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DARS Constituency Codes

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Author(s): Dan Keyworth, Head of DARS


Preface

This article will be updated on a regular basis. Updates may be required in response to updates to DARS or changes to business processes or errors.

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Introduction

This document outlines how Constituencies are used in DARS. Constituencies define the affiliations our constituents have with the collegiate University. They are viewed via the Constituencies tab. A constituent can have multiple constituencies, and these relationships can start and end and overlap. For example, a constituent may first become a prospect and remain a prospect for an undetermined length of time. The constituent may later become a volunteer, but for only six months. You can use constituencies to group similar constituents in queries, mailings and reports.


Outside of the System, many different definitions and rules may be used for individuals’ and organisations’ affiliations to the collegiate University. This is absolutely fine, but it is important that a consistent set of definitions/rules be used for the application of constituencies within DARS, in order to ensure their usability for querying and reporting purposes, and for other related processes.

Constituency Code Types

There are two types of constituency codes in DARS: functional and user-defined. Functional constituency codes are those which have a specific in-System function – i.e. they drive access to a particular area of the constituent record. You can identify these by their hyperlinked status in the top preview screen of the constituent record. User-defined constituency codes have no in-System functionality, though their meaning is still important.


Constituency Code Assignment Methods

There are two methods by which constituency codes can be assigned within DARS: automatic and manual. Automatic means that the System adds the constituency code to a constituent record instantly upon its fulfilling certain criteria. Manual means that the user needs to add the constituency code to the record him/herself.


Relation only Constituency

The ‘Relation only’ constituency is different to all other constituencies. When you add a new constituent to the System as a relationship of another constituent, and there is no other constituency assigned, then the System automatically adds this constituency to the Constituencies tab. It appears as a link to the Relationships page for the related constituent. When you add another constituency to the constituent, the System automatically removes the ‘Relation only’ constituency.


Skeleton Records

The following two constituency codes have a special and important meaning:


Priority

Constituency

Assignment

Type

Meaning

1

Skeleton Record - Gift Aid

Manual

User-defined

Same definition as a Skeleton Record below, except that because s/he has given a Gift Aid donation to the University within the past four years, his/her Skeleton Record must also include the primary address for a period of four years following his/her last gift payment

2

Skeleton Record

Manual

User-defined

A Data Subject who requests that their data is removed from DARS or not migrated. All information held on him/her must be removed other than the following:

(a) his/her name and any college(s) attended, subject studied and year(s) of matriculation/graduation;

(b) a note of the request to remove the data and selection of the applicable non-solicit codes, which must include “Do Not Contact – Collegiate University”;

(c) information needed to comply with statutory requirements (such as in relation to Gift Aid), but only for so long as those statutory requirements specify; and

(d) an anonymous reference may be attributed to him/her in documentation compiled from his/her event and/or revenue record, for the purposes of internal or external recording or accounting for any event attended and for any donation required to be retained for audit, reporting or accounting purposes.

To be added only by DARS Database Team

Individual Constituents

Every individual must have one (only) of the following constituency codes, by descending priority:


Priority

Constituency

Assignment

Type

Meaning

1

UO Student

Automatic

User-defined

Has UO education record with Status of ‘Currently Attending’

2

UO Alumnus

Automatic

User-defined

Is not a Student and has one or more of:

  • UO education record of Program Type ‘Undergraduate’ or ‘Graduate’
  • UO Matric Year constituent attribute

3

UO Associate Alumnus

Automatic

User-defined

Is neither of the above and has one or more UO education records (i.e. of Program Type ‘Other’)

4

Other Supporter

Manual

User-defined

Is none of the above and has a ‘Donor’ or ‘Planned giver’ constituency

5

Other Friend

Manual

User-defined

Is none of the above and has a ‘Board Member’, ‘Committee member’, ‘Community member’, ‘Event Registrant’, ‘Fundraiser’, ‘Staff’, ‘Vendor’ or ‘Volunteer’ constituency

6

Parent/

Guardian

Manual

User-defined

Is none of the above and has a relationship to a UO Student of relationship type ‘Parent/Guardian’

7

Widow/

Widower of Constituent

Manual

User-defined

Is none of the above and is a widow/er of another constituent whose data are needed, e.g. because s/he is continuing the legacy pledge of that constituent

8

Executor of Constituent

Manual

User-defined

Is none of the above and is an executor of another constituent whose data are needed, e.g. because s/he is appointed to carry out the terms of that testator’s will

