Updated Marriage Options Screen
We have updated the layout of the Marriage screen for a more streamlined experience updating this information. The Marriage Options screen now includes the personal information name elements and aliases; name formats; contact information and documentation notes on one tab for each individual.
Information can be updated directly on the tabs rather than having to go to each person’s record. Also, only Residence address is being copied between spouses. No other types of addresses will copy and no phone or email information will copy so you do not have to remove information that does not belong to one person.
Review updated instructions for marrying two existing constituents, marrying constituents where only one record exists in GAIL, and divorcing two constituents.
Marrying Two Existing Constituents
Step 1. If you’re joining two records already in the system go to the record of the person who will be the primary member of their household – the graduate, matriculate or student should always be the primary member over a donor, faculty, staff or relation only. In the case in which both individuals are graduates, matriculates or students, then the male should be the head of household/primary member.
Step 2. From the navigation bar on the left side of the screen select the option to Add Spouse.
Step 3. Use the search feature to locate the second individual being joined.
Step 4. The individual’s name will be filtered into the Spouse box.
Step 5. Establish the relationship between the two individuals (Spouse, Significant Other, Partner). Select Save. Tabs for each individual will appear displaying the relevant sections for each person that should be reviewed.
Step 6. Select Save. Tabs for each individual will appear displaying the relevant sections for each person that should be reviewed.
Step 7. If you began on the individual whose address will remain current to establish the marriage their address has been labeled as the primary for the record you are joining to theirs. The second individual still has their address labeled as a current residence as well and this should be end-dated. Select the drop-down arrows beside their name and former address. Choose Edit. Insert an end date. F3 inserts today’s date. Select save.
Step 8. No other contact information elements will be copied between records. All email addresses and phone numbers will only display on the original record.
Step 9. Name changes can be made directly from the screen displayed as well and all name formats can be created or edited directly within the Marriage Options screen on both tabs.
Step 10. Documentation notes can be added within the Marriage Options screen as well on both tabs. This should be done for both records. Both names should be listed in the documentation note.
Step 11. Verify that the correct individual is the primary member of the household (which name is listed first). The graduate, matriculate or student should always be the primary member over a donor/faculty/staff/relation only. In the case in which both individuals are graduates/matriculates/students then the male should be the head of household. To update the head of household select the household record and then the Members tab. Use the drop-down arrows under the individuals’ names to select the correct primary member.
Marrying Constituents When Only One Record Exists
Step 1. If, after searching, you have determined that only one individual involved in the marriage exists on the system a record must be added for the other individual.
Step 2. From the record that is on the system, on the left side task menu select Add Spouse.
Step 3. From the Add Spouse screen, select the Quick Add button to establish a record for the second individual.
Step 4. Input the relevant information for the individual being added to the system such as name, title, gender and an information source.
Step 5. Click Save.
Step 6. Establish the relationship between the two individuals by selecting appropriate relationship titles (Spouse, Partner or Significant Other) in drop down box.
Step 7. Select Save. The marriage options screen will now appear with tabs for each individual.
Step 8. The Address portion should be correct since one individual was added to the system without any contact information of their own thus there is no address information that must be reconciled unless the business address was the primary address in which the residence address should be manually copied to the spouse and made the spouse’s primary address.
Step 9. No other contact information will be copied between records such as phone numbers or email addresses.
Step 10. Name changes can be processed directly within the marriage options screen and name formats can be edited or created as well. Aliases are available to label former or maiden names when necessary.
Step 11. Documentation notes can also be added within the marriage options screens for each individual. You can also cut and paste from correspondence or other source into notes. For this example: Kellie Judy is married to Nicholas Judy via phone call from Kellie.
Step 12. Verify that the correct individual is the primary member of the household (which name is listed first). The graduate, matriculate or student should always be the primary member over a donor/faculty/staff/relation only.
Divorcing Two Constituents
Step 1. From the left side task menu select Remove Spouse.
Step 2. Change the relationship to Ex-Spouse for both individuals listed.
Step 3. Today’s date will automatically populate the end date field and the Dissolve Household check box will be checked with a Divorce/Separation reason. If the reason is not Divorce/Separation it will need to be manually changed.
Step 4. Select Save.
Step 5. You will automatically be taken to a Remove Spouse Options screen in which each person will have a tab.
Step 6. The two should not be left at the same address therefore; a new address should be added. Select Addà Address
Step 7. Input new address information including Type, mailing address, start date and information source.
Step 8. Select the box next to Recently moved/changed from this address? and choose the previous/old address.
Step 9. Select Save.
Step 10. The same procedures should be applied to phone number as well if it is a shared line between the two. Do not delete the phone number as that removes it from the record completely. If there is not a new phone number edit it by selecting Do not Call this Number.
Step 11. Under the Personal Information section for each the marital status should be changed to divorced and any name elements can be updated as needed. If the female’s title is Mrs. it should be changed to Ms. in both Title and Title 2.
Step 12. Name formats can also be edited and joint name formats should be deleted including:
- Honor Roll – Joint
- Joint Formal Addressee
- Joint Formal Salutation
- Joint Informal Addressee
- Joint Informal Salutation
- Joint Invitation Name Assembly
Step 13. Documentation pertaining to the divorce can be noted at the bottom of the marriage options screen and should be copied to the other individual’s tab as well.
Step 14. From the Explorer Bar, select one of the individuals to return to their constituent page.
Step 15. The link to their ex-spouse has been moved to the Relationships tab.
