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.
KPI
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. Raiser's Edge will have 118,000 valid addresses.
Result
Valid Addresses
For FY 2013, there are 121,569 valid addresses on Raiser's Edge.
KPI
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. Raiser's Edge will have 98,000.
Result
Valid Phone Numbers
For FY 2013, there are 114,125 valid phone numbers on Raiser's Edge.
KPI
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. Raiser's Edge will have 60,000 total valid e-mail addresses.
Result
Valid E-mails
For FY 2013, there are 63,482 valid e-mails on Raiser's Edge.
Action
Future Information Collection
Advancement Services will seek updated data with NCOA reports every 3 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.
KPI
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. We will have 5,250 data requests (reports, lists, labels) from Development, Alumni, and various Colleges and Departments at Sam Houston State University.
Result
Data Requested
For FY 2013, there are 6,039 data requests on Raiser's Edge.
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.
KPI
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. We will update 1,700,000 records in Raiser's Edge in FY 2013.
Result
Records Updates
For FY 2013, there are 1,946,392 total records updated on Raiser's Edge.
Action
Future Update Actions
In order to ensure its updated alumni record numbers, Advancement Services will request ongoing funding of student worker positions which have been instrumental in the updating process. A request for an additional full-time staff member will also be implemented to assist with furthering the processes for record updating. We will also run the NCOA (National Change of Address Report) every three months to capture needed updates.