Griffin Training Manual Address Maintenance

Transcription

1 Griffin Training Manual Address Maintenance

2 The University of Chicago Alumni Relations and Development 2 Griffin Address Maintenance Revised 02/24/2015

3 Table of Contents Chapter 1: About Maintaining Biographic Data in Griffin... 1 General Maintenance Information... 1 View Mode versus Maintenance Mode... 1 Automatic Feeds versus Manual Data Entry... 1 Screens that cannot be Maintained... 1 Required Information... 2 Maintenance Privilege Certification Process... 2 Chapter 2: Adding a New Address Address Maintenance Superpage... 3 Adding a New Address... 3 New Address Data... 3 Creating a New Home Address... 4 Home Address Data... 5 Creating a New Linked Home Address... 6 Linked Home Address Data... 7 Creating a New Seasonal Address... 9 Seasonal Address Data Creating a New Linked Seasonal Address Linked Seasonal Address Data Creating a New Temporary Address Temporary Address Data Creating a New Linked Temporary Address Linked Temporary Address Data Creating a New Other Address Other Address Data Creating a New Linked Other Address Linked Other Address Data Creating a New Telephone Only Address Telephone Only Address Data Creating a New Address Address Data Creating a New econtact Address econtact Address Data Creating a New Faculty Exchange Address Faculty Exchange Address Data Creating a New Main Office/Headquarters Address Griffin Address Maintenance Revised 02/24/2015 i

4 The University of Chicago Alumni Relations and Development Creating a New Business Address Business Address Data Organization Relationship Data Creating a New Linked Business Address Linked Business Address Data Chapter 4: Modifying an Existing Address Modifying a Postal Address Labeling Returned Mail Modifying a Telephone Number Record Foreign Phone Numbers Domestic Telephone Numbers Modifying an Address Modifying an econtact Address Chapter 5: Address Verification Software What is the Address Verification Software? Accessing the Address Verification Software Autocomplete Validation Validating New Home, Seasonal, Temporary, Business, and Other Postal Address Types Forms Address Validation Validating New Home, Seasonal, Temporary, and Other Postal Address Types Validating an Existing Address during Modification Appendix A: Address Maintenance Standards Home Address Maintenance Street Address Lines A. General Address Format B. Address Entry Lines C. Blank Address Fields D. Abbreviations E. Words that are Always Abbreviated F. When Abbreviations are Necessary G. Raised Middle Letter H. Comma Use I. Dashes J. Numbers in Addresses K. Letter Street Names L. Route Addresses ii Griffin Address Maintenance Revised 02/24/2015

5 Alumni Relations and Development The University of Chicago M. Box Numbers Zip Code City United States Cities Foreign Cities Foreign City Abbreviations Canadian Province Abbreviations Australian Territories Abbreviations China and Taiwan Business Address Maintenance Data Sources Data Entry Rules Standards for Business Addresses General Address Format Additional Address Types and Dates Appendix B: Address Maintenance ALL USERS Third Party Address Notification Temporary, Seasonal Addresses and Other Address Type Home and Business Addresses Additional Address Types and Dates Organization Relationships Gift Administration and Business Data Staff -Only Appendix C: The Address Superpage and the Business Address and ORG Relationship Appendix D: International Address Formats Albania Algeria Argentina Australia Austria Bangladesh Belgium Brazil Bulgaria Canada Chile Address Maintenance Revised: 02/24/2015 iii

6 The University of Chicago Alumni Relations and Development China Colombia Costa Rica Czech Republic Denmark Ecuador Egypt Estonia Finland France Germany Greece Greenland Hong Kong Iceland Hungary India Indonesia Iran Ireland Israel Italy Jamaica Japan Kenya Latvia Lebanon Lithuania Luxembourg Malaysia Mexico Netherlands New Zealand Nigeria Norway Pakistan iv Griffin Address Maintenance Revised 02/24/2015

7 Alumni Relations and Development The University of Chicago People's Republic of China Peru Philippines Poland Portugal Romania Russia Saudi Arabia Singapore South Africa South Korea Spain Sweden Switzerland Taiwan (Republic of China) Thailand Turkey United Arab Emirates United Kingdom Venezuela Address Maintenance Revised: 02/24/2015 v

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9 Chapter 1: About Maintaining Biographic Data in Griffin General Maintenance Information Griffin is the University of Chicago s donor, membership, alumni, events, and gift management software system. University staff will use Griffin to support the University s efforts to maintain and manage information about individuals and organizations that are important to the University. View Mode versus Maintenance Mode Griffin offers two different modes of operation in order to best serve the needs of its users. Your job responsibilities dictate which mode applies to you as you access the information contained in Griffin. The modes are: View Mode You can search, display, and print information Maintenance Mode You can search, display, add, change, and print information Automatic Feeds versus Manual Data Entry An Automatic Feed is a computer process that transfers data from one computer system to another. We will add new students (alumni), faculty, and staff to Griffin using Automatic Feeds from Gargoyle and HR. Gift Administration and Business Data (GABD) will add all other new records to Griffin through a Manual Data Entry process. Most of these new records will represent new donors, certificate holders, event attendees, mailing list participants, new prospects, or spouses of existing entities. Screens that cannot be Maintained Users will be given access to Griffin maintenance screens based on job responsibilities and the unit within which the user works. If a user s responsibilities do not require that they maintain data contained on a screen, the user s Griffin privileges will preclude access to that screen. All users with Program Data Maintenance access will have the ability to add and update information related to: Affiliation Awards and Honors Activities and Events Committees Career Specialty Mailing Lists Interests Salutations Entity Notes Student Activities Sports Addresses Volunteer Activities Relationships other than marital and parent-child Web Site addresses A subset of users, those with Address Maintenance privileges, will also have the ability to add and update information related to: Home and Business Addresses Home and Business Information Faculty Exchange Addresses Griffin Address Maintenance 1 02/24/2015

10 The University of Chicago Alumni Relations and Development Organization Relationships Gift and Records Services staff will also have the ability to add and update information related to: Degrees Alternate IDs Alternate Names Record Types Entity Detail Adding and Deleting Entity Records Biographic Detail Marital and Parent Relationships Special Handling Organization Hierarchy Organization SIC codes Required Information Griffin requires that users must input data into certain fields. These fields are denoted by a single asterisk and if these are not completed correctly, Griffin will not let you save your new record. In some cases fields may be labeled with a double asterisk (**); this indicates a conditional requirement. That is, you must populate one of the (**) fields, but not both or the value selected in one field will denote whether another field is required or not. In addition to the fields required by Griffin, University of Chicago requires that users provide data for some additional fields. Please refer to the documentation and curriculum in this manual for information about which fields the University requires by policy. Maintenance Privilege Certification Process After users successfully complete the Address Maintenance course, Griffin User Database Access and Training will administer a certification evaluation before users will be granted privileges to update Addresses in Griffin. 2 Griffin Address Maintenance Revised 02/24/2015

11 Alumni Relations and Development The University of Chicago Chapter 2: Adding a New Address Address Maintenance Superpage All address types will be added to Griffin using one standard form named the Address Maintenance Superpage, or Address Superpage. The Address Superpage was created to give users a single form to add various types of addresses and also add employment records related to business addresses. The Address Superpage will only display the appropriate fields to be filled out for the address type that is selected. The address types that can be added include: Home Pager Seasonal Faculty Exchange Temporary econtact Other Business o Preferred Cell/Alternate Phone o Alternate The Superpage allows users to only enter new address information. The Address Superpage will also be used to create organization relationships when a new business address is entered. Adding a New Address To access the Address Maintenance Superpage: 1. Click on New Address under Addresses on the Entity Navigation tree. Regardless of the type of address that is selected to be added, the initial form will remain the same. This is where you will select the type of address and add the start date for the address. New Address Data Field Name Required? Field Description Contact Type Required The type of contact to be added. Addr Type Required The type of address to be added. Status N/A - Automatic The status of the new address. This will always be Active. Note: To enter an inactive address for historical purposes, you must create it as an active address, save it, and then modify it to change the status. Start Required The start date of the new address. This date can be in the past, Address Maintenance 3 Revised: 02/24/2015

12 The University of Chicago Alumni Relations and Development future, or the current date. Once an address type has been selected, the remaining fields will be displayed that coincide with the address type. REFERENCE: Refer to the subsequent sections of this chapter for information on creating the various address types. IMPORTANT: If you change the address type at any time, prior to saving, the data entered in all fields will be cleared. Creating a New Home Address An entity may have only one (1) active home address. If the entity has an existing home address and a new home address is added, Griffin will automatically update the address type of the existing address to P for Past Home. If the entity does not have an existing home address, Griffin will add the new home address and make no changes to other existing addresses. REFERENCE: See Appendix A of this manual for more information of the University of Chicago s Home Address Maintenance Standards. IMPORTANT: If you are creating a new home address for an entity that is married AND has a Preferred Joint Mailing indicator on their record, you will receive a message notifying you that the spouse s address will also be updated. Note: The Preferred Joint Mailing indicator is located on the Relationships > Marital/S.O. form. If this needs to be added or removed, you must send your request to griffindata@uchicago.edu. 4 Griffin Address Maintenance Revised 02/24/2015

13 Alumni Relations and Development The University of Chicago To create a new home address: The new home address form is displayed on the Address Superpage when a contact type of A Address and an address type of H Home is selected. 1. If the new address is to be listed as the preferred mailing address, click on the check box next to Preferred Mailing Address. IMPORTANT: If the existing address is listed as Preferred and you fail to select the Preferred Mailing Address indicator check box, Griffin will automatically make the new address of that type Preferred. 2. Enter the start date for the address. 3. Enter the address source. 4. If the is any, other than the United States, select the drop-down arrow next to and select the. If you are entering a U.S. or Canada address, skip to step 5. Note: The field should remain blank if you are entering a U.S. or Canada address. is assumed to be United States unless otherwise indicated. a. Enter the address information in the appropriate fields next to Street. First Line: Apartment or suite number Second Line: Post office box or building name Third Line: Street number and name When entering an address that does not have all the components above, record information in the specified order, but record it in the first available line. Do not leave any lines blank in the middle of an address. REFERENCE: See Appendix A of this manual for correct data format and approved abbreviation rules regarding the creation and update of address records. b. Type the City, Province (if applicable), and the postal code for the address in the text box next to Foreign. Note: You will not use the City, State, and Zip Code fields for foreign addresses. c. Skip to step If you are entering a new U.S. or Canada address, click the New button next to the Address Source. The address verification software will begin validating the address. REFERENCE: Refer to Chapter 5 of this training manual for more information about using the address verification software. 6. Fill in the remaining fields according to the data entry rules as indicated in the Home Address Data table. 7. Click on Save on the Address form header. Home Address Data Field Name Required? Field Description Start Used to indicate the starting date of this address. This date can be in the past, future, or current. Care of Optional Used to indicate mailings to this address are sent in care of another individual or organization. This field should be prefaced with c/o then the name of the individual or organization. Address Maintenance 5 Revised: 02/24/2015

