Provide Accurate Information In The Database, Raiser's Edge
Advancement Services researches, collects, and updates alumni records to provide accurate information for Development, Alumni, and College's purposes.
Objective
Increase Number Of Valid Address On The Database To 96,000 And Alumni With Valid Addresses To 90,000
Advancement Services will collect and update accurate address information of alumni and friends throughout the year.
Indicator
Valid Addresses On Database
Total number of valid addresses on database. Query the database.
Criterion
Valid Addresses on Database
Total number of valid addresses on the database will be 96,000 by August 31, 2009. Total number of alumni with valid addresses on the database will be 90,000 by August 31, 2009.
Finding
Valid Addresses On Database
Projected year end 2009 totals for total valid addresses on the databases are 98,000 and total alumni with valid addresses are 91,500. Final year end totals for valid addresses on the database are 98,208 and alumni with valid addresses are 91,847.
Action
Valid Addresses On Database
We are projected to meet our goal of updating alumni and friend's addresses. By meeting these goals, 83% of the addresses on Raiser's Edge are valid. We will strive increase this percentage of accuracy on Raiser's Edge by collecting addresses through data vendors, utilizing directory assistance through the internet, and keeping in contact with alumni through mailings and the Phonathon program.
Objective
Increase The Number Of Valid Phone Numbers To 79,000 And Alumni With Valid Phone Numbers To 74,000
Advancement Services will research and update phone numbers using various information sources and update accurate phone numbers of friends and alumni. Alumni phone numbers will be validated through the Phonathon Program.
Indicator
Valid Phone Numbers On Database
Total number of valid phone numbers on database. Query the database.
Criterion
Valid Phone Numbers on Database
Total number of valid phone numbers on the database will be 79,000 by August 31, 2009. Total number of alumni with valid phone numbers on the database will be 74,000 by August 31, 2009.
Finding
Valid Phone Numbers On Database
Projected year end 2009 totals for total valid phone numbers on the databases are 79,000 and total alumni with valid phone numbers are 74,000. Final year end totals for valid phone numbers on the database are 82,586 and alumni phone numbers are 77,668.
Action
Valid Phone Numbers On Database
We are projected to meet our goals of updating alumni and friend's phone numbers. By meeting these goals, 72% of the records on Raiser's Edge have valid phone numbers. To increase the number of valid phone numbers we will utilize mailings, phonathon, online directories and several vendors. We will also send emails to people on Raiser's Edge encouraging alumni and friends to update their current information including addresses and phone numbers.
Objective
Increase The Number Of Valid Email Addresses To 39,000 And Alumni Email Addresses To 37,500
Email addresses will be collected thought the Phonathon Program, mail outs, and other alumni.
Indicator
Valid Email On Database
Total number of valid email addresses on database. Query the database.
Criterion
Valid Email Addresses on Database
Total number of valid email addresses on the database will be 39,000 by August 31, 2009. Total number of alumni with valid email addresses on the database will be 37,500 by August 31, 2009.
Finding
Valid Email On Database
Projected year end 2009 totals for total valid e-mail addresses on the databases are 30,000 and total alumni with valid e-mail addresses are 28,500. Final year end totals for valid e-mail addresses on the database are 39,914 and alumni with valid e-mail addresses are 38,202.
Action
Valid Emails On Database
We are not projected to meet our goals for valid emails on Raiser's Edge. Currently, 30% of the records on Raiser's Edge have a valid email address. To increase the number of valid emails on Raiser's Edge we have worked closely with SHSU Computer Services to delete bad emails from our database. To find more email addresses of our alumni and friends we are encouraging the Phonathon program to help us gather this information when calling alumni. We have also purchased emails from several data vendors and will continue to use vendors in the future to find emails. We are also developing new policies for bounce back emails to keep the database up to date with valid email addresses.
Objective
Increase Number Of Records Updated On The Database To 300,000
Advancement Services will update database with new information and maintain current records.
Indicator
Records Updated On Database
Total number of records updated on database. Query the database.
Criterion
Updated Records on Database
Total number of records updated on the database will be 300,000 by August 31, 2009.
Finding
Updated Records On The Database
Projected year end 2009 totals for total records updated on the database are 315,000.
Updates include marking 3,165 people as deceased. Researching and finding valid addresses for 4,159 records and researching and updating 6,523 alumni records from the Registrar's Transcript Vault. In addition we have updated gifts records, membership records, business information, and contact information.
Final year end totals for records updated are 365,587.
Action
Updated Records On The Database
Currently there are 120,641 records on Raiser's Edge. We are projected to make 315,000 updates to the records on Raiser's Edge. It is projected that we will increase the number of updates made on Raiser's Edge when we add graduates of SHSU and add gifts, alumni memberships, appeals, and current contact and business information of our alumni and friends.
Objective
Increase The Number Of Data Requests To 1,000
Advancement Services will provide labels, reports, and information based on current records in the database to any department or college that submits a data request.
Indicator
Data Requests
Total number of data requests made to Advancement Services. Refer to the Data Request Worksheet
Criterion
Data Requests
Total number of data requests fulfilled will be 1,000 by August 31, 2009.
Finding
Data Requests
Projected year end 2009 totals for total number of data requests are 2,000. Final year end totals for number of data requests are 2,450.
Action
Data Requests
We are projected to receive 2,000 Data Requests. Most of the Data Requests received are from the Development team, Alumni Office, and Marketing Department. To have make our information more available to other departments we need to be more accessible to the colleges and departments on campus. We are in the process of reviewing our policy and procedures to find ways that will make Colleges and Departments more aware of the information that we can provide them for mailings to alumni. We also want to explore ways to have more of a presence on the internet to be more accessible to other departments and colleges.