Year End Gift Processing - December 2019 - Caroline Johansson Hao Khuu IT Manager - Advancement ...

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

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Bursar’s Office Closures
    • We anticipate that Campus may be closed early or
      completely on Tuesday, December 24th.
    • In order to process gift payments prior to the campus
      closure, please request that donor’s send or deliver
      checks before:
               Friday, December 20th 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

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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.

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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!

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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!

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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.

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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. 20th, 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.

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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.

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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. 31st.

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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.

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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 8th
       O   For IT needs please refer to Ashley Kim
           narankim@sfsu.edu

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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

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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.

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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

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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

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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

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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.

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Security Measures
     • Never access Advance/AWA in a public place unless you are
       sure the donor data cannot be compromised– watch out for
       someone looking over your shoulder on BART or trains, for
       example
     • Password protect your files with donor data!
     • Please delete downloaded files from your laptop
     • Never leave a laptop or other computer device unattended
     • Always log out of a computer when it is not in use
     • Never download items without authorization
     • If you suspect breach of security, contact Mary Morshed,
       Information Security Officer, immediately at mmorshed@sfsu.edu
            • Also contact Caroline and Venesia
            • If this is part of a theft, please file a police report with local
              police agency and/or University Police
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Secure Your Personal Work Space

     • Power off your computers, monitors, printers and power strips
     • Lock laptops (if you leave it in office do not leave out in the
       open)
     • Lock cabinets and drawers
        O   Check to make sure you do not leave sensitive material around your desk

     • Offices with windows:
        O   Shut/lock windows
        O   Close blinds
        O   Get your perishable food out of the refrigerators!

        P.S. Don’t forget to water your plants prior to the break!

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Questions?

     • Have a wonderful holiday season!

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