An inside update on services provided by the University of Illinois Foundation
New policy for inactive users of TED and OnBase – Starting in November
As stated in previous versions of the UIF Advancement Insider, the Executive Operations Team (EOT) has approved a new policy for inactive users of TED and OnBase. This policy is targeted to begin being enforced next month, November 2020. The details of the policy 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, three days, two days, 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, three days, two days, 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, three days, two days, and one day before deletion.
Are you designing a new giving site or page? Preparing to add or update gift options on your existing giving site or page? Please include email@example.com in your plans. A review and test of the new site/page or the changes, updates or additions to your existing site or page 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 almost 600 distinct online giving sites and pages across the University of Illinois. In FY20, there were over 65,000 online giving transactions, totaling more than $22.3 million.
New Cvent Event Registration Form
In an effort to serve you better, the Office of Board and Donor Relations updated the Cvent registration page request form. Event planners can provide all event information to be included in their site and our Cvent certified staff will build out the registration page. It’s just that easy!
The new form will go live in TED on Wednesday, October 21. Access the form by creating your event, and then clicking on the link “Cvent Event Registration Page Request” on the left panel. For question, please contact the Office of Board and Donor Relations at SpecialEvents@uif.uillinois.edu or contact Mary Kate Hansen at firstname.lastname@example.org
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, November 14th, 2020
Saturday, February 20th, 2021
Saturday, March 27th, 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.
Monthly Faculty Staff Data
October 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.
Global Address Validator
AIMS is teaming up with Melissa Inc. and will be using their International Address Verification service to leverage a postal certified address engine using CASS (USPS), SERP (Canada Post), PAF (Royal Mail) and other official government data. This service will also assist us to correct international addresses by adding missing components such as postal codes, locality, and more missing address data. This will also help us in standardizing addresses in TED to meet local in-country formatting rules. Watch for more details in the November newsletter for updates about this service being implemented and where you can see this data.
PO Box and Street Address Split
AIMS is working on a process to split out addresses that contain both the PO Box and Street Address information into 2 separate addresses. This will assist in better mailing of constituents, physical location of constituents for visits and better standardization of addresses in TED. The PO Box address will be listed as Residential Mailing or Business Mailing types and the address containing the street address will be Residence or Business address. Stay tuned for more details in November!
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)
Portfolio Management Reminders!
#1 Remember to Update your Opportunities!
Update the status, expected ask amounts, and designations as you move through the solicitation process. And remember to update opportunities to “accepted” as soon as you hear a “yes” from the donor! Staying on top of your opportunities can help prevent log jams with revenue association down the road. For more info on when and how to update opportunities on plans, check out the Opportunity Updates Job Aid and FAQ in iLearn.
#2 Customize your Prospects and Plans Page
Do you find it difficult to view your Portfolio via your Fundraiser tab’s Prospects and Plans subtab? Remember: you can re-order the columns in your Prospects and Plans to make them easier to read by clicking on the top of a column and moving it to another spot. You can also use the “Columns” button to customize what columns you see in Prospects and Plans.
We recommend including the columns for last step date and objective as well as next step date and objective so you can quickly see who you contacted most recently and what you plan to do next.
#3 View (or Print) your Portfolio as a Spreadsheet
Remember, the “More” button at the top of the Prospects and Plans page gives you the option to export your portfolio as an Excel document. The exported file will have all the same columns and info as you have it set in your Prospects and Plans subtab. This is a great way to sort, filter, and assess your whole portfolio outside of TED’s limited framework!
New & Updated Courses Available
UI Reporting Overview in TED
Reporting in TED is such a vital function that many (if not all) users will leverage in their role. The new UI Reporting course offers a great overview of the standard reporting options available in TED. After completing the course, you will feel confident in how to run a basic TED report, have an understanding of the reporting levels, and how to navigate reporting. Speak with your manager, or contact AIMS, for any additional questions. The UI Reporting Overview course is available in iLearn.
Matchmaker in TED
MatchMaker is award winning* functionality in TED that uses nomination criteria and your unit’s committee data to save time and create lists of top-qualified candidates for awards and recognition.
This course is for anyone involved in award or recognition selection, or who is involved in developing engagement strategy for donors and/or alumni.
You'll learn how to set up award hierarchy and nomination criteria based on your unit’s specific needs. After completing this course, the MatchMaker team can work with your unit. Contact Erin Kirby email@example.com or Sam Hendon firstname.lastname@example.org to get started.
