User Guide:
Selecting and Managing Personal Contacts
Submitting Contact Reports
Purpose
Saint John’s would like to foster better relationships with and between its alumni. One of the ways this can happen is
when Johnnie friends and classmates call other Johnnie friends and classmates.
This system was designed to help facilitate these long-term relationships. It gives you a singular place, available 24 hours
a day, where you can:
• Get contact information for your classmate selections.
• See if your contacts have pledged or given.
• Submit and store contact reports (i.e. let SJU know if your contacts made a pledge to you, if their biographical
information has changed, etc.).
• Select new classmates who you’d like to contact.
Step 1: Signing in to and viewing your account
• You will receive an email from one of the individuals in Saint John’s Office of Annual Giving. This email will
contain a 9-digit password.
• To sign in, please visit sjualum.com/volunteer and select “My Personal Contacts.” You’ll need to enter your
email address (the address where you received your password), plus the 9-digit number mentioned above.
Login Page
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Once you’ve logged in to your account, you’ll be brought to a page with a variety of information. If you already
have people assigned to you, they’ll be listed on this page. This page also lists which of your contacts have
already given to the Annual Fund so far this year.
Your account page
Step 2: Selecting classmates to contact
• After you’ve logged in for the first time, you may wish to select classmates who you want to contact.
• Toward the bottom of your account page will be a list of your classmates who are available for selection.
• Please indicate which volunteer type you are (pick either Fellows or Class), and then check the box next to the
people you’d like to contact. You can select as few or as many as you would like.
• When you get to the bottom of the selection page, please indicate that you have read the Confidentiality
Agreement (and please click on the link to the Confidentiality Agreement if you have NOT yet read it), and click
on the “Finalize my Selections” button.
Selecting classmates
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After you click on the “Finalize my Selections” button, you will be brought to a page that lists which of your
selections have already been approved, and which ones have yet to be approved.
Page Displayed after Selections are Submitted
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Once an individual in Annual Giving approves your selections, you will receive an email informing you that your
selections have been approved. An example of this email is displayed below. The next time you log into the
system, these names will be in your list of selections on the left side of the page.
Email for Approved Selections
Step 3: Using the system to Contact Classmates
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When you click on the name of one of your selections on the left side of the page, the system will bring you to
that person’s profile (see the “Classmate Profile” graphics below).
Some people’s records will say “Please thank for contribution.” These people have already made an Annual
Fund contribution this year. Please feel free to thank them for their generosity.
Some people’s records will say “Please do not ask for a contribution.” These people may have asked for no
solicitations this year, or there may be some other circumstance. Whatever the case may be, we would kindly
ask that you refrain from asking them for a monetary contribution.
NOTE: most people’s records will NOT have either one of these notes. Please feel free to solicit these people as
you normally would.
Classmate Profile – Please thank for contribution
Classmate Profile – Please do not ask for a contribution
Step 4: Submitting a Contact Report
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After you contact each of the classmates you have selected, please submit a contact report listing the details of
your conversation. The contact report form is found directly underneath each person’s contact details.
When you submit your contact report, the Office of Annual Giving will perform any follow up necessary (e.g.
sending out a pledge card or changing someone’s mailing address).
This system will save your concact reports. For example, if you filled out a contact report for Leonard Arthur,
you will be able to see this report the next time you log in and look up Leonard’s profile.
Contact Report
Q&A
Q: When I look at a person’s profile, is this information up to date?
A: This information typically updates every 24-48 hours, so you can have confidence that this information is up to date.
Q: What do I do if I select a classmate, but change my mind later?
A: Don’t worry about it. Just inform someone in the Office of Annual Giving, and they can take care of it.
Q: Is this system secure?
A: Yes, IT Services at CSB/SJU has been a key partner in the development of this system, and they have ensured that the
alumni data is secure.
Q: Who do I call if I have questions about the system?
A: There are a couple of options in this situation. First, you can call your main point of contact at SJU (typically Raj
Chaphalkar or Ryan Minnehan). Secondly, you are welcome to call Michael Halverson at 320.363.2491. Michael worked
on the development of this program.
Q: What kind of information is available on each person’s profile page?
A: The information available online is the same information that has previously been made available to volunteers
through the paper and/or electronic Personal Contact Call Sheets that have commonly been used.
Q: Can I get a quick rundown of which of my assignments have given this year and which haven’t?
A: Yes. When you initially log in, the page you see first will list which of your assignments have given this year. If you
need to get back to this page at any point, simply click on the “Name Selection” link at the upper left of your screen (see
the graphic below for a visual representation).
“Name Selection” link