ContactReports

LSU Foundation

. . . . . a “refresher” overview. . .

What is a contact report?

“The record of a significant interaction that advances the

relationship with the prospect/donor and adds to the

information available.”

LSU Foundation

Why do contact reports?

- Track progress to a gift

- Historical record of relationship

- Benchmark performance

LSU Foundation

Types of contact reports- Visit (face-to-face) highest value

- On Campus visit

- Phone

- Correspondence (e-mail, too)- Event lowest value

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Examples that would merit a contact report?

- An introductory meeting with a prospect; this visit could result in new information missing from TAILS

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Examples that would merit a contact report?

- A phone call following up on an introductory letter when the conversation provides opportunity to assess interest in LSU and a willingness to be involved.

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Examples that would merit a contact report?

- Sending a prospect requested information about the university or a program

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Examples that would merit a contact report?

- Completion of any planned personal visits.

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Examples that would merit a contact report?

- A solicitation letter with specific ask amount, usually follow-up of a visit. (Also known as a “proposal.” March 2006 SDC meeting.)

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Examples that would merit a contact report?

- Luncheon to meet beneficiary of a gift, a student, dean, faculty member, etc.

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Examples that would NOT merit a contact report?

- A mass mailing letter

- A gift acknowledgment letter

- Phone conversation involving routine discussions, such as the time of an event

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Examples that would NOT merit a contact report?

- Visiting briefly with a prospect at a function involving many individuals (i.e. game, advisory council meeting, reception.)

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Elements to include in a contact report

- Objective (what was purpose)

- Results of contact

- Actions (next step)

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What to include in a contact report

- Follow the “60 Minutes” rule.

Do not put anything in a contact

report that would embarrass

you or the donor should it be made public.

- Be objective in your report.

- HIPPA: avoid health-related details

LSU Foundation

Good or Bad?Met Mr. Thomas for lunch to discuss his pledge. He and Delores are going through one nasty divorce and he is pretty sure that she will clean his clock. Who can blame her since he had the affair with the nanny, who is now living in the beach condo. He said he’ll be lucky if he keeps the three year old Lexus. The alimony will be astronomical! He kept rubbing my back and blowing kisses at me.

LSU Foundation

Good or Bad?Met Mr. Thomas for lunch to discuss his pledge. He shared that the pledge is on hold at this time, and hopes to address it with me again soon. I will bring the Dean with me on the next visit.

LSU Foundation

Good or Bad?

Met Ms. Wilson for breakfast.

LSU Foundation

Good or Bad?At her suggestion, the Dean and I had breakfast with Ms. Wilson to discuss her scholarship endowment. She wanted to change the criteria for potential recipients. She asked how many students from Cameron parish are Ag majors. I have asked Carl Doty for this information and will get it to her next week. She mentioned that she had a $100,000 CD maturing next month.

LSU Foundation

Contact descriptionBe pithy in your contact description:

Good:

- Delivered $1M proposal for plaza naming

- Obtained sweatshirt for grandson

- Began discussion on Charitable Gift Annuity

Poor:

- Met for lunch

- Saw at airport

LSU Foundation

Contact description

LSU Foundation

Contact dilemma

- I ain’t got time…..

LSU Foundation

- Deans, Chancellors, Bosses who met with donors without a development staffer present. How to capture the info?

Dual credit –If more than one LSU representative was on the call, do not need two contact reports. One report with dual credit.

Joint reports – If you met with a husband and wife; you can do one report and mark it to appear on two entities.

LSU Foundation

Distribution list –You can send a tickler by using the distribution list option

Attachments –No longer “attach” documents as a contact report. We are unable to run a contact report “text” query if the text is not in the TAILS contact report field.

LSU Foundation

Tools –Resources for Entering Contact Reports1. In TAILS, open Site Help (Shift + F1)

2. On the web, visit the TAILS Website at www.lsufoundation.org/tails and click on Training then Tutorials to watch Prospect videos

3. Email Karen Faucheux at

Karen@lsufoundation.org

LSU Foundation

LSU Foundation