9

Prospective/

Potential Contact

(formerly called a Research Record)

Manual

User-defined

Is none of the above and:

(a) his/her data is obtained from the public domain – i.e. data that can be accessed by any member of the public, such as that found in newspapers, magazines, journals, reference books such as Who’s Who, on the internet, legitimately buyable mailing lists etc;

(b) s/he has not at any time made formal or written contact with the University in relation to the Permitted Purpose, unless the contact was limited to receiving and/or responding to an event invitation, meeting request, generic publication such as Oxford Today (the actual attendance of any event or formal meeting in relation to the Permitted Purpose does, however, qualify as formal or written contact);

(c) s/he has not refused consent or indicated that s/he did not want to be contacted by us;

(d) his/her data is necessary and within the scope of the DP Statement;

(e) his/her data does not infringe the intellectual property rights of any person; and

(f) his/her record does not contain any sensitive personal data as defined under the DPA unless s/he has deliberately made public that data.

10

Other Contact

Manual

User-defined

Is none of the above and has a ‘Major giving prospect’ constituency or an ‘Is a Contact’ relationship to an Organisation with a ‘Donor’ or ‘Major giving prospect’ constituency

11

Other Individual

Manual

User-defined

Is none of the above (n.b. this might therefore include spouse/partner, grandparent and other individual relationships which do not qualify into any of the above categories)


An individual may also have one or more of the following functional-type constituency codes:


Constituency

Assignment

Type

Meaning

Community member

Automatic

Functional

Has registered for Oxford Alumni Online (BBIS)

Donor

Automatic

Functional

Has given any gift

Event Registrant

Automatic

Functional

Has attended one or more events

Loyal donor

Automatic

Functional

Has given within each of five consecutive years

Major donor

Automatic

Functional

Has lifetime giving greater than or equal to £25,000

Planned giver

Automatic

Functional

Has pledged or made a legacy or other planned gift

Board member

Manual

Functional

Is/was a board member

Committee member

Manual

Functional

Is/was a committee member

Fundraiser

Manual

Functional

Is/was a fundraiser within the collegiate University

Major giving prospect

Manual

Functional

Is/was a prospect of the collegiate University

Staff

Manual

Functional

Is/was a staff member of the collegiate University

Vendor

Manual

Functional

Is/was a provider of goods or services to the collegiate University

Volunteer

Manual

Functional

Is/was a volunteer within the collegiate University

Organisation Constituents

Every organisation with a ‘Donor’ or ‘Major giving prospect’ constituency must have one (only) of the following constituency codes, and all other organisations may have one (only) or none of the following constituency codes, in either case by descending priority:


Priority

Constituency

Assignment

Type

Meaning

1

Trust/Foundation

Manual

User-defined

An organisation established for a charitable purpose and a public benefit, which either donates funds and support to other organisations, or provides the source of funding for its own charitable purposes; a charitable grant maker

2

National/International NGO

Manual

User-defined

A private organisation that is not a charitable trust or foundation but pursues activities at a national or international level to relieve suffering, promote the interests of the poor, protect the environment, provide basic social services, or undertake community development

3

Government

Manual

User-defined

A department, ministry or governmental agency which is part of the administrative bureaucracy of a state/society

4

Intergovernmental Organisation

Manual

User-defined

An organisation composed primarily of sovereign states, or of other intergovernmental organisations

5

Educational Institution

Manual

User-defined

An early childhood, primary, secondary or higher education institution

6

Corporation

Manual

User-defined

A company or group of people authorised to act as a single entity and recognised as such in law

7

Other Organisation

Manual

User-defined

Is none of the above


An organisation may also have one or more of the following functional-type constituency codes:


Constituency

Assignment

Type

Meaning

Bank

Automatic

Functional

Has been set up as a Bank within the Treasury area of the System, against which specific bank information is stored such as sort code

Donor

Automatic

Functional

Has given any gift

Loyal donor

Automatic

Functional

Has given within each of five consecutive years

Major donor

Automatic

Functional

Has lifetime giving greater than or equal to £25,000

Major giving prospect

Manual

Functional

Is/was a prospect of the collegiate University

Vendor

Manual

Functional

Is/was a vendor (paid provider of goods/services) for the collegiate University

Groups

Every group may have only the following functional-type constituency code, if any:


Constituency

Assignment

Type

Meaning

Committee

Manual

Functional

Is/was a committee


Donations should not be stored against Group records and groups should not be managed as prospects.

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