Blackbaud Internet Solutions – This is an email client that can be used to send out basic, informational newsletters, quarterly reports, etc. via email where no response is desired from the recipients.
Blackbaud Merchant Services – a service used to process credit card transactions of donor gifts.
CRM stands for Constituent Relationship Management – this is the type of database system that GAIL uses.
A precise computer language tool that is used by trained staff to compile information based on very specific search criteria.
A report is a formalized list that is organized and designed in a nice, easily comprehensible format. This would be used for reporting and/or meeting purposes, not for mailing or contact lists. For a list of existing helpful reports, go to the Reports Glossary found on the GAIL Resources website.
Attributes consist of codes, categories and values that can be assigned to constituent records as a mechanism to track and pull lists from. Use of Attributes are applicable when the purpose to track them doesn’t fit in another functional area in GAIL.
Benefits are goods or services provided to a donor in exchange for their gift. Benefits reduce the receipt amount. (ex: t-shirt, paper weight, etc.)
A Committee is a distinct type of Group record used for tracking UGA affiliated groups of people. These come with additional summary screens and information tabs for fundraising goals, etc. Committees can be related to other committees to create subcommittee structures.
Constituencies are codes that describes how a constituent is related to the University, e.g. “Student”, “Alumni”, or “Donor”. A constituent can be described by multiple constituencies.
A constituent is defined as an individual, group, or organization record within the GAIL system.
Documentation allows you to add Notes, Media Links, and Attachments to constituents records within the GAIL system.
A constituent that is represented by two or more constituent records, duplicates must be kept to a minimum. Each individual, organization, or group should only be represented by a single constituent record in GAIL in order to avoid confusion, miscommunication or multiple mailings.
A Group is a constituent record type that is used to track a group of individuals. Group members can be added, updated, and managed by the owner of said Group.
An Individual is a constituent record type used to identify a person in GAIL. Individuals can be related to other individuals, organizations, or be members of various groups.
Organization is a constituent record type used to identify organizations in the GAIL system. Individuals can be related to organizations as employees and contact persons, and organizations can be related to each other to create parent/subsidiary structures.
A Recognition Program is the distinction given to certain donors who meet certain giving criteria and are recorded on each constituents record in GAIL. These programs can be configured according to the terms of any particular giving program.
Relationships records the connection between two constituent records. These can take the form of simple familial relationships, or complex relationship types that include additional functionality, such as employment, marriage, or parent company/subsidiary relationships.
A report is a formalized list that is organized and designed in a nice, easily comprehensible format. This would be used for reporting and/or meeting purposes, not for mailing or contact lists. For a list of helpful reports that are already available for you to use, go to the Reports Glossary found on the GAIL Resources website.
A Tribute is what is used to track each individual that is honored or memorialized through donations, storing information related to the acknowledgement recipient and a default designation, if appropriate. They also allow tribute gifts to be easily viewed together.
Events are any UGA related gathering for the purposes of social, fundraising, stewardship, etc. that should be tracked within the GAIL system. Events can be setup as single or multi-level. Multi-level event example: reunion weekend where you might have a reception on Friday evening, breakfast Saturday morning and tail-gate Saturday evening.
Event Attributes can be used to supplement the information already stored on event records in order to track additional information. You can create an unlimited number of attributes for events. Examples include: A/V Equipment, Setup/Breakdown, Hotel Block, Parking, etc.
Event Coordinators are UGA staff members or committees that are chosen to oversee an event.
Event Contact is a UGA staff member that is the owner, or person setting up the event in the GAIL system.
Invitations should be sent through the GAIL system via mail (export file for printing) or email and are used as a way to tag constituent records to show they were invited to your events. Invitations can be defined in GAIL as communications for Save the Dates, Invitations, Reminders, Follow Up’s, etc.
A Registrant is any constituent who has registered to attend an event. You can track a registrants’ RSVP, attendance, preferences, etc.
The Events Calendar displays every event across campus that has been setup in the GAIL system. The calendar can be viewed by day, week, month or year. Events will only be listed on the calendar if they have been entered into the GAIL system.
An Event Expense is a debt your unit incurs or plans to incur when you host an event. This is an option you can use if you wish to track expenses for your event.
Lodging Options allow you to identify lodging facilities where your registrants can stay when they travel to events. This does not communicate with the actual hotels/motels, this is simply a tool for you to track which facilities your event has secured rooms at, how many are blocked off, how many registrants have chosen a room, etc. For each location, you can view its name, phone number, address, and contact. You can also view any additional comments entered about a location.
Naming Conventions are a set of abbreviations used in the GAIL system to identify schools/colleges, departments, and units at UGA. Please see the “Naming Conventions” link on the GAIL website. Naming conventions are used to correctly link all events, marketing efforts, etc. to the appropriate school, college, or unit. Example of an event name is as follows: COE – Alumni Tailgate – 2013.
