Preparing for New FY

Kate Nehila

Do you have a checklist of things to do to prepare for a new FY? On my mind are:

• Queries, reports, dashboards: Updating dates or creating new ones for the new FY
• Appeals, funds, campaigns: Creating new ones for any that are FY-specific
• Batch templates: Updating default values to any that are FY-specific
• BBMS: Changing default values to mirror any FY-specific fields

What else must happen in RE to prepare for a new FY?

Thanks!

Sandra Ross

@Kate Nehila Hi Kate, we have a complete worksheet for rolling over to the new year.

<!--td {border: 1px solid #cccccc;}br {mso-data-placement:same-cell;}-->

Annual Roll-over
Completed after year-end and the development team gives the go-ahead.
Mid-late July/August
IMPORTANT: Do not change any constituency codes until after the fund reports for the Honor Roll of Donors are completed!!! Also, be sure all Pledge reporting is completed prior to updating codes.
(1) Updating Constituency Codes
When you change the codes, remember to keep them in order of priority and do not delete any codes - add the date to.
	Priority:
	● Trustee
	● Alumni
	● Present Parent
	● Faculty Staff (Current)
	● Grandparents (Current)
	● Parents of Alumni
	● Friend (always close i f t hey become parents)
TRUSTEES (obtain information from Director of Development or Headmaster’s Assistant)
● Add trustee code to NEW trustees, be sure to add DATE FROM and move to top of table
● Verify address and contact information with Headmaster’s Assistant Trustee Directory
● Create new record if none already exists
● Update RETIRING trustee’s code, add END date. Move to bottom of heirarchy. If no other constituency code, add FRIEND code with start date of 7/1/XX of year retiring.
FACULTY/STAFF ( added/updated via integration with Core - notify Database Manager when all reporting is completed) -
● Update PENDING FACULTY to FACULTY with 7/1/XX date to for year hired
● Add attribute Development Special Codes…..Current Fac/Admin with beginning year of service in comments.
● Verify all other info and notify Database Manager if anything needs to be changed
● Close constituency code for Faculty/Staff who are leaving - put end date on Fac/Staff and add FRIEND code with 7/1/XX date of year leaving.
● Update attribute to FORMER Fac/Admin and put end date of service in comments
● Verify contact address, phones, emails and Business have been updated via Core
NEW STUDENTS
● Update Enrolled Student to STUDENT and make DATE FROM = 07/01/XX of year enrolled
● Verify any parents/grandparents are l inked to record under Relationships
● Check parents/grandparents/siblings and add any other VES relatives as relationships on the student
● Import Advisor and Board Type as Attributes once assigned in Academics (see Database Manager)
● Add No Mail, Do Not Solicit to record (part of addressee/sal default)
● Add addressee/sal (use defaults)
Note: every student record should have complete addressee/sals f ollowing above protocol
Dismissed/Withdrawn/Not Returning Students
● Using the final attrition report, verify all students who have been dismissed, withdrawn or are not returning for the next year have the correct status under Education on Bio 1
● Close the Student code with DATE TO and add ALUM with Date from. Move Alum to the top
● Update solicitation codes
● Close present parents code on Parent record and add Parent of Alum code with Date From
● Close grandparent code on Current Grandparents and open Former Grandparent with Date From
● Verify all Activities and Athletics from SIS have been added t o t he Bio 1...Education...Attribute tab
Graduates
● Close the Student code by adding Date to of 06/30/XX
● Add Alumni code with date from of 07/01/XX
● Remove solicitation codes (DNS< DNM< DNC)
● For female students, update Miss to Ms. (must be done in CORE and integration will update RE)
● Add college they will be attending as education relationship (see list from College Counseling)
● Verify Education on Bio 1 has been updated via Core with graduation date and Graduated status
● Add any awards (Friday or Graduation) to Bio 1 Education Attributes
● Verify all athletics and activities in SIS are documented on Bio 1 Education Attributes
● Close PARENT record constituency code of graduates and add new code of Parent of Alum with current date from of 07/01/XX.
○ DO NOT CHANGE if Parents have other children currently enrolled
○ If they are alumni, move the Parent of Alum code beneath the alumni code (follow hierarchy above)
● Close Grandparent record constituency code of graduates with a Date To and add Former Grandparent code with Date From of 07/01/XX.
○ DO NOT CHANGE if Grandparents have other grandchildren currently enrolled
GIFTS
● Create/open new campaign for the new year (Annual Campaign, Interim Campaign)
● Close the past year’s campaigns (mark as inactive)
● Close all appeals for the previous year
Miscellaneous
● Remove solicit codes on withdrawn, dismissed and did not return alums who will have their 5th year Reunion so they are invited back to campus. Note record why code removed
● Create list of all DNS/DNM/DNC for Development to review and reassess coding
(2) Table Cleanup
	Review tables for duplicates, misspellings, etc. (especially those shared with CORE)