Submitting a Constituent Update Request
Constituent update requests (CURs) are an easy way to let Records know that a GAIL profile needs to be updated. When on a record in GAIL, on the left-hand side menu titled tasks you will see “request constituent update”. After clicking this, a box will appear with a drop-down menu with several categories. Below are some tips and reminders for submitting each type and here is a downloadable PDF to help guide you.
Contact Info Update: You can choose this if you have received returned mail, called an incorrect or disconnected phone number, or received a notification that an e-mail bounced. If you have a new piece of contact information that should be added or need Records to find a new piece of contact information, this is the option to choose. If you have new information that someone has moved, please include the address if possible. Simply saying someone has moved to Atlanta or using a LinkedIn location is not enough for us to make an update. For example, “I spoke to John Smith on the phone earlier today, and he told me he now lives at 123 Maple St, Athens, GA.” Verifying contact information already on a record is the responsibility of the fundraiser. Also, including a source would be helpful. We are here when you know there is outdated information on the record. Once you have attempted a certain piece of contact information and it is not a viable means of connecting with a constituent, let us know which piece or pieces are invalid, and we will attempt to find new information for you.
Create Record: This would be the option to choose if you need an individual or organization added to GAIL. If requesting a new person to be added, please include their full name and at least one piece of contact information and why this person needs their own record in GAIL. If they are being set up for a specific mailing and need solicit codes for other types of mailings, please let us know. If you need someone set-up as a spouse of another individual already in GAIL, please provide the new spouse’s full name, how you know they are married and why the spouse needs their own record. For an organization set up, please include the business website and any individuals in GAIL that should be linked to the organization. If you need an organization set up and have a file with several people who need to be linked, please instead submit a ticket to ude.agu@tiksa or e-mail the list and instructions to ude.agu@sdrocer
Employment Update: If you have determine the current employment on a constituent’s record is outdated, please select this option. The most helpful information to add when asking for employment to be updated is a LinkedIn profile link. If you find new details about their employment, such as a title change, please include the organization’s name and the individual’s title in your request. It also helps to share any links to your sources, like a business website, social media post, or article.
Marriage/Divorce: You may select this category if you know someone is married or divorced and it is not reflected in GAIL. Helpful facts to include would be how you learned the information, if the spouse should be added to GAIL or simply added to the NOS (not on system) spouse section located under the Personal Info tab on the record and if any names have changed. [For more information on NOS section, please contact ude.agu@sdrocer]. If the update is a divorce of two people in GAIL and you have new contact information for one or both, please include that as well. Sharing links for Facebook, Instagram, LinkedIn, and wedding websites are very helpful when processing a marriage or divorce.
Name Change: Select this option if someone has legally changed any part of their name or has a name they prefer to be called. If you were talking to John William Smith and he wants to be called Bill, let us know here. You can also submit name changes from a marriage or divorce here.
Possible Duplicate Constituent: If you come across two records that you believe to be the same person, this is the category for you. You would submit the CUR while on the profile of one duplicate and list the possible duplicate’s lookup ID in the comment field along with any information to help us determine if they are duplicates or not. If you set up a person or organization and then realize you created a duplicate, submit it here as well. We all make mistakes so just let us know what happened, and we will take care of it.
Report as Deceased: If you receive notification that a constituent is deceased, you can submit it here. Please include the method of communication, who called, and date of death. If you find or are sent an obituary, including the link here would be very helpful. Also, if submitting a CUR for a deceased person, you do not need to mark the constituent deceased in GAIL. We will add it to our workflow for processing deceased records.
Solicit Code Request: If someone tells you they don’t want to be called, texted, e-mailed, solicited, or hear from UGA again, this is the option to choose. Let us know exactly what they said and we will add the appropriate solicit codes. Please check for pre-existing solicit codes first to ensure they are not already present. Depending on when mailing lists are refreshed, it can take 2-4 weeks to see them take effect.
Multiple/Other: This option is when you have several things you need updated on a record or something that doesn’t fit into the other categories. Please include all relevant information and sources. If it seems potentially too long for a CUR, please send your request to ude.agu@sdrocer.
Clear, specific requests are the most helpful to Records in getting the changes in GAIL as quickly as possible. If you would like us to let you know when the request has been completed, indicate that in your request and we will send you an e-mail. The Constituent Update Request process was created to save you time from making updates yourselves or having to write and send an email. The option exists on each record to make the request as easy as possible.
If you have any questions, please feel free to e-mail Records at ude.agu@sdrocer or e-mail Kellie Houston, Assistant Manager of Processing, directly at ude.agu@suohdk.
