Conferences & Training
Program - Summer Institute in Advancement Services

 


Day 1
Day 2
Day 3
Day 4
Day 5

Day 1, Monday, Aug. 1

NOON-2:00 PM
Residence Hall Check in and Institute Registration
10 Buick St. Residence Halls

2:15-3:15
Welcome and Introductions

3:15-3:45
Advancement Services Primer
Did you know advancement services is the backbone for all fundraising and development? Do you know where you fit within the advancement services department? What you do every day has an impact on your institution's ability to raise funds and engage constituents. This session will help you get a lay of the land and prepare you for all the institute has to offer.

4:00-5:15
What's Happening This Week
Find out what each track will cover.

5:15-5:45
Project Group Meetings

6:00- 8:00
Welcome Reception and Cookout
Join institute faculty and colleagues to network and kick off this year's institute.

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Day 2, Tuesday, Aug. 2

7:00-8:00 AM
Breakfast

8:15-8:30
Announcements

8:30-9:30
Policies and Procedures: The Roadmap for Consistency, Competence and Compliance
A clearly articulated (and easily implemented) set of policies and procedures supports every advancement operation's long-term ability to maintain data accurately and comply with government requirements. Discuss the difference between policy and procedures and learn why you should have a good set of both. Identify the most important policies and procedures to have on the books and gain ideas for writing, format and distribution.

9:40-10:40
Elective Sessions (choose one)

  • Data Standards and Documentation
    Finding time to establish proper data entry standards and produce accurate documentation is not always a high priority, but it should be. Discuss the thought process behind defining standards, and identify who to involve in this process and how to communicate these decisions to your colleagues. The data and documentation police will examine the reasons for data standardization and documentation and discuss mechanisms to enforce compliance.
  • Building an Advancement Services Staff
    Are you building (or rebuilding) an advancement services team? What does a good candidate look like? Do they have to have prior experience with your database? What qualities will ensure their success? Once you have them on board, what should you as their manager do to help them be the best in their current job while preparing them for future roles? This session will provide an overview of successful hiring and retention as well as giving some thought to strong succession planning.

10:50-11:50 
Elective Sessions (choose one)

  • Acknowledgements and Advancement Services
    Donors expect a lot of things, but a prompt and appropriate thank you is at the top of the list. What does it take to put together an effective acknowledgement process? What makes a particular thank you appropriate for one donor, but highly inappropriate for another? How can we balance large-scale with intimate personalization? Learn the essentials and separate the "must-have" elements from those that are simply "nice-to-have."
  • System Selection and Implementation
    Few words can strike as much terror into the heart of an advancement services professional as conversion. Whether this change is for better or worse is something you, as a key member of the conversion team, can help to determine. The selection and implementation of a new information system, while requiring a considerable financial and human commitment, can revolutionize the way your organization does business. You will come away from this session with knowledge of the essential steps for a successful implementation, as well as ideas on how to be a catalyst in building an effective implementation team.

11:50 AM-1:15 PM
Lunch

1:15-2:15
Elective Sessions (choose one)

  • Fundamentals of Gift Processing
    Are you just getting started in gift processing, or do you want to brush up on skills acquired over a number of years in the profession? Do you have specific questions about the odd gift? Review the basics of gift processing and learn about the importance of relationships, mergers, stocks, streamlining and more.
  • Prospect Identification and Rating
    The advancement mission, in most, if not all cases, is to build lasting philanthropic relationships with the organization's constituents. The underlying objective is to identify the best, most likely prospective donors in terms of wealth (read: gift capacity), philanthropic inclination and interests, and then prioritize them in a way that your fundraisers are connecting with the right folks, at the right time, for the right amount, and for the right thing.

2:30-3:30
Elective Sessions (choose one)

  • Data Acquisition and Integration into Systems
    Every day it seems we are asked to integrate feeds into our database systems. How do you decide which feeds to integrate, and the best way to do it? How do you decide which data services to use? Do you integrate all the data? How do you ensure there aren't duplicates?
  • Project Management
    Good project management, simply put, aims to get the right people working on the right tasks at the right time to ensure successful outcomes. Many of your existing advancement services staff members likely have that mix of attention to detail and interest in process and outcomes that make them good project managers. In this session you'll gain understanding of how to deploy those skills to best benefit your department and your organization.

