Assignment Selection & Profiles

Important Things to Know

Search Constituents Page

How to Search for Assignments

How to Request Assignments

The Constituent Profile

How to Request Unpairing

Important Things to Know

If you request to be paired with a constituent and their spouse has a Brown affiliation you will be automatically paired with the spouse as well. Do not request to be unpaired to the spouse due to the possibility of you being automatically unpaired from your initial assignment if another volunteer selects the spouse.

All volunteers have an assignment limit. Your current assignment count / limit will be displayed in the top left corner of the menu bar, adjacent to My Assignments. Once you hit this limit, including pending requests, all constituents will appear unselectable for you. Contact your staff liaison if you wish to increase your Portal assignment limit.

When searching for assignments, review the BAF Donor Status area to identify their stage of giving. This column also indicates whether the donor gives anonymously. If they do, and you want to select them, contact your staff liaison.
Only applies if you are on a leadership & class committee: You will have a separate My Assignments page for each role allowing you to further organize your assignments. Use the Role Switcher at the bottom of the left-hand navigation window to toggle between the role you intend to do outreach for at the current moment. Depending on the role you have selected, the following pages may appear different: Search Constituents, Resource, Email.

Search Constituents Page

From the Search Constituents page, learn more about potential donors and request assignments. Once your assignment request is approved by your staff liaison, you can view their full record and contact them via the Portal.

How to Search for Assignments

Click Search Constituents in the menu.
Search for a classmate using the text box.

Constituents are listed alphabetically by last name, along with their city, Brown activities, class year, BAF donor status, top potential donor indicator, and selectability status. You can click on the constituent’s name to view their profile, which contains more information.

If the desired constituent is not listed, contact your staff liaison.

Tip #1: Use the arrows next to the column names to sort. This will only affect the current page of data.

Tip #2: Use specific search terms. The search feature returns results for each distinct term, and by default searches names only. For example, if you search “Chris Stevens” your results will include everyone named “Chris” as well as everyone named “Steven”. However, the best match should appear first. Check the Advanced Search box to search all visible fields - you may also use commas to search two or more terms. For example "Chris, Football"

How to Request Assignments

On the Search Constituents page, look for the column labeled Status. There are four possible statuses. Available constituents will have no status listed and a Request Assignment button.
When you click Request Assignment, a pop-up will ask: “Are you Sure?”
Click Yes to proceed. A graphic will appear across the top of the screen confirming your request.
Your staff liaison will receive an email notification of your request and respond as soon as possible.

Types of Statuses

Unassigned

Click Request Assignment to send request

UNSELECTABLE

Unselectable

You cannot request this assignment. Contact your staff liaison for details.

ASSIGNED TO ME

Assigned to Me

This constituent is assigned to you under the role listed

ASSIGNED TO ...

Assigned to (NAME)

The constituent is assigned to the named volunteer

The Constituent Profile

The constituent profile contains personal, education, employment and giving information and notes any Portal outreach history. To view their profile, click the constituent’s name on the Search Constituent’s page. Until your staff liaison approves your assignment requests, you will only see a constituent’s partial record. Once your assignment request is approved, their full record will be available to you.

To access a constituent’s profile, do either of the following:

↳ Search Constituents: find the desired constituent and click the constituent’s name. (when unassigned or assigned)

↳ My Assignment: click go to full record from an assignment’s snapshot. (when assigned only)

Unassigned (Partial Record)

The constituent’s Full Name and Class Year is at the top.
If the constituent is already paired with someone else, you will see that volunteer’s name.
If the constituent is available for assignment, you will see the Request Assignment button.
The partial record will only provide you the following information on a constituent: City, Greek Affiliation, Degrees, Activities, Class Year, Job Title, Contact Restrictions, BAF Donor Status, Giving Societies and the Top Potential Donor indicator.

Assigned (Full Record)

The constituent's Full Name and Class Year is at the top.

You now have access to the action buttons Send Email, Add Note or Call. If you do not see either or both Send Email and Call buttons, that constituent has requested not to be contacted via that method, or we do not have their contact information. For in-depth detail on these actions, read the Contacting Assignments section.

From the constituent record, you can tag your assigned constituents in order to enable easier filtering and organize your work. You can also add tags from your assignment snapshot.

Constituent Profile Breakdown

Personal & Contact Information

Phone Number: If this is unavailable, either Brown does not have the information or the constituent does not allow phone contact.
City: Lists their current city, state and country.
Mailing Address: If this is unavailable, either Brown does not have the information or the constituent does not allow mail contact.
Spouse: If your assignment has a Brown spouse, they are also automatically assigned to you. Their name will be listed here with class year and will link to their profile. Otherwise, the spouse is not a Brown alumnus.
Relatives: If a relative is deceased, (deceased) will appear next to the relative’s name.
Email: If this is unavailable, either we do not have the information or the constituent does not allow email contact.

