Q: How can we use Advance bio data to control contact with our constituents?
A: We use several types of codes to make sure we are contacting constituents according to their preferences, as closely as we can. Please see the Constituency Group support page on Controlling Contact.
Q: An alumnus/a tells me that he/she got a degree from UW that is different from what is in Advance. What should I do?
A: We rely on the Student Database (SDB) for accurate degree information for degrees conferred since 1983. If an alumnus’ opinion about his or her 1983 or more recent degree differs from Advance, they need to resolve the discrepancy with SDB administration. For older degrees, STI Updates relies on information from the Registrar’s office and printed material such as the graduation booklets. Email ATS Updates if you need to research a possible degree discrepancy.
Q: How do we store and use donors’ snowbird or other seasonal addresses?
A: These addresses, which are consistent and valid for consistent periods of time annually, are stored with an address type of Seasonal Address. The comment field contains a note as to the time of year when the donor resides there.
Note: If you request a report for the purpose of donor visits, request Seasonal Addresses as well as preferred addresses and refer to the comments to see if their seasonal addresses are valid during the time of the visit.
Individual updates are made on request by the ATS Updates team (email Updates or use the “Entity Update” form in Advance). Advance users who have taken the Advance Bio Maintenance training can make direct updates to most types of records. Units including Gift Services, UWAA Membership Processing, and ARRM regularly make bio updates in the normal course of their work. And web sites with forms for submission of alumni contact information changes forward the updates to ATS.
Large data loads into Advance are chiefly managed by STI and include for example interfaces with NCOA (National Change of Address), HEPPS for UW employees, and SDB for alumni and students. Other ad hoc data loads submitted by Advance users account for some of the data maintenance that keeps our data up to date and useful.
Thirdly ATS facilitates loading of entities belonging to the Advance Constituency Groups.