Note : Before you proceed with the following instructions, back up the database. If your organization integrates multiple Blackbaud products, refer to the Additional Requirements section of the backup article. To get new graduates involved in alumni activities and cultivate them as donors, you need to add them as constituents in The Raiser's Edge. 

Note: These instructions are for organizations that do not have The Education Edge and the optional module, Integration. If you have The Education Edge with Integration, add or update the graduates using the integration. If you would like more information on The Education Edge and the Integration module, contact your account manager.

In The Raiser's Edge, the alumni information is stored on the Relationships tab as an education/schools relationship. Following are Knowledgebase solutions that explore different scenarios and focus on importing required fields and conditionally required fields. The Import Layout Tables in the Import Guide (PDF 2192K) include a list of headers for all available fields for each import type. Use this guide to identify headers for other fields you may need to add to your import file. Also listed is a more complex data file to use as an example when importing many different fields such as when you are importing the new constituent record with the alumni information.

Note: If you have the Alumni module, you can also select an education/schools relationship to be the primary, which is normally the school record for your organization. When the education record is marked as the primary, it is also available on the Bio 1 tab by clicking the Education button.

Before you begin, check your policies and procedures manual to determine when you add students as constituents in The Raiser's Edge. If you add students upon enrollment in your school, use Import to add alumni information to these existing records. If you do not add students as constituents until they graduate, use Import to add their constituent records and alumni information at the same time.

Putting it all together: 

For 7.93 and before use sample data file of a complex import, open 7alumni.CSV, which imports a new constituent record (Bugs Bunny) in the sample database. The record includes name, address, phone number, primary education information (the record on the Education button), major, minor, and attributes. To import it in the sample database, refer to the instructions in step 4 of How to import education information, including majors and minors, as part of a constituent import (includes sample data file) (BB12704).

The headers for the sample file are listed below. The fields in bold are required or conditionally required to import that type of information. For example, the PhoneAddrImpID is required to import the phone numbers. This is the same as the AddrImpID, so this field also becomes required. Neither are required if not importing the phone numbers. 

ImportID, KeyInd, ConsCodeImpID, ConsCode, ConsCodeDateFrom, Titl1, FirstName, LastName, AddrImpID, AddrType, AddrLines, AddrCity, AddrState, AddrZip, PhoneAddrImpID, PhoneImpID, PhoneType, PhoneNum, PrefAddr, Bday, Gender, ESRImpID, ESRSchoolName, ESRType, ESRPrimAlum (only available with the Alumni module), ESRDegree, ESRDateGrad, ESRMajESRImpID, ESRMajImpID, ESRMajMajor, ESRMinESRImpID, ESRMinImpID, ESRMinMinor, ESRAttrESRImpID, ESRAttrImpID, ESRAttrCat, ESRAttrDesc

For a 7.94 and above sample data file of a complex import, open 794alumni.CSV, which imports a new constituent record (Bugs Bunny) in the sample database. The record includes name, address, phone number, primary education information (the record on the Education button), major, minor, and attributes. To import it in the sample database, refer to the instructions in step 4 of How to import education information, including majors and minors, as part of a constituent import (includes sample data file) (BB12704).

The headers for the sample file are listed below. The fields in bold are required or conditionally required to import that type of information.

ImportIDKeyIndConsCodeImpID, ConsCode, ConsCodeDateFrom, Titl1, FirstName, LastName, AddrImpIDAddrType, AddrLines, AddrCity, AddrState, AddrZip,  PhoneImpIDPhoneType, PhoneNum, PhoneIsPrimary, Bday, Gender, ESRImpIDESRSchoolName, ESRType, ESRPrimAlum (only available with the Alumni module), ESRDegree, ESRDateGrad, ESRMajESRImpIDESRMajImpID, ESRMajMajor, ESRMinESRImpID, ESRMinImpID, ESRMinMinor, ESRAttrESRImpID, ESRAttrImpID, ESRAttrCat, ESRAttrDesc