Closing a Proposal / Removing a Prospect from the Assigned Pool

Last Updated: 24th June 2019
Reason: Adding important info regarding contacting Craig.

 

*****Please let Craig Rayner know before you merge and/or delete any proposals/records with proposals, including the ID numbers of the constituent records involved.*****

 

Closed Proposals  – in other words, ones whose Proposal Status is shown as Closed – are Proposals that are no longer active, for any reason. You may mark a Proposal as Closed at any stage during the cycle.

You might close a Proposal for the following reasons:

  • The prospect is no longer to be cultivated – e.g. no philanthropic interest
  • Proposal has been in the same Status for more than 12 months (unless discussions are genuinely ongoing)
  • The prospect declined to give or is/became uncontactable
  • The Proposal is no longer under Stewardship (i.e. the gift has been received in full and any remaining stewardship obligations have been met).

 

To close a Proposal, follow these steps:

  1. Open the relevant Proposal
  2. Update the Status to “Closed” (and don’t forget to change the Status Date if updating the Status)
  3. Update the Response field, to the entry which best fits the circumstances. A summary of the Responses is in Appendix 2.
  4. Tick the Proposal is inactive box. This is very important.

 

  1. If closing a Proposal before an ask was made or if the Proposal was unsuccessful, go to the Notes tab in the Proposal and add a Note describing why the Proposal is being closed. Use the following format:

 

         Type:                     Proposal closed pre-ask or Proposal refused

         Description:       Brief headline summarising contents of note

         Notes:                  Provide detail about why the Proposal is being closed

 

  1. Consider whether any outstanding (future-dated) actions relating to the Proposal need to be amended or deleted entirely.
  2. Consider whether the prospect should stay assigned to you. If you decide that they should not, follow the steps outlined in “Removing prospects from the assigned pool” below.

 

Removing prospects from the assigned pool

The process below illustrates the steps you should take on Raiser’s Edge to remove yourself as the canvasser from a prospect (or “non-prospect”, as it may have turned out!).

Removals from your prospect pool of prospects who are rated as A*, A or B level should be agreed with your line manager before the steps below are taken.  You may do the following yourself or send to the Research Team to carry out.

  1. In the Relationships tab, double click on your name, and change the Canvasser Type to Former DDAR Manager. Fill in today’s date in the Date To
  1. Click on the Prospect In the Prospect status drop-down on the General screen, select one of the reasons for removal. A full guide to these can be found in Appendix 3 (below).

 

  1. Follow the steps in “Closing a Proposal” (above) to make sure that the Proposal Status and Response fields are properly reflected and that you have provided, where you can, a more detailed summary of why you are closing the Proposal.

 

APPENDIX 1: Proposal Status

 

An explanation of each Status is below.

 

Proposal Status
Research New prospect, qualified and rated by the Research Team. This is the default entry on a new Proposal.
Planning Most prospects go straight from Research to Approach, but, for some, it may be appropriate to develop a more tailored contact plan before approaching. Ideally this should be completed within one month.
Approach You have made an initial approach and are awaiting a response. Ideally this should happen within one month of the creation of the Proposal. The prospect should remain in Approach until a first meeting (or other face-to-face interaction) takes place.
Cultivation Proposal moves to this status after first face-to-face interaction from the University (assuming that the prospect is to remain in the assigned pool following this meeting!). This Status stage covers all the period as the relationship is growing, via meetings, event attendance and contact, as the ask (hopefully!) draws nearer. At any time while a Proposal is in Cultivation, or subsequently, you may choose to complete the Anticipated Ask and Likelihood fields.
Pre-ask Final preparations for the ask are being made.  It may be that you are sending the prospect a number of options before drawing up a detailed final proposal document.
Asked Gift request has been made and we are awaiting a decision from the prospect (see also Unconfirmed pledge below).  Please make sure that the Confirmed Ask and Date asked fields are filled in. If there was a formal ask (proposal) document this must be added as a Media file from within the Proposal tab. 
Unconfirmed pledge Gift request has been made and the prospect has agreed to make the gift (see also Asked above). Notify the Donor Relations Team immediately, with information about the gift, so that a comprehensive Gift Agreement can be drawn together.

 

Please make sure that the Confirmed Ask and Date asked fields are filled in. If there was a formal ask (proposal) document this must be added as a Media file from within the Proposal tab.

Stewardship The gift is confirmed and all necessary Gift Agreement documentation signed. At this stage, the Donor Relations team will instruct the Gift and Finance Officer in DDAR (or their designated delegate) to log the gift on RE and link the Proposal to the newly-recorded gift  on RE by clicking Link to Gift in the Proposal, and the Amount Pledged and Date Funded fields will auto-complete from the gift information on RE. This is a very important step.

 

When this status is reached, the gift agreement or equivalent documentation must be added as a Media file from within the Proposal tab. 

 

NB. The Stewardship Plan, including donor reports, and potential visits to campus, should be recorded as Actions at this point.

Closed Closed Proposals are ones that are no longer active, for any reason. You may mark a Proposal as Closed at any stage during the cycle. When you mark a Proposal as Closed you MUST also tick the “Proposal is inactive” box. Do not forget to update the Status Date, just as you would with any other Status change.

 

Whenever you mark a Proposal as Closed you should also complete the Response field. For more detail about the Response field, see below.

 

APPENDIX 2: Proposal Responses

 

An explanation of the Proposal Responses is below.

 

Response
Accepted original Proposal The prospect accepted the Proposal as asked for.
Accepted with modifications The prospect accepted the Proposal with changes to what was asked for.
Closed at Research Team’s discretion Occasionally the Research Team may elect to close Proposals where the prospect has no current canvasser and there is no obvious next step.
Declined Any of these outcomes would normally cause the Proposal to be given the Status “Closed”. It should also prompt you to consider whether you wish to keep the prospect in your pool.
No response
Not at this time
Not interested
Uncontactable
Transferred Proposal to spouse Self-explanatory.

 

APPENDIX 3: Prospect status (to be added when removing a prospect from a canvasser’s pool)

 

Prospect status
Formerly assigned – for future reassignment This is to be used where the prospect has given a “not now” response, but based on your engagement you believe that there is a genuine chance to try again in a few years.
Formerly assigned – insufficient contact details To be used where there are inadequate contact details on RE to enable you to contact the prospect (e.g. nothing apart from a postal address). Use this only after checking with the Research Team to see if additional contact details can be found.
Formerly assigned – no obvious next step (non-alums only!) For those prospects who were assigned to you because there was a possibility of a way in, or it was hoped that a relationship would develop – but never really did.
Formerly assigned – not interested in meeting For use with people who have told you that they do not want to meet.
Formerly assigned – not interested/unable to make major gift For people who have been met and engaged but who do not prove to have the capacity/propensity for giving at major gift level.
Formerly assigned – unresponsive For use with people who have not responded to your requests to meet. You should have made multiple attempts to get in touch across all available methods and recorded each attempt as an Action in RE. If you think that the contact details provided are insufficient then you should ask the Research Team to search for additional ones before removal.
Pending reassignment – transfer between canvassers This is for the Research Team’s use when dealing with bulk changes to pools (e.g. when a canvasser leaves and their prospects are to be reassigned after a hiatus).

 

Oliver Taylor – November 2018