14 The University of Chicago Alumni Relations and Development Addr Source Used to indicate the school, unit, or system that provided the new address information. Addr Comment Optional Used to indicate any comments that are pertinent to this address. Creating a New Linked Home Address The Linked Address form is used to link a telephone number to an address. New Linked Address records are entered using the Address Superpage. The Linked Address form can be used for the following address types: Home, Business, Seasonal, Temporary, Faculty Exchange, Main Office/Headquarters, and Other. To create a new linked home address: 1. Select the Contact Type of L Linked Address from the drop-down menu. 2. Select the Address Type of H Home from the drop-down menu. 3. Enter the address source. 4. If the is any, other than the United States, select the drop-down arrow next to and select the. If you are entering a U.S. or Canada address, skip to step 5. Note: The field should remain blank if you are entering a U.S. or Canada address. is assumed to be United States unless otherwise indicated. 6 Griffin Address Maintenance Revised 02/24/2015

15 Alumni Relations and Development The University of Chicago a. Enter the address information in the appropriate fields next to Street. First Line: Apartment or suite number Second Line: Post office box or building name Third Line: Street number and name When entering an address that does not have all the components above, record information in the specified order, but record it in the first available line. Do not leave any lines blank in the middle of an address. REFERENCE: See Appendix A of this manual for correct data format and approved abbreviation rules regarding the creation and update of address records. b. Type the City, Province (if applicable), and the postal code for the address in the text box next to Foreign. Note: You will not use the City, State, and Zip Code fields for foreign addresses. c. Skip to step If you are entering a new U.S. or Canada address, click the New button next to the Address Source. The address verification software will begin validating the address. REFERENCE: Refer to Chapter 5 of this training manual for more information about using the address verification software. 6. Fill in the remaining fields according to the data entry rules as indicated in the Linked Home Address Data table. 7. Click on Save on the Address form header. Linked Home Address Data Field Name Required? Field Description Contact Type Start Status Addr Type Preferred Mailing Address Defaulted for new records Conditional The Contact Type for the address. For Linked Address, select L Linked Address from the drop-down menu. Used to indicate the starting date of this address. This date can be in the past, future, or current. Used to indicate the status for the Linked Address. For new addresses, this will be Active. Used to indicate the type of address for this Linked Address. In this case, select H Home. Used to indicate the preferred mailing address for the entity. Each entity may only have one preferred mailing address. If replacing the preferred address, Griffin will automatically mark the new one as preferred. Care of Optional Used to indicate mailings to this address are sent in care of another individual or organization. This field should be prefaced with c/o then the name of the individual or organization. Mod Date Conditional Used if the address was updated and the date that the update occurred is entered. May enter manually or chose from the calendar drop-down menu at the end of the field. Address Maintenance 7 Revised: 02/24/2015

16 The University of Chicago Alumni Relations and Development Addr Source Used to indicate the school, unit, or system that provided the new address information. Addr Comment Optional Used to indicate any comments that are pertinent to this address. Phone Status policy Used to indicate the status of the telephone number. If a phone number is entered for this address, either domestic or foreign, the value of A Good Phone should be selected. Preferred Phone Optional Used to indicate a preferred phone number for the entity. This should be checked when the entity specifically requests it or when it is carried over from a previous record. There can only be one preferred phone number. Telephone Type Required Used to indicate that this is a home telephone number. If the entity does not have a home telephone number and uses a mobile phone instead, enter the mobile phone as the home phone. Unlisted Optional Used if it is known that the entity s phone number is unlisted. Telephone Code Optional Used to indicate if the telephone is a land-line or a mobile phone. Text Message Ind Conditional This box will be checked if it is known that the phone accepts text messages. Phone Phone Src policy policy Used to store the phone number associated the home address. The area code field should only be entered for domestic phone numbers. The dash does not need to be included when entering the number. Used to indicate the school, unit, or system that provided the phone information. Ext Optional Used to store the extension that is associated with this telephone number. The character limit for extensions is 10 and if there are more digits, add the complete telephone number in the comment field. Phone Mod Defaulted Displays the date the phone number was last modified. Telephone Comment Optional Used to indicate any comments that are pertinent to this telephone number. 8 Griffin Address Maintenance Revised 02/24/2015

17 Alumni Relations and Development The University of Chicago Creating a New Seasonal Address Seasonal Addresses are addresses that serve as the entity s home address for part of each year. For example, an entity may have a permanent home address in Chicago, but spend part of every winter in a home in Florida. Often an entity moves to and from their seasonal address on the same month/day each year. Hence, Seasonal addresses are entered in much the same way as a Home-type address, but Seasonal addresses have both a Start and Stop date which are both populated without a specific year. Each year, Seasonal addresses toggle with the Home address based on the Seasonal address start and stop dates. If the current date is within the Seasonal address dates, the Seasonal address will display on the Entity Overview page. An entity may have multiple active seasonal addresses. REFERENCE: See Appendix A of this manual for more information of the University of Chicago s Address Maintenance Standards. To create a seasonal address: The new seasonal address form is displayed on the Address Superpage when an address type of S Seasonal is selected. 1. Enter the start and stop date for the address. There will not be a year associated with these dates. 2. Enter the address source. 3. If the is any, other than the United States, select the drop-down arrow next to and select the. If you are entering a U.S. or Canada address, skip to step 5. Note: The field should remain blank if you are entering a U.S. or Canada address. is assumed to be United States unless otherwise indicated. Address Maintenance 9 Revised: 02/24/2015

18 The University of Chicago Alumni Relations and Development a. Enter the address information in the appropriate fields next to Street. First Line: Apartment or suite number Second Line: Post office box or building name Third Line: Street number and name When entering an address that does not have all the components above, record information in the specified order, but record it in the first available line. Do not leave any lines blank in the middle of an address. REFERENCE: See Appendix A of this manual for correct data format and approved abbreviation rules regarding the creation and update of address records. b. Type the City, Province (if applicable), and the postal code for the address in the text box next to Foreign. Note: You will not use the City, State, and Zip Code fields for foreign addresses. c. Skip to step If you are entering a new U.S. or Canada address, click the New button next to the Address Source. The address verification software will begin validating the address. REFERENCE: Refer to Chapter 5 of this training manual for more information about using the address verification software. 5. Fill in the remaining fields according to the data entry rules as indicated in the Home Address Data table. 6. Click on Save on the Address form header. Seasonal Address Data Field Name Required? Field Description Start Stop Used to indicate the starting date of this address. This date will be a partial date. There will not be a year associated with it. Used to indicate the ending date of this address. This date will be a partial date. There will not be a year associated with it. Care of Optional Used to indicate mailings to this address are sent in care of another individual or organization. This field should be prefaced with c/o then the name of the individual or organization. Addr Source Used to indicate the school, unit, or system that provided the new address information. Addr Comment Optional Used to indicate any comments that are pertinent to this address. 10 Griffin Address Maintenance Revised 02/24/2015

19 Alumni Relations and Development The University of Chicago Creating a New Linked Seasonal Address The Linked Address form is used to link a telephone number to an address. New Linked Address records are entered using the Address Superpage. If the entity indicates a telephone number associated with his/her seasonal address, this form should be used. To create a new linked seasonal address: 1. Select the Contact Type of L Linked Address from the drop-down menu. 2. Select the Address Type of S Seasonal from the drop-down menu. 3. Enter the address source. 4. If the is any, other than the United States, select the drop-down arrow next to and select the. If you are entering a U.S. or Canada address, skip to step 5. Note: The field should remain blank if you are entering a U.S. or Canada address. is assumed to be United States unless otherwise indicated. a. Enter the address information in the appropriate fields next to Street. Address Maintenance 11 Revised: 02/24/2015

20 The University of Chicago Alumni Relations and Development First Line: Apartment or suite number Second Line: Post office box or building name Third Line: Street number and name When entering an address that does not have all the components above, record information in the specified order, but record it in the first available line. Do not leave any lines blank in the middle of an address. REFERENCE: See Appendix A of this manual for correct data format and approved abbreviation rules regarding the creation and update of address records. b. Type the City, Province (if applicable), and the postal code for the address in the text box next to Foreign. Note: You will not use the City, State, and Zip Code fields for foreign addresses. c. Skip to step If you are entering a new U.S. or Canada address, click the New button next to the Address Source. The address verification software will begin validating the address. REFERENCE: Refer to Chapter 5 of this training manual for more information about using the address verification software. 6. Fill in the remaining fields according to the data entry rules as indicated in the Linked Seasonal Address Data table. 7. Click on Save on the Address form header. Linked Seasonal Address Data Field Name Required? Field Description Contact Type Start Stop Status Addr Type Preferred Mailing Address Defaulted for new records N/A The Contact Type for the address. For Linked Address, select L Linked Address from the drop-down menu. Used to indicate the starting date of this address. This date will be a partial date. There will not be a year associated with it. Used to indicate the ending date of this address. This date will be a partial date. There will not be a year associated with it. Used to indicate the status for the Linked Address. For new addresses, this will be Active. Used to indicate the type of address for this Linked Address. In this case, select S Seasonal. Seasonal addresses should not be set to Preferred. Care of Optional Used to indicate mailings to this address are sent in care of another individual or organization. This field should be prefaced with c/o then the name of the individual or organization. Mod Date Conditional Used if the address was updated and the date that the update occurred is entered. May enter manually or chose from the calendar drop-down menu at the end of the field. Addr Source Used to indicate the school, unit, or system that provided the new address information. 12 Griffin Address Maintenance Revised 02/24/2015