Registration Options are specific options that you define for each registration type included in the event. Examples: Individual, Couple, Sponsor, Group, Complimentary, etc.
A package of registration options can be used in multi-level events which allow registrants to register for more than one option at a time.
Speakers are Registrants who have agreed to speak at your event. Speakers must also be constituents in the system.
An Event Task is a job required to take place in preparation for an event. You can use the task tab to track tasks for an event, the date the task must be completed, and the owner of the task. Reminder: when adding a task, “Name” is the name of the task and “Owner” is the person to whom the task is assigned.
Fundraising Campaigns are usually set up in a Hierarchy that can offer a consolidated view of progress toward goals. When you add a new campaign, it is a top-level campaign in its hierarchy by default. You can add the campaign to the hierarchy of another campaign if needed. Ex: Fundraising Campaign will benefit all areas of UGA, but certain amounts will be designated to certain areas or purposes and for certain schools/colleges/units.
Donor Challenge is a fundraising tool used to help increase support for a specific cause. A major donor or corporate sponsor can pledge a large sum to challenge the organization to raise a specific amount from other donors. A donor challenge can have an internal sponsor or an external one. The program includes two types of donor challenges: “Match per gift” and “Lump sum match.”
Fundraisers are UGA development staff who are involved with a prospect’s management, including planning, cultivation, and solicitation stages.
Fundraisers Goals are set up as a benchmark for fundraisers to fulfill within each fiscal year. These goals include number of visits expected, giving revenue expected, number of giving asks expected, etc.
LAIT Scores are indicators of donors’ potential to give to UGA and are securely maintained on each donors record in GAIL in the Model Scores section. L = Linkage, A = Ability, I = Interest, T = Timing.
Naming Opportunities are used as recognition of donations, such as an engraved brick or the ability to determine the name of a building that donors may receive when they contribute a specific amount.
Opportunities/Asks are part of Prospect Plans. Opportunities are defined as donations that a fundraiser plans, or expects, to ask donors to give.
Purposes are the reasons your organization raises money and they indicate how to allocate your donors’ gifts. Fundraising purpose types are the basis for fundraising purposes. You define characteristics for each type so that purposes based on that type will include specific information.
Marketing and Communications
Acknowledgements are processes in the GAIL system that are setup and used to send out thank-you letters to your donors. There is at least one acknowledgement process already set up for each school/college/unit. Acknowledgements are for the sole purpose of sending thank you letters to your donors, it is not meant to be used for other types of mailings.
Appeals are used for identifying annual fundraising efforts.
• Appeals will be established annually and labeled as … TCOB18 = FY18 Business, WFNR18 = FY18 Warnell, COE18 = FY18 College of Education, etc.
Appeal Mailings are smaller mailings with simple messages. However, Marketing Efforts are the tool to use.
Ask Ladders allows you to set fixed or calculated ask amounts to include with a solicitation.
• Ask ladders are based on a value from the constituent’s giving history
Channel will identify how the solicitation was distributed – phone, direct mail or email.
Communication is a tab on constituents’ records that shows a list of all types of correspondence they have received through the GAIL system, whether it’s a direct marketing effort, acknowledgement process, invitation, gift receipt, etc.
Creatives are used for marketing efforts as a storage for art pieces, letters, scripts, emails, etc. for your mailings.
Direct Marketing Efforts
Direct Marketing Efforts is a robust tool used for mailing or emailing correspondence for the purposes of fundraising, newsletters, and general mailings that offer great variability.
Exclusions allow you to exclude constituents based on their explicit preferences of what types of mailings they do or do not wish to receive.
Finder Numbers are unique numbers that are assigned (in a sequential order) to all constituents you are mailing to when an effort is activated. Finder numbers are used for tracking gifts made based on the result of receiving your effort and associates the donations to your effort to show how well your effort was in bringing in gifts. Finder numbers associates targeted constituents, marketing effort, segment, fund designation and markers for reporting purposes.
A Marketing Effort is the tool used for mailing or emailing solicitations, newsletters, etc.
The Marketing Planned allows you to outline the strategies (audience and timing) for unit marketing efforts.
• The Planner provides a work space to chart annual solicitations and communications
Packages allows you to group items together that will be delivered to an individual in a marketing effort.
• Packages may contain a letter, envelope, contribution card and return envelope
A Placeholder is essentially a dummy record in GAIL that was created based on the need to have one unique Finder Number per mass mailing. Unique finder numbers are automatically assigned to every person in your effort, as well as the Placeholder dummy record. The finder number for the Placeholder dummy record is the one you will provide to your printing vendor to have printed on all return envelopes/cards/etc. It also makes tying revenue to your marketing effort much easier.
