An inside update on services provided by the University of Illinois Foundation
UIF Information System Access and Security Review
Given recent emphasis on data protection and privacy by various legislative and regulatory bodies in the United States and Europe, the Foundation has been reviewing access and security roles in TED and the OnBase document management system. In order to reduce exposure to our most sensitive data regarding fundraisers, prospect plans, opportunities, interactions, revenue, and marketing efforts, the Foundation has created a separate role for Interactions, and a Fundraiser “view-only” role, as well as separate and streamlined “view only” roles for Revenue and Marketing Communications. These changes will cause some users to lose access in these areas that they currently have. There will be a process for requesting exceptions through Chief Advancement Officers and Advancement leadership.
The new security roles will be implemented on Saturday, August 15. Leadership at each University is currently reviewing list of users for preliminary assignment to roles that will enable users to add and edit plans and interactions, or to be limited to a view-only role. UIF AIMS will communicate with CAOs directly once those lists are complete.
New policy for inactive users of TED and OnBase
In addition to the new roles, the Executive Operations Team (EOT) has approved a new policy for inactive users of TED and OnBase. The details as stated in the March UIF Advancement Insider are below:
- For all TED and OnBase Users—Failure to take the mandatory Welcome to Advancement course (which includes Information Privacy and Security) in iLearn within 90 days of being enrolled will result in the account being deleted and require submission of a new Access Request Form if access is still needed. Inactive users (those who have not yet taken the required training after 90 days of enrollment) will receive email notices of impending deletion, two weeks, one week, and one day before deletion.
- For Student Employees—Accounts will be deleted at the end of each semester unless the student’s supervisor (the person who signed his/her Access Request Form) indicates access should continue. The supervisor will receive emails asking if access should continue on the 15th and 30th day of the month before the end of each semester, and on the 5th day of the month in which the semester will end. If access is deleted, submission of a new Access Request Form will be required if access is still needed.
- For Business Managers—Accounts will be deleted after 18 months of inactivity. (Many Business Managers only log in once a year.) Submission of a new Access Request Form will be required if access is still needed. Inactive users (those who have not logged in to TED or OnBase after 18 months) will receive email notifications of impending deletion, two weeks, one week, and one day before deletion.
- For All Other Users—Accounts will be disabled after 90 days of inactivity. Accounts will be reactivated by email request within 90 days of being disabled. Accounts will be deleted entirely after those 90 days. If access is deleted, submission of a new Access Request Form will be required if access is still needed. Inactive users (those who still have not logged in to TED or OnBase 90 days after being disabled) will receive email notifications of impending deletion two weeks, one week, and one day before being disabled, and again two weeks, one week, and one day before deletion.
UIC John Marshall Law School Conversion Project Completed
On Saturday June 27th UIF AIMS and OATS successfully converted the newly acquired UIC John Marshall Law School advancement data into TED. AIMS matched over 27,000 individual alumni and donor records with biographical, contact, education and employment data. UIF OATS worked with various groups to convert and validate the past revenue data from the legacy system. We welcome our UIC John Marshall Law School colleagues to the U of I System Advancement family.
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 15th, 2020
Saturday, October 3rd, 2020 - Service Pack Upgrade
Saturday, November 14th, 2020
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.
What is a Chevron?
You know that button in TED that looks like double arrows? That is called a Chevron. You can use the chevron to access more information on line items in TED. Another quick option is to RIGHT CLICK anywhere on a line, and you will see the same options (“edit,” “delete,” etc.) as you would if you used the chevron.
What is Bio Feedback Add/Edit?
Many TED users have the ability enter data directly into the system without any preapproval. However, sometimes users need to add information to TED records through Bio Feedback add/edit requests – which are reviewed and approved by the Advancement Information Management and Support (AIMS) team before they become live in TED.
When/Where is Bio Feedback Add/Edit used?
- Add New Individual or Organization Records: Request the creation of a new, unique individual or organization record using the “Biofeedback- add” options on the Constituents menu.
- Edit information on existing Individual or Organization records: The Bio Feedback Edit button in the Personal Info or Organization Info tabs opens a pop-up box where users can edit constituent information, including name, nickname, and date of birth. Users can also use it to add or remove an image to/from individuals’ records.
Information Source: When adding or editing information directly, or when using Bio Feedback forms, always choose your source from the information source drop-down.
- Add Education: Click the Bio Feedback Add button under the Education tab to open a pop-up box where users can select one of the U of I System’s Universities or search for another educational institution. Fill in additional information like status, degree, graduation date, if known.
- Comments tab: The Bio Feedback Add button in the Bio Feedback Comments sub-tab is where users can submit information for merging or separating households (such as for marriage or divorce) or request merges of duplicate individual or organizational records.
TED users who do not have permissions to access the Bio Feedback options discussed above, can use the Bio Feedback Comments area to submit info for addition/edits to TED records.
Guidelines for Spouse/Partner Relationships
1. When submitting biofeedback to have a Spouse/Partner relationship created, the end user may provide a start date if one is known. For example, if the end user knows the constituents were married on June 24, 1977, they can specify this date.
2. Similar to the conventions for individual to organization start and end dates, Spouse/Partner relationship start dates may reflect the most detailed information available. When submitting biofeedback, the end user may include a year that a Spouse/Partner relationship began if that is the only information available. For example, if the end user notes that a couple was married in 1996, the Spouse/Partner relationship will have a start date of 1/1/1996.