21 Alumni Relations and Development The University of Chicago Addr Comment Optional Used to indicate any comments that are pertinent to this address. Phone Status policy Used to indicate the status of the telephone number. If a phone number is entered for this address, either domestic or foreign, the value of A Good Phone should be selected. Preferred Phone Optional Used to indicate a preferred phone number for the entity. This should be checked when the entity specifically requests it or when it is carried over from a previous record. There can only be one preferred phone number. Telephone Type Required Used to indicate that this is a home telephone number. Unlisted Optional Used if it is known that the entity s phone number is unlisted. Telephone Code Optional Used to indicate if the telephone is a land-line or a mobile phone. Text Message Ind Conditional This box will be checked if it is known that the phone accepts text messages. Phone Phone Src policy policy Used to store the phone number associated the home address. The area code field should only be entered for domestic phone numbers. The dash does not need to be included when entering the number. Used to indicate the school, unit, or system that provided the phone information. Ext Optional Used to store the extension that is associated with this telephone number. The character limit for extensions is 10 and if there are more digits, add the complete telephone number in the comment field. Phone Mod Defaulted Displays the date the phone number was last modified. Telephone Comment Optional Used to indicate any comments that are pertinent to this telephone number. Creating a New Temporary Address Temporary Addresses are addresses that should replace the entity s Home address during a specific date range. Temporary addresses are entered in much the same way as a Seasonal address, but users must also populate the year for Start and Stop date. During the period that the Temporary address is applicable, this address will show on the Entity Overview page. After the Temporary address s date range passes, the Entity Overview will no longer display this information. The Temporary address, however, will remain an active (Status = A ) address on the entity s record because there is no automated process to remove these addresses. An entity may have multiple active temporary addresses. REFERENCE: See Appendix A of this manual for more information of the University of Chicago s Address Maintenance Standards. Address Maintenance 13 Revised: 02/24/2015

22 The University of Chicago Alumni Relations and Development To create a temporary address: The new temporary address form is displayed on the Address Superpage when an address type of T Temporary is selected. 1. Enter the start and stop date for the address. 2. Enter the address source. 3. If the is any, other than the United States, select the drop-down arrow next to and select the. If you are entering a U.S. or Canada address, skip to step 5. Note: The field should remain blank if you are entering a U.S. or Canada address. is assumed to be United States unless otherwise indicated. a. Enter the address information in the appropriate fields next to Street. First Line: Apartment or suite number Second Line: Post office box or building name Third Line: Street number and name When entering an address that does not have all the components above, record information in the specified order, but record it in the first available line. Do not leave any lines blank in the middle of an address. REFERENCE: See Appendix A of this manual for correct data format and approved abbreviation rules regarding the creation and update of address records. b. Type the City, Province (if applicable), and the postal code for the address in the text box next to Foreign. Note: You will not use the City, State, and Zip Code fields for foreign addresses. c. Skip to step Griffin Address Maintenance Revised 02/24/2015

23 Alumni Relations and Development The University of Chicago 4. If you are entering a new U.S. or Canada address, click the New button next to the Address Source. The address verification software will begin validating the address. REFERENCE: Refer to Chapter 5 of this training manual for more information about using the address verification software. 5. Fill in the remaining fields according to the data entry rules as indicated in the Home Address Data table. 6. Click on Save on the Address form header. Temporary Address Data Field Name Required? Field Description Start Stop Used to indicate the starting date of this address. Used to indicate the ending date of this address. Care of Optional Used to indicate mailings to this address are sent in care of another individual or organization. This field should be prefaced with c/o then the name of the individual or organization. Addr Source Used to indicate the school, unit, or system that provided the new address information. Addr Comment Optional Used to indicate any comments that are pertinent to this address. Address Maintenance 15 Revised: 02/24/2015

24 The University of Chicago Alumni Relations and Development Creating a New Linked Temporary Address The Linked Address form is used to link a telephone number to an address. New Linked Address records are entered using the Address Superpage. If the entity indicates a telephone number associated with his/her temporary address, this form should be used. To create a new linked temporary address: 1. Select the Contact Type of L Linked Address from the drop-down menu. 2. Select the Address Type of T Temporary from the drop-down menu. 3. Enter the address source. 4. If the is any, other than the United States, select the drop-down arrow next to and select the. If you are entering a U.S. or Canada address, skip to step 5. Note: The field should remain blank if you are entering a U.S. or Canada address. is assumed to be United States unless otherwise indicated. 16 Griffin Address Maintenance Revised 02/24/2015

25 Alumni Relations and Development The University of Chicago a. Enter the address information in the appropriate fields next to Street. First Line: Apartment or suite number Second Line: Post office box or building name Third Line: Street number and name When entering an address that does not have all the components above, record information in the specified order, but record it in the first available line. Do not leave any lines blank in the middle of an address. REFERENCE: See Appendix A of this manual for correct data format and approved abbreviation rules regarding the creation and update of address records. b. Type the City, Province (if applicable), and the postal code for the address in the text box next to Foreign. Note: You will not use the City, State, and Zip Code fields for foreign addresses. c. Skip to step If you are entering a new U.S. or Canada address, click the New button next to the Address Source. The address verification software will begin validating the address. REFERENCE: Refer to Chapter 5 of this training manual for more information about using the address verification software. 6. Fill in the remaining fields according to the data entry rules as indicated in the Linked Temporary Address Data table. 7. Click on Save on the Address form header. Linked Temporary Address Data Field Name Required? Field Description Contact Type Start Stop Status Addr Type Preferred Mailing Address Defaulted for new records Conditional The Contact Type for the address. For Linked Address, select L Linked Address from the drop-down menu. Used to indicate the starting date of this address. Used to indicate the ending date of this address. Used to indicate the status for the Linked Address. For new addresses, this will be Active. Used to indicate the type of address for this Linked Address. In this case, select T Temporary. Used to indicate the preferred mailing address for the entity. Each entity may only have one preferred mailing address. If replacing the preferred address, Griffin will automatically mark the new one as preferred. Care of Optional Used to indicate mailings to this address are sent in care of another individual or organization. This field should be prefaced with c/o then the name of the individual or organization. Address Maintenance 17 Revised: 02/24/2015

26 The University of Chicago Alumni Relations and Development Mod Date Conditional Used if the address was updated and the date that the update occurred is entered. May enter manually or chose from the calendar drop-down menu at the end of the field. Addr Source Used to indicate the school, unit, or system that provided the new address information. Addr Comment Optional Used to indicate any comments that are pertinent to this address. Phone Status policy Used to indicate the status of the telephone number. If a phone number is entered for this address, either domestic or foreign, the value of A Good Phone should be selected. Preferred Phone Optional Used to indicate a preferred phone number for the entity. This should be checked when the entity specifically requests it or when it is carried over from a previous record. There can only be one preferred phone number. Telephone Type Required Used to indicate that this is a home telephone number. Unlisted Optional Used if it is known that the entity s phone number is unlisted. Telephone Code Optional Used to indicate if the telephone is a land-line or a mobile phone. Text Message Ind Conditional This box will be checked if it is known that the phone accepts text messages. Phone Phone Src policy policy Used to store the phone number associated the home address. The area code field should only be entered for domestic phone numbers. The dash does not need to be included when entering the number. Used to indicate the school, unit, or system that provided the phone information. Ext Optional Used to store the extension that is associated with this telephone number. The character limit for extensions is 10 and if there are more digits, add the complete telephone number in the comment field. Phone Mod Defaulted Displays the date the phone number was last modified. Telephone Comment Optional Used to indicate any comments that are pertinent to this telephone number. 18 Griffin Address Maintenance Revised 02/24/2015

27 Alumni Relations and Development The University of Chicago Creating a New Other Address Other Addresses are addresses that do not fall into another address type category. An entity may have multiple active other addresses. REFERENCE: See Appendix A of this manual for more information of the University of Chicago s Address Maintenance Standards. To create an other address: The new other address form is displayed on the Address Superpage when an address type of O Other is selected. 1. Enter the start date for the address. 2. Enter the address source. 3. If the is any, other than the United States, select the drop-down arrow next to and select the. If you are entering a U.S. or Canada address, skip to step 5. Note: The field should remain blank if you are entering a U.S. or Canada address. is assumed to be United States unless otherwise indicated. a. Enter the address information in the appropriate fields next to Street. First Line: Apartment or suite number Second Line: Post office box or building name Third Line: Street number and name When entering an address that does not have all the components above, record information in the specified order, but record it in the first available line. Do not leave any lines blank in the middle of an address. Address Maintenance 19 Revised: 02/24/2015

28 The University of Chicago Alumni Relations and Development REFERENCE: See Appendix A of this manual for correct data format and approved abbreviation rules regarding the creation and update of address records. b. Type the City, Province (if applicable), and the postal code for the address in the text box next to Foreign. Note: You will not use the City, State, and Zip Code fields for foreign addresses. c. Skip to step If you are entering a new U.S. or Canada address, click the New button next to the Address Source. The address verification software will begin validating the address. REFERENCE: Refer to Chapter 5 of this training manual for more information about using the address verification software. 5. Fill in the remaining fields according to the data entry rules as indicated in the Home Address Data table. 6. Click on Save on the Address form header. Other Address Data Field Name Required? Field Description Start Used to indicate the starting date of this address. This date will be a partial date. There will not be a year associated with it. Care of Optional Used to indicate mailings to this address are sent in care of another individual or organization. This field should be prefaced with c/o then the name of the individual or organization. Addr Source Used to indicate the school, unit, or system that provided the new address information. Addr Comment Optional Used to indicate any comments that are pertinent to this address. 20 Griffin Address Maintenance Revised 02/24/2015

29 Alumni Relations and Development The University of Chicago Creating a New Linked Other Address The Linked Address form is used to link a telephone number to an address. New Linked Address records are entered using the Address Superpage. If the entity indicates a telephone number associated with his/her other address, this form should be used. An entity may have multiple other addresses. To create a new linked other address: 1. Select the Contact Type of L Linked Address from the drop-down menu. 2. Select the Address Type of O Other from the drop-down menu. 3. Enter the address source. 4. If the is any, other than the United States, select the drop-down arrow next to and select the. If you are entering a U.S. or Canada address, skip to step 5. Note: The field should remain blank if you are entering a U.S. or Canada address. is assumed to be United States unless otherwise indicated. Address Maintenance 21 Revised: 02/24/2015

30 The University of Chicago Alumni Relations and Development a. Enter the address information in the appropriate fields next to Street. First Line: Apartment or suite number Second Line: Post office box or building name Third Line: Street number and name When entering an address that does not have all the components above, record information in the specified order, but record it in the first available line. Do not leave any lines blank in the middle of an address. REFERENCE: See Appendix A of this manual for correct data format and approved abbreviation rules regarding the creation and update of address records. b. Type the City, Province (if applicable), and the postal code for the address in the text box next to Foreign. Note: You will not use the City, State, and Zip Code fields for foreign addresses. c. Skip to step If you are entering a new U.S. or Canada address, click the New button next to the Address Source. The address verification software will begin validating the address. REFERENCE: Refer to Chapter 5 of this training manual for more information about using the address verification software. 6. Fill in the remaining fields according to the data entry rules as indicated in the Linked Other Address Data table. 7. Click on Save on the Address form header. Linked Other Address Data Field Name Required? Field Description Contact Type Start Stop Status Addr Type Preferred Mailing Address Defaulted for new records Conditional The Contact Type for the address. For Linked Address, select L Linked Address from the drop-down menu. Used to indicate the starting date of this address. Used to indicate the ending date of this address. Used to indicate the status for the Linked Address. For new addresses, this will be Active. Used to indicate the type of address for this Linked Address. In this case, select O Other. Used to indicate the preferred mailing address for the entity. Each entity may only have one preferred mailing address. If replacing the preferred address, Griffin will automatically mark the new one as preferred. Care of Optional Used to indicate mailings to this address are sent in care of another individual or organization. This field should be prefaced with c/o then the name of the individual or organization. 22 Griffin Address Maintenance Revised 02/24/2015

