About Batch Constituent Upload
Multiple constituents may be added at one time by using the Batch Constituent Upload feature to upload a spreadsheet of constituent details.
This process is designed to add records to the database, specifically to the Alumni Module. It will also add an internal degree record if the corresponding data is present.
Using Batch Constituent Upload
Navigate to Alum/Dev > Batch Constituent Detail
Upload an Excel spreadsheet of constituent information using the required formatting as outlined below.
Required Excel Spreadsheet Formatting
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About batch constituent upload
Constituents are donors, friends of your institution or alumni.
Anyone who graduates in Campus Cafe becomes a constituent. However, you may wish to upload a list of alumni that don’t exist in Campus Cafe or a list of donors or friends of your institution.
If you’re uploading alumni, you can also upload the degree earned and their major.
Required permissions
Module | Number | Description |
|---|---|---|
Alumni/Development | 1122 | Provides access to upload constituents from a spreadsheet |
Duplicate checking
When the spreadsheet is uploaded, Campus Cafe checks for duplicates. If a record on the spreadsheet matches on any of the below data points, the record is skipped, and the output will summarize why the record was not added.
SSN
First, Last, DOB
First, Address 1, City
Email
Prepare a spreadsheet of constituents
Using Microsoft Excel, Google sheets or another spreadsheet software, create a new spreadsheet with the below columns in order. Save the file in Excel (.xlxs) format.
Template file
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The spreadsheet must include a first and last name and DOB or email address for the duplicate check. |
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Column | Description | Format | Example |
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ID_NUMBER | Social Security Number | ######### (unless starts with a zero, in which case don’t include the leading zero) | 137454545 or 37454545 (if started with 0) |
FIRST_NAME | First name | Text | Thomas |
M_INIT | Middle initial | Text | A |
LAST_NAME_1 | Last name | Text | Teststudent |
LAST_NAME_2 | Appends to last name | Text | (blank) |
BIRTH_ |
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SEX - Constituent's gender
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DATE | Birthday | YYYYMMDD | 19891201 |
SEX | Gender | M or F or blank | F |
PHONE_NUMBER | Home phone number | 1112223333 | 4015555558 |
ADDRESS_1 | Street address | Text | 16 Bluff Avenue |
ADDRESS_2 | Additional street address | Text | Unit 2 |
CITY | Municipality | Text | Watch Hill |
STATE | State | Abbreviation (configured using STParm XXSTAT) | RI |
ZIP | Zone improvement code | ##### (In Excel set cell format to Text to preserve leading 0) | 02891 |
DEPARTMENT |
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MAJOR | If alumni, the academic program the student participated in | Major code (Go to Admin > Major. Code appears under concentration. | MUS |
CLASS_OF | The student’s year of graduation or otherwise the class they associate with | #### | 2006 |
Email address | address@domain.com | tteststudent@school.edu | |
MOBILE_PHONE |
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Cell phone number | 1112223333 | 4015555559 | |
DEGREE | To associate the constituent with an academic program (major) | Y or blank | Y |
DEGREE_CODE1 | The earned credential (e.g. bachelor’s) Must have Major and DEGREE_CODE filled in as well | Text (configured using STParm SBUDGX) | AA |
SPOUSE_FIRST | The constituent’s partner’s first name | Text | Jane |
SPOUSE_LAST | The constituent’s partner’s last name | Text | Teststudent |
SPOUSE_DECEASED |
Duplicate Checking
Once the spreadsheet is uploaded, a summary appears of records added and duplicates found. The process checks each row for potential duplicates. If a duplicate is found, the row is skipped, and the output will summarize why the record was not added.
Duplicate values are reviewed for the following data:
SSN
First, Last, DOB
First, Address 1, City
Email
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If the The constituent’s partner is living | D for deceased else blank | (blank) |
Upload spreadsheet
Go to Alum/Dev > Batch Constituent Upload.
Optionally select a Constit Code. This will categorize the people on the spreadsheet. For example, you may have a constituent code Friends to represent friends of the college.
Click Browse and select your spreadsheet.
Click Submit.