Year End Gift Processing - December 2019 Caroline Johansson Director of Advancement Services Hao Khuu IT Manager
Year End Gift Processing Agenda • Goal is to cover these main areas: O Bursar Office Closure O Coverage for University Closure O Messaging to Department Heads, Deans and Donors O Special Arrangements for Large Gifts O Securing Your Area O Scheduled Power Outage O Remote Accessibility and Security of Data 2
Bursar’s Office Closures • We anticipate that Campus may be closed early or completely on Tuesday, December 24 th . • In order to process gift payments prior to the campus closure, please request that donor’s send or deliver checks before: Friday, December 20 th at 3:00PM • Please alert Deans, their assistants, Assistant Deans and Department Heads that gifts and pledges should be in before the deadline. • I will send copies of the messaging to DOD’s and the department. • Development website will be updated with script 3
Coverage for Closure • Gift Processors will be checking 415-338-1042 number from Dec. 24th through January 1, 2020. • Note: The Mail House on campus is CLOSED during the holiday break. Gift processing is not coming in to process checks. • Please do not have donors send checks via Fed Ex or UPS which require signatures upon delivery • Manny Nungaray will be the DOD on duty – all messaging should include his contact information O We will meet with Manny to go over procedures O We will provide Manny with access to key forms i.e. wire transfer forms, stock/securities forms, etc. 4
Script for Holiday Break – Email and Development Website: Thank you for contacting San Francisco State’s Office of University Advancement. The University will be closed over the holidays from December 24 to January 1, and will re-open on Thursday, January 2, 2020. If you would like to make a donation via credit card and want the gift recorded in this calendar year , please follow one of the following links: I would like to make a gift online to support academic programs and scholarships I would like to make a gift online to support Athletics Please note that credit card gifts sent via the U.S. mail will not be processed in this calendar year. If you would like to make a gift of stock or to speak to a development officer, please contact Manny Nungaray, Executive Director of Development and Campaign Operations, at mannyn@sfsu.edu or 415- 405-2655 and he will be pleased to assist you. If you would like to make a gift by check, please make it payable to the University Corporation, San Francisco State, and mail it to: Office of University Development San Francisco State University 1600 Holloway Avenue, ADM 153 San Francisco, CA 94132-1722 Please make sure the envelope is postmarked by December 31, 2019. Thank you for your support of San Francisco State, and have a wonderful holiday season! 5
Voicemail messaging The University will be closed over the holidays from December 24 to January 1, and will re-open on Thursday, January 2, 2020. If you would like to make a gift of stock, arrange a wire transfer or speak to a development officer, please contact Manny Nungaray, Executive Director of Development and Campaign Operations, at mannyn@sfsu.edu or 415-405-2655 and he will be pleased to assist you. If you would like to make a gift by check, please make it payable to the University Corporation, San Francisco State, and mail it to: Office of University Development San Francisco State University 1600 Holloway Avenue, ADM 153 San Francisco, CA 94132-1722 Please make sure the envelope is postmarked by December 31, 2019. If you would like to make a donation via credit card and want the gift recorded in this calendar year, please visit our online donation page at develop.sfsu.edu , click on “Make a Gift,” then click on “Donate Now to Programs or Scholarships”. Please note that credit card gifts sent via the U.S. mail will not be processed this calendar year. Thank you for your support of San Francisco State, and have a wonderful holiday season! 6
Office Closure Messaging • Please change your voicemail messaging O Take instructions on how to remotely access voicemail with you Dial 415-338-6000 Dial your mailbox number Dial your password • Set your Outlook Out of Office message with a personalized script prior (using the messaging provided) and please mention the date you will be returning to the office. 7
