Rachel Smith
Rachel Smith
   
 
Assistant Director of Donor Engagement
rachel.a.smith@ufl.edu
(352) 392-7762
Donor Relations
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no Completed   Unit Request - update to donor bio See attached website request(s) https://ufodaa.app.box.com/folder/51876759650 50 Advancement Website   Phenicie, Jason    
no Completed   Updates to UFF giving page See attached website request(s) https://ufodaa.app.box.com/folder/101207070337 50 Advancement Website   Phenicie, Jason    
no Completed   Add Gold Family Scholarship to UFF Giving Pages See attached website request(s) https://ufodaa.app.box.com/folder/103064496162 50 Advancement Website   Phenicie, Jason    
no Completed   Update to UFF Giving Opportunities See attached website request(s) https://ufodaa.app.box.com/folder/104707337942 50 Advancement Website   Phenicie, Jason    
no Completed   Recognition Page Update See attached website request(s) https://ufodaa.app.box.com/folder/137112002906 50 Advancement Website   Phenicie, Jason    
no Completed   Update contact number on UF Loyal & President's Council pages See attached website request(s) https://ufodaa.app.box.com/folder/225230632441 50 Advancement Website   Phenicie, Jason    
no Completed 06-23-2017 Statement of Inspiration Statement to artists for Reflections Dinner gift. https://ufodaa.box.com/s/b89v4nozxxvn7lpygzjq322n39j68t5o            
no Completed 07-18-2017 VP Office Painting Hi Aaron, I am writing to see if you could possibly take a photo of the painting of Century Tower that is in the VP Office. The painting is on the wall next to Tara’s desk (I have attached a cellphone photo that I took for reference). To give you some background, we are working on a special gift for attendees of the Thursday night Reflections event during Kickoff Weekend. The plan is to have a painting of Century Tower commissioned and then reproduced as prints to be given to guests at the event. Three artists have agreed to make preliminary paintings for Tom and the Kickoff Steering Council to review before picking an artist for the final commission. The deadline for these preliminary paintings is July 24. As a plan B, Tom wants to have a print-out of the painting in the office to compare with the preliminary paintings. There is a chance that he will choose the painting in the office as the source image for reproduction instead of having one of the artists complete a commissioned piece. As you can see, my cellphone photo isn’t great. Would you be able to take a better photo with your DSLR and send it to me? This photo will just be used as reference as the Steering Council reviews their options and I am assuming that we will arrange to photograph it again if they decide to use it for the project. I am happy to discuss more over the phone if it would be helpful. Thanks! https://ufodaa.box.com/s/ojdn5xhe31u05kq04u6b8s636r66p3h2 4 Photo Requests   Communications, UF Advancement    
no Completed 09-15-2017 Artist Natalie Galindo Portrait We need a portrait of student artist Natalie Galindo who painted the Century Tower painting for the Go Greater Campaign Kick-Off. https://ufodaa.box.com/s/32wb4rebq78fpgayjduxw0bgxqrnny04 4 Photo Requests   Communications, UF Advancement    
no Completed 12-04-2017 Staff Photo Megan Christopherson Updated staff photo of Megan Christopherson https://ufodaa.box.com/s/n2absd100w6dnyctrsrqvi3x83qyllfz 4 Photo Requests   Communications, UF Advancement    
no Completed 02-22-2018 Employee Headshot Patrick Sell We need a shot of new hire Patrick Sell’s before the scheduled date of 2/27. We want to include his photo on the slides for the DRAC meeting during Spring Board Weekend and unfortunately, he does not have a good quality professional photo that we can use. I know it is super short notice, but do you have any availability tomorrow (Friday) to take his picture? Rachel Smith https://ufodaa.box.com/s/tizmizqxrhtoz79gftbcqmwl83br6v35 4 Photo Requests   Communications, UF Advancement    
no Completed 02-20-2019 Donor Relations Printed Materials We would like to have high quality photos of the items listed below for use on the Donor Relations Toolkit, National Board presentations, and other uses. · Welcome to the Endowment – Faculty and Donor booklets* · LAG impact report · Alumni impact report · Annual Endowment Report Sample · First Time Donor Postcard https://ufodaa.app.box.com/folder/67254778486 4 Photo Requests   Communications, UF Advancement    
no Completed 03-18-2019 Annual Endowment Report Photos Would it be possible to reshoot the AER packet and do a couple of different layouts? We’d like to have one where the contents are arranged in fan shape sort of like the photo attached. We’d also like one where the folder is laying open and the pages are stacked in the folder pocket – so you can see the pre-printed letter on the left side. Is this possible? https://ufodaa.app.box.com/folder/70252103059 4 Photo Requests   Communications, UF Advancement    
no Completed 06-30-2020 Digital AER Components NEW: • A graphically designed web page for each donor/packet with the donor’s name o The page design to come from Communications – there might be limitations on this but we won’t know until we see what you/they have in mind o Web page will include a link/button/tile to the 2020 Endowment Report and 2020 Endowment Brochure PDF o Web page can include a link/button that opens the giving page (tentative) o Web page can include a link/button that opens a online survey o Web page would be password protected (BPM will auto-generate passwords for each page) o Web page design should mirror hard copy folder design • Communications will send out emails to applicable audience with info to access their report (to be determined by Donor Relations and Communications (requested drop date 11/2) o BPM will provide the link and password info for the emails • Follow-up email for surveys to entire AER audience with emails (~1 month later) CURRENT: Anticipated Deadline - Late June TJM approval • Update designs to incorporate “Your Ideas” theme: o Folder (new design, we will provide updated content for the letter) o TJM notecard to for VIPs o Endowment Booklet (update cover to match new folder design, minor content updates will be provided in the fall) o Survey (minor content changes) – hard copy and digital version UPCOMING: Anticipated Deadline - September • Format Dean/Director Messages into approved template https://ufodaa.app.box.com/folder/114561304866 37 Annual Endowment Reports   Clemen, Katie    
