• If you receive information that an individual is married, but not the name of his or her spouse, go to the BIO screen and change field #14 Mar Stat to 'M' for married.  If you later find out the spouse's name, you can complete these procedures at that time.

• If you receive this information as part of gift processing and you need a record created for the unknown spouse, go ahead and create one, using Mr. or Mrs. Lastname.  Leave the "First Name" field blank.  Follow the procedures below to marry the two records.  In this case you will need to populate field #13 Joint Label on SPO to reflect that we do not know the spouse's first name (e.g., Mr. & Mrs. Maxamillion Thanksamillion).  Create an SRK for both records explaining the situation.

• Follow these same procedures in cases of same-sex partnerships.  We will only do so in cases when the donor has requested it.  Do not assume a same-sex partnership from a check with two female names or two male names.

• If you learn of an individual with a deceased spouse, and we have never had them married on ADAM...

 

 
 
 
 
 

If the spouse is already in the ADAM system, you do not need to go through the process of marrying them, then deceasing the spouse.  Go to the REL screen and enter the spouse as a late spouse in field #4 Other Relation Name.

If the spouse is currently NOT on the ADAM system, you do not need to go through the process of creating the spouse, marrying them and deceasing the spouse.  You will need to log this information on the SRK screen using a 'PE' remark type on the individual's record.  If the individual is a major prospect or very active with the university, you may want to go ahead and create the spouse, marry them and decease the spouse for record keeping for research purposes.
 

• Two people with same last name: marry them unless/until we hear otherwise.
• Two people with different last names: do not assume marriage.  However, if they have stated that they are married or checked the ‘married’ box on the return device, then marry them.
• If you are uncertain and the gift amount is $250 or more OR if one of the individuals is married on the system to someone else, then a call should be made to the donor for clarification.

2.    A blank Spouse Information Screen will be displayed.

If the woman takes the man's name, it is most efficient to first look up the man's record. This will facilitate the changing of the woman's name and the storage of her maiden name.
 

A.     Use the @ sign to bring up the record of last person on screen if the last person is the one you need.  If you know the persons ADAM ID number you may type it instead of his or her name,  and press ENTER. This will display the person's name and ADAM ID  number in the header block.

OR

B.    At the Person Lookup prompt, type in the individual's name in one of the following formats: Last name, First name; First name Last name; or just Last name.

Please note:  If you realize at this point that you have created the record in error, and no additional information has been added to the record, send a Groupwise message to Dawn, including the name and the ID#, asking for the record to be purged.
 

#1 Source: The relationship of the person to our institution.

It is very important to answer the questions below in order for filling in this field:
 

A.    Is the person an alumn of SIU?  If yes, the first code should be "A."  If no, go to next question.
B.    Is the person a parent to an alumn/student of SIU?  If yes, the next code should be "P."  If no, go to next question.
C     Is the person a friend?  If yes, the next code should be "FR."

#2 Prefix: Title (Mr., Mrs., Dr.)  Click Field Help, then Help for a code table of valid prefixes.

#3 Name LFM: Last Name  First Name  Middle Name

If you do not know the spouse's first name, leave that field blank.  Make sure the prefix field is filled in.  After you have created the record, go to the SPO screen, field #13 Joint Label and create the mailing label as "Mr. & Mrs. ..."

***Note:  Do not use double quotation marks (i.e., the " character) within the name field.  If you need to include quotes, use single quotes (i.e., the ' character).

#4 Suffix: Suffixes (Sr., M.D.)  Click Field Help, then Help for a code table of valid suffixes.

#5 Preferred Name: This will be built by the system. The default is prefix, first name, middle initial, last name, and suffix.  If a person's preferred name is something other than what would be built by the system from prefix, first name, middle initial, last name, suffix, then you should be sure to populate this field in one of the four ways listed below.

• If the person wants to be addressed by his or her entire name (for example, Sara Beth Malone) then type the letters FM in fields #6 & #7.  This tells the system to use the full name on mailing labels and informal saluations.

• If the person wants to be addressed by his or her first initial and middle name (for example, S. Beth Malone) then type the letters IM in fields #6 & #7.  This tells the system to use the middle name on mailing labels and informal salutations.

• If the person wants to be addressed by his or her first and middle initials (for example, S.B. Malone) then type the letters II into fields #6 & #7.  This tells the system to use the initials for mailing labels and informal saluations.

