FundSvcs Community

 View Only
Expand all | Collapse all

Combined Mail Name Standards

  • 1.  Combined Mail Name Standards

    Posted 08-10-2022 06:09 AM

    We are reviewing our combined household mail name formatting and we are interested in hearing from others on how they decide which household member should be listed first. Currently, we are listing the alum first and then the male member first if both are alumni or both are non-alumni. We would like to change this so it is not based on gender. If anyone would be willing to share their combined household and salutation naming standards, we would greatly appreciate it.



    ------------------------------
    Colleen Deal
    Executive Director of Advancement Services
    Appalachian State University
    dealcf@appstate.edu
    ------------------------------


  • 2.  RE: Combined Mail Name Standards

    Posted 08-10-2022 06:25 AM
    You might find the aasp Best Practice, "Name (Including Funds) & Salutation Standards," published on the following BP site earlier this year of help:


    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






  • 3.  RE: Combined Mail Name Standards

    Posted 08-10-2022 07:53 AM

    Hi, Colleen.


    Around 2016, Milton switched to using a non-gendered, informal approach to salutations. Our rules are roughly outlined below. Good luck!


    With the exception of the Formal addressee/salutation types, all Addressee/Salutations use an informal form of greeting. The addressee is determined by constituency hierarchy, title hierarchy, last name alphabetical, first name alphabetical. The word "and" is used to connect names rather than the ampersand. Titles are only used when they are earned. For example, Doctor, Reverend, The Honorable. Suffixes are only used when they are part of a name like II, III, IV, but not MD or PhD.

     

    Married constituents are hierarchied by relationship to the organization. Alumni is the most important constituency group, then trustees, faculty, staff. Title then comes into play to sort who is listed first and second. Who people with equal standing are then alphabetized by last name. In the case of the same last name, alphabetized by first name.

     

    Two alums are always listed as two separate full names connected by the word "and". Other pairings with the same last name are listed as first 1 and first 2 and last name. Anyone with a title or suffix is listed as a separate full name.

     

    For example:

    Anna A. Jones '80 and John B. Jones (alum goes first)

    Dr. Steven Smith '75 and Helen Q. Rogers '76 (title goes first)

    Allan and Susan Jackson (alpha by first with same last name)

    Michael R. Jones III '92 and Sarah B. Jones '92 (two alums with same last name, alpha by first)

    Janet Hill '92 and Dr. Bob Hill (alum goes first)

    Evan Young, Jr. and Millicent Winters (trustee goes first)

     

    Salutations follow the same order as the addressee using nicknames if available, otherwise first name.


    -Liz

    Liz Dixon-Eversole
    pronouns: she/her/hers
    Director of Advancement Operations
    Milton Academy | 170 Centre Street | Milton, MA  02186
    Office: 617-898-2374








  • 4.  RE: Combined Mail Name Standards

    Posted 08-10-2022 08:14 AM

    Hi Colleen

    We recently went through this same thing.  Here are our standards we are currently in the process of moving to:

     

    Recommendations for tracking prefixes/titles in Millennium:

    • Removal of all gender specific prefixes – Mr., Mrs., & Ms.
    • Will only use gender neutral titles/prefixes in the future, unless constituent has specifically asked USU to use Mr., Mrs., & Ms.
      • Gender Neutral Titles may include:
        • Dr. (Medical and doctoral degrees excluding JD)
        • Judicial
        • Legislature
        • Military
        • Religious (only for constituents added to the system because of their religious position)
        • Mx. (only if self-reported by the constituent)

     

    Recommendations for Suffixes:

    • Included when applicable.
    • No comma will be inserted before Jr., Sr., II, III., etc.
    • Constituents with a JD degree will have suffix of JD.

    Recommendations for creating mailing name:

    • Mailing name will be the preferred name, including prefix and suffix if populated. 
    • For combined households, the mailing name will no longer be combined into one name.  Mailing name will be separate names that will be stacked on the mail piece. 
    • Preferred mailing name will use a middle initial for the middle name, unless the constituent has requested that the full middle name be included.
    • For combined households, the name that will be listed first in the stacked name will be the constituent that is an alum, current Board of Trustee member, current Foundation Board member or current Alumni Executive Board member.  If both constituents are alumni, then the constituent with the lower id number will appear first. 

    Recommendations for creating salutation name:

    • Salutation name will be informal.
    • For combined households, the salutation name will be combined using the word and rather than the ampersand (&).  This will be changed programmatically.
    • For combined households, the name that will be listed first will follow the same protocol as the mailing name.

     

    Let me know if you have any questions.

     

    Colleen

     

    Colleen Hobson

    Senior Director of Advancement Services

    Utah State University

    Tel: 435-797-1285  Fax: 435-797-1364

     






  • 5.  RE: Combined Mail Name Standards

    Posted 08-16-2022 08:49 AM
    For those who are removing the comma before the suffix, what is the reasoning to do this? I have not heard of this format before, so I am definitely interested in learning more about it.

    Thank you!

    ------------------------------
    Colleen Deal
    Executive Director of Advancement Services
    Appalachian State University
    dealcf@appstate.edu
    ------------------------------



  • 6.  RE: Combined Mail Name Standards

    Posted 08-10-2022 09:22 AM
    We chose to follow the CASE hierarchy of connection to our institution (i.e., alumni are always the closest connection, followed by parents, employees, etc.). If there are two spouses who are both alumni, we determine head of household (listed first) alphabetically. This provides an objective approach that doesn't rely upon gender.