no Completed 04-30-2021 INSIDR Email Template Please update the colors on the INSIDR template. This is something that Luke requested – “For the next issue, let’s look at the color of the header graphic to bring it more inline with UF branding.” Rachel is hoping to have this update ready in time for our next issue, which will drop in early May. eNewsletter for central and C/U partners Includes - best practices, resources, common FAQs received on Listserv, etc. Email template that is easy to update by DR staff (like the WIX) Header/Footer artwork (no Century Tower). Examples of what is liked is in the project request in the folder. https://ufodaa.app.box.com/folder/116884764069            
no Completed 07-13-2022 Presidents Council Cling Reorder Re-order the Presidents Council window clings           155 Sticker Mule
no Completed 08-15-2022 Mock-up for Chemistry Hall Dedication Gift Donor Relations is partnering with Missy’s team on a special commemorative gift to provide to the Scott family during the dedication of the Scott Family Chemistry Building on Sept. 17. One idea we are exploring is a custom embroidered lab coat to give to each family member. Missy needs to provide a mockup to Tom for his approval of the concept. Is it possible to have a mockup/outline like the one Rob just did for the Campaign Celebration swag created by Monday (8/15)? I’ve reached out to Florida Uniform to find out parameters for embroidery, but this is what we’re thinking: [Graphic] Scott Family Chemistry Building Dedication September 17, 2022 We’d like to provide two options: One with a silver/grey embroidered molecule and one that is orange and blue like the version attached. https://ufodaa.app.box.com/folder/169571065187            
no Completed 09-30-2022 2022 AER Digital Components Develop new look for Annual Endowment Reports that will carry us through the next few years. Extensive collateral list is below. Email Drop Dates: • Expect your AER Email: 10/11 • AER Delivery Email: 11/1 • Report Delivery Reminder Email: 11/15 • Survey Reminder Email: 12/6 Digital Items • Online survey (no design, possible copy changes) • Online Email Acquisition Form (no design, possible copy changes) • Emails: o Expect Your AER Email (drop 10/11) o Report Delivery Email (drop 11/1) o Report Delivery Reminder Email (drop 11/15) o Survey Reminder Email (drop 12/6) • Report Webpage (design only; BPM to execute) https://ufodaa.app.box.com/folder/159546750269 37 Annual Endowment Reports   Clemen, Katie    
no Canceled 04-28-2023 Smallwood Foundation Photobook 2023 we’d like to do a printed photobook (instead of virtual). Below are more details and some questions, but let me know if a quick huddle would be better. We’re working on building out the content with Kim now. Please let me know if this is something your team can help us with. Background: Donor Relations is partnering with Kim Kruse to create a special stewardship touch for the Smallwood Foundation as their cumulative giving has recently surpassed $2M. SCM helped us create a photobook for the foundation in 2019 to mark their $1M giving at the time. This will also be a cultivation tool, as Kim is anticipating that they will be giving a large gift in the future. Timeframe: Kim is meeting with the Smallwood reps in February (date not set yet). She would like to have the photobook finalized by mid-January. We also want to be mindful of printing production lead time. Project needs: • Updated photobook template – Here is the one we are currently using. We’d like to update the template to remove the Go Greater elements. We’ll plan to use the new/updated template for other projects going forward. o Is it possible to add a page with some impact graphics similar to the giving timeline in our shorter length impact report template (View here)? • Design review/print prep – we can place the elements into the template, but someone from your team to review and adjust for printing. Other questions: • Since Smallwood received books in 2019, we’re hoping the new ones can match in style/materials. Have you all been able to use Zno again? Any concerns with vendor/production time? https://ufodaa.app.box.com/folder/183044313620            
no Completed 05-05-2023 UF Loyal 25 & 50 Year Recognition Packet Updates With the Presidential transition, we need to make a few minor changes to our UF Loyal 25 and 50 year Recognition packets. Maria has shared that she will be the signer on this piece until we have a new VP. Additionally, as we fully utilized all the previous printed stock, we want to use this opportunity to update the 25 year broadside to add space for the donor salutation as we have received some feedback from donors about it not being personalized. As we move to personalizing this piece, we want to get the team’s thoughts on having a different stock of paper to make in-house printing more efficient. Attached is a detailed description of updates for this project. https://ufodaa.app.box.com/folder/203246870496            
no Completed 06-19-2023 FY23 AER Survey Changes See attached website request(s) https://ufodaa.app.box.com/folder/209613281147 50 Advancement Website   Phenicie, Jason    
no Completed 08-29-2023 Copy Review - Final 2 AER Dean/Director Messages