31 Alumni Relations and Development The University of Chicago Mod Date Conditional Used if the address was updated and the date that the update occurred is entered. May enter manually or chose from the calendar drop-down menu at the end of the field. Addr Source Used to indicate the school, unit, or system that provided the new address information. Addr Comment Optional Used to indicate any comments that are pertinent to this address. Phone Status policy Used to indicate the status of the telephone number. If a phone number is entered for this address, either domestic or foreign, the value of A Good Phone should be selected. Preferred Phone Optional Used to indicate a preferred phone number for the entity. This should be checked when the entity specifically requests it or when it is carried over from a previous record. There can only be one preferred phone number. Telephone Type Required Used to indicate that this is an other telephone number. Unlisted Optional Used if it is known that the entity s phone number is unlisted. Telephone Code Optional Used to indicate if the telephone is a land-line or a mobile phone. Text Message Ind Conditional This box will be checked if it is known that the phone accepts text messages. Phone Phone Src policy policy Used to store the phone number associated the other address. The area code field should only be entered for domestic phone numbers. The dash does not need to be included when entering the number. Used to indicate the school, unit, or system that provided the phone information. Ext Optional Used to store the extension that is associated with this telephone number. The character limit for extensions is 10 and if there are more digits, add the complete telephone number in the comment field. Phone Mod Defaulted Displays the date the phone number was last modified. Telephone Comment Optional Used to indicate any comments that are pertinent to this telephone number. Address Maintenance 23 Revised: 02/24/2015

32 The University of Chicago Alumni Relations and Development Creating a New Telephone Only Address Telephone only addresses are address records that are created to record phone numbers that are not linked to a specific address (i.e., cell/mobile) or to record additional phones that could not be entered on the regular address (i.e., additional phone lines at a home or business). Griffin allows for only one phone number to be attached to each postal address record. Hence, you must record the additional home/business phone number(s) in another location. Foreign Phone Only addresses will be added via this address type as well. An entity may have multiple active cell/alternate phone addresses. REFERENCE: See Appendix A of this manual for more information of the University of Chicago s Address Maintenance Standards. To create a telephone only address: The new telephone only address form is displayed on the Address Superpage when an address type of T Telephone Only is selected. The new Telephone Types include H Home, B Business, HF Home Fax, BF Business Fax, A Alternate, AF Alternate Fax, F Faculty Exchange, FF Faculty Exchange Fax, O Other, OF Other Fax, G Pager, SF Seasonal Fax, T Temporary, TF Temporary Fax, and S Seasonal. If the is any, other than the United States, select the drop-down arrow next to and select the. If you are entering a U.S. telephone number, leave the field blank. 1. Fill in the remaining fields according to the data entry rules as indicated in the Telephone Only Address Data table. 2. Click on Save on the Address form header. 24 Griffin Address Maintenance Revised 02/24/2015

33 Alumni Relations and Development The University of Chicago Telephone Only Address Data Field Name Required? Field Description Contact Type Start Used to indicate that the contact type. In this case, select T Telephone Only from the drop-down menu. Used to indicate the starting date of this address. Conditional Used to indicate the that is associated with this record. Populated for countries other than the United States. Phone Status Conditional- policy Used to indicate the status of the telephone number. If a phone number is entered for this address, either domestic or foreign, the value of A Active should be selected. Preferred Phone Conditional Used to indicate that this is the preferred phone number to use regardless of the preferred postal address. There can only be one preferred phone number. Telephone Type Used to indicate the type of telephone number it is for this record. Unlisted Optional Used to indicate that the phone number listed on this form is unlisted in nature. Telephone Code Optional Used to indicate if the telephone is a land-line or a mobile phone. Text Message Ind Conditional This box will be checked if it is known that the phone accepts text messages. Phone Phone Src policy policy Used to store the phone number associated the other address. The area code field should only be entered for domestic phone numbers. The dash does not need to be included when entering the number. Used to indicate the school, unit, or system that provided the phone information. Ext Optional Used to store the extension that is associated with this telephone number. The character limit for extensions is 10 and if there are more digits, add the complete telephone number in the comment field. Phone Mod Defaulted Displays the date the phone number was last modified. Telephone Comment Optional Used to indicate any comments that are pertinent to this telephone number. Address Maintenance 25 Revised: 02/24/2015

34 The University of Chicago Alumni Relations and Development Creating a New Address addresses for entities are found on the Addresses form. This form displays multiple addresses for an entity; An entity may have multiple active alternate addresses, however there can be only one preferred for each entity. When a new preferred address is entered, the old preferred address will be made inactive. New addresses can be created via the New Address Superpage or the form within the Addresses application in the entity navigation tree.. To create an address: The new address form is displayed on the Address Superpage when an address type of E is selected as the contact type. 1. Fill in the fields according to the data entry rules as indicated in the Address Data table. 2. Click on Save on the Address form header. Address Data Field Name Required? Field Description Contact Type Start Type policy Used to indicate the contact type. Select E . Used to indicate the starting date of this address. Used to indicate the type of address (Home or Business). Preferred Conditional Used to indicate if this is the entity s preferred address. Format Optional Used to indicate the format of the address (HTML or Text). Status policy Used to indicate the status of the address. For new address, select Active. Code Optional This address is associated with the University, this field denotes the unit with which the is affiliated. E.g. 26 Griffin Address Maintenance Revised 02/24/2015

35 Alumni Relations and Development The University of Chicago Source Forwards To policy policy Optional would be University. Must be a valid value from the Code drop down menu. Used to indicate the school, unit, or system that provided the information. The address should be entered in its entirety (i.e., entity@uchicago.edu). Used to indicate which s are forwarded and must be entered using a valid address format. Comment Optional Used to indicate any comments that are pertinent to this address. Creating a New econtact Address Only personal web addresses or personal web pages on a company s website should be stored on a person entity s record. A company s website should only be recorded on an organization s entity record. econtact types include Facebook, LinkedIn, Twitter, and Web Site. An entity may have multiple active econtact addresses. To create an econtact: The new econtact address form is displayed on the Address Superpage when an address type of W econtact is selected. The preferred econtact is displayed on the Entity Overview page. 1. Fill in the fields according to the data entry rules as indicated in the econtact Address Data table. 2. Click on Save on the Address form header. econtact Address Data Field Name Required? Field Description Contact Type Start econtact Type policy Used to indicate the contact type. Select W econtact. Used to indicate the starting date of this address. This date will be a partial date. There will not be a year associated with it. Used to indicate the web address or social media outlet for this entity. Address Maintenance 27 Revised: 02/24/2015

36 The University of Chicago Alumni Relations and Development Preferred Ind Optional Used to indicate when this is the preferred address of this econtact type for the entity. econtact Status econtact Business Ind econtact Source econtact policy Optional policy Used to indicate the status of this website address. Used to indicate when this is a business website. Used to indicate the school, unit, or system that provided the econtact information. Used to enter the econtact for this entity. Enter the entire URL. LinkedIn: Facebook: Twitter: econtact Comment Optional Used to indicate any comments that are pertinent to this address. Creating a New Faculty Exchange Address A faculty exchange address indicates the mailing code for inter-campus mail delivery. This will only be used on University of Chicago faculty and staff s entity records. An entity may have only one (1) active faculty exchange addresses. To create a faculty exchange address: The new faculty exchange address form is displayed on the Address Superpage when an address type of F Faculty Exchange is selected. 1. Fill in the fields according to the data entry rules as indicated in the Faculty Exchange Address Data table. 2. Click on Save on the Address form header. 28 Griffin Address Maintenance Revised 02/24/2015

37 Alumni Relations and Development The University of Chicago Faculty Exchange Address Data Field Name Required? Field Description Contact Type Start Status Addr Type Street Addr Source Building Code Defaulted for new records policy policy Used to indicate the type of contact for this address. Used to indicate the starting date of this address. Used to indicate the status for this address. For new addresses, this will be Active. Used to indicate the address type for this address. Select F Faculty Exchange. Used to store the faculty exchange address of the entity. Used to indicate the school, unit, or system that provided the faculty exchange information. Used to indicate the building where the inter-campus mailings will be directed. Mod Date N/A Used to indicate the date that the Faculty Exchange address was last modified. Addr Comment Optional Used to indicate any comments that are pertinent to this address. Creating a New Main Office/Headquarters Address Main Office/Headquarters addresses should only be entered by the University of Chicago Gift Administration and Business Data (GABD) staff or Corporate and Foundation Relations. If you have an address update for an organization entity s main office/headquarters, you should send the update request to griffindata@uchicago.edu to be added in Griffin. Creating a New Business Address An entity may have only one (1) active business address. If the entity has an existing business address (Type = B) and you choose to add a new business address (Type = B), Griffin will change the address Type of the existing address to Q for Past Business. If the entity does not have an existing business address, Griffin will add the new business address and make no changes to other existing addresses. Business addresses should be linked to employment records whenever possible. Both should be updated and the link created. REFERENCE: See Appendix A of this manual for more information of the University of Chicago s Address Maintenance Standards. Address Maintenance 29 Revised: 02/24/2015

38 The University of Chicago Alumni Relations and Development To create a business address: 30 Griffin Address Maintenance Revised 02/24/2015

