Request Lists/Reports

Constituent Data,

Engaging Supporters

| 5 minutes to read

Last Updated: 10-19-2023

Summary

4WARD (Wisconsin Advancement Resource Database) is WFAA’s database of record for advancement activity in support of UW-Madison. We maintain the data, and that data is leveraged in communication lists and reporting that may be used for advancement efforts on behalf of UW-Madison, which you are welcome to request using this form. Information provided in response to requests may only be used for legitimate WFAA or UW-Madison business and may not be provided to third parties without WFAA approval.

IMPORTANT: The ad hoc report turnaround time will be 20-business days. Please plan to submit your report requests with ample lead time so that we can accommodate your deadlines.

Key Takeaways

Such information is confidential and may only be used in accordance with WFAA’s polices, including its data disclosure and confidentiality policies.

Note: If you are wanting to update many 4WARD records at a time (a past use of this form – sometimes referred to as “reverse lists requests”), you may submit your request to WFAA via our update 4WARD form.

Note: If any WFAA Marketing, Event, and/or Registration team assistance is needed, please submit a Project, Event, and/or Registration Request .

Some notes about the timing of our response

IMPORTANT: The ad hoc report turnaround time will be 20-business days. Please plan to submit your report requests with ample lead time so that we can accommodate your deadlines.
We work requests submitted to our queue on a first-in, first-out basis and in accordance with the ticket due date.
We strive to complete requests within a 20-business day turnaround time, but please give us as much lead time as you can by submitting your request as early as possible (even if your due date is several weeks in the future).
Some requests may take longer, depending on the complexity of your request or the volume of requests in our queue, but we will work with you to provide the information you need as soon as possible.

Submit Your Request

Name*
First*
Last*
Email*
CC Email
Emails added here will be included on communications regarding this request. Please use a comma to separate multiple email addresses.
Phone*
Institutional Unit*
Please select the campus area your campaign is associated with.
Institutional Sub-Unit
Please tell us the department, program, or initiative that your campaign is associated with.
(maximum 80 characters)
Are you an employee of Wisconsin Foundation & Alumni Association?*
- Yes
- No
WFAA Division
Campus Unit you are representing*
If Other, please indicate your Campus Unit*
Department/Program Area
About Your Request
What is the name of your request?*
This will appear in your help ticket/email subject line and can be used to find this specific request in the future.
How will this information be used?*
(maximum 5000 characters)
With whom will this be shared?*
(maximum 5000 characters)
What is this request for?*
- Communications
- Information Report
Communication Details
Do you already have a 4WARD Campaign name and/or number for this communication?*
- Yes
- No
What is your 4WARD Campaign name/number?
A 4WARD Campaign is used to track communications to constituents and to report on any gifts raised through these communications – even for communications that aren’t primarily a solicitation. These Campaigns follow a naming convention of Unit_Year_CampaignName. Your selections below will allow us to build your Campaign in 4WARD.
Campaign Description*
Please summarize the communication sent to these constituents in brief detail.
(maximum 500 characters)
Requested Campaign Name*
Give your campaign a short, descriptive name.
(maximum 50 characters)
Start Date*
When did (or will) your communication with constituents start for your campaign?
Campaign End Date*
Campaign Channels*
(check all that apply)
- Direct Mail (solicitation, invite, letter)
- Email
- Phone
- Print Media (newsletter, magazine, etc.)
- SMS
Who is the communication from?*
(Check all that apply)
- Department
- School/College
- UWF
- WAA
- WFAA
Intent of Communication*
(Check only one)
- Feedback/Response: (e.g., survey, evaluation)
- Informational: (e.g., newsletter, publication)
- Invitation: (e.g., event-related communications)
- Solicitation – Give: (e.g., donate)
- Solicitation – Join: (e.g., WAA membership)
- Solicitation – Volunteer: (e.g., Advocacy Coalition, etc.)
- Stewardship: (e.g., CHO acknowledgement postcards, thank you email)
For mail pieces, there are two ways in which a solicitation can be tracked. Please choose which tracking method you wish to use?
We encourage the use of Finder Numbers on your printed giving forms. More information on finder numbers and appeal codes.
- Finder Numbers
- Appeal Codes
- N/A
Please upload the list of people whose records you wish to update.*
Please upload your list as a csv or spreadsheet. A Contact Number or Salesforce ID is the best way for us to update the correct records. Example: 1234f00001yAbCdEFG or CN1234567. If you do not have Contact Number or Salesforce ID or Employee/Campus IDs for the constituent records, you will need to include the constituents’ full name, email, and zip code in your file upload.
Dates
IMPORTANT: Ad hoc report turnaround time is 20-business days. Please plan to submit your report requests with ample lead time so that we can accommodate your deadlines.
Desired Delivery Date*
Please plan to submit your report requests with ample lead time so that we can accommodate your deadlines. We strive to complete requests with a 20-business day turnaround, but more advance notice is greatly appreciated.
Anticipated Send Date of Communication*
This is the date we will tag the constituents’ records in 4WARD as having been sent the communication.
Request Data Details
Provide details of your request*
Let us know in general terms what you are trying to accomplish.
(maximum 5000 characters)

Output Types*

You can see an outline of our standard output types and the fields available to you by downloading this spreadsheet.

Output Type	Details
Standard	Name, addressee, salutation, mailing address, email address, phone number
Demographics	Gender, ethnicity, date of birth, household gift capacity rating
Degrees	Class year, School/College, Degree Type, Department, Major
Job	Current Employer and Current Job Title
Current Affiliations	All affiliations

Additional Data fields to include in review file
ie. date of birth, school/college, gift amount
(maximum 5000 characters)
Additional Fields to include in final output
(maximum 5000 characters)
Estimate of count*
How many people are you looking to have on your list?
ABE Event Lookup ID(s)
Please include Event Lookup ID(s) tied to this List Request. To request an ABE Event Lookup ID, you must submit a Project, Event, and/or Registration Request. You can work with your WFAA representative to update attendees to the event in ABE. Use commas to separate Event Lookup IDs if lists will be used for multiple events. Do not use this field for ABE Constituent IDs, please include as an attachment.
Should we list your school/college/unit alum first in salutation?
- Yes
- No
- No Preference
Include spouse if they exist outside of your selection criteria?*
Example: If you are requesting a list of Political Science alumni, Joe Smith is an alum of Political Science and his spouse is not, by selecting Yes his spouse will be included the list.
- Yes
- No
Household(Account) or Individual(Contacts)?*
If household, then both individuals will be consolidated on one line.
If individual, then both individual/spouse will be on 2 separate lines (with information duplicated)
- Household
- Individual
Send one piece per household?*
- Yes
- No
Include international constituents?*
- Yes
- No
Include organizations/corporations?
- Yes
- No
Include deceased constituents?
- Yes
- No
Terms of Use
By submitting your request, you agree to the terms of use: I am an employee of the University of Wisconsin-Madison or Wisconsin Foundation and Alumni Association and agree that the data requested will be used only for the purpose(s) described below and that the data will not be given, sold, or otherwise made available to any third party. All lists are intended for one-time use only.

Please complete all required (*) fields and correct any error(s) above.