3. Spouse/Partner relationships should have an end date if the relationship has dissolved. If the end user knows the exact date or an approximate date when the relationship was dissolved, this should be submitted with the biofeedback request
4. If the start date and/or end date of a Spouse/Partner relationship is unknown, the Data Management and Records team will use the date the information was added to the system for an unknown start date, and the date the relationship status was updated in TED as the end date.
Bio Feedback requests are different from Research requests!
Bio Feedback requests are for adding and editing certain information to constituent records, and they are managed by the Advancement Information Management and Support (AIMS) team. Do not use Bio Feedback requests to ask for constituent information. Requests for additional constituent information should be made to the Research team, through the Research Request area in TED!
2nd Round of Phone Append Project
This past February, AIMS loaded over 139,000 new phone numbers from data purchased from Alumni Finder. The 107,500 constituents were identified by UIF Advancement Intelligence and UIF Annual Giving. This spring another batch of constituents were identified for potential new phone and email appends. AIMS has loaded 93,000 new phone numbers and almost 17,000 new email addresses for 76,000 constituent records.
Graduate and Student Loads
2020 Spring Graduate data has been loaded into TED.
Take a look at the TED Calendar on the home page for all future load dates!
Monthly Faculty Staff Data
July 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.
Where did the question mark go?
The question mark in TED was an “Out-of-the-box” feature that came with the database when we went live in 2015. Since then, UIF has made many customizations and changes to the system and the documents housed there have become increasingly out of date. Therefore, we decided it was time to put it to rest. Please use the TED User Guide (TUG) instead! New information is added all the time.
In TED, go to the UIF Help tab, then click the link for the TED User Guide and it should open in a new tab.
- Do Ctrl+f to easily do a keyword search.
- Scroll to the table of contents and click an item to take you that location in the document.
- Don’t see something? Email AIMS (email@example.com) for more information.
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.
Updated Annuity and Life Income Gift FAQs
UIF’s Office of Gift Planning and Trust Services (“GPTS”) manages and administers UIF’s Annuity and Life Income (“ALI”) Program. The ALI Program involves all of UIF's "split interest" gifts (those where a portion is assigned to UIF and a portion benefits a donor or his/her designee), like charitable gift annuities ("CGA"s) and charitable remainder trusts ("CRT"s). GPTS recently completed a comprehensive audit of its existing ALI Administrative Guidelines, and you should make note of these updated, related FAQs:
- What’s the minimum gift size a donor can give to create one of our CGAs? $10,000.
- What kind of assets can fund one of our CGAs? Cash or appreciated/marketable securities.
- What’s the maximum number of lives that can be benefitted by one of our CGAs? Two.
- What’s the minimum age all benefitting lives have to be to start receiving payments under one of our CGAs? 60 years old.
- What’s the minimum age all benefitting lives have to be to create one of our deferred-payment CGAs? 50 years old.
- What kind of CGA rates does UIF offer? GPTS follows the recommended rates of the American Council on Gift Annuities (“ACGA”).
- What’s the minimum gift size a donor can give to create one of our CRTs? $100,000 (increased from $50,000 previously).
- What kind of assets can fund one of our CRTs? Cash, appreciated/marketable securities, or real estate (funding a CRT with real estate requires prior written approval by UIF’s Chief Financial Officer).
- What’s the maximum number of lives that can be benefitted by one of our CRTs? Two.
- What’s the minimum age all benefitting lives have to be to start receiving payments under one of our CRTs? 55 years old.
- What kind of CRT rates does UIF offer? GPTS follows the recommended ACGA rates rounded to within a half of a percentage point.
UIF Charitable Lead Trusts and Retained Life Estates
- Does UIF offer these options? Yes
- What’s the minimum gift size a donor can give to create one of our charitable lead trusts? $250,000.
- What should I do if a donor expresses interest in one of these options? Contact GPTS immediately (these are complex opportunities that require early gift planner assistance).
Questions? Please contact your gift planning liaison or GPTS (217.244.0473 or GPinfo@uif.uillinois.edu). This information can also be found as a reference sheet for internal distribution here.
UIF Learning and Development is currently updating all TED courses and creating new TED Tutorials. Watch this section each month for announcements as new training becomes available.
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 firstname.lastname@example.org.
Your Learning Transcript
Did you know you can enter external training on your transcript in iLearn? Using iLearn Advancement shows you how. This can include conferences, seminars, or courses you’ve completed outside of iLearn. There’s also an option to upload certificates you’ve earned. External training should be relevant to your position, but be sure to discuss any questions you have with your supervisor.
This quick online course is available under the featured courses in iLearn.
View, print, or save a copy of your transcript by clicking the Transcript tile on the home page in iLearn. You may find it helpful to have your transcript available during your review process.
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
- August 27, 1:30-3:30 – Online Webinar
- September 16, 9:30-11:30 – Online Webinar
This session provides a detailed overview of the UI and UIF endowment policies and fundamental administration of endowment gift funds.
We recommend that development/advancement officers, support staff, administrative assistants, business managers, or any other person involved in the solicitation or administration of endowments take this course.
Instructor: Christy Devocelle, Senior Vice President for Financial & Administrative Operations/CFO & University of Illinois Foundation Board Treasurer
- July 22, 1:00-3:00 – 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
- July 29, 1:00-3:00 – Online Webinar
Please feel free to email email@example.com for any feedback or content that you would like to see in future editions!
Future Dates for the Advancement Insider (on or around):
- August 17th, 2020
- September 21st, 2020
- October 19th, 2020
- November 23rd, 2020