39 Alumni Relations and Development The University of Chicago The new business address form is displayed on the Address Superpage when an address type of B Business is selected. 1. If the new address is to be listed as the preferred mailing address, click on the check box next to Preferred Mailing Address. IMPORTANT: If the existing address is listed as Preferred and you fail to select the Preferred Mailing Address indicator check box, Griffin will automatically make the new address of that type Preferred. 2. Enter the start date for the address. 3. Enter the address source. 4. If the is any, other than the United States, select the drop-down arrow next to and select the. If you are entering a U.S. or Canada address, skip to step 5. Note: The field should remain blank if you are entering a U.S. address. is assumed to be United States unless otherwise indicated. a. Enter the address information in the appropriate fields next to Street. First Line: Apartment or suite number Second Line: Post office box or building name Third Line: Street number and name When entering an address that does not have all the components above, record information in the specified order, but record it in the first available line. Do not leave any lines blank in the middle of an address. REFERENCE: See Appendix A of this manual for correct data format and approved abbreviation rules regarding the creation and update of address records. b. Type the City, Province (if applicable), and the postal code for the address in the text box next to Foreign. Note: You will not use the City, State, and Zip Code fields for foreign addresses. 5. If you are entering a new U.S. or Canada address, click the New button next to the Address Source. The address verification software will begin validating the address. REFERENCE: Refer to Chapter 5 of this training manual for more information about using the address validation software. 6. Fill in the remaining fields according to the data entry rules as indicated in the Business Address Data table. 7. If an organization relationship has not been previously created on this entity s record, fill in the organization relationship fields according to the data entry rules as indicated in the Organization Relationship Data table. 8. Click on Save on the Address form header. Business Address Data Field Name Required? Field Description Contact Type Addr Type Used to indicate the type of contact to be added. Select A Address from the drop-down menu. Used to indicate the type of address. In this case, select B Business from the drop-down menu. Address Maintenance 31 Revised: 02/24/2015

40 The University of Chicago Alumni Relations and Development Start Used to indicate the starting date of this address. This date can be in the past, future, or current. Care of Optional Used to indicate mailings to this address are sent in care of another individual or organization. This field should be prefaced with c/o then the name of the individual or organization. Org Rel Link Conditional Title Conditional Employer Conditional Addr Source Used to link this business address to an existing organization relationship. If one does not exist, one will be created in subsequent fields and will automatically be populated upon saving the business address. Used to link this business address to a title on an existing organization relationship. If one does not exist, one will be created in subsequent fields and will automatically be populated upon saving the business address. Used to link this business address to an employer name on an existing organization relationship. If one does not exist, one will be created in subsequent fields and will automatically be populated upon saving the business address. Used to indicate the school, unit, or system that provided the new address information. Addr Comment Optional Used to indicate any comments that are pertinent to this address. Organization Relationship Data Field Name Required? Field Description Employer Conditional Emp Name 1 Conditional Used to store the entity ID number of the organization. If an entity ID number does not exist, a Name only employer record should be created. Name only records are recorded in the Emp Name 1 field. Either the Employer field or the Emp Name 1 field must be filled-in. Used to store the name of the organization if an entity ID number does not exist for the organization (60 characters). The name of the organization should be entered here. Either the Employer field or the Emp Name 1 field must be filled-in. Emp Name 2 Optional Used to store the organization name if it is very long or designed as being 2 lines, enter the remaining name information in Emp Name 2. Start Primary Employment Optional Used to indicate the date the entity began employment with the organization. Although partial dates are permitted, completed dates are preferred. Used to indicate this is the entity s primary employer. If there are no other primary employers listed, this will be automatically checked upon saving the business address. 32 Griffin Address Maintenance Revised 02/24/2015

41 Alumni Relations and Development The University of Chicago Stop Conditional Used to indicate the date employment ceased with this organization. Must be a valid date after the start date. Self Employed Optional Used to indicate this entity is self-employed via this organization. Job Type Required Used to indicate the type of employment relationship this entity has with this organization. Job Status Required Used to indicate the status of employment. This should be C Current unless you are entering historical information. Job Title Employer Unit Conditional policy Used to store the job title of the entity with this organization. Used to further define the area or unit within the organization for which the entity works. Position Level Optional Used to define higher level positions within an organization or the University of Chicago. Empl Data Src Field of Work Used to indicate the school, unit, or system that provided the employment relationship information. Used to indicate the type of work the entity performs for the organization. Empl Comment Optional Used to indicate any comments that are pertinent to this organizational relationship. Creating a New Linked Business Address The Linked Address form is used to link a telephone number to an address. New Linked Address records are entered using the Address Superpage. If the entity indicates a telephone number associated with his/her business address, this form should be used. Address Maintenance 33 Revised: 02/24/2015

42 The University of Chicago Alumni Relations and Development 34 Griffin Address Maintenance Revised 02/24/2015

43 Alumni Relations and Development The University of Chicago To create a new linked business address: 1. Select the Contact Type of L Linked Address from the drop-down menu. 2. Select the Address Type of B Business from the drop-down menu. 3. Enter the address source. 4. If the is any, other than the United States, select the drop-down arrow next to and select the. If you are entering a U.S. or Canada address, skip to step 5. Note: The field should remain blank if you are entering a U.S. address. is assumed to be United States unless otherwise indicated. a. Enter the address information in the appropriate fields next to Street. First Line: Apartment or suite number Second Line: Post office box or building name Third Line: Street number and name When entering an address that does not have all the components above, record information in the specified order, but record it in the first available line. Do not leave any lines blank in the middle of an address. REFERENCE: See Appendix A of this manual for correct data format and approved abbreviation rules regarding the creation and update of address records. b. Type the City, Province (if applicable), and the postal code for the address in the text box next to Foreign. Note: You will not use the City, State, and Zip Code fields for foreign addresses. 5. If you are entering a new U.S. or Canada address, click the New button next to the Address Source. The address verification software will begin validating the address. REFERENCE: Refer to Chapter 5 of this training manual for more information about using the address validation software. 6. Fill in the remaining fields according to the data entry rules as indicated in the Business Address Data table. 7. If an organization relationship has not been previously created on this entity s record, fill in the organization relationship fields according to the data entry rules as indicated in the Organization Relationship Data table in the previous section. 8. Click on Save on the Address form header. Linked Business Address Data Field Name Required? Field Description Contact Type Addr Type Start Used to indicate the type of contact to be added. For Linked Address, select L Linked Address from the drop-down menu. Used to indicate the type of address. In this case, select B Business from the drop-down menu. Used to indicate the starting date of this address. This date can be in the past, future, or current. Care of Optional Used to indicate mailings to this address are sent in care of another individual or organization. This field should be prefaced with c/o then the name of the individual or organization. Address Maintenance 35 Revised: 02/24/2015

44 The University of Chicago Alumni Relations and Development Org Rel Link Conditional Title Conditional Employer Conditional Addr Source Used to link this business address to an existing organization relationship. If one does not exist, one will be created in subsequent fields and will automatically be populated upon saving the business address. Used to link this business address to a title on an existing organization relationship. If one does not exist, one will be created in subsequent fields and will automatically be populated upon saving the business address. Used to link this business address to an employer name on an existing organization relationship. If one does not exist, one will be created in subsequent fields and will automatically be populated upon saving the business address. Used to indicate the school, unit, or system that provided the new address information. Addr Comment Optional Used to indicate any comments that are pertinent to this address. Phone Status policy Used to indicate the status of the telephone number. If a phone number is entered for this address, either domestic or foreign, the value of A Good Phone should be selected. Preferred Phone Optional Used to indicate a preferred phone number for the entity. This should be checked when the entity specifically requests it or when it is carried over from a previous record. There can only be one preferred phone number. Telephone Type Required Used to indicate that this is the business telephone number. Unlisted Optional Used if it is known that the entity s phone number is unlisted. Telephone Code Optional Used to indicate if the telephone is a land-line or a mobile phone. Text Message Ind Conditional This box will be checked if it is known that the phone accepts text messages. Phone Phone Src policy policy Used to store the phone number associated the other address. The area code field should only be entered for domestic phone numbers. The dash does not need to be included when entering the number. Used to indicate the school, unit, or system that provided the phone information. Ext Optional Used to store the extension that is associated with this telephone number. The character limit for extensions is 10 and if there are more digits, add the complete telephone number in the comment field. Phone Mod Defaulted Displays the date the phone number was last modified. Telephone Comment Optional Used to indicate any comments that are pertinent to this telephone number. 36 Griffin Address Maintenance Revised 02/24/2015

45 Alumni Relations and Development The University of Chicago Chapter 4: Modifying an Existing Address Modifying a Postal Address All postal addresses are modified following the address maintenance policies as defined in Appendix A of this manual. REFERENCE: See Appendix A of this manual for more information of the University of Chicago s Home Address Maintenance Standards. IMPORTANT: If you are modifying a home address for an entity that is married AND has a Preferred Joint Mailing indicator on their record, you will need to also modify the spouse s address. Note: The Preferred Joint Mailing indicator is located on the Relationships > Marital/S.O. form. If this needs to be added or removed, you must send your request to griffindata@uchicago.edu. 1. On the Entity navigation tree, choose Postal under the Addresses heading. 2. On the Postal Addresses form, click anywhere on the row that represents the address that needs to be modified. 3. If you need to make changes to the street, city, state, zipcode, or phones, type over the incorrect information or delete the existing data and type (or choose from the drop-down list) the correct information. 4. If you need to add information to the street, zipcode, or phones, type the new information in the appropriate field. 5. If this address was entered in error and you need to delete it, click Delete on the Postal Addresses form header. 6. After making the necessary changes and/or additions, click Save on the Postal Addresses form header to save your corrections. Address Maintenance 37 Revised: 02/24/2015

46 The University of Chicago Alumni Relations and Development Labeling Returned Mail If a University unit or program receives a piece of returned mail without a new address sticker from USPS: Forward the mail to Gift and Record Services DO NOT make any changes to the entity s existing Griffin address. If a University unit or program receives an updated postal address directly from the affected entity (or organization representative for companies, etc.),or receives a piece of returned mail with a yellow new address sticker from USPS, the program/unit staff should enter a new address and mark it as Active per the instructions in this section. If a University unit or program receives an updated postal address from a source other than the individual: Add the new address to Griffin with a status of Q Needs Research Add text to the comment box that indicates the source of the new address and any other information that will help Gift and Record Services research the new address Populate the ADDR Source box with the program/unit identifier so that Gift and Record Services can easily determine the University area that created the new address Modifying a Telephone Number Record IMPORTANT: Relating to telephone numbers, Canadian and US Territories (Puerto Rico, Guam, Midway Islands, American Samoa, Virgin Islands, Federated States of Micronesia, Marshall Islands, Northern Mariana Islands, and Palua) telephone numbers should be entered in the Domestic Telephone fields, NOT Foreign. 1. On the Entity navigation tree, choose Telephone under the Addresses heading. 2. On the Telephone form, click anywhere on the row that represents the active telephone number that needs to be modified. Note: If you will be entering a Foreign Phone number, enter the code before populating other fields. Although it is out of sequence, this is necessary to ensure that Griffin populates the address form with fields that are appropriate for your data entry. Choose the s code/description from the dropdown. You must type/choose US for domestic addresses. 38 Griffin Address Maintenance Revised 02/24/2015

