Conferences & Training
Gift Processing and Records Management Workshop: Spring

Program

Day 1 Day 2 Day 3
Day 1, Wednesday, May 9

NOON-1:00 PM
Registration

1:00-1:15
Welcome and Introduction

1:15-2:15
Faculty TEN Talks
Join the faculty as each presents a ten-minute TED style talk to kick of the conference with thought provoking, creative ideas.

2:30-3:30 
Effective Customer Service in Advancement Services: A Brave Approach to Best Practice
At its core, an advancement services shop is a service-based organization—one that ultimately measures its success by how effectively it can deliver quality customer service to a diverse set of internal and external customers. Yet this can often feel like walking a tightrope between conflicting needs. So, if you are looking for ways to strike that ideal balance, then join us! Review best practices in the delivery of customer service to advancement services’ diverse and unique customer base. Learn how to better manage the customer experiences through mindful intentions and how to conquer the fear of customer-satisfaction-survey highs and lows once and for all.

3:45-5:00
Elective Sessions (choose one)

  • Keeping It Clean: Take an Active Approach to Data Hygiene
    Learn how to set and achieve data hygiene goals. The session covers developing data entry standards, audits and appends. Discover how to use your data hygiene metrics to "advertise" for the advancement services team.
  • CASE Standards
    Do you know the CASE Standards and Management Guidelines are for reporting, including campaign reporting? Learn the basic framework, with highlights of best practices and decision factors. Explore topics ranging from pledge write-offs to insurance gifts, gifts in kind, and alumni participation. Bring the questions that bedevil you at your institution.
  • P.R.O.C.E.S.S.ing Phone Conversations Hotline Calls
    You’re working happily at your computer, taking care of gift batches or going through a spreadsheet, when all of a sudden, the phone hotline rings. Your heart starts racing and your imagination runs wild picturing the angry so-and-so on the other line, who only wants to ruin your day. Sound familiar? Erase that anxiety, all you have to do is P.R.O.C.E.S.S. Learn how to handle whatever is on the other end of the phone with grace, ease and panache. Who knows? You might even start looking forward to that hotline ringing.

5:00-6:00
Networking Reception
Join conference speakers and your colleagues to network and socialize after the first day of the conference. Drinks and hors d'oeuvres will be provided.

6:00 
Conference Adjourns for the Day
Dinner on your own

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Day 2, Thursday, May 10

8:00-9:00 AM
Breakfast and Roundtable Discussions
Join your peers for optional small group discussions during breakfast. Share your biggest challenges, review hot topics and discuss solutions with your peers. A continental breakfast will be provided.

9:00-10:15
Elective Sessions (choose one):

  • New Approaches to Processing Pledge Reminders and Tax Receipts 
    Does everything else in your office screech to a halt when it’s time to send pledge reminders? Are you thinking there must be a better way to receipt your donors efficiently and accurately without sacrificing stewardship? Do you have delinquent pledges gathering dust in the corner? Maybe you’re not 100 percent sure your receipts are CASE/FASB/IRS compliant to begin with. Discover best practices for sending these critical documents to your donors and boost your department’s role in that critical donor engagement continuum.
  • Privacy Standards and Advancement: FERPA, HIPAA, and Getting the Job Done
    Advancement professionals at educational institutions need access to information from student and alumni records that are protected by FERPA. Grateful patient programs at healthcare organizations need access to healthcare records that fall under HIPAA. In this session we'll look at these two privacy laws from a distinctively advancement-focused perspective, looking at the FERPA and HIPAA provisions that provide us the access that we need to do our jobs while maintaining the highest standards of FERPA and HIPAA compliance.
  • More than Just a Measurement: Making Your Bio and Gift Metrics Work Harder So You Can Work Smarter
    Metrics are all the rage in advancement services shops these days, but when we talk metrics do we know exactly what we are measuring and why? Explore ways to involve your whole team and drive the behavior and performance you are looking for in a positive way. At the end of the session you will leave with resources, tools and techniques to develop and/or refine your metrics program for gift and/or biographic data.

