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How to Track Individual Affiliations to Your Participant on DARS

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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.

Refer to DARSWiki Conventions for information on icons and other conventions that may apply to this User Guide.

Ensure you are familiar with the Data Protection laws before adding data to records in DARS. Refer to DARSWiki FurtherHelp for further information and relevant links. Please think twice before printing this article. If a printed copy is necessary, ensure it is printed double-sided and always recycle old versions.

Introduction

This document is intended to summarise the different areas in which to track your Participant’s affiliation, interest or involvement to a particular individual constituent on DARS.

How to track individual affiliations to your participant on DARS

Sites tab

The Relationship Manager (RM), called ‘Assigned Security Group’ in Query, is either a specific College or the Central University. Central University refers to the University as a whole including all of its departments.

Interested Parties (IPs), called ‘Sites’ in DARS, are added by an overnight System process according to specific rules, rather than by users. This is because Sites determine what areas of a constituent record can be viewed by a particular user, including revenue data. See Interested Party Qualification Rules for DARS.

See Overview of Roles, Responsibilities and Data Access Protocols for further details.

Relationships tab

Relationship records can be added to anyone who has an Individual to Organisation relationship to your Participant. Typically these will be ‘Employee’ to ‘Employer/Organisation’ Relationships but other types are also possible, for example “Resident” to “Residence”. Colleges and departments should add relationships to their Participant for current and former academic (and where appropriate non-academic) staff members.

See Constituent, Relationship and Employment Types in DARS for the list of valid Relationship and Reciprocal Relationship Types.

Constituencies tab

Constituency codes relate to a constituent’s affiliations to the overall collegiate University, rather than being Participant-specific.

Three particular constituencies are added automatically to records based on education data and University of Oxford Matriculation Year (which is held as a Constituent Attribute) – users do not edit these constituencies:

  • ‘UO Student’ means that the individual has a University of Oxford education record with Status of ‘Currently Attending’
  • ‘UO Alumnus’ means that the individual is not a current UO Student and has either a University of Oxford education record of Program Type ‘Undergraduate’ or ‘Graduate’ or a Matric Year
  • ‘UO Associate Alumnus’ means that the individual is neither a current UO Student or a UO Alumnus and has one or more University of Oxford education records of Program Type ‘Other’

Colleges and Departments should add the Staff constituency to their current and former staff members, adding an end date for those that are no longer working within the collegiate University.

See DARS Constituency Codes for the list of valid Relationship and Reciprocal Relationship Types.

Education tab

Former or current students of the University should have education records with University of Oxford as the Educational Institution. A data feed between Oxford Student Systems (OSS) and DARS maps the education data of current students since May 2011.

If the individual is still attending any particular University of Oxford course, then s/he will have an Education Status of ‘Currently Attending’. If their study was completed, the status will be ‘Graduated’. If their study has ended but was not completed, for example because s/he withdrew, then the status will be ‘Incomplete’.

Oxford Colleges and Permanent Private Halls are recorded on the education record within the ‘Oxford College’ Education Attribute. Querying alumni and students of a particular college should therefore be based on having one or more education records to that college.

Oxford Departments are recorded on the education record and are called ‘Academic Catalog College’ in Query. Querying alumni and students of a particular department should therefore be based on having one or more education records to that department. Some Departments are divided up into their specific sub-departments, so you may need to select more than one in your Query.

Departments are automatically assigned overnight to education records according to the Educational Program and Degree Name that have been selected, so you do not need to add departments manually (provided the Program and Degree Name are correctly recorded).

Educational Involvements can be added to record an individual’s membership of student clubs and societies, as well as awards, scholarships etc that they have received. ‘Educational Involvement Name’ uses a naming convention to make it easier to find those that relate to your college or department, and are segmented according to ‘Type’.

Personal tab

Interests can be added to record an individual’s current interests. Constituents who register with Oxford Alumni Online can flag these for themselves. Interests are grouped into ‘Types’ according to a naming convention. Particular types may align to your Participant, for example subject or professional based interests.

Prospects view

You can add a Prospect Plan to any Prospect where you have a Prospect relationship with them, and mark yourself as Primary Plan Manager (or Secondary Manager or Secondary Solicitor(s) as appropriate) of this Prospect Plan.

Prospect Manager (PM) is the lead fundraiser within the College or Central University that is the Relationship Manager to the constituent. This means that s/he is the lead person within the Collegiate University for managing the relationship with this constituent.

For Central University users, you can assign a fundraiser within your department/team as UO Relationship Lead (RL) for any constituents that do not already have a current RL. This means that this person is the lead within the Central University for this constituent. For those individuals that already have a current RL, liaise with the existing RL if you wish to take over this status.

In the case of constituents for whom Central University is the Relationship Manager, the UO Relationship Lead and the Prospect Manager will always be the same fundraiser.

Communications view

Any members of existing mailing lists – mail or email – should be set up as positive Mail Preferences. You must also add negative Mail Preferences for any constituents who have opted out, or have been opted out, as well. Mail Preferences are set up as either ‘Correspondence Codes’ or ‘Appeal Categories’, depending on whether you use ‘Manage Correspondence’ or ‘Marketing Efforts’ to set up your mailing. Please ensure that you add a Comment to the Mail Preference to explain its source and reason.

In time, most communication processes should be transferred over from Manage Correspondence to Marketing Efforts, as the latter provides greater functionality within DARS. Please contact the DARS Helpdesk for assistance with this.

Solicit codes must be used to record individuals who do not want to have certain (or any) types of contact with your Participant. Solicit Codes can be applied at specific Site level, ‘Central University’ level or ‘Collegiate University’ level. Please ensure that you add a Comment to the Solicit Code to explain its source and reason.

See DARS Solicit Codes and Mail Preferences and Tabular summary of Solicit Codes and other suppressions.

Groups view

Groups are for active members-based Groups, Committees, Fellowships and Societies (other than student involvements, which should instead be recorded under Educational Involvements). You can record current and former members of Groups. Any committees, boards etc at your Participant can have Individual to Group memberships added to them, and roles can be applied to these memberships to denote a Chair, Secretary etc of the Group.

Colleges and departments are recommended to create Groups for each of their different Fellowship bodies and other committees. You can also use Groups to view the collective giving of the various members of that particular Group.

Events view

Event ‘Registrations’ to your Participant’s events can be used to track anyone who has registered to an Event with your Site (and ‘Event Invitations’ for anyone who has been invited or communicated to about the event).

Volunteers view

The volunteers tab can be used for any of your Volunteers – we can set up ‘Volunteer Types’ for you as required; please request these via the DARS Helpdesk.

Colleges and departments should add the Volunteer constituency to their active volunteers.

Research Groups and Selections (outside constituent record)

One or more Research Groups can be used for your Participant to maintain a “scratch-list” (an in System equivalent of a spreadsheet!) of any individuals that your Participant is interested in and/or wants to monitor as a list, etc. Thus you can use a Research Group for anyone not covered by one of the categories above.

Research Groups are especially intended for remaining dynamic or static lists of e.g. potential future prospects, event invitees etc, before you reach the stage of adding them as prospects, event invitees, etc. Research Groups can be populated individually or by Query Selections.

Query Selections can be used in a similar way if preferred (and, unlike Research Groups, are not limited to just Individuals).

You can also create either a Research Group or a Selection containing and based upon any individuals that are affiliated to you in one or more of the ways listed above. This may be helpful if you would like to see the complete picture of individuals with an affiliation to your Participant and/or you would like to use the same Selection on a repeated basis. Please contact the DARS Helpdesk if you would like assistance with setting this up.


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