How often is constituent information updated in GAIL?
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.
| Name | Est. Month(s) | Data Owner | Comments |
| Athletics | August & January | Web | Update involvements for athletic rosters. |
| UGA Employment Terminations/Changes | Monthly | Human Resources | Sets UGA employment status and eliminates access to GAIL/FAME/foundation systems. |
| Deceased Search | Daily | Obituary | Local/Regional newspapers ae scanned for UGA alumni and entered if found. |
| BBIS Online Directory | Daily | BBIS | Users requesting access to our on-line directory |
| RuffaloNoelLevitz | Daily | RuffaloCody | Updates from student calling are made in system. |
| Quality Assurance | Daily | GAIL | Provide quality assurance for system updates. |
| Business Music Certificate | December & May | Business School | Certificate recipients updated in system |
| Honor Roll | Daily | GAIL | Reconcile honor roll listing for individuals donating less than $1000 |
| Government Officials | January & July | Web | New officials added in January following elections; verified prior to Annual Report |
| Freshman Students | May | Undergraduate Admissions | Incoming first-year students and parents. |
| Graduation | February, June & September | Registrar | Sets alumni status and degree year |
| Deceased Batch Search | Quarterly | DeceasedFinder | Bulk search for all living constituents to ensure they have not died. |
| Constituent Batch Search | September (annually) | PeopleFinder | Bulk search for unknown address to re-establish contact with lost constituents. |
| President’s Annual Report | June-September | Various | Mailing lists/groups/committees are updated/verified for the President’s AR mailing |
| NCOA Updates | March, June, September, December | AddressFinder | National Change of Address changes given to the post office (certificate available in GAIL for reduced postage on mailings) |
| BOR | Quarterly | Web | Committee members updated/verified |
| Retired Employees | Monthly | Human Resources | Sets retirement status for UGA retirees. |
| President’s Holiday Card | September – November | President’s Office | Mailing lists/groups/committees are updated/verified for the President’s card mailing |
| President’s Newsletter | Quarterly | President’s Office | Mailing lists/groups/committees are updated/verified for the President’s newsletter mailing |
| Duplicate Report | Quarterly | GAIL | Reconcile possible duplicates on system. |
| New Student Uploads | September & February | Registrar | Sets student status (current or matriculate) |
| Study Abroad | Semi-Annually | Study Abroad Office | Update participants in study abroad programs |
| Career Outcomes Survey | January – March | Career Center | Update recent graduates’ employment information |
| Virtual Networking Events | Monthly | Alumni Association | Update contact information and employment for online participants |
| Government Districts | May | EITS | Georgia state senate and house districts |