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I am looking for suggestions for a descriptive Constituent Code for those lovelies that stiff us in one way or another - i.e. rejected credit card or NSF gifts - and never replace those gifts.
We have very few of these duds, but I would like to keep their history in their record instead of just deleting them ( I rarely delete a constituent!).
In most cases, a rejected cc gift or NSF cheque is replaced by the donor - and no hard feelings. But when they give one and only one gift and it bounces, and it is usually a very small gift, I want their constituent code to reflect that - in addition to notes added explaining the situation. So,that if they try to give again I will see all the history in their record.
Of course, I could come up with a few descriptive words myself, but am interested in what you use.
Thanks for suggestions. If you're having a bad day, and want to really get descriptive that's okay, I could use a good laugh. I'll have to keep our constituent codes "clean" though.....can't get too descriptive.
Ta,
__________________ Anne Marie
I was born with nothing, and I still have most of it.
I personally wouldn't use constituent code at all.
What is the reason for the coding - so they can be excluded from future solicitations? If so, then I would use our approach restriction attribute (I do not use solicit codes) of NO MAIL - and enter in comments "bounced check not replaced" or "rejected credit card gift never replaced"
No, the coding isn't to restrict from future mailings - I know I can do that with solicit codes. I want a code unique to those folks who stiff us - even though it is only 2 or 3 a year, if that.
The constituent code is to show the relationship between the constituent and us. Well they're not a donor, cuz we haven't techically gotten anything from them - ever. This isn't for people who bounce a check now and then - and have other gifts.
__________________ Anne Marie
I was born with nothing, and I still have most of it.
I still do not understand why you need a code if you're not going to use it in queries such as excluding from mailings. I am not saying you do not need it but I still do not understand when you would use the code and why (other than "I want it") - knowing why can help me give appropriate advice.
What constituent codes do you use for individuals in your database? I do not use Donor as I feel it is more accurate to use queries to determine donor status. It sounds like you have a Donor code - so what do you use for non-donors?
In my database, anything that happens on so few records each year I would not consider creating a code for at all. If I needed a reminder when I opened the record I might put a pop-up annotation on each one instead.
If you are simply looking to be sure that the history for the transaction is in the database - did you delete the gift or adjust it to $0? If you adjusted it to $0 and entered notes on the gift explaining the situation, would that suffice as the history of that donor giving and their check bouncing, etc.
Ugh, I had almost finished a response here when Internet Explorer encountered a problem and booted me out. I hate when that happens!
I would like a constituent code to be on the record so that when I open the record, it is clear why that person is there and what happened. ie. a rejected cc.
I no longer do the cc processing, but my co-worker says through EFT and IATS processing, rejected cc's end up in a Batch of Exceptions and the gifts never go into the const. record. They stay in the batch of exceptions until they are processed.
Yes, we use Donor as a constituent code to signify that person has given us a bona fide gift. We have other const. codes to describe non-givers who are on our db for one reason or another. Board, local affliates and so on.
So I would like a const code to be on a record (everyone has at least one const code) to show, in addition to the pop-up that the person's gift was not cleared. i.e. this person is in RE.Why? Well they gave a gift that bounced.
Does that help?
I just wondered if any bus riders had a similar type code for const. who's gift never cleared.
__________________ Anne Marie
I was born with nothing, and I still have most of it.
Last edited by Anne Marie; 07-14-2008 at 01:12 PM.
That makes a bit more sense as you seem to be wanting constituent code to indicate a "source" of where the constituent came from. I guess part of my reasoning for hesitating about using constituent code is two fold:
1) It is such a small group who do not make up for the gift after the initial rejection that I don't like to create codes for such small groups (I've only had it happen once - all others responded well to a phone call and gave another card # or sent in a check) and
2) I have always been told that a constituent record is legally "their" information and the constituent can at any time request a copy of their record. Anything you put into your database should be put in with this in mind. No matter how "delicately" you word this - would you want the constituent to see it? I would not. I would prefer to find a way to input a gift record even if the card was rejected (you can change batch settings to allow them to come in) or even a constituent note or something which is more of a historical record of the transaction than anything resembling a permanent code. I would prefer to just code them as an individual, prospect or community member.
I, too, am interested in hearing what others do in their database.
2) I have always been told that a constituent record is legally "their" information and the constituent can at any time request a copy of their record. Anything you put into your database should be put in with this in mind. No matter how "delicately" you word this - would you want the constituent to see it? I would not. I would prefer to find a way to input a gift record even if the card was rejected (you can change batch settings to allow them to come in) or even a constituent note or something which is more of a historical record of the transaction than anything resembling a permanent code. I would prefer to just code them as an individual, prospect or community member.
I, too, am interested in hearing what others do in their database.[/quote]
Well doesn't look like anyone else does anything to mark folks who default. We have very few as I've said - and it is usually an online cc donation - probably a made-up card number and that's why it's rejected. Most people do replace their rejected gifts - and this doesn't apply to them.
Interesting point #2. I thought that only applied to medical records. Of course I would never put anything in RE that was derogatory. However if the only entry we have for a person is a bogus credit card donation, I think it has to be recorded so if there is a next time, it can be viewed clearly when the record is opened. Unlikely such a person would want to view their record as the only thing they've done in relation to us is stiff us - they've never made a "good" gift or been associated in any other way with us.
Thanks for your input.
__________________ Anne Marie
I was born with nothing, and I still have most of it.
I would annotate the records so that each time the record is opened you get a popup screen with the information you need to know. That should alert you if you're entering new "donations".
__________________ Lori Nowak FACS Niagara & FACS Foundation
I would annotate the records so that each time the record is opened you get a popup screen with the information you need to know. That should alert you if you're entering new "donations".
Thanks, yes we have a pop up and notes and attributes for exclusions. I just wondered if anyone used a particular const. code to describe the relationship between these types and their organization. We want all of our constituents to have at least one constituent code - it should be something that distinguishes these fake donors from real ones!
__________________ Anne Marie
I was born with nothing, and I still have most of it.
I have always been told that a constituent record is legally "their" information and the constituent can at any time request a copy of their record. Anything you put into your database should be put in with this in mind. No matter how "delicately" you word this - would you want the constituent to see it? I would not.
Ha, my mom used to work at a hospital and she told me about a fellow nurse who got in a lot of trouble (maybe even fired?) for writing on a patient's chart that they were a PITA. Might have been true and might have been helpful for other nurses interacting with the patient, but not something you'd want a patient or their family to see!
__________________ Allison Landry
Donations Coordinator
Austin Humane Society
Ha, my mom used to work at a hospital and she told me about a fellow nurse who got in a lot of trouble (maybe even fired?) for writing on a patient's chart that they were a PITA. Might have been true and might have been helpful for other nurses interacting with the patient, but not something you'd want a patient or their family to see!
My guess is the family already knew...........
I'm not too worried though, for as I mentioned, these are people who have stiffed us once and hopefully only once. There wouldn't be anything in their record except for a statement of facts ie. cc rejected and no response to follow-up letter, and a constituent code that reflected that.
I doubt if they would ever demand to see their record - too embarrassing for them to do that after giving a bogus cc number on a pitifully small donation. And then not responding to our letter. For one thing if they are misrepresenting themselves on a financial transaction it borders on fraud. i.e giving a false name, address and cc #.
__________________ Anne Marie
I was born with nothing, and I still have most of it.
but am interested in what you use.