If you have updated contact information on an assignment, create an updated contact information note. If that contact information type is missing, check if they have any contact restrictions under the Giving heading, then talk with your staff liaison.

Educational Information

Greek Affiliation: Greek affiliations are listed here or the field will read “None”
Degrees: Degree information regardless of Brown affiliation is listed here
Activities: Sports, clubs or affiliations are listed here
Class Year: Undergraduate class year

Employment Information

Job Title: The most recent job title on file with Brown
Employer: The most recent employer on file with Brown
Business Phone: This will only appear if their business phone is their preferred phone number.
Business Email: This will only appear if they prefer to receive email via their business email. If so, this email will also appear as their Personal Email

Giving Information

Restrictions: This appears if they have any contact restrictions. It will display either Email Contact Restricted, Phone Contact Restricted or Email Contact Restricted & Phone Contact Restricted, and the corresponding Email or Phone button will not be present. If your assignment’s contact information is restricted, talk with your staff liaison before making contact on behalf of the Brown Annual Fund.
Combined Annual Fund Ask: Refer to this number when reaching out to your assignments. This auto populates the Ask Amount token in the email section. This includes all Annual Funds ask amounts.
Brown Fund Plus Only Ask: This isolates the amount of the Combined Annual Fund ask amount that is specific to The Brown Fund, Affinity Scholarships, and Impact Funds.
Sports Foundation Only Ask: If your assignment has a separate ask amount for Athletics it will be listed here.
Medical Annual Fund Only Ask: If your assignment has a separate ask amount for the Medical School it will be listed here.
Public Health Annual Fund Only Ask: If your assignment has a separate ask amount for the School of Public Health Annual Fund it will be listed here.
Engineering Annual Fund Only Ask: If your assignment has a separate ask amount for the School of Engineering Annual Fund it will be listed here.
BAF Pledge Balance: If a pledge is due this fiscal year, the amount displays here. If no pledge is due, this field will display $0.00. Review the notes section of the constituent’s profile to see if this constituent has a multi-year pledge open.

The BAF Pledge Balance will only show the installment due this fiscal year. Once that is paid, it will default back to $0 until the next fiscal year. Example: John made a $20,000 Multi-Year Pledge in FY19 for FY20-FY23. In FY19 his balance is $0, but in FY20 it will display $5,000, in FY21 $5,000… etc.

BAF Consecutive Giving History: The number of consecutive fiscal years in which the donor has given. Bear in mind, particularly when communicating with longtime donors, that some people may have many more non-consecutive years of giving.

For Anonymous Donors: This field will always read ‘This constituent gave $0 during the fiscal year’ and it will list the number of consecutive fiscal years in which the donor has given, if applicable.

BAF Donor Status: Seven different statuses may display here

Has Given: They have already made a gift to the Brown Annual Fund this fiscal year

Pledge Due: They have a pledge due to the Brown Annual Fund this fiscal year

Renewal: Gave last year but not this year: They gave to the Brown Annual Fund last fiscal year, but not yet this fiscal year

Lapsed: Gave in the last 2-5 years but not this year: They gave to the Brown Annual Fund in the last 2-5 fiscal years, but not yet this fiscal year

Lapsed: Gave 6+ years ago, but not this year: They gave to the Brown Annual Fund 6+ fiscal years ago, but not yet this fiscal year

No giving history potential future donor: They have never given to the Brown Annual Fund

Donor has given anonymously: They have made at least one anonymous gift to any Brown priority in the past five years.

BAF Last Gift Details: Last gift amount, date, and designation will appear here. Refer to this row if you are soliciting for a specific designation. This auto-populates the Last Gift Designation and Last Gift Date tokens in the email section.
Giving Societies: Identifies whether they are part of the 1764 Society, Carrie Tower Society, or Brown Family Fellows.
Top Potential Donor: If your staff liaison has identified this constituent as someone who is likely to give, this column will say Yes.
Other Brown Giving Donor Status: If your assignment has given to any area outside of the Annual Fund it will be indicated here.

How to Request Unpairing

Locate the assignment’s full record, via the Search Constituents page or the My Assignments page.

↳Via Search Constituents: find the assignment and click the assignment's name.

↳Via My Assignments: click go to full record from an assignment’s snapshot.

Click the request unpairing button in the top right corner of the constituent's profile.
A dialogue box will appear, asking you to provide a reason for the unpairing request.
Click Send Request.
Your staff liaison will receive an email notification of your request, and will respond as soon as possible.

We request you do not unpair from a constituent in the following circumstances:

If you were assigned a spouse of a constituent. Unpairing from the spouse could result in an unpairing from your initial assignment if another volunteer selects the spouse.
If you already reached out to the constituent (in the Portal or outside). Unpairing could result in another volunteer picking up this assignment and reaching out although they have already been contacted.