FundSvcs Community

Good afternoon, Colleagues - TGIF! Here at CUA we synchronize student records into RE at the beginning of each semester. During the course of the semester, understandably, a number of students withdraw. We've been asked to synchronize those withdrawals back into RE on a bi-weekly schedule throughout the semester in order to keep our student and parent records more current. Question for you other higher ed folks - does your institution sync the students and/or parents records more frequently that once per semester? If so, how often? Feel free to respond directly off list to me or on list - if there are sufficient responses off/on I'll summarize the overall response back to the list. Many thanks and have a great weekend! -Amy Director of Advancement Services, Gift Acceptance Division of University Advancement The Catholic University of America 620 Michigan Avenue, E215 O'Connell Hall Washington, DC 20064 Phone: 202-319-6919 Email: phillipsajud@cua.edu <burnettm@cua.edu>

We receive updates on students as they happen. This includes leaves of absence, withdrawals, and re-entries. We are a very small institution so the volume is not an issue. Sara On Fri, Jan 4, 2019 at 12:43 PM Amy Phillips <phillipsajud@cua.edu> wrote: > Good afternoon, Colleagues - TGIF! > > Here at CUA we synchronize student records into RE at the beginning of > each semester. During the course of the semester, understandably, a number > of students withdraw. We've been asked to synchronize those withdrawals > back into RE on a bi-weekly schedule throughout the semester in order to > keep our student and parent records more current. > > Question for you other higher ed folks - does your institution sync the > students and/or parents records more frequently that once per semester? If > so, how often? > > Feel free to respond directly off list to me or on list - if there are > sufficient responses off/on I'll summarize the overall response back to the > list. > > Many thanks and have a great weekend! > > -Amy > > Director of Advancement Services, Gift Acceptance > Division of University Advancement > The Catholic University of America > 620 Michigan Avenue, E215 O'Connell Hall > Washington, DC 20064 > Phone: 202-319-6919 > Email: phillipsajud@cua.edu <burnettm@cua.edu> > > -- [image: Bennington College logo] [image: vertical black pipe, a design feature] Sara White Managing Director of Advancement Services Office of Institutional Advancement Bennington College One College Drive Bennington, VT 05201 Office: +1 (802) 440-4345 Fax: +1 (802) 440-4351 To make a secure online gift click here <https://give.evertrue.com/bennington>. Or, for more information on ways to make a gift, including stock transfer instructions, please visit our website <http://www.bennington.edu/if-you-believe-it-invest-it>.

New in the past 12 months I receive a daily report of our students who withdraw or transfer and a second report of those students who are returning from withdrawal. I use these two reports to keep our records (both student and parent) in sync on as close to a daily basis as possible. Before these reports our records were kept in sync on closer to a monthly or every other month basis depending on when we would get data from the Registrar’s Office (it wasn’t shared on a regular schedule). Jess Jessica German Director, Advancement Information Services Trinity College 300 Summit Street Hartford, CT 06106 Phone: (860) 297-2495 E-mail: jessica.german@trincoll.edu<mailto:jessica.german@trincoll.edu> Pronouns: She, Her, Hers From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG> On Behalf Of Amy Phillips Sent: Friday, January 4, 2019 12:43 PM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG Subject: [FUNDSVCS] Syncing student/parent records between Registrar and Advancement offices Good afternoon, Colleagues - TGIF! Here at CUA we synchronize student records into RE at the beginning of each semester. During the course of the semester, understandably, a number of students withdraw. We've been asked to synchronize those withdrawals back into RE on a bi-weekly schedule throughout the semester in order to keep our student and parent records more current. Question for you other higher ed folks - does your institution sync the students and/or parents records more frequently that once per semester? If so, how often? Feel free to respond directly off list to me or on list - if there are sufficient responses off/on I'll summarize the overall response back to the list. Many thanks and have a great weekend! -Amy Director of Advancement Services, Gift Acceptance Division of University Advancement The Catholic University of America 620 Michigan Avenue, E215 O'Connell Hall Washington, DC 20064 Phone: 202-319-6919 Email: phillipsajud@cua.edu<mailto:burnettm@cua.edu> [https://docs.google.com/uc?export=download&id=1tdxfrgPz6o_f-BUqZPqadEO2p0WuV5DB&revid=0Bx1FoaRWecVMcy9uUlc0b0dadStQTWlycUJVOC9ycDdQWmdnPQ]

