BB Standards and Protocols

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Blackbaud Standards and Procedures Guide Rudolf Steiner School

Rudolf Steiner School -

Blackbaud Standards and Procedures Guide

Updated on: 7/1/2010




Blackbaud Standards ............................................................................................................................................. 4

Contact Types and Relationships: ..................................................................................................................... 6

Correct Order for Contact Types: .................................................................................................................................. 6 Correct Order for Relationship (in Relationship tab): ................................................................................................. 6

How To Add, Delete, Link and Unlink New and Existing Addresses: ......................................................... 7

What-To-Do with Existing Primary Address When Adding One: .................................................................. 7

Making Address and Contact Types - PRIVATE: ............................................................................................. 7

Contact Types (Phone or E-mail Addresses): .................................................................................................. 7 Making Addresses Private: ................................................................................................................................... 7

Adding New School as Contacts: ....................................................................................................................... 8

Creating New Faculty/Staff Record: .................................................................................................................. 9

What to do when a parent is Deceased: ............................................................................................................ 9

When a couple is Divorced: ................................................................................................................................. 9

Indicating a Full Pay (FP) / Tuition Assistance (TA) or Tuition Reimburse (TR) Applicant or Student:

................................................................................................................................................................................. 10

Printing Emergency Forms using Crystal Report ......................................................................................... 11

Monthly Faculty/Staff Roster - Export ............................................................................................................. 12

Links to Process Flow Diagrams: ..................................................................................................................... 18

ADDENDUM A ...................................................................................................................................................... 19 ADDENDUM B ...................................................................................................................................................... 20

Table of Contents




Page #: 3




Page #: 4

Blackbaud Standards

It is critical to the efficient operation of our school that data is entered into the Blackbaud database in a

standard way across all departments. The following are the standards that we follow at Steiner.

1. Always search for duplicates before entering a new applicant, student, or individual.

2. For Admissions: In the applicant‟s record , update the application date with the current date upon receipt

of completed applications from parents. – New!

3. Always fix a record with an error.

4. The more information you can enter in a record, the better.

5. Do not use any Titles (ex Ms., Miss, Master, etc.) for students‟ name s.

6. Abbreviation

a. Do not abbreviate an organization name except when part of the formal business name. For

example, Corp., Inc., or Co. is okay if it is part of the business name.

b. Do not abbreviate the street - spell out Road, Street, Avenue, Drive, Terrace, and Court.

Exception: Boulevard (Blvd).

c. Spell out all directions (East, Northeast, etc.) using initial caps when preceding a street name.

Example: 15 East 78 th Street.

d. Abbreviate the direction when it follows a street name. Example: 15 Maple Avenue NE.

7. Numbered streets and avenues

a. Spell out First, Second, Third, Fourth, Fifth, Sixth, Seventh, Eighth, Ninth, Tenth when specifying

street names 10 and under. Example 15 East First Street

b. Use 11 th , 12 th , 13 th … 71 st , 72 nd , 73 rd , 74 th , etc., when specifying street names over 10. Example:

15 East 73 rd Street.

8. When entering an apartment number or suite number

a. For a home residence, put the number at the end of the first address line, separated by a comma

(,) a space and a pound sign (#). Example: 840 Park Avenue, #3B.

b. To enter suite address, use the following example: Example: 26 Wall Street, Suite 200. Use

“Suite”.

9. For any other part of an address, use periods when making abbreviations.

10. Do not include spaces between middle initials where there is more than one middle name. Example:

Richard C.S. Lewis.

11. Always include the area code when entering a phone number.

For domestic numbers, use the following format and always include the dashes (-) and no parentheses:

a. Example: 2125352130 should be 212-535-2130

For international numbers, enter them as they were provided, but replace any spaces or parentheses with

dashes (-).

12. Always link or share parent‟s Home and Vacation phone types with the child.




Page #: 5

13. Never delete an old address. Save any old address as “Previous .” For tracking purposes, you should

assign a date in the Details tab. While you may not know the exact date the family/individual moved from

the pre vious address, you can put in the date you are entering the data in the space after the “to” in the

“This is a valid address from ______to______” section. Also, if the address was not previously a Home

address, note this in the Description area within the Details tab. Example: The Description for an oldBusiness address will read <Business Address>. Remember, this is only if you are changing to the

Previous address type.

14. Always check the box that says “Lives with student” under student‟s Relationship tab. This is extremely

important for printing the Emergency Forms for the Divorced parents for the summer mailing.

15. Enter “ Emergency # ” in the middle name of the Emergency Contact‟s person when the parent‟s name and

Emergency Contact‟s names are same.