Sharing the final two pending AER Dean/Director messages for copy review (Law & Academic Affairs). I’ve included some notes below for context since the assigned writer may not be familiar with the project:

 

A couple of notes as you review:

  • The messages must fit the pre-approved design template.
    • Academic Affairs – Provost’s message should not exceed 120 words.
    • Law – Dean’s message should not exceed 100 words.
  • Over the past few years, we have made a stylistic choice to use numerals at the beginning of the bullets (we see the bullets more as stats/extensions of the infographic).
  • Over the past few years, we have made a stylistic choice to end bullets with periods rather than semicolons.
  • Academic Affairs – The Provost’s office confirmed that the message should come from Dr. Glover because he was in seat during the FY23 reporting year. Megan asked me to refresh the message and add mention of Dr. J. Scott Angle. Any recommendations to improve the message are appreciated.
https://ufodaa.app.box.com/folder/222162429042 37 Annual Endowment Reports   Clemen, Katie    
no Completed 09-15-2023 Update Contact info on uff.ufl.edu See attached website request(s) https://ufodaa.app.box.com/folder/225231904228 50 Advancement Website   Phenicie, Jason    
no Completed 10-20-2023 2023 AER Print Components   https://ufodaa.app.box.com/folder/200225750830 37 Annual Endowment Reports   Clemen, Katie    
no Completed 11-03-2023 ThankView Filming   https://ufodaa.app.box.com/folder/226384573690 7 Grateful Gator Day 12-01-2015 Velasquez, Christine    
no Completed 11-15-2023 Grateful Gator Day FY24 Collateral Support

Develop promotional and day-of event materials for Grateful Gator Day.

