Batch Constituent Upload
- Robert Lenk
- Sarah Marciniak
- Nate Parsell
- Chris Barrett
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
The spreadsheet must include a first and last name and DOB or email address for the duplicate check.
Column | Description | Format | Example |
|---|---|---|---|
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_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 | Not in use | Â | Â |
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 | 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 | 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.