We are on a “Status Change” distribution list from the Registrar’s Office which shows changes one-by-one as they are processed. In addition to what Jess gets, we also get leave of absence notices. I use RE’s annotations on parent records to document all student status changes for their children. This is invaluable for gift officers when they prepare to visit a parent. I also periodically send out emails to a larger campus community summarizing status changes for children of alumni and major donors. Larry Knapp Assistant Director of Advancement Services Hobart and William Smith Colleges From: Advancement Services Discussion List [mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG] On Behalf Of German, Jessica Sent: Friday, January 04, 2019 12:49 PM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG Subject: Re: Syncing student/parent records between Registrar and Advancement offices New in the past 12 months I receive a daily report of our students who withdraw or transfer and a second report of those students who are returning from withdrawal. I use these two reports to keep our records (both student and parent) in sync on as close to a daily basis as possible. Before these reports our records were kept in sync on closer to a monthly or every other month basis depending on when we would get data from the Registrar’s Office (it wasn’t shared on a regular schedule). Jess Jessica German Director, Advancement Information Services Trinity College 300 Summit Street Hartford, CT 06106 Phone: (860) 297-2495 E-mail: jessica.german@trincoll.edu<mailto:jessica.german@trincoll.edu> Pronouns: She, Her, Hers From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG>> On Behalf Of Amy Phillips Sent: Friday, January 4, 2019 12:43 PM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG> Subject: [FUNDSVCS] Syncing student/parent records between Registrar and Advancement offices Good afternoon, Colleagues - TGIF! Here at CUA we synchronize student records into RE at the beginning of each semester. During the course of the semester, understandably, a number of students withdraw. We've been asked to synchronize those withdrawals back into RE on a bi-weekly schedule throughout the semester in order to keep our student and parent records more current. Question for you other higher ed folks - does your institution sync the students and/or parents records more frequently that once per semester? If so, how often? Feel free to respond directly off list to me or on list - if there are sufficient responses off/on I'll summarize the overall response back to the list. Many thanks and have a great weekend! -Amy Director of Advancement Services, Gift Acceptance Division of University Advancement The Catholic University of America 620 Michigan Avenue, E215 O'Connell Hall Washington, DC 20064 Phone: 202-319-6919 Email: phillipsajud@cua.edu<mailto:burnettm@cua.edu> [https://docs.google.com/uc?export=download&id=1tdxfrgPz6o_f-BUqZPqadEO2p0WuV5DB&revid=0Bx1FoaRWecVMcy9uUlc0b0dadStQTWlycUJVOC9ycDdQWmdnPQ]

Monthly. Aaron Aaron Forrest CPA Senior Director Gift and Donor Services University of Rochester Office of Advancement Larry and Cindy Bloch Alumni and Advancement Center 300 East River Road Rochester NY 14627 Office 585.275.2799 / Fax 585-273-4558 Email aaron.forrest@rochester.edu [Description: Description: Description: cid:image001.gif@01C92E92.3629C5E0] <http://www.rochester.edu/> P Please consider the environment before printing this email. Confidentiality Notice: This message, including attachments may contain confidential information. Any unauthorized use, disclosure or distribution is prohibited. From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG> On Behalf Of Knapp, Larry Sent: Friday, January 4, 2019 1:19 PM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG Subject: Re: [FUNDSVCS] Syncing student/parent records between Registrar and Advancement offices We are on a “Status Change” distribution list from the Registrar’s Office which shows changes one-by-one as they are processed. In addition to what Jess gets, we also get leave of absence notices. I use RE’s annotations on parent records to document all student status changes for their children. This is invaluable for gift officers when they prepare to visit a parent. I also periodically send out emails to a larger campus community summarizing status changes for children of alumni and major donors. Larry Knapp Assistant Director of Advancement Services Hobart and William Smith Colleges From: Advancement Services Discussion List [mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG] On Behalf Of German, Jessica Sent: Friday, January 04, 2019 12:49 PM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG> Subject: Re: Syncing student/parent records between Registrar and Advancement offices New in the past 12 months I receive a daily report of our students who withdraw or transfer and a second report of those students who are returning from withdrawal. I use these two reports to keep our records (both student and parent) in sync on as close to a daily basis as possible. Before these reports our records were kept in sync on closer to a monthly or every other month basis depending on when we would get data from the Registrar’s Office (it wasn’t shared on a regular schedule). Jess Jessica German Director, Advancement Information Services Trinity College 300 Summit Street Hartford, CT 06106 Phone: (860) 297-2495 E-mail: jessica.german@trincoll.edu<mailto:jessica.german@trincoll.edu> Pronouns: She, Her, Hers From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG>> On Behalf Of Amy Phillips Sent: Friday, January 4, 2019 12:43 PM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG<mailto:FUNDSVCS@LISTSERV.FUNDSVCS.ORG> Subject: [FUNDSVCS] Syncing student/parent records between Registrar and Advancement offices Good afternoon, Colleagues - TGIF! Here at CUA we synchronize student records into RE at the beginning of each semester. During the course of the semester, understandably, a number of students withdraw. We've been asked to synchronize those withdrawals back into RE on a bi-weekly schedule throughout the semester in order to keep our student and parent records more current. Question for you other higher ed folks - does your institution sync the students and/or parents records more frequently that once per semester? If so, how often? Feel free to respond directly off list to me or on list - if there are sufficient responses off/on I'll summarize the overall response back to the list. Many thanks and have a great weekend! -Amy Director of Advancement Services, Gift Acceptance Division of University Advancement The Catholic University of America 620 Michigan Avenue, E215 O'Connell Hall Washington, DC 20064 Phone: 202-319-6919 Email: phillipsajud@cua.edu<mailto:burnettm@cua.edu> [https://docs.google.com/uc?export=download&id=1tdxfrgPz6o_f-BUqZPqadEO2p0WuV5DB&revid=0Bx1FoaRWecVMcy9uUlc0b0dadStQTWlycUJVOC9ycDdQWmdnPQ]

