Advancement Resources: Fund Stewardship Report - Complete Reference

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When to Use the Fund Stewardship Report

The Fund Stewardship report supplies a summary of information available on the purpose record of a fund. It aggregates information specific to stewardship and award recipients for a set of funds defined by the user. As of late July 2019, this report will be available to all WFAA users with access to fund reporting. Campus release is pending.

Use this report when you need to:

  • Share the status of award disbursement and stewardship activity for a fund with campus partners.
  • Take internal action with stewardship recipients who are specific to a fund.

RELATED REPORTS AND LIMITATIONS:

  • This report is distinctive from the Donor Acknowledgement report (DAR), as it is designed to steward recipients to a specific fund with impact reporting and award recipient information. The DAR is designed to acknowledge donors for an instance of a specific gift.
  • This report contains three tabs to provide both a broad overview of fund information and specific details for contacting individual stewardship and award recipients. Because of the variation in use across campus units and the need to summarize multiple years’ of information into the Fund Summary Information tab, some columns contain concatenated information separated by a pipe/bar.

How To Generate the Fund Stewardship Report

  1. Log in to the Advancement Resources website
  2. Click on the Fund Reporting tab and choose Fund/List Information
  3. Use the Fund List & Information feature in ARW to filter your funds appropriately.
  4. Choose FUND STEWARDSHIP for the report menu.
  5. You will see a user interface with report parameter options:
    1. Include Award Recipients (will output fund award recipients with award details and contact info)
    2. Include Stewardship Report Recipients (will output stewardship report recipients, spouse linked when appropriate with contact information)
    3. Scholarship Terms
      1. You may choose “all years” or a specific scholarship term. NOTE: Please review all the values in the pull down. There are options that do not correspond to a “Scholarship Term,” but instead reflect the number of years of support, such as in the case of professorship support. You may be best served choosing “all years” to cover the range.
  6. After you select your parameters, select CREATE REPORT. Your report will be emailed to you.  

 

What Is Included in the Fund Stewardship Report

The Fund Stewardship report aggregates information specific to stewardship and award recipients for a set of funds defined by the user. To that end this report:

  • Provides a summary of all information relevant to awards and stewardship specific to the chosen funds.
  • Identifies living stewardship recipients to these funds, when they last received stewardship, the method of that stewardship, and appropriate contact information.
  • Identifies award recipients (undergraduate students, graduate/professional students, and faculty), the years or terms of support, and appropriate contact information.
  • Provides address and salutation information to enable letter and email merging to facilitate communication.

TAB ONE: Fund Information Summary

Highlight indicates fields that may be repeated on subsequent tabs.

Element

Description

Fund Number

Fund Number with Hot Link to ABE.

Fund Name

Fund Name.

Sort Name

Fund name, configured to sort alphabetically.

Start Date

The date the fund was created.

Unit

School/college unit the fund supports.

Department

Department within school/college unit the fund supports.

Division

Development director that oversees this fund.

Use

Fund use code.

Class

Fund class.

Description

Fund description. Expand the column width to see full text.

Fund Groups

If the fund belongs to a fund group, the group name is listed here. Use this information to identify funds that are matched by any current matching programs (i.e. Nicholas or Morgridge matches).

Impact Report Note

Impact report note from the Documentation tab on the purpose record, if populated.

Related Staff

WFAA or campus staff associated with the fund, or constituents who should be contacted for more information.  

Most recent stewardship activity

For any given fund, the most recent stewardship activity recorded on the purpose record, with date. Concatenated in one column and separated by a comma.

Stewardship Recipients

All living stewardship recipients fund with no end date, as recorded on the fund purpose field in ABE. Contains ID and name, concatenated in one column, with each individual’s data separated by a comma. Individual recipients separated by a pipe/bar.

Award Recipients

Award Recipients for terms chosen. Contains ID, name and award year. Each individual awardee’s data separated by a comma. Individual awardees separated by a pipe/bar.

 

TAB TWO: Stewardship Report Recipients

This tab duplicates many of the fields available on Fund Summary tab, but is formatted as one line for each Stewardship Recipient. Each fund may have multiple lines to accommodate this. Please refer to data definitions highlighted above for duplicated fields.

Element

Description

First Name

First name of constituent recorded on fund as a stewardship recipient with no end date.

Last name

Last name of constituent recorded on fund as a stewardship recipient with no end date.

Look Up ID

ABE Look up ID for constituent recorded on fund as a stewardship recipient with no end date.

Spouse First Name

Spouse first name if spouse is also indicated as a stewardship recipient with no end date.

Spouse Last Name

Spouse last name if spouse is also indicated as a stewardship recipient with no end date.

Spouse look Up ID

Spouse look up ID is included if spouse is also indicated as a stewardship recipient with no end date

Addressee

Recipient addressee. First class format is provided. If spouse is also listed as a stewardship recipient with no end date, the joint addressee format will populate. If stewardship recipient is an organization constituent, constituent name will populate into this field.

Salutation

Recipient salutation. If spouse is also listed as a stewardship recipient with no end date, the joint salutation format will populate.

Address

First class mailing address provided.

Email address

Recipient email address. If there are solicit codes or other restrictions on email address, that information will populate.

Spouse email address

Will populate if spouse is also indicated on the fund record as stewardship recipient with no end date.

Stewardship Recipient Type

Indicates the type of stewardship constituent. Possible values include attorney, corporate contact, donor, executor, family member, financial advisory, foundation contact, honoree, and trustee. If blank, type is not indicated on the record in ABE. Update if applicable.

Most Recent Stewardship Activity Method

The method for the most recent stewardship activity recorded on the fund record. Possible values include annual update, donor notification, event, personal visit, recipient acknowledgement, regular communication, and unknown.

Most Recent Stewardship Activity Date

Date of most recent stewardship activity recorded on the fund record.

 

TAB THREE: Award Recipients

This tab duplicates many of the fields available in the Fund Summary tab, but is formatted as one line for each Award Recipient. Each fund may have multiple lines to accommodate this. Please refer to data definitions above for duplicated fields.

Element

Description

Most Recent Stewardship Activity

Most recent stewardship date and type for the fund. This is concatenated in one field and separated by a comma.

First Name

First name of constituent listed on fund as stewardship recipient with no end date.

Last name

Last name of constituent listed on fund as stewardship recipient with no end date.

Look Up ID

ABE Look up ID for constituent

Addressee

Award recipient addressee. First class format provided.

Salutation

Award recipient salutation.

Address

First class mailing address provided.

Email address

Recipient email address. If there are solicit codes or other restrictions on email address, that information will populate instead of the email.

Term

For scholarship recipients, this will present as a range based on the academic year (2017-2018). For professorship or graduate student support, this will not be a specific term but other free text information such as “3 years” or “Lifetime.”

Comments

Any comments from the Award Recipient entry on the fund will appear here.

 

 

 

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