47 Alumni Relations and Development The University of Chicago Foreign Phone Numbers 3. If the is any, other than the United States, select the drop-down arrow next to and select the. 4. For foreign phone numbers, enter all pieces of the foreign phone number (including any necessary hyphens, etc.) in the second box of the Phone field. Griffin provides enough space for you to include the dial out code for the phone number. 5. Skip to step 8. Domestic Telephone Numbers 6. For domestic telephone numbers, enter the entity s phone area code in the first box of the Phone field. 7. For domestic phone numbers, enter the remaining 7 digits of the phone number in the second box of the Phone field. You do not need to enter the hyphen (-) between the 3 rd and 4 th numbers. Griffin will store and display the phone number appropriately regardless of whether you enter the hyphen. 8. For domestic phone numbers, enter the phone number s extension (if necessary) in the Ext field. Do not use this box for foreign phone numbers. 9. After making the necessary changes and/or additions, click Save on the Postal Addresses form header to save your corrections. Modifying an Address 1. On the Entity navigation tree, choose under the Addresses heading. 2. On the Addresses form, click anywhere on the row that represents the address that you want to change. 3. Make any necessary changes to the address. 4. If you need to change the Start and/or Stop dates, replace the existing information with the correct dates. Address Maintenance 39 Revised: 02/24/2015

48 The University of Chicago Alumni Relations and Development 5. bounce backs (from mass s) will need to be managed by the local units. The bounce back reports are difficult to interpret. Users need to review and make appropriate updates locally, as with other distributed address maintenance efforts. Generally, use of address status values should be applied as follows; as a guideline *, these status values may be utilized accordingly as pertinent to bounce back reports: Active: (Believed valid until further notice). Active status may be appropriate for bounce back criteria similar to Greylist, Mailbox Full, Network Error, Network or Configuration Error, Other Receiver Error, Server Too Busy and/or Unknown. Inactive: (Confirmed non-functional). Inactive status may be appropriate for hard failure bounce back criteria similar to Closed Account, Inactive Account, Disabled Account, Unknown User and/or User Initiated Action. Last Known: (Entity is deceased or reported deceased). Bounce back criteria is not applicable. Needs Research: (Not functional until further notice). Needs Research status may be appropriate for soft failure bounce back criteria similar to Address Error, Bad Domain and/or Data Format Error. *If you are not certain about category use of Active, Inactive or Needs Research when assigning a status value to a particular address, please contact Griffin Data via: griffindata@ard.uchicago.edu for assistance. 6. If you need to change the Start and/or Stop dates, replace the existing information with the correct dates. 7. After making the necessary changes and/or additions, click Save on the Addresses form header to save your corrections. 8. If this address was entered in error and you need to delete it, click Actions on the form header and click Delete from the drop-down list. If you are deleting the preferred and the entity has another address on their record, change the other s type to Preferred. 40 Griffin Address Maintenance Revised 02/24/2015

49 Alumni Relations and Development The University of Chicago Modifying an econtact Address 1. On the Entity navigation tree, choose econtact under the Addresses heading. 2. On the econtact form, click anywhere (except on the hyperlink for the website) on the row that represents the econtact address that you want to change. 3. Make any necessary changes to the econtact. 4. If you need to change the Start and/or Stop dates, replace the existing information with the correct dates. 5. If this website is no longer active for the entity, change the Status to I to indicate that this address is Inactive. 6. After making the necessary changes and/or additions, click Save on the econtact form header to save the corrections. 7. If this address was entered in error and you need to delete it, click Actions on the econtact form header and click Delete from the drop-down list. Address Maintenance 41 Revised: 02/24/2015

50 The University of Chicago Alumni Relations and Development Chapter 5: Address Verification Software What is the Address Verification Software? The address verification software is an external application that has been integrated into Griffin. The added functionality allows you to validate the legitimacy of address data prior to saving it on an entity s record. The address verification software can only be used to validate addresses within the United States and Canada. Foreign address will be regularly validated by Gift Administration and Business Data. There are several benefits to using address verification software. These include: Confirmation that the address exists. Prevention of illegitimate addresses being entered in the Griffin database. Fast and accurate data entry. Validation of multiple address types. The address verification software provides the ability to validate the following address types in Griffin: Home Business Seasonal Temporary Other Main Office Headquarters The address verification software provides address verification via two different methods and interfaces: Autocomplete Validation search requires you to enter an address, one piece at a time, selecting the desired value from a result list, beginning with the (non-u.s. countries only), then continuing with the zip code, street name, house/building number, and if necessary, apartment/suite number. The autocomplete allows a user to enter a new address by creating the address beginning with either zip code or city. Forms address validation search allows the user to enter the entire address and verify the address once the address has been entered. Only those Griffin users that have successfully completed the training and certification for Griffin Address Maintenance will have permissions to access the address verification software. Accessing the Address Verification Software The address verification software is automatically initiated when you begin the creation of a new postal address in Griffin, select the type of address you are creating and enter the Addr Source and click on the New button. You may also validate existing addresses in Griffin when modifying the address. REFERENCE: See Appendix A of this training manual for more information regarding standards and abbreviations when creating a new postal address. Autocomplete Validation The steps for Autocomplete Validation verification are the same for all postal address types. 42 Griffin Address Maintenance Revised 02/24/2015

51 Alumni Relations and Development The University of Chicago Validating New Home, Seasonal, Temporary, Business, and Other Postal Address Types Note: You must first have the Entity > Postal Address form open, have created a new blank address, and selected the address type in the New Postal Address form. 1. Select the Addr Source from the drop-down menu. 2. Click on the New Button. Note: The address verification software will begin after you click the New button. Generally, there is no need to enter the full address. Often time, the street number and name, plus the zip code are sufficient to find a one-to-one match. 3. Enter the zip code. Address Maintenance 43 Revised: 02/24/2015

52 The University of Chicago Alumni Relations and Development 4. Once the zip code is entered, the address verification system will find the city and state that corresponds with the zip code entered. 5. If the address city, state, and zip code are correct click on it and the city and state will populate in the appropriate fields. 6. Enter the address. As you type the address, the address verification system will begin validating the address by searching for addresses within the entered zip code that begin with the address. Select the address. 44 Griffin Address Maintenance Revised 02/24/2015

53 Alumni Relations and Development The University of Chicago 7. If the address verification system detects a secondary street address, (apartment, suite, floor, etc.) you will be prompted. Enter the number or click on the + icon to view the range of options available. If the apartment or suite number you enter is outside of range, you will be prompted. As a user, you have the option to override and force in your entry by selecting use this address. 8. The address verification software will move the secondary street address to the top line. Address Maintenance 45 Revised: 02/24/2015

54 The University of Chicago Alumni Relations and Development Note: Once a one-to-one match has been found, the address validation software will close and you will be returned to the Address form. The address will be formatted in accordance to University of Chicago address maintenance standards, Refer to Appendix A for the Address Maintenance Standards. 9. Click on Save. Forms Address Validation Note: You must first have the Entity > Postal Address form open, have created a new blank address, and selected the address type in the New Postal Address form. Validating New Home, Seasonal, Temporary, and Other Postal Address Types 1. Select the Addr Source from the drop-down menu. 46 Griffin Address Maintenance Revised 02/24/2015

55 Alumni Relations and Development The University of Chicago 2. Enter the address in the Street, City, State, and Zip Code fields according to the Address Maintenance Standards. Refer to Appendix A for the Address Maintenance Standards. 3. Click on Verify. If the address is valid, Verify will change to Good. Address Maintenance 47 Revised: 02/24/2015

56 The University of Chicago Alumni Relations and Development 4. Click on Save. Multiple matches and unmatched addresses are fairly common occurrences. For multiple matches, follow steps 5-7 and for unmatched addresses, follow steps Many zip codes have multiple street suffixes (Lane, Street, Road, Drive, Avenue, etc.) with the same street name. If this occurs, the address verification software will prompt you to choose one of the addresses. Click on the correct address. 48 Griffin Address Maintenance Revised 02/24/2015

57 Alumni Relations and Development The University of Chicago 6. After the address has been validated, Verify will change to Good. 7. Click on Save. Address Maintenance 49 Revised: 02/24/2015

58 The University of Chicago Alumni Relations and Development 8. There are instances when new homes are constructed that the new address may not be recognized by the address verification software. In these instances, the unmatched screen will appear. The address verification software will prompt you to both override the system and use the address you entered or prompt you to start over. 9. Click on Save. 50 Griffin Address Maintenance Revised 02/24/2015

59 Alumni Relations and Development The University of Chicago Validating an Existing Address during Modification Note: You must first have the Entity > Postal Address form open and have selected the address you want to modify. 1. Make the desired zip code or street portion modifications to the selected postal address. 2. Click on Verify. 3. If the address is a Good address, click on Save. Multiple matches and unmatched addresses are fairly common occurrences. For multiple matches, follow steps 4-6 and for unmatched addresses, follow steps Many zip codes have multiple street suffixes (Lane, Street, Road, Drive, Avenue, etc.) with the same street name. If this occurs, the address verification software will prompt you to choose one of the addresses. Click on correct address. Address Maintenance 51 Revised: 02/24/2015

60 The University of Chicago Alumni Relations and Development 5. After the address has been validated, Verify will change to Good. 6. Click on Save. 52 Griffin Address Maintenance Revised 02/24/2015

61 Alumni Relations and Development The University of Chicago 7. There are instances when new homes are constructed that the new address may not be recognized by the address verification software. In these instances, the unmatched screen will appear. The address verification software will prompt you to both override the system and use the address you entered or prompt you to start over. 8. Click on Save. Address Maintenance 53 Revised: 02/24/2015

62 The University of Chicago Alumni Relations and Development Appendix A: Address Maintenance Standards Home Address Maintenance Street Address Lines A. General Address Format The address should read from the bottom up from the least to the most specific address information. For example: Apartment 123 Cambridge House 456 Elm Street B. Address Entry Lines Each line of the address is to be used for a specific component of the home address. First Line: Apartment or suite number Second Line: Post office box or building name Third Line: Street number and name C. Blank Address Fields When entering an address in Griffin that does not have all of the components named above, record the information in the specified order, but record it on the first available line. Do not leave any lines blank in the middle of an address! WRONG RIGHT 1. Apartment Apartment Elm Street Elm Street 3. D. Abbreviations You are not allowed, in most cases, to abbreviate words when entering an address. The maximum number of characters in an address line is thirty-eight. Griffin does not have a program that will spell out abbreviated words when you want to create mailing labels. As a result, you must spell out words such as building, street, apartment, number, unit and avenue so they will appear properly on all correspondence. A pound sign (#) should NEVER be used as an abbreviation for number, either by itself or in combination with descriptive terms like Apartment or Unit. The words North, South, East, and West should be spelled out at all times, but NW, NE, SW, and SE should always be abbreviated. For example: WRONG RIGHT Mr. John Smith Mr. John Smith 456 Elm St., N. 456 Elm Street, North Chicago, IL Chicago, IL Mr. John Smith Mr. John Smith 456 W. Oak St. 456 West Oak Street Chicago, IL Chicago, IL Griffin Address Maintenance Revised 02/24/2015

