Batch Constituent Upload

About Batch Constituent Upload

Multiple constituents may be added at one time by using the Batch Constituent Upload feature to upload a spreadsheet of constituent details.

This process is designed to add records to the database, specifically to the Alumni Module. It will also add an internal degree record if the corresponding data is present.

Using Batch Constituent Upload

1. Navigate to Alum/Dev > Batch Constituent Detail

2. Upload an Excel spreadsheet of constituent information using the required formatting as outlined below.

Required Excel Spreadsheet Formatting

In order to utilize the batch upload feature, your spreadsheet must include the following columns, in the specified formatting. 

• ID_NUMBER - Constituent's SSN
• FIRST_NAME
• M_INIT
• LAST_NAME_1
• LAST_NAME_2
• BIRTH_DATE - Birthdate must be formatted as YYYYMMDD
• SEX - Constituent's gender
• PHONE_NUMBER - Phone number may be formatted as either 1112223333 or 111.222.3333
• ADDRESS_1
• ADDRESS_2
• CITY
• STATE
• ZIP
• DEPARTMENT
• MAJOR - Major must be a valid major in order to be used
• CLASS_OF
• EMAIL
• MOBILE_PHONE
• DEGREE - A degree row will only be added if a valid major and degree code are entered on spreadsheet.
• DEGREE_CODE1
• SPOUSE_FIRST
• SPOUSE_LAST
• SPOUSE_DECEASED

Once the spreadsheet is uploaded, a summary will appear of records added and duplicates found.  The process checks each row for duplicates, or potential duplicates. If a duplicate is found, the row is skipped, and the output will summarize why the record was not added.
Duplicate values are reviewed for the following data:
SSN
First, Last, DOB
First, Address 1, City
Email
Possible duplicates are identified if First & Last are the same with a different DOB.