Event Policy and Procedure

Transcription

1 Event Policy and Procedure 1. Event Creation & Maintenance When should an event be recorded in the Griffin Event Module? What are the steps a user should take before creating a new event? What applications should users be familiar with? How do I know which events I am permitted to edit in Griffin? When is an event considered closed? Can I update an event after is has closed? When should an event become inactive? What does this mean? How should an event with multiple pieces be entered? When can I clone an event? 2. Naming Conventions 3. Invitations How do I name an event? How do I name the Venue code? What can t I use on the Vol/Staff page? How are invitation lists created? If people with special handling should not be included, should I remove them manually? 4. Guest Registration and Participation 5. Fees How do I register a person who has not been invited? How do I register the spouse/ guest(s) of a registered entity? A registrant is bringing a guest that may or may not be an entity in the system. How should I handle the registration process? What if registrants do not attend? What is a fee? How do I assign fees? What if an Entity is charged with a fee? What if a registrant contributes an amount in addition to an event fee? Are we using fee packages?

2 1. Event Creation & Maintenance When should an event be recorded in the Griffin Event Module? What are the steps a user should take before creating a new event? What applications should users be familiar with? How do I know which events I am permitted to edit in Griffin? When is an event considered closed? Can I update an event after is has closed? When should an event become inactive? What does this mean? How should an event with multiple pieces be All events managed by alumni and donor relations staff should be created and maintained in Griffin. When a user creates a new event from scratch, before doing anything else he/she should record the event # (jot it down on a sheet of paper or record it in a file). This will allow him or her to navigate to the event from the admin field using the "Go To Application" field in conjunction with the "Open with ID" field. Additionally, when a user starts a new event he should list him/herself as a staff member. This will allow him/her to look up the event from his/her bio record in the events in the navigation tree. (This is especially important while we're waiting for Griffind functionality.) Events users should be familiar with Webl, This will allow them to search for events by name, date, etc. This is especially important until GrifFind Events is up and running. Users should be comfortable creating and using clipboards to facilitate the invitation part of event management in Griffin. If a user has Event maintenance rights, he or she can maintain any/all events in Griffin. Users are expected to be careful not to update any information relating to an event that is owned by another school/unit/division. An event is closed when all maintenance (registration, etc), participation has been recorded. However, Closed should not be confused with Inactive. Closed events are still Active until the event owner inactivates the event. It is permissible to update an event after it has been closed. An event is made inactive at the owner's discretion but it should be annually or something similar. Marking an event inactive takes it out of the active sub-event list. This means that when you go to search to add a subevent, it will not be cluttering up the list you have to choose from. You will be able to search for inactive sub-events in GrifFind. An event with multiple pieces should be entered using sub

3 entered? When can I clone an event? events. You may clone events that have been created in Griffin. Do NOT attempt to clone an event that has historical or converted data. 2. Naming Conventions How do I name an event? Begin the name with the three-character school/ unit code. Tack the year onto the end. For example, GSB: Alumni Campaign Celebration 2007, BSD: Medical Forum 2008 How do I name the Venue code? What can t I use on the Vol/Staff page? The Venue Code should have the city name in it. For example: Hotel Intercontinental, Chicago, IL The Museum of Modern Art, New York, NY London, UK On the Vol / Staff page, DO NOT USE the organization field. 3. Invitations How are invitations lists created? If people with special handling should not be included, should I remove them manually? One event can have multiple invitations (characterized as a letter/ /card). You can add single invitee names (one by one) to each invitation list or add a clipboard full of entities. Your clipboard will determine who is / is not on your mass invite list. Therefore, you should scroll through the names in your clipboard using the VCR buttons to determine who should not be on the list and remove those names from the clipboard before creating the invitation list with the Mass Invite function. 4. Guest Registration & Participation How do I register a person who has not Register the guest from the registration screen by creating a

4 been invited? How do I register the spouse/ guest(s) of a registered entity? A registrant is bringing a guest that may or may not be an entity in the system. How should I handle the registration process? What if registrants do not attend? new registration record. The entity that actually took action to register (called in, ed, and returned the card) is listed as the primary registrant. Spouses/guests that have been "registered" by this initial entity should be listed as a "participant" under the original entity's registration. Navigate to the Registrant s Registration Page and click on Participation Detail. Place your cursor in the Participant ID field and hit F2. Conduct a search in Griffin to see if the spouse/ guest exists in Griffin. If the entity exists: Select the Griffind search result. Griffin will populate the participant record with the required information. If the entity does not exist: users should populate Participant Name, First Name, Last Name and Prefix, and the Nametag field. Users can link the participant as a Couple With or Guest of any other participant on the same registration record. When a registration is completed, Griffin assumes that the registrant is a participant. Therefore, if this person does not show up, and the event organizer wishes to track no-shows or cancellations, the registrants participation record must be manually updated to indicate a status of no-show. 5. Fees What is a fee? How do I assign fees? Fees are what participants are expected to pay for attending an event. Fee types are assigned to the event. There can be multiple fee types for a single event (i.e. young alumni may have a lower fee than other alumni; alumni may have a lower fee than non-alumni, etc). Note that Griffin assigns a No Fee fee type for each event. *** This should not be removed*** For events where fees are applicable, additional fee types can be created, but Fee types must be created on the event to apply the fees to the entity participants. The fees associated with an event are listed on the Fee branch of the Event Navigation Tree. The No Fee type

5 should remain. What if an Entity is charged with a fee? What if a registrant contributes an amount in addition to an event fee? The only financial information we are tracking is fee and fee payment. If an Entity is charged with a fee, a payment must be posted in order to display a 0 balance against the entity's record. If a registrant contributes an amount in addition to an event fee, the gift amount should be recorded separately as a gift unrelated to the Event fee. These extra gifts will not be tracked through the Events module. Are we using fee packages? We are not using fee packages. Any/all fee package fields should not be used.