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 128,000 valid addresses.
Result
Valid Addresses
For FY 2015, there are 130,318 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 121,000.
Result
Valid Phone Numbers
For FY 2015, there are 122,962 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 69,000 total valid e-mail addresses.
Result
Valid E-mails
For FY 2015, there are 68,211 valid e-mails on Raiser's Edge.
Action
Future Information Collection
Advancement Services will seek updated data via NCOA reports every 3 months, return mail requests 3 times a year, yearly e-mails to alumni and friends requesting updated contact information, requesting colleges forward all returned mail and e-mail addresses to our department for research and update, and sending out lost addresses and e-mails to companies specializing 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 6,800 data requests (reports, lists, labels) from Development, Alumni, and various Colleges and Departments at Sam Houston State University.
Result
Data Requested
For FY 2015, there are 7,144 data requests from 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 kept in an area that is easy for colleges to find.
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 2,000,000 records in Raiser's Edge in FY 2015.
Result
Records Updated
For FY 2015, there are 2,147,573 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. We will also run the NCOA (National Change of Address Report) every three months to capture needed updates.