16. In Raiser‟s Edge, t he primary record is the father; the spouse record is the mother.

17. If you are unsure of how to do something in the Blackbaud system, there are several avenues to follow to

get an answer.a. Use the Blackbaud Help menu. Under the Help menu, try exploring the User Guides.

b. Call Tech at 212-879-1101 x 393, they might be able to help you.

c. In case the Tech is not available for some reason and the issue is urgent, check the Blackbaud

knowledgebase online at support.blackbaud.com. Click on Knowledgebase and log in with your

username (first initial and last name), and the password (our site ID, which is 16758).

d. All our usernames and passwords (Blackbaud users) have been created on Blackbaud‟s website,

but if you could not logon for some reason, please call Tech to get one ID created for yourself.

e. If the Knowledgebase didn‟t answer your query and the Tech is still not available, call the

Blackbaud support desk at 1-800-468-8996 . Press 1 for Customer Support and enter our site ID(16758 ) followed with a # sign.




Page #: 6

Contact Types and Relationships:Correct Order for Contact Types:

Home Cell Work E-mail Fax PrivateCell PrivateWork PrivateEmail

Correct Order for Relationship (in Relationship tab): Father Mother Stepfather Stepmother AltEmergContact

Siblings …




Page #: 7

How To Add, Delete, Link and Unlink New and Existing Addresses:Job Responsibility: Registrar, Admission Assistants, Student Billing and Raiser‟s Edge users.

1. Refer to AO_Records.PDF manual at page # 150 for a detailed procedure.

2. Please follow Blackbaud Standards section of this document for proper data entry standards and

protocols.

3. Address Types that are used in the school are listed in Appendix B or at the very bottom of this document.

Adding or Changing an Address:Procedure:

Open the existing address and write down the information on a piece of paper.

Update the existing address with new changes/address.

In Details tab, update the From field with today‟s date.

Save and close the address.

Now click on Add a new address.

Select Previous from the Address Type drop down menu. Fill in old information from step #1. Do not link

or share this address.

In the Details tab, update the To field with today‟s date.

Make sure the new address has Previous as its address type.

Save and close the address.

Save and Close the individual ‟s record.

Check AO_Records.PDF manual at page #150 for more detail.The process is cumersome but is required for Raiser‟s Edge integration.

Making Address and Contact Types - PRIVATE:Contact Types (Phone or E-mail Addresses):

1. Use one of the following private contact types to denote the contact type as “Private”. Private Contact

types are:

PrivateCell

PrivateWork

PrivateEmail

Making Addresses Private:

1. Under the Address tab, double click the Address that you want to make “Private”.

2. Click on the Attribute tab.

3. Click of the drop-down box and select Private and Description Yes.

4. Save and Exit the record.

http://steiner/Shares/Public/New%20Public%20Folder/General/Blackbaud%20Procedure%20Documents/ao_records.pdf











Page #: 8

Adding New School as Contacts:

Job Responsibilty: Admissions

1. Check AO_Records.PDF manual at page #200.

2. Be very careful when you add the school‟s names. The name must match with the official name of

that school. Rudolf Steiner School will produce different result in search from The Rudolf Steiner

School , because of “The”.

3. We add other school‟s names only to have their contact information. To enter a princip al‟s name or

an Admissions Director‟s name in EE who we mail regularly to; these individuals must be entered as a

relationhip to their organizations than as an Individual in the Individual module. We enter only

parents‟ information into Individual module of Education Edge.

4. Please read and follow the manual as stated in step #1 to how to enter organizations and their

employees as relationships into Education Edge.

5. Follow the first two pages “ Blackbaud Standards ” in this document to help you enter the information

properly into Blackbaud.








Page #: 10

Indicating a Full Pay (FP) / Tuition Assistance (TA) or Tuition Reimburse

(TR) Applicant or Student:

Job Responsibility: Admissions, Business Office

Record Type: Each Student and New Applicant.

Procedure:

Education Edge:

1. Open a student‟s or applicant‟s record in Education Edge.

2. Click on the Attribute tab.

3. In the new empty row; select Tuition and FP, TA or TR under the description column. Please see picture

below.

4. Save the record.

Drop down here and select one of the listed values: FP, TA and TR




Page #: 11

Printing Emergency Forms using Crystal Report Job Responsibility: Administrative Assistant, Registrar

Location of the crystal report:

Upper School: G:\Final Version\ Education Edge ‟07 -„08 \Emergency Forms\Photos

Lower School: L:\Final Version\Emergency Forms

Name of the Report:

1. Emergency_Parents_Form_Photo – for 2 pages

2. Emergency_Parents_Form_Photo_3Pages – for 3 pages

Database name: Emergency_Forms_Pics

Two Steps Procedure:

1. Export from Education Edge

2. Run Crystal Report

1. Export from Education Edge

a. Logon to Education Edge

b. Chang e to Registrar‟s module

c. Go to Export and double click on the export named Emergency and Medical Information Export .

d. Select students individually or all Enrolled ones depending upon the need.

e. Click on Export Now and navigate to G:\Final Version\Education Ed ge ‟07 -„08 \Emergency

Forms\Photos .

f. Select the existing file emergency_Forms_Pics and hit Save. It will prompt you if you want to

replace the database file. Click Yes .

g. Always select the same location for the exported file.

2. Running Crystal Report

a. After the export, open Crystal Report XI. Open the report from G: drive.

b. Click on .

c. Wait until it generates the entire report.

d. Print the forms.

