            Steps | Solicitation Virtual Meeting Secured

            Steps | Qualification Virtual Meeting Secured

CHANGED: Steps | ANR – Cycle 2 Attempts

The following changes were designed to help associate the “qualified not a prospect” (QNP) with a contact attempt, rather than with a task.

  • “QNP Unresponsive” subcategory was moved from the fourth step to the third step
  • The fourth step objective was updated, and the subcategory was changed to “No Subcategory”

CHANGED: Steps | ANR – Email Meeting Request and Steps | ANR – Phone Meeting Request

Since most “attempted, not reached” outreach attempts are recorded with the ANR — Cycle 1 and 2 plan step templates, the ANR – Email/Phone Meeting Request plan step templates were mostly being used when a relationship with a prospect was already established (i.e., stage = Cultivation). To reflect the true nature of their use and to include a reminder to plan a meeting with prospects, the following adjustments were made to the ANR – Email/Phone Meeting Request templates.

  • Steps were renamed “Email for Meeting” and “Phone for Meeting”
  • On both plan step templates, the stage was changed to “Cultivation” subcategory, subcategory was changed to “No Subcategory,” and status was changed to “Pending”

CHANGED: Steps | Cultivation Meeting Secured, Steps | Qualification Meeting Secured, and Steps | Solicitation Meeting Secured

These three plan step templates were adjusted to reflect the fact that most meetings nowadays are held virtually. Users can adjust as appropriate.

  • Changed the contact method on each step from “Personal Visit” to “Virtual Meeting”

Remember: You can access all the plan step templates by selecting “Edit Steps” in the Planned and Pending Steps area of a plan, then look for the “Outlines” drop down menu.

If you have any questions about these changes or about plan step templates in general, feel free to contact your unit’s Prospect Development Analyst directly or send a note to uifresearch@uif.uillinois.edu.

Secondary Solicitor Name Change

While working in prospect plans, you may notice a change when selecting a secondary solicitor. The secondary solicitor role of “Other Advancement Staff” has been renamed “Frontline Fundraiser.” 



New & Updated Courses Available

Fund Coursework Now Available Online!

Any Advancement Staff tasked with monitoring, spending, stewarding, or overseeing gift funds of any type can benefit from these courses.

  • New Fund Creation – A walkthrough of the New Fund Creation process, forms to submit, and how to check the newly created fund.
  • Finding Fund & Accounting Information – Overview of the functionality of fund and accounting search and reports including Fund Search, Fund Detail Search, Balance Search, Transaction Search, Static Designation Reports, and Accounting Reports.
  • Introduction to Fund Codes – Lessons on Donor intent, UIF Gift Fund Categories, common codes seen in TED, and sweeps to the Banner Fund.
  • Fund Basics – Provides an overview of Fund terms, reports, documents used, and how to look up a fund.
New Job Aids & TED Tutorials in iLearn

Our job aids in iLearn are always updating, keep an eye out for new job aids for quick instructions on specific tasks. If you prefer watching a video over reading a document look at the TED Tutorials section to find regularly updated lists as well. Check out our latest ones below!

  • Research Request Job Aids – Now available in iLearn are 12 job aids associated with the updated research request types and reasons available on the Research Request form.
  • Revenue Association Request Job Aid – Now available in iLearn. This Job Aid will take you through the basic steps of submitting a research request to link associated revenue – including information you must have to make your request. If you’re interested in a video format instead there is also an associated TED Tutorial!
  • Requesting a Marriage/Divorce in TED Job Aid – Marriage and divorce information can be sensitive for the constituent. To maintain that sensitive information the process to request marriage or divorce is a little different than a regular edit, check out the job aid for more information. 

Upcoming Live-Training Sessions


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:  

  • July 21, 9:30-11:30 – Online Webinar
  • August 19, 1:30-3:30 – 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):

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