Do you ever wonder how often or when constituent records and lists are updated in GAIL? If so, read this:

This document outlines the schedule that the Alumni Records group follows for GAIL Records Management. This list contains both special projects as well as daily tasks.

NameEst. Month(s)Data OwnerComments
AthleticsAugust & JanuaryWebUpdate involvements for athletic rosters.
UGA Employment
Terminations/Changes
MonthlyHuman ResourcesSets UGA employment status and eliminates access to GAIL/FAME/foundation systems.
Deceased SearchDailyObituaryLocal/Regional newspapers ae scanned for UGA alumni and entered if found.
BBIS Online DirectoryDailyBBISUsers requesting access to our on-line directory
RuffaloNoelLevitzDailyRuffaloCodyUpdates from student calling are made in system.
Quality AssuranceDailyGAILProvide quality assurance for system updates.
Business Music CertificateDecember & MayBusiness SchoolCertificate recipients updated in system
Honor RollDailyGAILReconcile honor roll listing for individuals donating less than $1000
Government OfficialsJanuary & JulyWebNew officials added in January following elections; verified prior to Annual Report
Freshman StudentsMayUndergraduate AdmissionsIncoming first-year students and parents.
GraduationFebruary, June & SeptemberRegistrarSets alumni status and degree year
Deceased Batch SearchQuarterlyDeceasedFinderBulk search for all living constituents to ensure they have not died.
Constituent Batch SearchSeptember (annually)PeopleFinderBulk search for unknown address to re-establish contact with lost constituents.
President’s Annual ReportJune-SeptemberVariousMailing lists/groups/committees  are updated/verified for the President’s AR mailing
NCOA UpdatesMarch, June, September, DecemberAddressFinderNational Change of Address changes given to the post office (certificate available in GAIL for reduced postage on mailings)
BORQuarterlyWebCommittee members updated/verified
Retired EmployeesMonthlyHuman ResourcesSets retirement status for UGA retirees.
President’s Holiday CardSeptember – NovemberPresident’s OfficeMailing lists/groups/committees are updated/verified for the President’s card mailing
President’s NewsletterQuarterlyPresident’s OfficeMailing lists/groups/committees are updated/verified for the President’s newsletter mailing
Duplicate ReportQuarterlyGAILReconcile possible duplicates on system.
New Student UploadsSeptember & FebruaryRegistrarSets student status (current or matriculate)
Study AbroadSemi-AnnuallyStudy Abroad OfficeUpdate participants in study abroad programs
Career Outcomes SurveyJanuary – MarchCareer CenterUpdate recent graduates’ employment information
Virtual Networking EventsMonthlyAlumni AssociationUpdate contact information and employment for online participants
Government DistrictsMayEITSGeorgia state senate and house districts