3:45-4:45
Elective Sessions (choose one)

  • Wealth Ratings and Electronic Screenings
    Segmenting your constituents by their philanthropic capacity is a key step in developing your fundraising program and focusing the efforts of your front-line fundraisers. We'll cover the process of defining what you need in a wealth rating, screening methodologies, working with vendors and putting the information to good use. We'll also discuss how to keep those ratings up-to-date between screenings.
  • The Interaction between Planned Giving and Advancement Services
    This session provides an introduction to the types of planned gifts available to donors and how to credit these gifts. Discuss documentation requirements for accurate recording and options for tracking information related to planned gifts. Communication between advancement services and planned giving is critical to the success of this process.

5:00-6:00
Team Project Work Time

6:00
Explore Boston

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Day 3, Wednesday, Aug. 3

7:00-8:00 AM
Breakfast

8:15-8:30
Announcements

8:30-9:30
Customers and Partnerships
How do you maintain key relationships and negotiate differences in opinion with other parts of the organization? Learn helpful approaches and practices that will serve you and your team well.

9:40-10:40
Elective Sessions (choose one)

  • Advanced Gift Processing: Sticky Gifts, or "You Want to Record What?"
    A follow-up session to Gift Processing Fundamentals, we'll discuss the more complicated topics facing gift processing. Bring your sticky gift situations and questions, and let's work through all the angles to help you be better equipped for whatever comes your way.
  • Moving to a Self-Service Reporting Environment
    Too many people need information too quickly to live in a centralized/IT delivered reporting model. Learn how to have your users get the information they need, when they need it, and in the format they need it.

10:50-11:50
Elective Sessions (choose one)

  • Advancement Services' Role in Recognition Programs
    Since no two donors are alike, it can be difficult to recognize them in a standardized, scalable fashion. Yet, over the years many approaches to donor recognition have evolved into what are now considered standard practices. Recognition societies, donor walls and annual donor rosters are a few such examples. Learn the basics of these practices and how advancement services supports them. We'll peek into the future of donor recognition via a brief look at some of the new ideas and trends seeking to further evolve our standard practices.
  • Portfolio and Moves Management
    Fundraising staff come and go, so it's important to have a moves management system that provides the relationship history and the planned moves with your most important donors. We'll define moves management and portfolio management. We'll discuss how to create buy-in from the top down, how to maintain the system, and how to measure its effectiveness.

11:50 AM-1:15 PM
Lunch

1:15-2:15
Leadership
What is leadership? What qualities and actions make a good leader? How can you lead if you are an individual contributor? Join us for a lively discussion about leaders and leadership, and find out what you can do to be a good leader, no matter your role in your organization.

2:25-3:25
Elective Sessions (choose one)

  • Data Integrity
    The central store of information is the most important resource to the advancement mission of engaging and cultivating our constituents for all time. The responsibility for maintaining accurate and complete data is both critical and thankless, requiring tedious and technical work. In this session, we will talk about assessing the current state of your data, what you can expect to find and what you should aspire to in order to use it with confidence. We will demonstrate that data maintenance measures you take should be in alignment with the realities of your organization's environment, constituent base, and resources.
  • Budgeting
    Whether managing a budget is part of your job description or not, knowing how to navigate the budgeting process is a key to ensuring funding for advancement services functions. We will walk through the budgeting process from knowing your resources to involving the right people in discussions to performing budget analysis. And, while we may hope that you don't need this skill at your institution, we'll discuss ways to navigate the political front.

3:40-4:40
Elective Sessions (choose one)

  • Gift Counting and Reporting Standards
    This session includes a review of the CASE Management and Reporting Standards. Does your institution follow the standards? Why or why not? What are the dangers and pitfalls of not following the standards? Are there pitfalls? Does your institution report "creatively?" Does your institution's reporting make you nervous? If you had all the control, what standards would you follow? Come hear about the standards and how they might be implemented.
  • Introduction to Analytics
    Collecting and storing information is a key function of advancement services. By taking the next step to make sense of the ocean of information and turn it into actionable information, we can provide more benefit to our organizations. Learn the fundamentals for putting in place analytics to drive your organization forward.