Event objectives:

  • Demonstrate appreciation to the university’s philanthropic donors, including targeted gratitude touches to first-time, UF Loyal, President’s Council Diamond Members and young alumni (Donor Retention organizational goal)
  • Continue to involve the colleges and units to build a university-wide gratitude initiative.
  • Educate the student body/participants about the importance of private philanthropic dollars.
  • Involve central Advancement staff in thank-you note writing.

 

Central in-person event will take place on the Plaza of the Americas on Wednesday, October 25, 2023.

https://ufodaa.app.box.com/folder/216189432706 7 Grateful Gator Day 12-01-2015 Velasquez, Christine    
no Completed 11-15-2023 AER VIP Vanity URLs See attached website request(s) https://ufodaa.app.box.com/folder/234462562956 50 Advancement Website   Phenicie, Jason    
no Completed 12-21-2023 President’s Council Services and Concierge Update See attached website request(s) https://ufodaa.app.box.com/folder/239747492794 50 Advancement Website   Phenicie, Jason    
no Completed 01-12-2024 2023 AER Digital Components   https://ufodaa.app.box.com/folder/200226406002 37 Annual Endowment Reports   Clemen, Katie    
no Completed 01-26-2024 UF Loyal Site Updates See attached website request(s) https://ufodaa.app.box.com/folder/242368297574 50 Advancement Website   Phenicie, Jason    
yes Assigned 03-19-2024 UF Loyal Materials Revamp UF Loyal was established in 2018 to steward and engage UF's most loyal donors and create a culture of giving annually. The program increases donor retention, but we have identified challenges that are limiting its effectiveness and impact. By addressing the data needs, working with Development/AG partners, and refining our communications plan, we will enhance the program to have more leverage to solicit renewal gifts and steward loyal giving behavior. The proposed new framework for the program has been reviewed and approved by Maria Gutierrez Martin. We need to develop some mockups of the collateral for MGM approval of concept. https://ufodaa.app.box.com/folder/237573906385            
yes Assigned 04-02-2024 First Time Donor Program Updates To provide a year-long donor experience for donors making their first gift to UF, Donor Relations and Creative Services partnered in 2018 to develop a first-time donor postcard as one of three touches to this group. The postcard design was tweaked in 2023 to remove Go Greater branding elements as a temporary measure. Donor Relations, in collaboration with Annual Giving, plans to implement enhancements to this first-time donor program based on benchmarking with other universities. Additionally, our vendor supply of postcards is getting low, so we'd like to implement changes soon so that we don't have to reorder the old design. Proposed enhancements include updating the postcard design and language, adding a segment/version for recent alumni donors (first gift as an alum), and updating the video that is sent via ThankView at the 11 month anniversary (hasn't been updated since 2018). https://ufodaa.app.box.com/folder/237573481480            
yes Assigned 04-03-2024 President's Council Webpage Updates

Please see attached redline edit document and PDFs that need to be updated on the website: https://www.uff.ufl.edu/recognition/presidents-council/

https://ufodaa.app.box.com/folder/255567762339 50 Advancement Website   Phenicie, Jason    
yes Assigned 04-26-2024 Legacy Society Welcome ThankView Video & Mailer The Office of Gift Planning would like to add additional stewardship touches for the Legacy Society. Currently, new Legacy Society members receive a welcome packet that includes a license plate/frame and a letter from the Executive Director. Existing Legacy Society members receive the Legacies newsletter/e-newsletter triannually. Donor Relations and Gift Planning met to brainstorm ideas and are interested in adding two ThankView touches: the first will be sent 4-6 weeks after the welcome packet is mailed and the second will be sent later in the year (timeframe tbd). We would like to focus on the first ThankView video to start. Gift Planning has emails for ~75% of their donors. They would like to send a postcard with a link/QR code to the video for those without an email. Gift Planning is currently developing bullet points for the key messages they want to convey through the ThankView/Video - will be along the lines of welcome to Legacy Society (reinforce their membership in this society), thank them for the impact they will make at UF, and remind them that the Office of Gift Planning is available as a resource. https://ufodaa.app.box.com/folder/244772838352            
Created on March 13, 2017 at  1:58 PM (EDT). Last updated by Phenicie, Jason on March 27 at 10:02 AM (EDT). Owned by Clemen, Katie.
Katie Clemen
Jason Phenicie
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