Maintain And Collect Current Contact Information Of Alumni And Friends Of SHSU
As part of the divisions efforts to secure private support for the university, our department will meet the valid contact information goal for Alumni and Friends set for us in the President's Performance Indicator Report. This information will be maintained and updated daily to enhance alumni giving and involvement.
Indicator
Valid Addresses On Database
The number of valid addresses on Raiser's Edge will indicate how effectively we will be able to reach Alumni and Friends with mail communication. Valid addresses are difficult to maintain
Criterion
Total Valid Addresses
Raiser's Edge will have 108,000 valid addresses.
Finding
Valid Addresses
For FY2011, there are 110,161 valid addresses on Raiser's Edge. This number meets the goal set in the President's Performance Indicator Report. We easily met the goal for valid addresses although these change when people relocate without forwarding their new address to our office.
Indicator
Valid Phone Numbers On Database
The number of valid phone numbers on Raiser's Edge will indicate how well we are able to contact Alumni through the Phonathon program in Development
Criterion
Total Valid Phone Numbers
Raiser's Edge will have 90,000 valid phone numbers.
Finding
Valid Phone Numbers
For FY2011 there are 92,620 valid phone numbers on Raiser's Edge. This number meets the goal set in the President's Performance Indicator Report. We were able to surpass the set goal. Valid phone numbers are difficult to maintain when people move, change phone numbers, or become exclusively cell phone users.
Indicator
Valid E-mail Addresses On Database
The number of valid e-mails on Raiser's Edge will indicate how well SHSU can contact Alumni with relevant events and information concerning SHSU.
Criterion
Total Valid E-mail Addresses
Raiser's Edge will have 53,000 total valid e-mail addresses.
Finding
Valid E-mail
For FY2011 there are 50,131 valid e-mails on Raiser's Edge. This number does not meet the goal set in the President's Performance Indicator Report. It is difficult to maintain valid e-mails when people change internet services or change their e-mail address without forwarding the changes to our office. Occasionally, we encounter a person who does not use the internet at all.
Action
Future Information Collection
Advancement Services will seek updated data with NCOA reports every 2 months, return mail requests 3 times a year, yearly emails to alumni and friends requesting updated contact information, requesting colleges forward all returned mail and email addresses to our department for research and update, and sending out lost addresses and emails to companies which specialize in updating this type of information.
Goal
Cultivate Success Within The University
Cultivate Success within the University
Objective
Effectively And Efficiently Provide Accurate Donor Information To Departments Within SHSU
Meet the data request goal set for Advancement Services by the President's Performance Indicator Report. The information that we collect and maintain will allow Colleges and Departments to effectively communicate with Alumni and Donors, thus better ensuring the success of their efforts. Colleges and Departments can request Alumni contact information to send newsletters and event mailings. The Alumni Association will request information regarding membership and mailing requests. Development will request Donor reports, Alumni contact information, and Business information necessary for Donor Solicitation.
Indicator
Data Requested
The number of Data Requests received by the Advancement Services department will indicate how well we are serving as a bridge between our Alumni and Friends, and the university.
Criterion
Data Requested
We will have 3,700 data requests (reports, lists, labels) from Development, Alumni, and various Colleges and Departments at Sam Houston State University.
Finding
Data Requested
For FY2011 there are 3,891 data requests on Raiser's Edge. This number meets the goal set in the President's Performance Indicator Report. It is also several hundred more than in 2009-2010. As the University community becomes aware of our service, they make more inquiries.
Action
Future Data Requests Actions
Advancement Services will inform the colleges and departments of the university as to the availability of their data request services. This includes attending staff council meetings and department meetings. The internet link to the label request form will be moved to an area that is easier for colleges to find. The label request form will be updated to make it easier to complete and include more examples and explanations.
Objective
Maintain And Update Accurate Alumni Records
Advancement Services will meet the goal for updating and maintaining alumni records set for them by the President's Performance Indicator Report. This entails updating and maintaining Alumni records including but not exclusive of donations, alumni membership, business information, education, solicitation responses, opt out information, appeals, attributes, and general contact information. Keeping this information as up-to-date as possible will help to ensure the continued success of initiatives both within the department and throughout the university community.
Indicator
Number Of Records Updated
Advancement Services will count the number of records we update on a monthly basis as an indicator of how well we are maintaining the Alumni Records on Raiser's Edge.
Criterion
Records Updated
We will update 900,000 records in Raiser's Edge in FY 2010.
Finding
Records Updated
For FY2011 there are 1,138,270 total records updated on Raiser's Edge. This number meets the goal set in the President's Performance Indicator Report. It requires additional staff to update this number of records. Thus far, we have been blessed with student worker positions that increase our productivity in this area.
Action
Future Update Actions
In order to maintain its updated alumni record numbers, Advancement Services will request the continued funding of student worker positions which have been instrumental in the updating process. We will also run the NCOA (National Change of Address Report) every to months to capture needed updates.