The Planning Calendar charts system-wide communications for all users.
• The Planner Calendar documents when efforts (marketing, communication, invitations, activities) are activated
Receipts are sent to donors for each gift/donation they make. These are managed by the central Gift Accounting office. (It is not an acknowledgement or thank you letter.)
Seeds allows you to include additional people in your marketing effort without tagging them as a targeted donor audience. Most often used for including specific staff members that want to track the mailing.
A Segment specifies a collection of donors/prospects who will receive the marketing effort.
• A Segment is built from Selections
• Selections are developed from queries by the Analytics & Reporting Office
• Enables users to group donors by choosing selections and filtering
• Multiple segments take existing selections and combine multiple selections to create a segment based on filtering specific criteria
• Group segments allow a user to add multiple segments to a marketing effort
• Order is important in the group listing because records can only be in one segment
Selections are created by the Analytics & Reporting office based on staff-provided criteria that identifies the individuals who will be targeted for the communication, activity, solicitation.
Source Codes are used to identify which segment and effort a constituent was included in and allows donations to be associated back to the correct marketing effort.
• Source codes help establish the combination of segment, package, solicitation effort, etc. for a particular gift
Source Code Parts
Source Code Parts are groupings of smaller codes which serve as the building blocks for the source code. Ex: AFBUBU18MDRXBU1912ALMO broken down stands for AF=Annual Fund, BU=Dept/Program, BU18=Marketing Effort, M=Channel, DRX=Package code, BU1912ALMO=Segment name.
Universe allows overall inclusion of targeted constituents to a marketing effort.
Vendors is an option that allows users to manage and track vendors who provide products and/or services.
• Vendors become a constituent record within the system and are set-up as an organization
• Search constituent records first before adding a new vendor
The definition of an annual fund gift is defined as any contribution that is not a payment on a Major Gift Opportunity/Pledge unless established as a Leadership Annual Gift component ($1,000+) of the total opportunity.
Completed Step is part of Prospect Plans. Pending steps should be updated to ‘completed’ status after the task is accomplished. If you enter a contact report on a pending step, it will automatically have a completed status which will enable you to make the next step pending.
Contact Report is part of Prospect Plans. Contact Reports are entered on a pending Prospect Plan Step and will mark that task complete; this will also show up as an interaction on the constituents record.
Designation indicates fund name. A specific fund can be identified in the Opportunity portion of your Prospect Plan.
In relation to Prospect Plans, a staff member must have the ‘Fundraiser’ Constituency added to their own record in order to have access to a My Fundraiser Page, to request research, or act as a Plan Manager or Solicitor on a Prospect Plan.
Interactions is the module where you will enter any exchange with a constituent that is not associated with a plan. Interactions will not show up as a contact report.
Likelihood is an indicator that shows confidence level of an accepted opportunity by the projected ask date. This subjective definition assumes the actual response will be within the fiscal year of the ask, with some exceptions. Default categories of likelihood are limited to:
• Low — interest is unclear and/or priorities have changed 25%
• Medium – confirmed interest, but noncommittal on amount and/or timing. 50%
• Strong – high confidence of commitment; date and/or amount in question. 75%
• Definite – highest confidence of both commitment level and date 100%
A Major Gift is defined as any gift tied to an Opportunity within a Prospect Plan in GAIL.
Major Giving Prospect
The Major Giving Prospect Constituency identifies constituents in GAIL with ability to give at the major giving level. This constituency and/or the Prospect constituency is required in order to create a Prospect Plan on constituents.
My Fundraiser Page
The My Fundraiser Page is where Fundraisers spend most of their time, this space is helpful for managing all their prospects, prospect plans, upcoming meetings with prospects, etc.
Opportunity is a placeholder to record the financial details associated with a Prospect Plan and links the ask amount with Gift Accounting, completing the transaction. Cannot be entered without being tied to a plan.
Pending Step is part of Prospect Plans. The pending steps that are associated with a prospect plan will show up on your my fundraiser page.
A Planned Gift is a philanthropic gift that is funded either during the donor’s lifetime or after his or her death. The gift is part of a larger estate-planning process in which the donor decides how certain assets are distributed.
A Planned Giver in GAIL is a donor who has made a documented planned gift which will be received in the future.
This is part of Prospect Plans. A Planned Step is one or many steps within your prospect plan that will happen in the future. This step will not show on your My Fundraiser Page until the status is updated to ‘pending’.
Primary (Plan) Manager
A Primary Plan Manager is a UGA Fundraiser that is responsible for overseeing a specific plan on a Prospect.
