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.
Terminations/Changes Daily Human Resources Sets UGA employment status and eliminates access to GAIL/ONESolution/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
UGA Employee February & September Human Resources Sets current faculty/staff indicator and campus address
Government Officials January & July Web New officials added in January following elections; verified prior to Annual Report
Freshman Students July Undergraduate Admissions Incoming first-year students and parents.+D4:D4:D36
Graduation July & February Registrar Sets alumni status and degree year
Deceased Batch Search June DeceasedFinder Bulk search for all living constituents to ensure they have not died.
Constituent Batch Search June (every other year) 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)
Government Districts May EITS Georgia state senate and house districts.
Retired Employees Monthly Human Resources Sets retirement status for UGA retirees.
BOR Quarterly Web Committee members updated/verified
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.
Student Uploads September & February Registrar Sets student status (current or matriculate)
President’s Holiday Card September-November President’s Office Mailing lists/groups/committees¬† are updated/verified for the President’s card mailing
Study Abroad Semi-Annually Study Abroad Office Update participants in study abroad programs
Virtual Networking Events Monthly Alumni Association Update contact information and employment for online participants
Honor Roll Daily GAIL Reconcile honor roll listing for individuals donating less than $1000
Career Outcomes Survey January-March Career Center Update recent graduates’ employment information
Matching Gift Relationships Monthly GAIL MatchFinder updates and matching gift relationships added for employees