WOULD YOU LIKE TO SEE THE QUICKEST AND MOST ACCURATE

 COMPLETION POSSIBLE IN YOUR REQUEST'S FUTURE?

          Incomplete or incorrectly filled-in Report Request forms are set aside for "follow-up". Further processing of these Requests is delayed until all Requests which have been appropriately completed are processed. To ensure that your Request does not wait in the "follow-up" file, be sure to keep these Do’s and Don’ts in mind, and contact Systems Services if you need assistance.

Do’s and Don’ts:  For Quick & Accurate Completion of Report/Download Requests

Completion Date:

Please provide a date. ASAP, RUSH, URGENT, etc. will not be accepted. Remember there is a 3-day minimum turnaround for Report Requests which do not require follow-up, and a 4-day minimum for Download Requests. Please plan ahead as much as possible to avoid requesting a shorter turnaround, as these Requests will require Emergency processing and may need further justification.

SECTION 1:- Request Title

Use something which is meaningful to you.

SECTION 2: How will you use the information you will obtain from the report/download?

Be as thorough as possible.  This is the most important section of the form. Check the appropriate purpose category and provide a description. This information is used to determine allowable choices for selection criteria. For example, if the purpose is "Contact by Phone For Gift Solicitation" , CONSTITUENT TYPES of 4, 6, and 7 are obviously incorrect. If the DESCRIPTION is "Invitation to breakfast with Dean for recent Law School grads", exclusion of specific graduation years and non-law graduates should be specified.

SECTION 3: Which records should be selected?

Be as thorough as possible. Review the information you have provided in previous sections to ensure against contradictory or nebulous specifications.

SECTION 4: How should the report contents be sorted?

Not applicable to Culprit programs. The sort order for Culprit programs cannot be changed.

SECTION 5: Report/Download format.

Indicate desired Retrieval Fix Type or Download Format. All downloads will be based on a Fix I Retrieval, therefore it is not necessary to specify a Fix Type when a download is requested. Remember that downloads provide a "snapshot" of current data which is quickly outdated, and for which financial reconciliation is not possible. Also keep in mind that downloads are not possible for Group constituent types. To conserve disk space, select Partial Download Format whenever possible. Full Format includes many fields which may not be necessary for your mail/merge project. Download formats are further discussed in the flyer, "WORKING WITH DOWNLOADS IN THE K:FTP DIRECTORY". This flyer also provides a description of how your download data is delivered and the assembly steps you must follow to get the data structured appropriately.

SECTION 6: If the report/download is generated by a Culprit program
Special-purpose reports or downloads can be obtained by running custom programs in our Program Library. These programs usually require specific processing parameters which affect the program’s selection criteria. Contact Systems Services to determine what (if any) processing criteria is required by the program you are requesting.

SECTION 7: Report distribution instructions

Notification of completion for Pickup purposes will be made to the Requester at the phone number listed at the top of the form. If the report is to be picked up by someone other than you, please contact the individual and make appropriate arrangements.