Constituent Information Update Schedule
Information is constantly being updated in GAIL by our users, but some projects and processes occur regularly that require large data updates. Knowing the estimated timing of such projects can help you plan your communications in order to use the freshest information available to us.
The list below outlines the schedule that the Constituent Management team follows for keeping GAIL data up to date. It includes both special projects and daily tasks and is broken down by how often each process/project occurs.
Career Outcomes Survey
Received in March
Data Owner: Career Center
Update recent graduates’ employment information
Government Districts
December/January
Data Owner: EITS
Georgia state senate and house districts
President’s Annual Report
June – September
Data Owner: Various
Lists/groups/committees are updated and verified for the President’s Annual Report mailing
President’s Holiday Card
September – November
Data Owner: President’s Office
Mailing lists/groups/committees are updated and verified for the President’s card mailing
Athletics
August & January
Data Owner: Web
Update involvements for athletic rosters
Freshmen Students
April & June
Data Owner: Undergraduate Admissions
Incoming first-year students and parents
Government Officials
January & July
Data Owner: Web
New officials added in January following elections; verified prior to Annual Report
Student Uploads
September & February
Data Owner: Registrar
Sets student status (current or matriculate)
Student Greek Life Updates
Semi-Annually
Data Owner: Registrars
Update Fraternity and Sorority members
Graduation
January, June, & August
Data Owner: Registrars
Updates graduating students status to graduated
Board of Regents
Data Owner: Web
Committee members updated/verified
Deceased Batch Search
January, April, July, & October
Data Owner: DeceasedFinder
Bulk search for all living constituents to ensure they have not died
NCOA Updates
March, June, September, December
Data Owner: AddressFinder
National Change of Address changes given to post office (certificate available in GAIL for reduced postage on mailings)
President’s Newsletter
Data Owner: President’s Office
Mailing lists/groups/committees are updated and verified for the President’s newsletter mailing
License Plate Donations
Data Owner:
Matching Gift Relationships
Data Owner: Annual Giving Office
MatchFinder updates and matching gift relationships added for employees
Retired Employees
Data Owner: Human Resources
Sets retirement status for UGA retirees
UGA Employees (Current)
Data Owner: Human Resources
Sets current faculty/staff indicator and campus addresses
employment for online participants
UGA Bookstore Purchases/Raffles
Data Owner:
Xinspire / UGA Mentor Program Updates
Data Owner: Career Center
Employee Terminations/Changes
Data Owner: Human Resources
Sets UGA employment status and eliminates access to GAIL/FAME/foundation systems
Adding Emails
Ongoing
Data Owner: SCUs, Blackbaud, LiveAlumni
Collecting emails is an ongoing process in which Records works with Schools/Colleges/Units to collect emails from students and alumni and utilizes external vendors such as Blackbaud and LiveAlumni to update missing emails when resources are available
BBIS Online Directory
Data Owner: BBIS
Users Requesting Access to our online directory
Deceased Search
Data Ownter: Obituary
Local/regional newspapers are scanned for UGA alumni and entered if found
Employee Terminations/Changes
Data Owner: Human Resources
Sets UGA employment status and eliminates access to GAIL/FAME/foundation systems
Honor Roll
Data Owner: GAIL
Reconcile honor roll listing for individuals donating less than $1,000
Quality Assurance
Data Owner: GAIL
Provide quality assurance for system updates
Ruffalo Noel Levitz
Data Owner: RuffaloCody
Updates from student calling are made in system