Q: What are Constituency Groups?
A: We refer to seven types of Advance records as Constituency Groups. They are groups of entities that UW as an institution relates to all in the same way for a given purpose. For instance, a group of people on a certain mailing list need to all be sent the same mailings at the same time, and people on a certain committee need to all be invited to the same meetings at the same time with the same advance agenda sent to them.
The seven types of Constituency Group records in Advance are:
- Activities – Events sponsored by a UW unit. Examples: ESPA-Peace Corp Signing 2000, ICA-Donor Walk of Fame
- Awards and Honors – Awards or honorific titles given either by a UW unit or non-UW affiliated group. Examples: Gates Volunteer Service Award, Nobel Prize
- Committees – Groups such as advisory boards or volunteer teams, convened by a UW unit, which entail an ongoing period of membership or service. Examples: UWB-UW Bothell Advisory Board, UW Board of Deans
- Interests – Hobbies or avocations. Examples: Astronomy, Golf, Wine
- Mailing Lists – Preferences to either receive or not receive certain kinds of contact. Examples: Don’t call for Solicitations, Exclude from Med. Alum. Mail, Friends of Arts & Sciences, U. Press-Campus Authors
- Sport – Intermural sports team participation while attending UW. Examples: Golf – Women, Tennis – Men
- Student Activities – Groups or activities participated in while entity was a student. Examples: Airforce ROTC, ASUW, Phi Beta Kappa Honor Society
The groups are are part of people’s history of relationship with the UW. The data itself can be used to generate mailing labels or to seed another group. For instance, you could use the list of Activity Participants to seed a Mailing List for a newsletter, then generate mailing labels for the newsletter by requesting that mailing list in an ad hoc report request.
Q: How can I use Constituency Group codes to control how and when our constituents receive or are excluded from contact by the UW??
A: There are several broad tiers of contact control, many of which are indicated by Mailing List membership:
- No contact whatsoever (Entity Status R)
- Exclusion from solicitations (Mail Control Code 1 or 3)
- Exclusion from solicitations of certain types or from certain UW organizational units (Mailing List membership)
- Exclusion from certain publication mailings (Mailing List membership)
- Exclusion from mailings by certain UW organizational units (Mailing List membership)
- Exclusion from email contact or emails from certain UW organizational units (Mailing List membership)
- Exclusion from being listed in public donor lists (Mailing List membership)
You can send constituent requests for contact or exclusion from types of contact to firstname.lastname@example.org and the ATS staff will configure the proper codes to achieve the closest match possible to the request being made.
Q: How can I view all members of a particular Constituency Group?
A: Use the Advance Lookups. Choose one of the following templates: Bio – Activity Participant, Bio – Committee Participant or Bio – Mailing List, and choose the applicable list code.
New Code Request
Q: How can I request a new Constituency Group code for my Mailing List, Committee, Event, etc.?
A: Request a new code using the Request for Constituency Group form. It will then be possible to use the code yourself for maintaining a list or through questions on the form, work with ATS to create and maintain the group membership.