Advancement · Community and Giving

The right name, in the right place,
or no name at all.

Record each donor’s recognition wishes the way they gave them: the exact name, anonymous or in honor or memory of someone, and where it may appear. The tracker catches an anonymous donor still on a list, a tribute missing its honoree and preferences nobody confirmed.

Add a donorWhat you get
$19one-time · every device you sign in on
Buy · $19

Included with Caveat Classroom and Whole-school licenses. Or get it in the Development and giving kit, $39 for 19 items.

Donors

The worked example is made up: a couple listed by name, an anonymous donor still marked for the donor wall and a memorial gift with no honoree name and a confirmation more than a year old. Records save on this device only.

Loading the donor form. If nothing appears, turn on JavaScript.

What you get

Advancement · Community & Giving$19 · included with Classroom and Whole-school licenses

What you finish with
A record per donor with code, name as it should appear, gift level and date, recognition choice, honoree, agreed places, photos and confirmation; four checks; counts by preference for the list; flags for anonymous donors still marked for public places, tributes without an honoree, unconfirmed preferences and confirmations older than a year.
Who it is for
Development and advancement staff, school foundation and PTA volunteers who produce donor lists, walls and programs, and annual report editors.
Format
Browser tracker with a saved record per donor. Prints a donor’s record, the whole list as a proof table or a blank preference form; downloads a spreadsheet (.csv); exports and imports a file.
Access
$19 one-time, yours on every device you sign in on; the tool opens once you are signed in with it. Included with Caveat Classroom and Whole-school licenses. Also in the Development and giving kit ($39) and the Advancement Suite pass ($99), and 1 more bundle. Everything you type stays in this browser; nothing is sent to Caveat.
Where it lives
The Community & Giving space in Caveat Advancement.
Support
Questions about access, an order or a correction: team@caveatacademic.com.

How to use it

  1. Ask on the gift form or in the thank-you call how the donor wants to be recognized.
  2. Record the name exactly, with the date and how they told you.
  3. For tribute gifts, get the honoree’s name as it should read.
  4. Before any list, wall or program prints, proof it against these records.
  5. Confirm again each year.

Add a donor

Four steps to a clean donor list

Getting a name right, every time1AskOn the gift formor in thethank-you call:name as itshould appear,anonymous, or atribute.2RecordExactly as thedonor said it,with the dateand how theysaid it.3ProofEvery list, walland programchecked againstthe recordbefore itprints.4RefreshAsk again eachyear; names,marriages andwishes change.Getting a name right, every time1. AskOn the gift form or in the thank-youcall: name as it should appear,anonymous, or a tribute.2. RecordExactly as the donor said it, with thedate and how they said it.3. ProofEvery list, wall and program checkedagainst the record before it prints.4. RefreshAsk again each year; names, marriagesand wishes change.
Printing an anonymous donor’s name is the mistake donors remember. The proof step catches it.

Anonymous means everywhere

A donor who asks for anonymity expects it on every list, wall, program, newsletter and post, including the ones made by volunteers next year. Record the request, clear every public place on the record, and make the proof step a habit. The Donor Bill of Rights promises donors that information about their gifts is handled with respect and confidentiality.

Tribute gifts

Gifts in honor or in memory of someone carry a second name, and a family who will look for it. Confirm the exact wording and whether the donor wants the family or honoree told. The written acknowledgment the donor receives for tax purposes is separate from recognition; send both.

Sources

  1. Association of Fundraising Professionals and partners. Donor Bill of Rights (afpglobal.org).
  2. Association of Fundraising Professionals. Code of Ethical Standards: donor privacy and honoring donor wishes (afpglobal.org).
  3. Internal Revenue Service. Publication 1771, Charitable Contributions: Substantiation and Disclosure Requirements (irs.gov).
  4. Council for Advancement and Support of Education (CASE). Guidance on donor recognition and stewardship in schools (case.org).

The worked example is made up. Your gift acceptance and recognition policies come first. Nothing you type is sent to Caveat; keep donor records as carefully as your database does. Support: team@caveatacademic.com.