An inside update on services provided by the University of Illinois Foundation
There's a new way to submit TED related requests!
In last month’s UIF Advancement Insider, we told you about our new UIF Support ticketing system. Hopefully you’ve had a chance to check it out. Over the next few weeks, the forms you are used to seeing on the UIF Help tab in TED will be phased out and UIF Support will be the only way to submit requests. Learning and Development has produced a great instructional video to show you how to use the new tool. Check it out today by clicking here! For best results, login to iLearn first.
Please note: Any requests that you would have normally submitted from the TED UIF Help tab can be found in UIF Support by first selecting Data Services for the Category.
Contact AIMS if you have any questions.
How do I request access?
You will find the required access form in UIF Online by clicking 'Request Access' in the top right corner next to the login option. Click UIF System Access Request Form* and enter the information requested. As information is entered, additional fields will appear. When it is complete, click 'Print Form', and obtain the appropriate signatures. The last person to sign will send the access form and the signed confidentiality form to AIMS for processing.
We highly suggest the supervisor be the one to fill out the form, as the employee may not know what is needed.
*The form opens best in Internet Explorer. If another browser is required, follow these instructions first.
Contact AIMS if you have any questions.
Event Invitations and Photos
There’s a new Documents tab on Event records. Here you will see links to things such as the invitation that was sent out, and photographs taken at the event. The ability to import these into OnBase is also a new feature and is limited to TED users who are able to create new events.
In OnBase, use the Document Type Group ‘UIF Donor Relations’ and then choose the Document Type ‘UI Donor Relations – Event Invitations’ or UI Donor Relations – Event Photographs’ accordingly. Any items imported will show up on the Documents tab of the TED Event the following business day.
Please contact UIF Board and Donor Relations at (217)300-6096 with any questions.
New Plan Step Subcategories
Four new plan step subcategories have been added into TED and will be added to documents within iLearn as well as the TED User Guide. Qualified | Leadership Annual Giving Prospect and Qualified | Major Gift Prospect are used similarly to the various options of Qualified, Not a Prospect (QNP). The difference is that these subcategories lay out the next strategy of either a future Leadership Annual Giving or Major Gift level ask. Subcategories of Referral | UIF Research and Portfolio Management and Referral | Frontline Advancement denote how a constituent ended up in a portfolio. Since all four of these plan step subcategories are new, they cannot be reported on from a historical perspective. Prior reporting of these actions was done through other means.
Qualified | Leadership Annual Giving Prospect – A prospect was qualified to have capacity, inclination and readiness to give at the leadership annual giving level (<$25,000 over a five year period). This subcategory typically is entered on the last plan step of a qualification plan, ideally a personal visit.
Qualified | Major Gift Prospect – A prospect was qualified to have capacity, inclination and readiness to give at the major giving level in the next 24 months ($25,000+ over a five year period). This subcategory typically is entered on the last plan step of a qualification plan, ideally a personal visit.
Referral | UIF Research and Portfolio Management – Prospect capacity was vetted by UIF RPM and referred to a frontline fundraiser. This subcategory is entered on the first step of a Qualification Plan by a UIF researcher.
Referral | Frontline Advancement – Prospect was identified by a frontline advancement staff person (MGO, Alumni Relations, Annual Giving, Stewardship staff, etc.) and referred to a frontline fundraiser. This subcategory is entered on the first step of a Qualification Plan by the officer receiving or making the referral.
Load dates for 2019 Summer Grads and Fall Students
In September, Summer Graduate data will be loaded into TED during the 1st and 2nd weeks and Fall Student data will be loaded during the 3rd and 4th weeks. Please watch the TED Calendar for future load dates!
Monthly Faculty Staff Data
August 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.
Duplicate Contact Data Update!
You may remember in the May edition of the Advancement Insider we told you about processes being put in place to remove duplicate contact data in TED. Over the past few months our processes have removed over 202,000 duplicate addresses on TED constituent records, 41,000 duplicate emails and 53,000 duplicate phone numbers. We strive to keep data integrity in TED and will continue to put processes in place to keep the database clean. If you see any irregularities in the system please fill out a UIF Support ticket and we will evaluate your request.
Primary Member Household Update
Also in the May edition we explained a new process agreed upon by all 3 Universities on how to determine the primary member of a household. Since May this process has identified and flipped the primary member for over 137,000 households.
Marriage and Divorce in TED
Not sure the best way to indicate in TED that a couple is married or divorced? Here’s some great info!
Existing TED Records that need to be married - Go to the Comments tab of either individual record and click 'Bio Feedback Add'. In the comments box, type “Married to” and include the spouse's name and TED lookup ID. Then click 'Save.
Only one spouse has a TED record – Go to the main Constituents tab in TED and click 'Biofeedback – add an individual'. Fill out the Individual tab, then click the Relationships tab, search for the existing TED record, and update the information on that tab. Be sure to fill out all tabs with the information you have. At least one form of contact info is required in order for the record to be created.
Neither spouse has a TED record - Go to the main Constituents tab in TED and click 'Biofeedback – add an individual'. Fill out each tab with the information you have on the first spouse. On the Comments tab, indicate that this person also has a spouse that needs to have a record created and include the spouse’s name and contact information. At least one form of contact info is required for both spouses in order for the records to be created.
On BOTH of the individual records in TED, go to the Personal Info tab, click the 'Bio Feedback Edit' option and change the Marital status to 'Divorced'. Doing this on both records will alert AIMS to complete all of the steps needed to separate the records.
CVENT Registration Data Flow to TED
COMING SOON! A daily pull of the registration and cancellations will begin very soon. The process is in its final phase of testing and will allow event staff’s to no longer have to update registration information on TED Events that are managed from the CVent product. Stay Tuned for a more detailed communication about the launch of this new data solution!
August - September 2019
Live-training sessions give learners an opportunity to interact with the instructor and other Advancement staff. The sessions below are available for self-enrollment in iLearn.
Questions about a course? Contact firstname.lastname@example.org
You may notice visual changes in iLearn during the next couple of months. Please pardon our dust while we work to integrate new functionality later this fall. Stay tuned for more details!
Save the Date
9/11/2019 All Advancement Staff Meeting -Invitations have been sent – we look forward to your RSVP and seeing you at the meeting!
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):
- September 16, 2019
- October 14, 2019
- November 18, 2019
- December 16, 2019