How to use constituency code for alum that returns as student

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Cheryl Bickley
Cheryl Bickley ✭
Tenth Anniversary Photogenic
in Blackbaud Raiser's Edge NXT®: General Discussion
Hi all:

We are debating how to code alumni who return to school years later to get another degree.  For current students, we use the constituency code "Student" and the date they started as "Date From".  When the student graduates, the graduation date is added to the "Date To" field and the constituency code of "Alumni" is added with the graduation date in "date from".   If a student continues on to grad school, we do not add an end date to the "Student" constituency code but still add the "Alumni".  We have found some students who graduated years ago and are now returning for a graduate degree.  For example, Joe graduated 5/15/09 so his constituency codes are "Student 8/25/05 to 5/15/09" and "Alumni 5/15/09".  Joe returned to school 8/28/18 for his MBA.  Do we add a second "Student" constituency code and "Date From" 8/28/18 or do we simply remove the end date from the student code that is already on the record?  If we simply remove the end date from "Student", it looks like Joe has been taking classes since 2005.  If we add a second "Student" constituency code, we would need to adjust  our reports (we rarely use canned reports).  How do others code this type of student?  Thanks!
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Comments

  • Dariel Dixon 2
    Dariel Dixon 2 ✭✭✭✭✭
    Seventh Anniversary Facilitator 4 Name Dropper Photogenic
    I am never a fan of duplicating constituencies.  How are you using education relationships?  I think it may be worth considering using the education relationship to determine what a person's status is.


    If you add two student codes in the example, would you then add another alumni code when they complete the graduate degree?  


    Do keep the student codes once that student has graduated?  I think it would be easier to just replace them as their relationship to the institution has changed.  Once a person moves from student to graduate, they do not need to have the student code any longer.  
  • Regena Weddle 2
    Regena Weddle 2 ✭
    Sixth Anniversary First Reply
    We use both Student and Alumni codes.  When the person is a student, that is their constituency code.  When they graduate, we change the Student code to Alumni.  If they return, we add the Student code back and they keep their alumni code.  So if we are running reports for Alumni they get pulled and they also get pulled if we are looking for Students.  When they graduate the second time, we just remove the Student code.  We do not track their dates on their constituent code record.  We have an education relationship record for each Student record that has the dates.  So a person with multiple degrees will have an education record for each degree but only one Alumni constituent code.  We can pull all alumni by the constituent code.  If we want just music majors or MBA constituents or any other education criteria, I will pull them using their education relationship.  I hope I have explained this correctly, but it works well for us.
  • Christine Cooke 2
    Christine Cooke 2 ✭
    Ancient Membership Facilitator 4 Name Dropper Photogenic
    I agree with Regina.  They have a student code while they enrolled as a student, when they graduate that student code is changed to alum.  We do a date from because that is when their relationship started with us.  But any dates to and from in regards to their attendance/enrollment is on Education Relationship.  


     Another thing you will have to consider and make a decision and document for consistency -- is if they return to school for a second or even third time, which Education Relationship is the Primary Education Relationship?  Their most recent degree earned or undergraduate unless they did not attend undergrad at your institution?  That is something you all will have to consider how you want to handle.


     
  • Shaun Grace
    Shaun Grace ✭
    Ancient Membership Facilitator 1 Name Dropper Photogenic

    Regena Weddle:

    We use both Student and Alumni codes.  When the person is a student, that is their constituency code.  When they graduate, we change the Student code to Alumni.  If they return, we add the Student code back and they keep their alumni code.  So if we are running reports for Alumni they get pulled and they also get pulled if we are looking for Students.  When they graduate the second time, we just remove the Student code.  We do not track their dates on their constituent code record.  We have an education relationship record for each Student record that has the dates.  So a person with multiple degrees will have an education record for each degree but only one Alumni constituent code.  We can pull all alumni by the constituent code.  If we want just music majors or MBA constituents or any other education criteria, I will pull them using their education relationship.  I hope I have explained this correctly, but it works well for us.

    This is exactly what we do too.

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