63 Alumni Relations and Development The University of Chicago There is an exception to this rule. There are some addresses that use a directional indicator as part of the street number. In these cases, the abbreviated directional indicator should NOT be spelled out. Also, there should not be space between the numbers and the letter. For example: WRONG RIGHT 16 West 755 Mockingbird Lane 16W755 Mockingbird Lane North 12 West 822 Crest Boulevard N12W822 Crest Blvd. E. Words that are Always Abbreviated Item Saint or Sainte In care of Post Office Box Boulevard Northwest Northeast Southwest Southeast St. or Ste. c/o P.O. Box Blvd. NW NE SW SE Abbreviation If it is necessary to us in care of in an address, the proper use is c/o preceding the in care of individual s name. c/o Mr. John Smith (entered in the Care of field) F. When Abbreviations are Necessary If a street address will not fit within the thirty-eight character limit, you should abbreviate some of the words using the standard abbreviations listed below. NOTE: USE THESE ONLY WHEN YOU CANNOT FIT THE FULL ADDRESS ON THE ADDRESS LINE! Abbreviation Word St. Street Dr. Drive Ave. Avenue Rd. Road N. North S. South E. East W. West G. Raised Middle Letter Spaces are not necessary between the lower case second or third letter and the capitalized consonant. Example: WRONG RIGHT 24 Mac Donald Avenue 24 MacDonald Avenue 257 La Salle Street 257 LaSalle Street Address Maintenance 55 Revised: 02/24/2015

64 The University of Chicago Alumni Relations and Development H. Comma Use When a single directional indicator is used at the end of an address, it should be separated from the address with a comma. When a dual directional indicator (NW, NE, SW, SE) is required, it should NOT have a comma. WRONG RIGHT 27 Oak Road North 27 Oak Road, North 3534 Whispering Brook Drive, SE 3534 Whispering Brook Drive SE I. Dashes When there is a letter in the house or building number, do not separate the characters with a dash (-) or a space. WRONG RIGHT 27-A Oak Road North 27A Oak Road, North Capitalize alphabetic characters that appear in the apartment or house or building number of an address. Do not use a dash to separate the apartment number from the letter. WRONG Apartment 3b Apartment 3-B RIGHT Apartment 3B Apartment 3B Do not use dashes (-) to separate house or building numbers from numbered street names. WRONG th Street RIGHT th Street J. Numbers in Addresses Street addresses should be typed in full, not abbreviated. Arabic numerals should be used for all building and house numbers except one, which should be typed out in letters. Valid address examples include: One Bayside Drive, 6 Link Road, 14 Fremont Avenue Arabic numerals should be used for all numbered street names above twelve, but numbered street names from one through twelve should be spelled out. Valid examples include: 145 East 14th Street, 167 West Second Avenue, One East Ninth Street K. Letter Street Names Letter street names are indicated by the letter, not the phonetic spelling of the letter. WRONG Que Street Eye Street Do not use quotation marks for streets indicated by a letter. RIGHT Q Street I Street WRONG RIGHT 217 J Street 217 J Street L. Route Addresses Spell out route and rural route. Do not use the abbreviations for Route (Rt., Rte., R.F.D., or F.D.). Do not use a pound sign (#) with Route. Route numbers are recorded before box numbers and are separated by a comma: Route 5, Box Griffin Address Maintenance Revised 02/24/2015

65 Alumni Relations and Development The University of Chicago M. Box Numbers There are two kinds of box numbers: Regular Box Numbers: Route 5, Box 432 Post Office Box Numbers: P.O. Box 432 When a post office box number is indicated, use the standard abbreviation P.O. Box. Put a space between the O. and the word Box, but no space between P. and O. If there is a combination of letters and numbers in a box number, separate the characters with a dash (-). P.O. Box 258-A Zip Code Nine digit zip codes can be entered into Griffin. After you type the first five digits, in the zip code field, if you have the last four digits, you should enter a dash and then add the last four digits. If you have the last four digits, enter them here. When maintaining addresses, be sure to delete the last four digits from the prior address if they do not apply to the new address. Do not assume a new address in the same five digit zip code also has the same last four digits, these may have changed. Use the United States Postal Service s website ( to verify. City United States Cities City names are always spelled out completely. If the twenty characters provided are not enough to display the full city name, abbreviate using the standard abbreviations. To standardize your city name entries, use the U.S. Post Office Zip Code Directory as the authority on the spelling, capitalization, etc. of U.S. city names. In this directory, there are alphabetical lists of all city names in each state. Also, all U.S. zip codes are listed numerically on the back of volume 2 which is useful if you have a zip code, but no other information. To use the online directory follow the same steps listed earlier for finding a street type. Remember that not all cities have distinct zip codes. This often happens around large cities, so if the city name is not listed under the state, check the zip code in the numerical listing. If the zip code is for the correct state, it is probably OK to enter it as is. In the Chicago area, suburban phone books are a good source of information since these city names are usually listed. However, before entering a city name that is not listed in the Zip Code Directory, make sure it is not just a misspelled version of another city name. Similar city names are spelled differently in different states, so check the spelling if you are unsure. Avoid correcting the spelling of familiar looking names. For example: Pittsburgh is a town in Pennsylvania, but Pittsburg is how it is spelled in other states. Milwaukee is a city name in both Wisconsin and North Carolina, but Milwaukie is a city in OR The same is true for names that may or may not be expressed as two words. Oak Ridge and Oakridge North Port and Northport. Foreign Cities Consider the foreign city name, with the province, county, territory, etc., along with the postal routing information one unit of information. It should be printed on the same address line - Foreign Address or Address 4. If there is a province, territory, or any other sort of abbreviated code with the city name, it should be entered in UPPER CASE after the city name. It should then be followed by the postal routing Address Maintenance 57 Revised: 02/24/2015

66 The University of Chicago Alumni Relations and Development information, if available. For Canada the postal routing follows the format, letter number letter (space) number letter number. All letters in postal codes should be capitalized. No commas, periods, or extra spaces are necessary. Example: Short Address Street 1: 24 McDonald Avenue Foreign: Toronto ON M4Y 5N0 Long Address Street 1: 24 McDonald Avenue Foreign: Scarborough ON J3L 8B4 If the name of the province, county, etc., is in words instead of a code, it should be entered without an abbreviation. A comma is then inserted between the city name and the county name. Most United Kingdom addresses will use this format. Example: Maiden Eggesford, Shropshire L3M 0K9 If the address information being entered does not seem to fit either format, do not force it into one of these patterns; enter it as is. Try to keep the city, province, and postal routing information on the same line. European countries, with the exception of the United Kingdom (England, Northern Ireland, Scotland and Wales) and the Republic of Ireland, the postal routing code will appear before the city name and should be entered in that manner. Example: Street 1: Apartment 167 Street 2: 10-1 Bol. Spasskaya Str Foreign: Moscow For the United Kingdom, the first part of the postal routing code will start with a letter, but can be 2, 3 or 4 digits long. The second part follows the format number letter letter. Example: Street 1: 10 Old Brewery Mews Foreign: London NW3 1PZ 58 Griffin Address Maintenance Revised 02/24/2015

67 Alumni Relations and Development The University of Chicago Foreign City Abbreviations There are standard 2- and 3-letter codes for Canadian Provinces and Australian territories that should always be used. There are special codes for addresses in China and Taiwan, also. Canadian Province Abbreviations Alberta AB British Columbia BC Manitoba MB New Brunswick NB Newfoundland NF Northwest Territory NT Nova Scotia NS Ontario ON Prince Edward Island PE Quebec QC Saskatchewan SK Yukon YT Australian Territories Abbreviations New South Wales NSW Northern Territory NT Queensland QLD South Australia SA Tasmania TAS Victoria VIC Western Australia WA China and Taiwan China (Peoples Republic of China) Province PRC, code CH Taiwan (Republic of China) Province ROC, code TW Address Maintenance 59 Revised: 02/24/2015

68 The University of Chicago Alumni Relations and Development Business Address Maintenance On any individual s Griffin record, you may potentially see: employer name, employer ID, title, department, occupation code, organization specialty, matching gift flag, department name, fax, and phone information. Three of these items will be accompanied by a status code. Data Sources Business address changes are received and maintained in the same manner as home address changes. Employment information is received with gifts and pledges, on phonathon cards, or on matching gift forms. This information can also be received from volunteers, who collect the information during the course of their personal solicitations. Data Entry Rules The rules for entering a business address are the same as those for entering a home address. Refer to the home address maintenance standards for guidelines on use of abbreviations, address formatting conventions, and general help. When a business address changes, check the home address. If the home address is in a location that seems unreasonable in relationship to the new business address, change the address status code of the home address to nr to indicate that it may no longer be a valid address. When a business address changes, the employer name may still be valid data (this is why there are both employer status and employer address status codes). You might not necessarily need to change the employer status information when a business address changes. Notice that the business address does not include employer name or the entity s title. Do not enter this information on the address line; this information appears in separate fields in the Org Relationship form. Standards for Business Addresses Business addresses follow the same basic standards as home addresses. However, there are a few exceptions. General Address Format Only two lines of the street address information will be used for business addresses. The address should read from the bottom up from the least specific to most specific address information. Remember to put the address information in proper format do not use abbreviations, etc. Format Example Street Line 1: Building, Room Number Sears Tower, Suite 2703 Street Line 2: Address 100 South Wacker Drive The Department name should be manually entered in the third line of the Or Rel link on the postal address form. 60 Griffin Address Maintenance Revised 02/24/2015