Special Arrangements for Large Gifts • If you anticipate any large donations coming in, please let Irina, Caroline and Andrea know prior to the closure. • Be prepared to let us know who the donor is, what fund or program or scholarship it will be applied to, how they expect to submit payment, form of payment, contact information for the donor, etc. • Please complete a Gift Acceptance Form in advance for any anticipated large checks prior to Dec. 20 th , if possible. • First week of January Gift Acceptance Forms – last year we had an issue with not enough DOD’s and admins available to complete the GAF forms which backlogged us. O If you are in Development and planning to take time off in December or anytime during the first two weeks of January, please let Thao Vo know. 8
End of Campaign Date: Dec. 31, 2019! • This means it is very important that we process all end of year gifts in a timely manner so we can count everything toward our BOLD Thinking campaign • We need to get gifts in and processed within the first couple of weeks of January so we can start creating data reports around the campaign totals by the end of January. 9
Agreement and Pledge Schedule Dates • In the future, please consider using December 1 - December 15 on agreements and pledge schedules where possible (if the donor has some flexibility). • Ensures that we get pledge payments and donations in larger amounts before the holiday closure when we are in the office to process and receipt accordingly. • Takes pressure off donor to get something in last minute on Dec. 31 st . 10
Scheduled Power Outages • Advance database will be accessible over the closure (via VPN). • Scheduled power outage for the ADM building O No outages scheduled as of 12/13/2019 O Weather caused outages may cause some interruption. However, our wonderful IT staffer, Hao, will come over if needed to help out. 11
IT Needs • http://its.sfsu.edu/getstarted/staff O ITS list of How to Get Started Guides for university systems. • http://tech.sfsu.edu/guides/information-security- program O Information on protecting your computer and sensitive data • Gerard is out From Dec 11 – Jan 8 th O For IT needs please refer to Ashley Kim narankim@sfsu.edu 12
Accessibility During the break • Shared Drive Access O Directions to connect to a department share https://its.sfsu.edu/guides/storage-departments#share Ashley to give out folder names as needed O Unavailable during power outage O Mapped shared drives require vpn to access O Suggest to load download work files to Box.com (Box.com files will be available during outage times.) O All Staff have 500gb free space (up from 50gb) O http://tech.sfsu.edu/guides/box-sfstate-file-sharing O Web Access: https://sfsu.box.com O Also available via computer/phone apps 13
VPN • http://tech.sfsu.edu/guides/vpn • 2 Versions Web and application • Web (not available on mac) uses web browser • Requires latest java • • Application Download and install • Directions on tech.sfsu.edu • • Phone apps available through iTunes and Google Play. 14
Two Factor Authentication (DUO) • Two Factor Authentication will be required for All Staff on January 15 • Directions on how to setup DUO can be found here: O https://its.sfsu.edu/guides/2fa • DUO can be accessed via smartphone or hardware token O Hardware Tokens can be requested via a ticket O Note that older smartphones will not be compatible with the Duo app, So a hardware token will be required 15
Two Factor Authentication (DUO) CONT. • What does Two-Factor Authentication Effect? O All web pages that are on single sign on: Web email Service ticket request form Box.com Portal 16
Two Factor Authentication (DUO) CONT. • I Can’t find the DUO app on the app store. O Your phone may not be compatible with DUO • What if I lose my Hardware token/ Smartphone O You need to report it via a Ticket, and have ITS assistance when adding a new account or hardware token O Also, A $20 admin fee will be charged to the department to replace a lost Hardware token. • Additional Questions are answered here: https://its.sfsu.edu/guides/twofactorauthentication2f afrequentlyaskedquestionsfaq 17
DUO Training Session (ITS): • ITS will provide a drop-in training session if you require assistance setting up 2FA. The training will be provided at the following time and location: LOCATION: ADMIN 103 DATES/TIMES: • Friday, December 20, 2019 - 1:30 p.m. - 3:30 p.m. • Thursday, January 9, 2020 - 10:00 a.m. - Noon • Wednesday, January 15, 2020 - 8:00 a.m. - Noon and 1:00 p.m. - 5:00 p.m. 18
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