Awards
Other Programs: Rollins College - Silver Medal

Category 3F: Advancement Services Programs – Other Programs
Rollins College – Training on Demand

Contact: Wendy Gasparri, director of advancement services, 1000 Holt Ave.-2756, Winter Park, FL 32789-4499, Phone: (407) 646-2331; e-mail: wgasparri@rollins.edu

Two professional staff members worked on this project.

Advancement Services Mission Statement: Advancement Services strives to provide premier service to institutional advancement in the achievement of its fundraising goals and objectives through gift administration, acknowledgement, and the creation and maintenance of information delivery systems.

Program description and impact on overall institutional advancement efforts: The advancement services department is primarily responsible for the technical training of employees within the Division of Institutional Advancement. During the fall of 2006, we saw an increased demand for SCT Banner and Nolij Web training. SCT Banner is the integrated software program that is used by the entire college. Nolij Web is an imaging software program linked to SCT Banner by unique constituent identification numbers. Unfortunately, SCT Banner and Nolij Web are not the most user friendly software programs to use. There is a large and long learning curve that accompanies the full understanding of both programs. During the summer of 2006, there was a marked influx of new employees in institutional advancement, resulting in an overwhelming number of requests for training. At that time, we identified three issues facing our department:

  • Insufficient staff members to provide one-on-one training with each new and current employee
  • Insufficient time allotted to provide one-on-one training with each new and current employee
  • Everyone learns in a different way and some trainees may prefer to learn on their own, at their one pace, and according to their individual schedule.

These issues created a significant level of stress on the limited human resources of the advancement services department. We decided that a new system had to be implemented. This marked the inauguration of our Training on Demand program of providing customized SCT Banner and Nolij Web videos.

Program Goals and Objectives:

  1. Create a training tool that could be used by institutional advancement staff at any time and any location with Internet access
  2. Create a training tool that could be accessed multiple times at the desired pace of the trainee
  3. Enhance the learning process to decrease the length and height of the learning curve
  4. Save the advancement services team valuable time by reducing scheduling coordination and limiting one-on-one training sessions
  5. Provide a training tool for trainees that are visual learners

The videos and the resulting new alternative to advancement services’ traditional training methods were first conceived in the late summer of 2006. Our first step was to sketch out the problems that needed to be addressed. From this outline, we were able to determine that our department did not have the resources to continue one-on-one training for all new and current divisional staff. We also realized that some staff members learn visually, preferring to see how the database and imaging software is used rather following step by step instructions during a one-on-one training session. In addition, the comfort level with the new system may improve more quickly if the trainee can make mistakes and repeatedly perform unfamiliar tasks without having a highly technical staff member “looking over their shoulder.” We were told by several trainees that they did not want to keep bothering our staff for help and sometimes felt embarrassed to ask questions. We decided that training videos would be a great new tool to add to our current methods of educating our divisional colleagues while solving the problems we were facing.

Each training video was created using a video capturing and editing software program called Camtasia Studio 2. First, video was set up to capture the screen while each training session was occurring. The video captured the screen along with the mouse movements, the button clicks, and the typing input. Next, the video was then loaded into the editing software where color-coded arrow and instructional comment boxes/bubbles were inserted into the video at carefully timed intervals. Minor editing is required to ensure the trainee can follow a particular training comment boxes. By design, the video only lasts a few minutes to keep the trainee thoughtfully engaged. Saving each as an HTML Web-based video, we easily uploaded the advancement services file on our Web site and used Internet Explorer formatted so that trainees could open and view the sessions. There are simple control buttons that allow the trainees to fast-forward, rewind, pause, stop, and replay the video.

The entire development process for our Training of Demand program included the advancement database coordinator with occasional managerial input from the director of advancement services. We also employed that assistance of other members of the advancement services team in testing the sessions prior to division-wide release. The program was completed in November 2006. We have a total of 18 SCT Banner training videos and eight Nolij Web training videos. The following is a list of the how-to topics:

SCT Banner Training:

  • Install and log into SCT Banner
  • Search for a constituent and organization
  • Who “owns” the record
  • Address, phone, e-mail, and biographical information
  • Employment information
  • Cross reference, spouse, and children information
  • Degree and activity information
  • Alternate names, address name, and gift society name
  • Mailing codes, salutations, and exclusion codes
  • Donor category codes
  • Constituent comments and prospect contact information
  • Organizational data, primary and secondary contact information
  • Giving history information
  • Gift solicitation and gift association information
  • Gift memo credit information
  • Matching gift information
  • Pledge information
  • Pledge solicitation information

Nolij Web:

  • Install Nolij Web on your computer
  • Log into Nolij Web
  • Initial set-up and getting started in Nolij Web
  • Open documents in Nolij Web
  • Zoom in and print documents from Nolij Web
  • Save Nolij Web documents to your computer
  • Scan documents into Nolij Web
  • Use Nolij Web with Banner

Target Audience: The target audience is the institutional advancement division and includes both new and current staff.

Program Budget: “Camtasia Studio 2” video software was required to create the videos. The cost of the software was $299.

Documented Results:

  • Short staffed and limited time – reduced the need for one-on-one training
  • Visual learners – provided a device trainees can see
  • Learn on their own time – trainees watch the videos when and where they want
  • Learn at their own pace – trainees reverse, pause, fast-forward, and replay the video as needed
  • Multiple use – trainees watch the videos again when a question arises, eliminating their discomfort or embarrassment
  • Quick answers – trainees answer their own questions ASAP because the video is on demand and there is no need to wait for an advancement services staff member to return their call or e-mail.

Conclusion: We have demonstrated, through innovation and a commitment to quality, that we live our mission statement in advancement services. Through this project, we have continued to achieve the highest level of service, accuracy, and efficiency in providing training and administrative support at Rollins College.