Contact Reports

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ContactReports
. . . . . a refresher overview. . .
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What is a contact report?
i
m
l

• The record of a significant interaction that
  advances the relationship with the prospect/donor
  and adds to the information available.

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Why do contact reports?

• Track progress to a gift
• Historical record of relationship
• Benchmark performance

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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

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Good or Bad?
O

• 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 hell 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.

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Good or Bad?
P

• 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.

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Good or Bad?
O

• Met Ms. Wilson for breakfast.

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Good or Bad?
P

• 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.

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Contact description

• Be 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

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Contact description
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Contact dilemma

• I aint got time..

- Deans, Chancellors, Bosses who met with donors
without a development staffer present. How to
capture the info?
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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.
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Distribution list You can send a tickler by
using the distribution list optionAttachments
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.
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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 videos3.
Email Karen Faucheux at Karen_at_lsufoundation.org
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