69 Alumni Relations and Development The University of Chicago Address Maintenance 61 Revised: 02/24/2015

70 The University of Chicago Alumni Relations and Development If the company does not have a Griffin record, enter the company name in the Employer field. When entering company names in this field, you may need to abbreviate some words if they do not fit in the sixty character space for Employer. NOTE: USE THESE ABBREVIATIONS ONLY WHEN YOU CANNOT FIT THE FULL COMPANY NAME IN THE NAME FIELD! Abbreviation Ad. Admin. Am. Ctr. Co. Col. Comte. Comm. Corp. Ctr. Dept. Dist. Div. Educ. Fdn. Gen. Grad. Inc. Ins. Inst. Intl. Lib. Ltd. Med. Metro. Mfg. Natl. Pub. Sch. Serv. Soc. Trans. Univ. U.S. Word Advertising Administration American Center Company College Committee Community Corporation Center Department District Division Education Foundation General Graduate Incorporated Insurance Institute/Institution International Library Limited Medical Metropolitan Manufacturing National Public School Service Society/Social Transportation University United States 62 Griffin Address Maintenance Revised 02/24/2015

71 Alumni Relations and Development The University of Chicago Additional Address Types and Dates The table below details the additional active address types and the dates that are associated with them. Address Type Definition Start Date Stop Date Home Use to record an entity s residential address mm/dd/yyyy Business Use to record the work location for an entity mm/dd/yyyy Seasonal Temporary Other Telephone Faculty Exchange econtact Main Office/Headquarters Use to record an address an entity moves to once per year for a specified period of time Use to record an address an entity will use for a short period, or only once. Use to record additional postal address(es) an entity may have. Use to record a phone only address usually a cell number. Use to record the preferred and alternate addresses for an entity Use to record the University of Chicago Faculty address System code for an entity whose record type is Faculty/Staff and is employed by the University Used to record a personal web site for an person entity and a corporate website for an org entity Use to record a main corporate office address for an org entity mm/dd mm/dd/yyyy mm/dd/yyyy mm/dd/yyyy mm/dd/yyyy mm/dd/yyyy mm/dd/yyyy mm/dd/yyyy mm/dd mm/dd/yyyy mm/dd/yyyy (upon termination of employment) mm/dd/yyyy (when address becomes inactive) Address Maintenance 63 Revised: 02/24/2015

72 The University of Chicago Alumni Relations and Development Appendix B: Address Maintenance ALL USERS Third Party Address Notification 1. Non-GABD (Gifts Administration and Business Data) staff can add a new Home address with a status of A- Active if they receive the new address from the U.S. Post Office, the individual entity, or an address service (Alumni Finder, etc.). If they receive a new Home address from a third-party (ex-roommate, etc.), enter the new Home address with a status of NR Needs Research. Temporary, Seasonal Addresses and Other Address Type Temporary and Seasonal and Other addresses should never be coded as Preferred Mailing Address. 1. If UC gets a pending Home address (start date in the future) and the entity has an existing home address, it should remain in effect until the pending address becomes active. Change the existing home address s type to T - Temporary and make the Stop date the date before the new address s start date. Once you have updated it to temporary, if the Preferred Mailing Address indicator is checked, deselect it to remove it. Create a new home address and record the future start date in the Start field. If you removed the Preferred Mailing address on the existing address (the one that you have made Temporary ), check the Preferred Mailing Address indicator on the new address that you create. 2. If a person informs a University of Chicago representative than an existing Business, Web, , Cell/Alternate Phone, Pager, or Other type address is no longer active, make the following updates to the address: Add Stop Date Addr Type = Q Past Business (if address has type of B Business ) Addr Type = Y Past Temporary (if address has type of T Temporary ) Addr Type does not change if it is Seasonal, Web, , Cell, Pager, or Other Address Status = I Inactive Phone Status = I Bad Phone (if there is a phone number recorded on the address) Home and Business Addresses 1. If UC gets a new Home address with no new phone information, check the existing Home address s phone information. If the existing address has a phone number with a status of A Active, record this phone number on the new address that you create and set the Phone Status to A Active. Otherwise, if the phone number on the existing home address has any other status, i.e., NR, I, NP, etc., leave the phone field blank on the new address and update the phone status to NP No Phone. 2. If UC gets a new Business address for an entity and the business address is in a location that is vastly different from the existing Home address s location, update the Home address so that its Address Status and Phone Status (if there is a phone on the address) are NR Needs Research. 3. When ending a business address and there isn t a good business address to replace it, change the business address type to past business and the address status to needs research. 64 Griffin Address Maintenance Revised 02/24/2015

73 Alumni Relations and Development The University of Chicago 4. If you receive new employment name and title, but not a new business address, and you cannot determine if the existing business address is tied into prior employment, change the existing business address status and phone status to NR. 5. Do Not Mail address status is used for addresses at which the entity never wants to receive mail. It is a valid address, but mail should not be sent to that address. An address with a status of Do Not Mail should never have a preferred mail indicator. (For previous ADDS users: the ADDS address status code was DM ) 6. The University of Chicago will have a new Address Type of Pager. This is to be used for Phone-Only addresses that specifically provide a pager number. 7. If a user receives indication that a phone number is bad, update the address and change the phone status to NR. 8. Remember that if you add a new Business or Home address to a person s record, Griffin will change the existing (old) address s type to Past Business or Past Home. However, Griffin does not automatically mark any other address types as Past when you enter a new address of the same type. Hence, you must manually update these addresses if they are no longer active. To do this, update the address as follows: Add Stop Date Addr Type = R Past Seasonal (if address has type of S Seasonal ) Addr Type = Y Past Temporary (if address has type of T Temporary ) Addr Type does not change if it is Web, Cell, Pager, or Other Address Status = I- Inactive Phone Status = I Bad Phone (if there is a phone number recorded on the address) 9. Record the Department/Division in which a person works on the third line of the Org Rel link on the business postal addresses form. Additional Address Types and Dates The table below details the additional active address types and the dates that are associated with them. Address Type Definition Start Date Stop Date Home Use to record a residential address for an entity mm/dd/yyyy Business Use to record the work location for an entity mm/dd/yyyy Seasonal Use to record an address an entity moves to once per year for a specified period of time mm/dd mm/dd Temporary Use to record an address an entity will use for a short period, only once. mm/dd/yyyy mm/dd/yyyy Other Use to record additional postal address(es) an entity may have. mm/dd/yyyy Telephone Use to record a phone only address usually a cell number. mm/dd/yyyy Use to record the preferred and temporary addresses for an entity mm/dd/yyyy Address Maintenance 65 Revised: 02/24/2015

74 The University of Chicago Alumni Relations and Development Address Type Definition Start Date Stop Date Faculty Exchange econtact Main Office/Headquarters Use to record the University of Chicago Faculty address System code for an entity whose record type is Faculty/Staff and is employed by the University Used to record a personal web site for an person entity and a corporate website for an org entity Use to record a main corporate office address for an org entity mm/dd/yyyy mm/dd/yyyy mm/dd/yyyy mm/dd/yyyy (upon termination of employment) mm/dd/yyyy (when address becomes inactive) Organization Relationships 1. The University of Chicago will allow users to record Name-Only Org Rels. This issue will be revisited in the future, but until further notice, users can use the Emp Name1 field to record the name of a non-entity organization to which they want to link a person. 2. Harper Society and Phoenix Society are University-wide, lifetime giving societies, and they will be recorded in Affiliations. All others giving societies will be maintained in Gift Clubs. If a giving society other than Harper or Phoenix converted from ADDS to Griffin Affiliations, it will be removed post-live. 3. If an entity has retired or has informed UC that they will retire from an organization within a short period of time, make the following changes on Org Rel: Add Stop Date (retirement date or date UC became aware of retirement) Job Type = EX Former Employee Job Status = R- Retired From If the retirement date is a way out in the future, leave the Org Rel intact and record the retirement date in the Comment field on the Org Rel form. 4. If an entity s retirement also effectively ends an existing Postal Address, make the following updates to the address: Add Stop Date (retirement date or date UC became aware of retirement) Addr Type = Q Past Business (if address has type of B Business ) Addr Type = O Other (if address has type of O Other ) Address Status = R- Retired Phone Status = I Bad Phone (if there is a phone number recorded on the address) 5. If a person informs a University of Chicago representative that an existing Org Relationship is no longer active (excluding retired), both GABD and non-gabd staff have the ability and authority to update the organization relationship (Relationships -> Org Rels). To do this, make the following updates to the relationship: Add Stop Date (end of employment date or date UC became aware of this change) Job Type = EX Former Employee 66 Griffin Address Maintenance Revised 02/24/2015

75 Alumni Relations and Development The University of Chicago Job Status = P- Previous Note: You must update Address and/or Phone source each time you make a status change or enter new data. Do not change the address and/or phone source, if you are only correcting the existing data (i.e., correcting the spelling of a word or entering the data in the proper format). Gift Administration and Business Data Staff -Only 1. Do not use the Degree Level field for certificate entry on Biographic -> Degrees. 2. When recording or updating a Marital relationship (Relationships -> Marital/S.O), only check the Joint Gift Credit box if we have been specifically instructed to give joint credit to both members of the couple. 3. If you receive information/confirmation that an organization matches an entity s gifts, click the Match box on the Relationships -> Org Rels application/page for the individual. Address Maintenance 67 Revised: 02/24/2015

76 The University of Chicago Alumni Relations and Development Appendix C: The Address Superpage and the Business Address and ORG Relationship Only specific sections of the Address Superpage are used to create the Business Address in conjunction with the ORG Relationship. Currently there are 3 areas and 2 conditions that dictate which areas are used. A third and fourth condition exists, but the address superpage is not used under those conditions. Condition 1 New employer and new address: Enter data into Area A Business Address, Area D Address Src, and Area C Org Relationship. Condition 2 New Address, but same employer: Enter data into Area A Business Address, Area D Address Src, and populate the Org Rel Link menu in Area B. Condition 3 New Employment (such as a title change due to promotion) same address do not use the address superpage, instead create the new employment under the Org Rel form within the Relationships application and update the Org Rel link on the business address. Be sure to inactivate any existing employer information, as appropriate. Condition 4 New Employment, but no business address information do not use the address superpage, instead create the new employment under the Org Rel form within the Relationships application; a business address is not created until the address information is collected from the entity, however, be sure to inactivate any existing employer information and business address that is tied into the existing (old) employer information, as appropriate. See area visual on the next page 68 Griffin Address Maintenance Revised 02/24/2015

77 Alumni Relations and Development The University of Chicago Address Maintenance 69 Revised: 02/24/2015

78 The University of Chicago Alumni Relations and Development Condition 3 same employer, same address, but different job title (such as a promotion): 1. Create new employer from the Entity Overview -> Relationships -> Org Rels 2. Next, go into Addresses->Postal, navigate to the existing Business Address and link it to the newly created Org Rel via the Org Rel link menu on the business address. 70 Griffin Address Maintenance Revised 02/24/2015