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November 2021


UIF Advancement Insider


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

What’s in this Issue?

The UIF Advancement Insider is packed with so much great information that we don’t want you to miss anything!  So, we are happy to introduce…What’s in this issue?  A way to highlight new things and encourage you to “just keep swimming” all the way to the bottom.   

  • Philanthropy Advisor Newsletter
  • Fall Generations Newsletter
  • UIDEA Applications Open
  • Committees in TED- New Functionality
  • TED's Mailbag - How do you mark an individal in TED as being retired?  
  • Introduction to Gratavid
  • Catch up with new courses and job aids for 2021


Philanthropy Advisor Newsletter

On behalf of the Office of Gift Planning and Trust Services, please find below the link to the 4th quarter “Philanthropy Advisor” newsletter with information on charitable gifts of closely held stock.  This publication is sent electronically to Illinois-based advisors, attorneys, and tax professionals with noted affiliations to the University of Illinois.


As always, if you have any questions please contact our office.
Gift Planning and Trust Services (217-244-0473)

Fall Generations Newsletter

We are pleased to let you know the Fall Generations newsletter and e-newsletter has been distributed to alumni and friends across all three systems. This issue focuses on end-of-year and smart giving strategies with a reply mechanism for two different brochures, “Planning Your Will for All Its Worth” and “14 Strategic Year-End Charitable Opportunities for the Smart Donor”.

Enjoy reading the unique donor stories highlighted in each of the university editions below.
UIUC Edition: https://emails.illinois.edu/newsletter/1182268376.html
UIS Edition: https://emails.illinois.edu/newsletter/2114373460.html
UIC Edition: https://emails.illinois.edu/newsletter/488628894.html

As always, please let us know if we can be helpful with donors you are working with who would like to discuss other ways to benefit the university through creative gift planning strategies.
Gift Planning and Trust Services (217-244-0473)

UIDEA Applications Open

UIDEA applications are open for the Spring 2022 batch, kicking off January 25. UIDEA is a 12-week professional development program where teams design or pilot new ideas in advancement and pitch those ideas to be funded the upcoming fiscal year. If you have an idea for a way to solve an advancement problem or to tackle an overlooked opportunity in advancement, UIDEA might be for you.

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, February 19, 2022 Impact Release
Saturday, March 26, 2022 TED Service Pack Release; Hyland Upgrade
Saturday, May 21, 2022 Impact Release

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.



Committees in TED – New Functionality

Updates have been made to the functionality of the committee module in TED.  These updated features include:

  • On the Individual Record, Relationships Tab, Committees Subtab, connected Committees and Subcommittees are grouped together in a tree structure providing clarity around any committees the record may be a part of that are child or subcommittees under parent committees.
  • On the Members Tab, clicking the green arrows next to a member now includes a list of any Subcommittees the record may be a part of. Previously, this was named “Groups” and was only displaying 3 random committees they were a member of.
  • The Committee’s Documentation and Interaction Tab, Interactions Subtab now only displays interactions received by the committee and are visible on the individual’s Interactions Subtab when they are chosen as participants in the interaction. Previously, this area displayed every single interaction of constituent members, even if it was not related to the Committee.
Scholarship Recipient Project

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.  Urbana Campus leadership has recently approved the sharing of need-based scholarship recipient information with donors, and the UIF has initiated discussions on establishing a regular, automated load of scholarship recipient information from University systems into TED, as well as clarification of policies regarding the sharing of scholarship recipient information with donors to Chicago and Springfield.  TED users at all three locations can resume loading scholarship recipient information as they have in the past as those discussions continue.  Further information on this topic will be shared in the Advancement Insider as it becomes available.

Student/Grad Load Dates:

The 2021 Mid-Fall Student Cohort Load file has been loaded into TED.

Be sure to check future UIF Advancement Insiders and the TED Calendar for updates.

Monthly Faculty Staff Data

November 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.