    Matt Bain

    Executive Director, Advancement Services

    Division of University Advancement

    Kennesaw State University

    470-578-7719






  • 7.  RE: Combined Mail Name Standards

    Posted 08-10-2022 09:30 AM
    Earlier this year we made the switch to a non-gendered mailing name and salutation approach. We are currently going through a CRM conversion (Banner Advancement to Salesforce Ascend) and had to further define our rules/processes as these will auto create/update in the new system. If you would like me to send you our current salutation guide for advancement records, please let me know! Below is an outline of our naming logic

    Individuals:

    SINF : Single Informal

    • If there is a preferred name, use it. Otherwise, use the first name.
      • Billy vs. William
      • Greg vs. Donald
    • If no first name exists, use the last name
      • Prince
      • Hakuna Matata

     

    SFRM : Single Formal

    • If there is a prefix, it will be prefix + last name : Mr. Fussell
    • If there is no prefix, but there is a preferred name : Greg Fussell
    • If there is no prefix and no preferred name : Donald Fussell
    • Ignore suffix

     

    Mailing Name

    • If it has a Prefix, use it.
    • If there is a preferred name, ignore the suffix.
    • If there is no preferred name, use all three first name, middle initial (if middle name exists), and last name and the suffix if there is one.
    • If there is a middle name, shorten to the first initial and '.'

    Couples:

    CINF : Combined Informal

    • If there is a preferred name, use it. Otherwise, use the first name.
    • Alumni addressed first in salutations
      • If both or neither are alums, alphabetical by first initial

    CFRM : Combined Formal

    • If there is a prefix, it will be prefix + same last name : Mr. and Mrs. Petersen
    • If there is no prefix, but there is a preferred name : Greg and Jane Fussell
    • If there is no prefix and no preferred name : Donald and Jane Fussell
    • Ignore suffix
    • Those with 'Dr.' or defined honorific salutations, addressed first
      • If both spouses have honorific salutations and the same last name, alphabetical by first initial

    Mailing Name

    • If it has a Prefix, use it.
    • If there is a preferred name, ignore the suffix.
    • If there is no preferred name, use first name, middle initial, last name and the suffix if there is one.
    • Alumni addressed first in recognition name/mailing name
      • If both or neither are alums, alphabetical by first initial
    • If one spouse has honorific prefix, second spouse will need a prefix as well


    ------------------------------
    Jessica Yesgosh
    Director of Gift and Record Management
    UNC Charlotte
    jyesgosh@uncc.edu
    ------------------------------



  • 8.  RE: Combined Mail Name Standards

    Posted 08-12-2022 03:45 PM
    We would definitely like to see your salutation guide. Thank you so much!

    ------------------------------
    Colleen Deal
    Executive Director of Advancement Services
    Appalachian State University
    dealcf@appstate.edu
    ------------------------------



  • 9.  RE: Combined Mail Name Standards

    Posted 08-17-2022 09:00 AM
    We are also undertaking a CRM conversion and we're using it as an opportunity to review our addressee/salutation conventions and hope to update them to be more neutral and less gendered.

    What process did you use to review and update your conventions and what staff members beyond your advancement services team were involved/consulted in the project? For example, did the advancement services team do initial research and present recommendations for changes to a set of stakeholders within your Devo/Alumni team? Did you include any EDI resources within your org in the process? Etc.

    Thanks!
    Tracey

    ------------------------------
    Tracey Mullane
    Director, CRM Strategy and Operations
    Partners In Health
    tmullane@pih.org
    ------------------------------



  • 10.  RE: Combined Mail Name Standards

    Posted 08-17-2022 09:10 AM
    I find it useful to have ongoing monthly meetings between the Advancement Services leadership and representatives from all the major fundraising units.  These meetings are helpful for many reasons, not the least of which is the elimination of silos.

    However, these meetings are incredibly important in developing roadmaps for system replacements or enhancements, developing or expanding end-user reporting tools and dashboards, and creating new policies and protocols.

    I do not believe Advancement Services should create such policies in a vacuum.  Very certainly, we can be instrumental in collecting examples from other institutions.  However, we are not the ones engaging with donors, so input and examples from the major and annual giving crowds are very important.

    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







  • 11.  RE: Combined Mail Name Standards

    Posted 08-17-2022 09:25 AM
    When Milton Academy changed our naming system (~2017) we worked closely with Stewardship, a representative from the Leadership & Planned Giving Team, and a representative from the Annual Fund. We are an office of 24, so it was a small group but represented all our teams (at that time Engagement and Special Events were on the same team as Stewardship). Once we had brainstorming and feedback sessions, we proposed the naming conventions. The group then approved the new conventions and we set about implementation. 

    -Liz

    Liz Dixon-Eversole
    pronouns: she/her/hers
    Director of Advancement Operations
    Milton Academy | 170 Centre Street | Milton, MA  02186
    Office: 617-898-2374









  • 12.  RE: Combined Mail Name Standards

    Posted 08-17-2022 10:07 AM
    Our alumni records team has been collecting a great deal of feedback from alumni and donors for the last few years. We have also gotten feedback/input about the naming conventions from our annual giving, gift officers, and the donor relations team. With all this information collected, we are now in the process of creating more structured standards. The advancement services team is developing the standards based on the input collected, but once a final draft is complete, we will present it to our Vice Chancellor, and likely other stakeholders (group TBD), for final input and approval.

    ------------------------------
    Colleen Deal
    Executive Director of Advancement Services
    Appalachian State University
    dealcf@appstate.edu
    ------------------------------