No students in my current gig, but in past institutions we tended to do a full sync on a semester basis (or worked in that direction from an annual process), but then got looped in on the “status change” distribution and/or a weekly/monthly report of the same. My US$0.02 worth; the usual disclaimers apply. Good luck! Alan Alan S. Hejnal Data Quality Manager Smithsonian Institution - Office of Advancement 600 Maryland Avenue SW, Suite 600E P.O. Box 37012, MRC 527 Washington, DC 20013-7012 •: 202-633-8754 | •: HejnalA@si.edu<mailto:HejnalA@si.edu> [SNAGHTML5cbfa34]<https://www.si.edu/> [AASP_FundSvcs_LOGO-01(040pct)(mark)] From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG> On Behalf Of Amy Phillips Sent: Friday, January 4, 2019 12:43 PM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG Subject: [FUNDSVCS] Syncing student/parent records between Registrar and Advancement offices Good afternoon, Colleagues - TGIF! Here at CUA we synchronize student records into RE at the beginning of each semester. During the course of the semester, understandably, a number of students withdraw. We've been asked to synchronize those withdrawals back into RE on a bi-weekly schedule throughout the semester in order to keep our student and parent records more current. Question for you other higher ed folks - does your institution sync the students and/or parents records more frequently that once per semester? If so, how often? Feel free to respond directly off list to me or on list - if there are sufficient responses off/on I'll summarize the overall response back to the list. Many thanks and have a great weekend! -Amy Director of Advancement Services, Gift Acceptance Division of University Advancement The Catholic University of America 620 Michigan Avenue, E215 O'Connell Hall Washington, DC 20064 Phone: 202-319-6919 Email: phillipsajud@cua.edu<mailto:burnettm@cua.edu> [https://docs.google.com/uc?export=download&id=1tdxfrgPz6o_f-BUqZPqadEO2p0WuV5DB&revid=0Bx1FoaRWecVMcy9uUlc0b0dadStQTWlycUJVOC9ycDdQWmdnPQ]

Hi Amy, We run Blackbaud eCRM here at Syracuse University, and we built an automated process that runs on a weekly cycle that extracts student data updates from our PeopleSoft student records environment. This student data is then imported into eCRM and a constituent update batch is created, validated and posted to eCRM. - Bill - Bill Hayes| Functional Business Analyst | Advancement and External Affairs T 315.443.9932 F 315.443.2874 E wrhayes@syr.edu<mailto:wrhayes@syr.edu> Technical Systems and Services Office 2-12, 640 Skytop Road, Syracuse, New York 13244-5160 syr.edu<https://syracuse.edu/> | giving.syr.edu<http://giving.syr.edu/> Syracuse University "The future ain't what it used to be." – Yogi Berra From: Advancement Services Discussion List <FUNDSVCS@LISTSERV.FUNDSVCS.ORG> On Behalf Of Amy Phillips Sent: Friday, January 4, 2019 12:43 PM To: FUNDSVCS@LISTSERV.FUNDSVCS.ORG Subject: [FUNDSVCS] Syncing student/parent records between Registrar and Advancement offices Good afternoon, Colleagues - TGIF! Here at CUA we synchronize student records into RE at the beginning of each semester. During the course of the semester, understandably, a number of students withdraw. We've been asked to synchronize those withdrawals back into RE on a bi-weekly schedule throughout the semester in order to keep our student and parent records more current. Question for you other higher ed folks - does your institution sync the students and/or parents records more frequently that once per semester? If so, how often? Feel free to respond directly off list to me or on list - if there are sufficient responses off/on I'll summarize the overall response back to the list. Many thanks and have a great weekend! -Amy Director of Advancement Services, Gift Acceptance Division of University Advancement The Catholic University of America 620 Michigan Avenue, E215 O'Connell Hall Washington, DC 20064 Phone: 202-319-6919 Email: phillipsajud@cua.edu<mailto:burnettm@cua.edu> [https://docs.google.com/uc?export=download&id=1tdxfrgPz6o_f-BUqZPqadEO2p0WuV5DB&revid=0Bx1FoaRWecVMcy9uUlc0b0dadStQTWlycUJVOC9ycDdQWmdnPQ]