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Frequency of current parent data refresh?

  • 1.  Frequency of current parent data refresh?

    Posted 17 days ago

    Good morning, all –

     

    For those of you who store current parent/student data in your databases – how often do you update your data to reflect changes in student enrollment (e.g. marking current parent records as "past parent" when you learn their student has left the institution prior to graduating)? 

     

    Michael Halverson, Ed.D.
    Senior Director of Advancement Services
    Loyola University Chicago
    T.
    312-915-7283 | C. 320-363-4987
    mhalverson@luc.edu | www.luc.edu/advancement

     

    150_email_150_31

     



  • 2.  RE: Frequency of current parent data refresh?

    Posted 17 days ago
    Hi Michael . . .

    We have just finished automating that so it's done daily . . . before that, we would get notified by registrar and then manually update it which could take the better part of a week.

    What drove the need to automate daily is the increased communications to parents during this time.

    Thanks.

    Tom

    --
    Thomas Chaves
    Associate VP for Advancement Operations
    Office of Advancement
    Saint Joseph's University
    5600 City Avenue, Philadelphia, PA 19131

    O: 610-660-1255 | M: 610-316-6541 | tchaves@sju.edu
    SJU.edu





  • 3.  RE: Frequency of current parent data refresh?

    Posted 17 days ago
    Before we could shift to the preferred, daily, routine, frequency tending to be after every census throughout the year.  Roughly three times (although at Duke we had two summer sessions so we did four).

    John

    John H. Taylor
    Principal
    John H. Taylor Consulting, LLC
    2604 Sevier St.
    Durham, NC   27705
    919.816.5903 (cell/text)

    Serving the Advancement Community Since 1987







  • 4.  RE: Frequency of current parent data refresh?

    Posted 17 days ago

    Thanks, all!

     

    Michael Halverson, Ed.D.
    Senior Director of Advancement Services
    Loyola University Chicago
    T. 312-915-7283 | C.
    320-363-4987
    mhalverson@luc.edu | www.luc.edu/advancement

     

     






  • 5.  RE: Frequency of current parent data refresh?

    Posted 17 days ago
    Tom,

    We'd love to change to the same frequency. What systems were involved in setting up the daily automation at Saint Joseph's? We have hosted RE NXT in advancement, self-hosted CAMS (Three Rivers Systems) in the registrar's office, and hosted Slate in admissions. This has been a topic of much conversation in recent years between IT and advancement, but we don't know where to begin.

    ------------------------------
    Nate Laning
    Director of Advancement Services
    Trinity Christian College
    nathan.laning@trnty.edu
    ------------------------------



  • 6.  RE: Frequency of current parent data refresh?

    Posted 16 days ago
    I'll share the systems we use but the ability to do this is pretty regardless of systems . . . the types of systems might make it less or more difficult based on the technology of each.

    it gets to integration and how data flows from one system to another and fundamentally identity matching (making sure that 'john smith' from one system ties to the RIGHT 'john smith' in another in order to update).

    we use the Banner system here at SJU where the identity of 'john smith' in the student/registrar system is the same in the advancement system.  so when a student is no longer at the institution, it is updated in the registrar system and a process runs at night to then see that and update the parent records of that student in the advancement to make them 'former parents' (unless there is a sibling).

    with your systems, the challenges would be:

    1. does the student exist in RN NXT
       a.  if so, then tying that record to the record in the CAMS system where i would assume the fact that the student isn't there is updated.
       b. if not, then i would recommend that would be your first step - get the students into the RN NXT system

    2. identifying the parent records in RN NXT - this gets to knowing #1 above and having that relationship record

    all other decisions are really business process decisions - e.g. what to update the parent record to as a result.

    Happy to chat this through more from a strategy perspective if that helps.

    Good luck

    Tom


    Thomas Chaves
    Associate VP for Advancement Operations
    Office of Advancement
    Saint Joseph's University
    5600 City Avenue, Philadelphia, PA 19131

    O: 610-660-1255 | M: 610-316-6541 | tchaves@sju.edu
    SJU.edu