10:30-11:45
Elective Sessions (choose one)

  • Data Enhancement Practices
    Maintaining and enhancing constituent data is a continual process for records management teams, whether that’s getting a new address after a move, finding a phone number to support a calling program, or identifying a potential prospect in a database. What are nonprofit institutions doing to enhance their data? In 2016, the Smithsonian Institution’s Office of Advancement conducted a detailed survey about 20 data quality/data enhancement practices, from basic NCOA processing to employment appends to wealth screenings to social media appends. In this session we’ll look at what the survey respondents said about the data enhancement practices are being conducted, the use of vendors, how results are reviewed and applied, and how satisfied the nonprofits are with the results. We’ll also look at a number of the specific enhancements to provide advice about how to make those projects as successful as possible. You’ll have an opportunity to share your successes, challenges and lessons learned.
  • Gifts and Records Entry: The Foundation of Analytics 
    As a records and/or gifts professional, you possess information that is critical to the success of any fundraising data analytics project undertaken by your team. We’ll look at how analytics projects rely on the data you manage, your potential role in an analytics project, and career paths to analytics. And we’ll also get nitty-gritty, taking a look at some of the fields that are most important in analytics work, including gift and biographic data known to be predictive of major gift capacity.
  • Electronic Gift Transmittals and Adjustments
    Eliminate duplicate (and triplicate) data entry error, increase turnaround time, and improve accuracy by ditching all that paper and switching to electronic transmittal logs for your new gifts, pledges, as well as adjustments. Particularly beneficial for institutions with offices in different locations, this session will explore how you can adopt and adapt your existing systems to become an even better well-oiled machine.

11:45 AM-1:15 PM
Lunch On Your Own

1:15-2:30
Conversations by System/Database type

2:45-4:00 
Elective Sessions (choose one)

  • Small (but Mighty) Shops Workshop
    Come to this session prepared to discuss the most exciting solutions you've learned about here at the conference...which you are pretty sure will never work in your shop because of your size. We will use our collective brainpower to solve problems and share ideas that will work in small shops, from scaling down large shop solutions to abandoning some tropes of advancement services. Please bring questions, current challenges and creative solutions that have worked for your shop.
  • Integrating Gift Processing and FASB Accounting Standards
    Philanthropic gifts have a double life, equally vital to the advancement team that raises them and to the finance office that accounts for them. Good communication between these offices is essential. That communication can, however, be complicated, because advancement and finance look at these transactions a little differently. This session will help advancement professionals understand what gift revenue looks like from the finance side, identify specific types of gifts that require special attention, and generally equip advancement staff to be the best possible partners for their colleagues in the finance office. (It will also help anyone from finance understand why advancement looks at gifts the way that we do!)
  • Gift Processing and Bio Records Working Together
    Gift processing and biographical records have often been viewed as two separate function, sometimes in entirely different departments. By cross-training staff and breaking down the barriers that organizational structure may impose, much greater overall capacity can be achieved. Explore various ways to achieve this, which will only become more important in times of shrinking budgets.

4:15-5:15
Faculty Panel Q&A
End day two with a discussion with our faculty panel. Come prepared with your questions.

5:15
Conference Adjourns for the Day
Dinner on your own

 

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Day 3, Friday, May 11

8:00-9:00 AM
Breakfast and Faculty Office Hours
Join your peers for optional small group discussions during breakfast. Sign-ups for faculty office hours are available at the registration desk. A continental breakfast will be provided.

9:00-10:15
Elective Sessions/Attendees Choice
Attendees will have an opportunity to vote on the top three sessions they'd like to have repeated.

10:30-11:30
Careers In Advancement Services
In our youth, every one of us aspired to be advancement services professionals, right? Not so much. How did we get to where we are, and more importantly, where are we going? This session, with reflections from all of the faculty, will examine the range of career paths available to us from our current positions.

11:30 AM-NOON
Closing Remarks

NOON
Conference Adjourns

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Day 1 Day 2 Day 3