4:55-6:00
Team Project Work Time

6:00
Explore Boston 

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Day 4, Thursday, Aug. 4

7:00-8:00 AM
Breakfast

8:00-8:15
Announcements

8:15-9:15
Advancement Services Best Practices: Practical Experience
Is "best practice" merely a buzzword, or is it a concept you can use to build quality into your department's processes? The Association of Advancement Services Professionals (AASP) has published numerous best practice standards. Are these aspirational or achievable? Discuss approaches to implementing best practice solutions while avoiding the pitfalls of reaching for a one-size-fits all answer.

9:30-10:30
Elective Sessions (choose one)

  • Advancement Services Role in Online Projects
    Online projects are becoming more the norm. Whether a "one day of giving" or simply updating a giving form, how do you ensure that advancement services is has a role in how those online projects are created and produced?
  • Show Me the Money: Advancement Services and Impact Reporting
    Is your organization missing out because it can't-or won't-tell the great stories of impact and benefit derived from a gift? When an organization fully commits itself to communicating the impact of specific philanthropy, it can contribute greatly to the transformation of the organization itself. We can transform from simply being the beneficiaries of philanthropy to sources of inspiration that engender confidence. Such confidence leads to lifelong relationships between donor and organization; relationships that maximize philanthropic giving. We'll explore the role of advancement services in the collective effort to tell great impact stories.

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

  • Development Planning: Working with Fundraisers on Proposals
    How can we help fundraisers set goals using proposal data? Learn how we can help drive the development process using proposals and goals.
  • Standard Reports
    What are standard reports? What should they look like? What tools can be used to create them? How are campaign reports different from standard reports? This session takes a look at standard reports.

11:45 AM-1:15 PM
Lunch

1:15-2:15
Ethics
The definition of ethics is "moral principles that govern a person's or group's behavior." Does advancement services play a role in your organization's ethics? What issues surrounding ethics should we, as advancement services professionals, concern ourselves? The AASP Ethics Statement is that advancement services professionals "establish, affirm and articulate the best standards of ethical practice, both as individuals and members of professional staff." Using example scenarios, the faculty discusses how they achieve those standards across the spectrum of their responsibilities.

2:25-3:25 
Elective Sessions (choose one)

  • Best Practices in Reporting
    We are asked every day for all types of reports. What is the best way to generate reports? How can we make sure reports and counts are reproducible from day to day, month to month, year to year? How can we ensure our database produces accurate reports? Find out at this session.
  • Follow the Money: Gift Acceptance, Documentation and Compliance
    Heard stories about people buying curtains with money from the scholarship fund? Do you have unspent funds languishing in your gift budgets? If not, it's highly likely you will at some point. You can take steps, however, to avoid such regulatory and public/donor relations nightmares. We'll cover several key steps you can and should take to help safeguard your organization's reputation including promoting a culture of compliance, shared responsibility, and open information. Does your institution have a gift acceptance policy? If you have one, how good is it? If you don't have one, why should you have one? What are the elements of a good gift acceptance policy? How does gift acceptance affect gift processing and stewardship? Answers to these questions and more will be revealed at this session.

3:45-4:45
Elective Sessions (choose one)

  • The Role of Advancement Services in Campaign Planning
    So your institution wants to conduct a campaign. How is advancement services involved? How can you help with the planning? Is your advancement services team ready for the challenge? Discuss what campaign planning means for your advancement services organization.
  • Best Practices in Data Management
    Discuss best practices in overall data management.

4:55- 6:00
Team Project Work Time

6:30-9:30
Closing Dinner

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Day 5, Friday, Aug. 5

7:00-8:00 AM
Breakfast

8:15-10:15
Team Project Presentations

10:30-11:45
Career Paths in Advancement Services and Advice from Faculty
Very few people, if any, dreamed of a career in advancement services as a child, yet many of us have found our passion in this profession. Explore how our profession has developed over time and find out how you can have a meaningful and rewarding career in the future of advancement services.

11:45 AM-NOON
Graduation
Pomp! Circumstance! Inspiration as you head home. Certificates of completion will be provided at this time.

NOON
Institute Adjourns

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Day 1
Day 2
Day 3
Day 4
Day 5