A Prospect is a person, corporation, organization or foundation that has been identified as a potential donor or resource of support for UGA.
A Prospect Manager is a UGA Fundraiser who is the key point of contact regarding all aspects of a prospect’s interactions with the University of Georgia, including cultivation, solicitation, stewardship, etc.
A Prospect Plan is the fundraiser’s outline of the strategy to engage a prospect in the cultivation, solicitation, stewardship cycle.
Prospect Research Page
The Prospect Research Page is tailored for the central office for Advancement Research rather than individual fundraisers. Please use the Research Request tab from your My Fundraiser Page.
Prospect Research Request
A Prospect Research Request is used when a UGA Fundraiser needs more in depth data pertinent to the fundraising cycle on a specific prospect. To request research you must have a “Fundraiser Constituency”.
The Prospect Summary tab on the donors record provides information as to whom the fundraiser is that manages the relationship with this donor, the status and the start date for when the relationship was established.
The Prospect Team tab on the donors record provides a summary of fundraisers associated with a Prospect, such as the current Prospect Manager, Primary Plan Managers, and Secondary Plan Managers. (This is not where you would add additional Plan Managers, Solicitors, etc. You need to add them to the Plan itself.)
Secondary (Plan) Manager
A Secondary Plan Manager allows for an additional fundraiser to share responsibility for overseeing a specific plan on a Prospect.
Secondary (Plan) Solicitor
A Secondary Plan Solicitor allows for additional fundraisers and others to assist with advancing a plan on a Prospect. This can include Deans, Directors, and Volunteers, etc.
A Stewardship Plan is a series of steps that steward representatives use in order to initiate and manage contact with constituents. Each plan details how often plan stewards should contact the constituent, the contact method, and the objective. A plan also provides information about the constituent so stewards can coordinate personal and meaningful interactions.
Unplanned Contact Report
Unplanned Contact Reports are defined as being associated with the prospect plan, but not truly part of a step: this will show up as an interaction.
Wealth & Ratings
Wealth & Ratings are securely maintained in the GAIL system and represents scores that are a collection of identifiers from previous capacity screenings. They are refreshed periodically through batch processes through third party suppliers and also from manual review and documentation by the Advancement Research staff.
On the Recognition/Revenue History tabs of constituent records, the Application is most useful for describing payments– the application area “donation” indicates a new outright gift and the application areas “pledge”, “recurring gift”, and “planned gift” indicate the payment is attached to a prior expectancy. Somewhat confusingly, when an expectance is first recorded as transaction type pledge, recurring gift, or planned gift, it is applied to “donation”, representing the new expectancy. See the chart below describing revenue in terms of transaction type and application area.
Batch is defined as a group of biographical or revenue records being processed and loaded into the GAIL system together at one time.
Chart of Common Revenue Scenarios
(described in terms of transaction type and application area)
New Outright Gift————————————Payment———————-Donation
New Recurring Gift———————————Recurring Gift—————-Donation
New Planned Gift———————————–Planned Gift——————Donation
Payment on a Pledge——————————Payment———————-Pledge
Payment on a Recurring Gift———————Payment———————-Recurring Gift
Payment on a Planned Gift———————–Payment———————-Planned Gift
Event Registration or Sponsorship————Payment———————-Event Registration
A Donation is defined as a single, one-time payment in the form of a gift, often called an outright gift.
Matching Gifts are contributions made by organizations which match the gifts given to approved nonprofit organizations by their employees or other qualified persons.
Matching Gift Claim
Matching Gift Claims represent a constituent’s claim that an organization will make a donation based on revenue given by the constituent.
A Payment is defined as a transaction type representing money, goods, or services received.
A Planned Gift is a philanthropic gift that is funded either during the donor’s lifetime or after his or her death. The gift is part of a larger estate-planning process in which the donor decides how certain assets are distributed.
A Pledge is a promise to make a specific total amount donation that can be paid in single or multiple payments. Pledges are considered unrealized revenue and are recorded as revenue and a receivable in the general ledger.
Purpose Search is found under the Fundraising functional area page and is a tool to help you locate specific funds for your school/college/unit to be able to view details of the fund, which includes an overview list of all donors to that fund.
Recognition, or recognition credit, is attributed to the payer or pledger of gift revenue, as well as anyone else deemed appropriate (e.g. spouses, business owners).
A Recurring Gift is a set amount of revenue donated at specific intervals. Recurring gifts are similar to pledges paid in installments in that a constituent agrees to contribute a certain amount over an extended period of time. Recurring gifts do not require a fixed end date. Once you create the recurring gift record, you can apply payments each time your organization receives the revenue.
Revenue describes all forms of revenue/donations, both gift and non-gift, as well as received and expected. Revenue is further distinguished by transaction type and application area.