• If the person wants to be addressed in any other way, then we need to populate field #4 the way he or she has requested and then populate field #10 Other LFM with his or her full legal name.  For example, if David Bradley Schwartz wants to be addressed as Davebert Schwartz,  we would put Davebert Schwartz in field #4 and David Bradley Schwartz in field #10.

#6 Mail Name: This will be built by the system. The default is the full name: prefix, first name, middle initial, last name, and suffix.  If a person's preferred name is something other than what would be built by the system from prefix, first name, middle initial, last name, suffix, then you should be sure to populate this field in one of the four ways listed below.

• If the person wants to be addressed by his or her entire name (for example, Sara Beth Malone) then type the letters FM in fields #6 & #7.  This tells the system to use the full name on mailing labels and informal saluations.

• If the person wants to be addressed by his or her first initial and middle name (for example, S. Beth Malone) then type the letters IM in fields #6 & #7.  This tells the system to use the middle name on mailing labels and informal salutations.

• If the person wants to be addressed by his or her first and middle initials (for example, S.B. Malone) then type the letters II into fields #6 & #7.  This tells the system to use the initials for mailing labels and informal saluations.

• If the person wants to be addressed in any other way, then we need to populate field #4 the way he or she has requested and then populate field #10 Other LFM with his or her full legal name.  For example, if David Bradley Schwartz wants to be addressed as Davebert Schwartz,  we would put Davebert Schwartz in field #4 and David Bradley Schwartz in field #10.

#7 Maiden: The maiden name is stored here.  Name searches can be done on names entered in this field.

#8 Other LFM: Former names are automatically stored here when name changes are performed.  Former names, aliases, or stage names.  Name searches can be done on names entered in this field.

#9 Address:  "P" moves both people to the address of the person in the header block. "S" moves them to the address of the person in the maintenance portion of the screen. "O" for "other" brings up the ADR Screen to enter a new address.

Please be sure to enter something in this field.  If it appears that both individuals already live at the same address, first go to the ADR screen for either individual and enter CO in field #5 Type.  Then return to SPO and enter P or S in this field.  (Otherwise, the address will be formered for one individual.)  Adam will not associate them to the same address record until this field has been populated.  The only time you would leave this field blank is if you know that each individual is maintaining a separate address.

#10 Donor Type: This indicates how correspondence will be addressed to these individuals.  Also, use this detail field to gain access to the DGR Screen (Donor Giving Relationship Screen).  See procedures for Donor Giving Relationship Screen.  We should ALWAYS enter "Joint" here for married couples unless we specifically know otherwise.

#11  Joint Mail:  Should the two individuals receive joint general mailings?  Enter Y for yes, or N for no.  We should ALWAYS enter "Yes" here for married couples unless we specifically know otherwise.   If you do have reason to put a "N" here, set up an SRK explaining why.   Please see procedures for special remarks.

#12 Joint Solicit: Should the two individuals receive joint solicitations?  Enter Y for yes, or N for no.   We should ALWAYS enter "Yes" here for married couples unless we  specifically know otherwise.  If you do have reason to put a "N" here, set up an SRK explaining why.   Please see procedures for special remarks.

Please note: Be sure that both fields #11 and #12 are filled in before leaving the SPO screen.

#13 Joint Label:  DO NOT populate this field UNLESS the individual/individuals makes a request for a specific label stacking format (see procedures for special name stacking).

Please note:  Do not use this field if you are only recording a change in name preference. These should be recorded on the BIO screen.

#14 Marriage Date:  Record of the date of marriage, if available.  Remember that Adam assumes 20th century dates when you enter two-digits for years prior to 30 and assumes 21st century when you enter two-digits for years from 30 forward.

#15 Marriage Stat:  This will be pulled in from the process of creating the spouse relationship.

The default is "M" for married.  Use the code "U" when there are two individuals are considered "joint", but not enough information is available to assume they are married.

#16 Divorce Date:  A date in this field changes the marital status of each person to divorced.  If the divorce  results in an address change, please perform the address change procedures.

4.    Click Finish and OK  to finish out of the SPO screen.

5.    Go back to BIO and fill in any blank remaining fields for any additional information provided (i.e. Origin code, nickname, etc.)

6.    If either or both individuals have a joint Alumni Association membership or if you have information that indicates they wish to have their memberships combined, forward the names to Lori Robinson so that she can adjust the memberships as necessary.

7.    Check the SRK screen for a notation that a "Research File Exists" for either person.  If a file exists, please notify someone in Research  (Al, Annie, Angela, Twyla, or Jeff) so that any necessary changes can be made to the file.
 
 

Last update:  11/29/07