This online course is available for self-enrollment under featured courses in iLearn.
*2019 CASE Platinum Best Practices in Advancement Services – District Finalist, CASE District V
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
- October 22, 1:30-3:30 – Online Webinar
- November 11, 9:30-11:30 – Online Webinar
Introduction to Gift Processing & the Cycle of a Gift
This course 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 a donor.
We recommend this course to anyone in annual giving, business operations, major gifts, stewardship, and to all support staff.
- Cassi Wildman, Gift Administration Manager
- Olivia Gritzmacher, Manager of Gift Processing
- Jessie Mitsdarfer, Cash Desk Coordinator
Date offered: October 21, 2:00-3:30 – Online Webinar
New Gift Planning Courses
The new webinars from the Office of Gift Planning and Trust Services are still available! Check below or in iLearn for a time that you can attend if you’d like to learn more about how Gift Planning can benefit your work.
Financial and Tax Essentials for Fundraisers
Virtually every charitable gift is made as a result of a unique mix of donor-specific motivators. While tax incentives are just the cherry on top of the charitable giving sundae, they're still a secondary motivator you should keep in mind as an advancement professional. This course is recommended for all frontline fundraisers (including leadership annual giving officers, major gift officers, unit advancement leads, and advancement executives) and other advancement stakeholders looking to boost their knowledge of how the U.S. tax structure impacts philanthropic decisions. After completing it, you will be better able to:
- Understand the decision-making factors underlying charitable giving,
- Integrate the impact of ordinary income tax, capital gains tax, gift tax and the alternative minimum tax into your work, and
- Hold discussions with suitable prospects regarding gift bunching as a tax-wise giving solution.
Dates offered and instructors:
- October 28, 3:00-3:45 – Online Webinar (Justin Seno, Director of Gift Planning)
- November 18, 9:00-9:45 – Online Webinar (Judy Schneider, Director of Gift Planning)
Maximizing Your Fundraising Work via Donor Advised Funds
Almost 500,000 new donor advised fund (“DAF”) accounts have been created since 2014, and over $120 billion in assets now rest in DAF accounts. Understanding the benefits, limitations, and mechanics of these accounts will help ensure the University is fully represented in donor philanthropic plans and you don’t miss out on a growing source of new business. This course is recommended for all frontline fundraisers (including leadership annual giving officers, major gift officers, unit advancement leads, and advancement executives). After completing it, you will be better able to:
- Understand the mechanics of how a donor recommends DAF account distributions,
- Broach discussions regarding DAF account distributions (including those via beneficiary designations), and
- Effectively solicit gifts via DAF account distributions from suitable prospects.
Dates offered and instructors:
- November 16, 9:00-9:45 – Online Webinar (Judy Schneider, Director of Gift Planning)
Navigating Planned Gift Donor Stewardship Conversations
An increase in planned gift donor stewardship is a great way to make up for COVID-related qualification limitations. Planned gift donors are extraordinarily close to the University, welcome visiting, and frequently present commitments that can be easily revalued for additional New Business. This course is recommended for all frontline fundraisers (including leadership annual giving officers, major gift officers, unit advancement leads, and advancement executives) as well as stewardship officers. You'll learn a transferable structure for approaching these conversations and be better able to:
- Update the value of booked planned gifts to help meet fundraising goals,
- Broach then address past inadequate stewardship, and
- Remedy internal problems associated with booked and "unbookable" tracked planned gifts
Dates offered and instructors:
- November 5, 1:00-2:15 – Online Webinar (Jason Shuba, Director of Gift Planning)
Using Gift Planning to Meet our Donors’ Needs 201
The 101 curriculum helped you to understand the benefits, mechanics, and limitations of specific non-cash giving vehicles, but these options don’t always exist independently – they can also blend and stretch as donor needs become more complex. Using a case-study approach, this course will help you better be able to:
- Apply the lessons from the 101 course, and
- Integrate blended gift planning strategies in your daily work to achieve more effective fundraising success.
Dates offered and instructors:
- November 12, 9:30-10:45 – Online Webinar (Justin Seno and Jason Shuba, Directors of Gift Planning)
- December 8, 3:00-4:15 – Online Webinar (Justin Seno and Jason Shuba, Directors of Gift Planning)
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 email@example.com.
Please feel free to email firstname.lastname@example.org for any feedback or content that you would like to see in future editions!
Future Dates for the Advancement Insider (on or around):
- November 16, 2020
- December 21, 2020
- January 18, 2021