UIF Help Tabs

For those of you that were here when TED first went live, the UIF Help tabs, located in different areas on TED Records, were populated with helpful information.  Single Sign On happened and made that very unhelpful, so that information was removed.  AIMS and L&D (Learning & Development) are working together to bring that back!  We are looking to add some quick ‘how to’ videos and job aids to begin with and will potentially link to areas within the TED User Guide going forward. So, look for those Help tabs to start filling up!  We’ve loaded our first entries under Relationships.



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.

TED's Mailbag

Welcome to TED’s Mailbag!  This is a place where we post real questions from real users and the answer to the question.  Submit your questions to AIMS today!

Our first question is…

How do you mark an individual in TED as being Retired?

Here’s is our two part answer - Adding vs. Editing

Adding a new employment relationship if one doesn’t exist:

  1. Add a new Relationship on the Relationships tab, Relationships subtab. 
    1. If on the Individual Record, Add a new Organization.
    2. If on the Organization Record, Add a new Individual.
  2. Fill in the known fields on the Relationship information tab (leave the Start and End dates blank if unknown). Do NOT fill in the Recognition credits section.
  3. Fill in the known fields on the Employment and contact information tab.
    *Note - Leave the Career level blank as it is populated automatically according to the job Title.
  4. Mark the Schedule field as Retired.
  5. If the Individual is a contact person for the organization, fill in the Contact section. 
    *Note - filling in this information will update the contact information on the contact tab automatically when changes are made to the Organization record's contact info. 
  6. Click Save.

You will see that the individual is retired on the Relationships Tab, Relationships Subtab in the Employment History section within the Schedule column, as well as in the Employment History tile at the top of the record.


Editing an existing employment relationship:

  1. On the Relationships tab, Relationships subtab and find the Employment History section.
        a.  If the relationship is not listed in that section, click Add and add it.
        b.  If the relationship is listed in Employment History, click the green arrows to edit it.
    *Note - Do not edit the Career level. It is updated automatically according to the job title.
  2. Add the End date if known when the individual retired.
  3. Mark the Schedule field as Retired.
  4. Click Save.

For more detailed information, please see the TED User Guide’s Individual-to-Organization Relationships section, or the Individual to Organization course in iLearn.



Upcoming Live-Training Sessions

Introduction to Gratavid

Come join us to learn more about using our new video email platform, Gratavid. Videos offer a personal touch that can’t always be captured through regular emails. In this session, you will learn how the UIF Donor Relations team can support your unit with creating video emails. We will cover the process to request sending a Gratavid video email, tips and tricks for recording, how the data is capture in TED and so much more. There will be time for questions during the session.

Instructor: Rachel Gudeman, Director, Donor Services
                   Mary Kate Merk, Manager, Donor Relations
Dates offered:
December 15th, 3:00 – 4:00 – Online Webinar
December 16th, 11:00 - 12:00 – Online Webinar


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
                   Jessica Willard, Gift Processing Supervisor
                   Kyle Salyards, Manager of Financial Services
Dates offered:  
February 22nd, 1:30 – 3:00 – Online Webinar



In partnership with the U of I Universities, UIF Staff will lead participants through the “How to” of prospect management in TED. The session will include information on building & updating plans & opportunities, using templates & steps to manage work, and leveraging the My Fundraiser Page.

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:  
December 16th, 1:30-3:30 – Online Webinar

Did You Miss It?

Catch up on new courses and job aids for 2021 including:
Introduction to Revenue & Recognition
Leveraging My Fundraiser Page Basics
Research Requests (psst – this includes Associated Revenue requests!)
Introduction to Engagement
Events for Advancement
Event Registration Using CVent*
Reporting Documentation Job Aid (descriptions of reports and links to full documentation)
Fundraiser Reporting Job Aids for Springfield and Chicago
Fund Basics
Introduction to Fund Codes
New Fund Creation
Finding Fund & Accounting Information (new functionality in 2021!)
Foundation Accounting
Pledge Statements
Advancement Systems Job Aid

* - This course is currently available only to those who need Events access in TED.

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):

  • December 20, 2021
  • January 18, 2022
  • February 21, 2022