About constituents

Constituents are individuals or organizations with a relationship to your institution beyond an academic connection, including, but not limited to donors, parents or companies that hosts interns. Students and faculty may also have constituent records, if, for example, they donate to the institution. Their constituent and academic records are connected to the same overall Campus Cafe record.

Prerequisites

• Set up in STParm using Parameter Code MMCONS to define constituent codes, which broadly describe an organization or individual. For example, you may create codes of corporation, nonprofit, government, etc.

• Optionally create solicitors who work with constituents.

Required permissions

Create one constituent

You can create individuals one at a time, or mark a single existing record as a constituent. You can also create constituents in batch if, for example, you want to upload a list of donors who attended a recent event.

Individuals or organizations who don’t exist in Campus Cafe

If the person or organization doesn’t exist at all in Campus Cafe, you’ll need to create them. Don’t follow these steps if the individual is already in Campus Cafe as a student, faculty member, parent, etc. Instead, see the next section.

1. Go to All Users > Add Non-Student/Org.

2. Select Constituent and enter the individual’s First Name, Last Name and any other desired biographical information. If an organization, click Change to Organization and enter the organization’s details. Campus Cafe recommends including as much information as possible to prevent duplicate records and facilitate later communications to donors.

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3. Click Add.

4. Select a Primary Constituent Code that broadly describes the individual’s relationship to your institution. For example, Alumni.

5. Click Submit.

Individuals who already exist in Campus Cafe

If the person already exists in Campus Cafe - for example they are a former student - you can also indicate they are a constituent. This only needs to be done once per individual.

1. Go to the donor’s profile.

2. Go to Person Selected > Constituent.

3. Under Constituent Codes in Add New select the code that broadly describes the individual’s relationship to your institution. For example, Education Partner. If this is the primary relationship with your institution, select Add As Primary Constituent Code. You must set one code as primary.
   
   

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4. Click Add.

5. Click Save.

Add constituent detail

Besides biographical information, you can record additional information about the constituent and their relationship to your institution. For example, you might want to record the clubs they participated in during their time at your institution or their expected ability to donate.

1. Go to the constituent’s profile.

2. Go to Person Selected > Constituent.

   • Constituent Codes: Categories to identify the type of consistent (e.g. donor, charitable foundation, parent, trustee, alumni, etc.) Options set using STParm MMCONS.

   • Special Codes: Further refinement of a constituent code (e.g. trustee chair, class president, etc.) Options set using STParm MMSPEC.

   • Club Codes: Categories of student life activities (e.g. chess club, student newspaper, football team, etc.) Options set using STParm MMCLUB.

   • Other Codes: Categories defined by your institution. Options set using STParm MMOTHR.

   • Solicitor Code: The individual assigned to work with the constituent. For example, to encourage a donation. The solicitor will see this constituent on their Campus Cafe alumni dashboard.

   • Solicit Code: How the individual wishes to be contacted (e.g. email only, mail only, etc.) Options are delivered and may not be adjusted.

   • Career Network: A category that represents the industry of the individual. For example, individuals in the space industry may potentially assist placing aerospace engineering majors in internships. Options set using STParm MMNTWK.

   • Prominent Code: A category to identify the importance of the individual (e.g. senior executive, junior executive, etc.) Options set using STParm MMPRCD.

   • Major Business Type: The individual's overarching industry. For example, health care, engineering, government, etc. Options set using STParm MMMABT.

   • Specific Business Type: Further refinement of major business type. For example, elder health care, ocean engineering or government defense. Options set using STParm MMSPBT.

   • Major Title: The individual's job title. For example, CEO, CFO, manager, etc. Options set using STParm MMMATI.

   • Affluent Rating Code: A category to describe the individual's wealth and, likely, ability to donate. For example, you might create a rating system of 1-10 where constituents with the rating 1 are least likely to have vast assets and those with 10 have many assets. Options set using STParm MMAFRT.

   • Income Code: A category to describe the individual's income and, likely, ability to donate. Options set using STParm MMSTIC.

   • Target Code: A category to describe the individual's likeness of donating or target market. Options set using STParm MMSTTC.

   • Spouse Employer Code: A category to describe the career status of the individual's spouse (e.g. employed, unemployed, etc.) Options set using STParm MMSECD.

   • Extra Code: You can use this code for your institution’s unique business needs. Options set using STParm MMEXTR.

3. Click Save.

Find constituents

You can find constituents in Campus Cafe using the Alumni Finder, Organization Finder or the Alumni dashboard.

The finders include the field Constituent Codes that you can use to narrow the results to a specific populations such as only alumni or only internship organizations. You can use the field Solicitor to narrow the results to only those individuals or organizations assigned to a specific person at your institution.

The dashboard shows constituents (individuals and organizations) for whom the person logged in is the solicitor.