Explanation of Mail Rule Structure & Guidelines
for Use
Adding & Documenting a Mail Rule
Temporary Mail Rules
Business Address Preference Mail Rule
The following is an explanation of our mail rule structure. These codes will be 9-10 characters in length and are composed as follows:
Characters 1-3 represent the type of contact to be made or not
made
i.e. DNS = Do Not Solicit
Characters 4-6 represent the mode of contact
i.e. TFD = Telefund
Characters 7-10 represent the entity involved in the contact
i.e. COLA = College of Liberal Arts
So, for example, from our examples above you could build the mail rule of DNSTFDCOLA to indicate that the prospect should not be solicited through the telefund by the College of Liberal Arts.
The valid values for each of these components of the mail rules are as follows:
Characters 1-3 Type of Contact
DNS- Do Not Solicit
DNC- Do Not Contact
DNP- Do Not Publish
DNR- Do Not Release
DNM- Do Not Remind
DND- Do Not Send
DOS- Do Solicit
DOC- Do Contact
SND- Do Send
Characters 4-6 mode of contact
TFD- Either Telefund
TFF- Fall Telefunds
TFS- Spring Telefunds
PHO- Phone
PLG- Pledge
CCN- Chancellor's Council Newsletter
SPY- Spy Record
VND- Vendors
CHR- Christmas Card
ALU- Southern Alumni
CHE- Chicago Egyptian
FTF- Face to Face
MAL- Mail
ALL- Any communication
PER- Perspectives
SUR- Survey
PGM- Planned Giving Information
Characters 7-10 entity
ALL- SIU
FDN- Foundation
ALUM- Alumni Association
AGR- College of Agriculture
ASA- College of Applied Sciences & Arts
ATH- Athletics
COBA- College of Business
EDU- College of Education
ENG- College of Engineering
LAW- School of Law
WSIU- WSIU
LIB- Morris Library
COLA- College of Liberal Arts
CMA- College of Mass Communication & Media Arts
MUS- University Museum
MED- School of Medicine
DMG- Dorothy Morris Gardens
SIM- Paul Simon Public Policy Institute
You will notice that not all permutations of all of these codes make sense. We have taken that into consideration when building the values for the table. Also, this structure allows us to build any new mail rules that we may decide we need in the future such as something at the departmental level. We could do this by adding values to the appropriate one of the above mail rule component areas. If you discover that you need a mail rule that does not exist, you should contact Dawn Roberts, the BEN Administrator.
This structure will also allow us to serve both exclusionary and inclusionary contact requests. Our programming logic will recognize that if someone has the overall no contact code of DNSALLALL in addition to another more limited code such as DOSALLSIM then that person should only receive solicitations from the Public Policy Institute.
Guidelines for use of "no contact," "no release," and "no publish" codes:
Use DNCALLALL (do not contact, any method, any entity) when the individual has indicated that he or she does not wish to receive any sort of communication (telefund, direct mail, etc.) from any part of the University.
Use DNRALLALL (do not release) in extreme situations when the individual has indicated that he or she does not want his or her information released to anyone under any circumstances. This prevents his or her name from being released to any department outside Institutional Advancement.
Use DNPALLALL (do not publish, any method, any entity) when the individual has indivated that he or she does not wish to have his or her name published in any sort of University publication (i.e., Honor Roll of Donors.) This will primarily be used in anonymous donor situations.
Need help choosing a mail rule? Go to Guidelines for Choosing a Mail Rule.
Note: These mail rules
were created specifically for the School of Law:
Newsletter Mailing List - SNDNEWSLAW
Political Mailing List - SNDPOLILAW
Publications Mailing List - SNDPUBLAW
SIU Administration Mailing - SNDADMNLAW
Attorney Mailing List - SNDATTYLAW
SIUC Campus Mailing List - SNDCAMPLAW
In all cases, you should enter a SRK with a type of MRULE, yourself as author, and code of EXPLN. Then in the free text area you should explain why the mail rule is being created for that prospect. Please see procedures for adding a special remark. It is policy to delete any mail rule that does not have a corresponding special remark explaining it, so it is very important to put up these SRKs.
For individual records, enter mail rules on the ADR screen, in field #10 Person Rules. To see the code table of mail rules, position the cursor on either field and click Field Help, then Help.
Mail rules for corporations are entered on the CFR screen, field #3 Communication Rules.
Please note: When entering mail rules for a couple, set up the same mail rules for each spouse, unless there is specific information indicating otherwise. The exception to this is the ADRPRFBUS mail rule, which should only be put up for the individual who requested it. It is also very inportant to put up an SRK explaining the reason the business address is being used. Please see Procedures for Business Address Preference Mail Rule listed below.
When adding or making a change to a mail rule, do not update field #20 Source. The address's original source, date, and operator will be preserved.
Temporary mail rules should be used in situations where the alum/donor has indicated a temporary hold on contacting or soliciting him or her. In these cases, set up the mail rule as usual, but when creating the special remark, use the TMPMAILC (Temp Mail Rule Current) type. Every month, a report will be processed by the gift/bio department to see which mail rules need to be formered. When it is appropriate to former the mail rule, take down the mail rule from the ADR screen, change the SRK type to TMPMAILF (Temp Mail Rule Former) and append to the end of the explanation that the mail rule has been formered.
There will be special projects where the ADRPRFBUS mail rule will be used in conjunction with the temporary mail rule SRK type of TMPMAILC so that communication will be sent to the individual when there is no home address. Otherwise, the individual will not receive a mailing according to our mailing subroutines. When creating the SRK to document the mail rule, you should indicate that the mail rule is being added not because the individual requested to receive mail at his/her business, but just so the individual can get mailings until we get a good home address. The temporary mail rule SRK triggers the record to be monitored by the gift/bio processing area. Once we receive a home address for this individual, the ADRPRFBUS mail rule will be taken down from the ADR screen. Change the SRK type to TMPMAILF (Temp Mail Rule Former) and append to the end of the explanation that the mail rule has been formered due to receiving a home address.
The ADRPRFBUS mail rule should be added to an individual if the individual has stated that his/her preference is to receive their mail at their business address. A special remark type of MRULE and code of EXPLN should always be applied to the record describing the communication from the individual requesting this mail rule be applied. Please see Procedures for Adding and Documenting Mail Rules listed above. Please see Procedures for Adding a Special Remark.
An ADRPRFBUS mail rule should never be applied just because an individual does not have a home address.
There will be special projects where the ADRPRFBUS mail rule will be used in conjunction with a temporary mail rule SRK so that communication will be sent to the individual when there is no home address. The temporary mail rule SRK triggers this record to be monitored on a monthly basis by the gift/bio processing area. Once we receive a home address for this individual, the ADRPRFBUS mail rule and temporary mail rule will be taken down. Please see Procedures for Temporary Mail Rules listed above.
Last update: 10/31/05