End.




Page #: 12

Monthly Faculty/Staff Roster - Export Job Responsibility: Student Billing.

Location of the report: P:\New Public Folder\General\Faculty Staff Roster.

Name of the report: Faculty Staff Roster (MMM‟YY).PDF

Procedure:

1. Logon to Education Edge

2. Change to Registrar‟s module

3. Click on Reports from the left.

4. Click on Directories and Lists

5. Click on Faculty/Staff Directory double click on Monthly Faculty/Staff Roster.

6. Click on Preview

7. Click on Export button on the top .

8. Change the export file format from .RPT to .PDF. See picture below:

9. Click OK and save the file to the location mentioned above.

10. End.




Page #: 13

Education Edge End of Year (EOY) Process:

Job Responsibility: Registrar

Preparation:

1. The EoY preparation should begin atleast a week in advance. Users can run the Preprocessing Report to

check if the Blackbaud data is clean and ready for the End of Year processing.

2. Make sure all the Faculty records exist prior to running this process. Faculty records are required to auto-

populate Advisors fields in students' records.

3. Mark of Re-enrollment process MUST be run before EoY.

Update 8th grade Promotion Schedule and EOY info manually. Confirmed by Blackbaud!

Procedure for running Mark for Re-enrollment Wizard (process can be executed one day in advance):

Make sure to run this process, including EOY, before the End of Year Date of the entire school term.

Configuration Academic Years

Run this process individually for each grade.

1. Administration Status Wizards Mark for Re-Enrollment.

2. Select and open ClassOf . See picture 1.

3. Change the From and To Year fields.

4. Under Update; leave the Status to Enrolled . Leave Status Date and Status Reason fields empty.

5. Click on Additional Information tab. See picture 2.

6. Empty all the fields except Advisor. Select Advisors' names based on the future grade of the students.

Select 12th grade's Advisor's name for the 11th Graders.

7. Click on Filters tab. Select query for each grade. (Test these queries before you use them here!)

8. Print the Mark for Re-enrollment pre-processing reports before you run the process. Make sure Registrar

and Admissions correct incorrect records before the actual process is run.

Change this date to a later date if the date you arerunning these processes falls after this date.This affects the Advisors' names display on Bio1 tab of

the students' records.Do it for both Schools.




Page #: 14

Picture 1

Picture 2

Picture 3




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Things to check in the report:a. Number of Applicants created must always be 0 (zero) . Higher number means duplicates.. Find

and Merge the duplicates first.

b. Keep fixing and re-running the preprocessing until the report is clean with no warnings.

c. Once the report is clean, proceed with Run Now .

End of Year Process:

It is recommended to run the EoY process on each grade separately and the order must be from the highest grade

to the lowest. EoY for the 12 th graders must be run separately as the procedure is bit involved for the graduating

students.

12 th Graders EoY:

1. Go to Administration Status Wizards End of Year Processing double click on Graduating .

2. Fill in the General page as shown in picture 5. (Always make sure you are entering the correct academic

years in the wizard.)

Picture 5




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3. Click on Additional Information. 4. Make sure the check box for Process graduating students using promotional schedule is checked. See

picture 6. Uncheck it for grades below 12 .

Picture 6




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5. Select Filters tab. See picture 7.

Picture 7

6. Select the query for the seniors.

EOY for the rest of the grades can be done in one group.

Never forget to run the Pre-processing Report first before the actual EOY. .




Page #: 18

Links to Process Flow Diagrams:

1. Blackbaud Procedures and Protocols

2. Blackbaud Protocols

http://steiner/Shares/Public/New%20Public%20Folder/General/Blackbaud%20Procedure%20Documents/BB_Chart_I.pdf



http://steiner/Shares/Public/New%20Public%20Folder/General/Blackbaud%20Procedure%20Documents/BB%20Protocol_Chart_II.pdf








Page #: 19

ADDENDUM A

S.# Address Type Usage

1 Previous Instead of deleting the current address, save it as Previous.

2 Parent‟s Parents of alums. For RE.

3 Business Manager

4 Home Primary Home Address

5 Business Business Address

6 Vacation Summer Addresses

7 Billing If the billing address is different from the Home Address

8 Publicist For RE

9 Temporary Exchange or visiting students, for any other addresses that are going to be used for <

1 month




ADDENDUM B

S.# Address Type Usage

1 Business Business phone #

2 Cell Cell phone #

3 Cell2 2 nd Cell Phone (if exists)

4 Email E-mail address

5 Email2 2 nd e-mail address, if any

6 Email3 3 rd e-mail address, if any

7 Email4 4 th e-mail address, if any

8 Fax Home Fax #, if any

9 Fax2 2 nd Home Fax #, if any

10 Home Primary Home phone #

11 Home2 2 nd Phone line in the home

12 Temporary College phones

13 WorkFax Fax # at Work

14 Work Work phone #

15 Work2 2 nd Work Phone #

16 Vacation Summer Home‟s phone number

BB Standards and Protocols

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