AM2-Planning Guide-031303 · PLANNING GUIDE 3 Academy is the integrated information system you can set up with Admissions and Registrar’s Office, Student Billing, and The Raiser’s

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2003 Blackbaud, Inc. This publication, or any part thereof, may not be reproduced or transmitted in any form or by any means, electronic, or mechanical, including photocopying, recording, storage in an information retrieval system, or otherwise, without the prior written permission of Blackbaud, Inc.

The information in this manual has been carefully checked and is believed to be accurate. Blackbaud, Inc., assumes no responsibility for any inaccuracies, errors, or omissions in this manual. In no event will Blackbaud, Inc., be liable for direct, indirect, special, incidental, or consequential damages resulting from any defect or omission in this manual, even if advised of the possibility of damages.

In the interest of continuing product development, Blackbaud, Inc., reserves the right to make improvements in this manual and the products it describes at any time, without notice or obligation.

The Raiser’s Edge, MatchFinder, ParaGon, RE:Alum, RE:Event, RE:Member, RE:Queue, RE:Tribute, RE:Volunteer, RE:Zip, and Blackbaud are registered trademarks of Blackbaud, Inc.

All other products and company names mentioned herein are trademarks of their respective holder.

AM2-Planning Guide-031303

Academy Manager 2

Planning Guide

Contents

Academy Manager 2.01 Compatibility Table . . . . . . . . . . . . . . . . . . . . . . . . . 4Implementing Academy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4Implementation Checklist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5Database Backups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10Linking, Adding, Updating, and Deleting Records with

Academy Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Frequently Asked Questions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13General Academy Questions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14Academy Manager Functionality Questions . . . . . . . . . . . . . . . . . . . . . . . . . . . 15Technical Questions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22Implementation and Support of Academy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24Field Mapping Tables. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25Field Mapping for

RE Constituent/ RE Relation/ RO Student/ AO Applicant/ SB Student . . . . 26Field Mapping for RE Constituent/ RE Relation/ AO, RO Relation/SB

Parent/Guardian. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29International Address Field Mapping . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32US Version . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32Canadian Version . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33Australian Version . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33New Zealand Version . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

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AC A D EM Y MA N A G E R 22

PL A N N I N G GU I D E 3

Academy is the integrated information system you can set up with Admissions and Registrar’s Office, Student Billing, and The Raiser’s Edge. Academy Manager is the program you use to synchronize data among the databases. With Academy Manager, you can enter students/applicants, add relations, and update biographical and address information in one Academy database and automatically reflect the changes in the other Academy databases.

You can run Academy Manager with an Admissions Office-only database or a Registrar’s Office-only database. If your organization uses both Admissions Office and Registrar’s Office, before installing Academy Manager, you must integrate the separate databases into one database (sa.db), using the EA Merge utility. For information about the EA Merge utility, contact Education Administration Support at [email protected].

To remove Academy IDs, you

must unlink records with the Linking Wizard. Because each database stores the Academy IDs, removing and reinstalling Academy Manager does not delete Academy IDs.

With the Academy Manager Linking Wizard, you can set the criteria for matching records between Blackbaud databases. Academy Manager links the records by assigning each pair a unique identification number called the Academy ID. After initial setup and linking, Academy Manager can automatically update and add records among databases at designated intervals. You can also poll and update manually. If you poll manually, you can review and resolve exceptions or conflicts listed in the Academy Manager grid before updating. We recommend you poll frequently with Academy Manager to capture edits made by users in any of the component databases. Also, poll with Academy Manager immediately after making global changes to any component database.Academy offers flexibility and power in several ways:• When you add or edit records in the source database, the other databases are

updated automatically.• You can control the level of integration by selecting which databases are linked

and how they are updated.• When updating manually, you can review and edit changes before updating

component databases.• After updating, you can print the Academy Activity History Report to view

changes made by Academy Manager.• With integration handled by Academy Manager, each component database

maintains its power and robust functionality.• Each office maintains its separate database in its own building or local area

network to allow more flexibility in network design and support a broader range of needs.

(update only)

Admissions and Registrar’s Office

The Raiser’s Edge Student Billing

Academy Manager


Academy Manager 2.01 Compatibility TableAcademy Manager 2 is designed specifically for use with a Raiser’s Edge 6.x database. If you upgrade to or install the The Raiser’s Edge 7.5 and plan to have it as an Academy component, you must upgrade from Academy Manager 2.01 to Academy Manager 3.5.

Implementing AcademyAcademy Manager is a powerful synchronization tool. Its effectiveness depends on the integrity of your databases. To prevent improperly linked records and duplicate table entries, install Academy Manager only after you standardize the data in each component database and create an Academy Committee headed by the Academy Administrator. Because successful use of Academy Manager requires preparation and communication among departments, the Academy Administrator can help identify the project stakeholders at your organization. The stakeholders are the individuals whose departments will benefit by the synchronization of data.The Administrator must have strong knowledge of all operations and component systems, a technical background, and the authority to make decisions about data integrity. The Administrator’s responsibilities include installing and setting up Academy Manager, linking records using the Linking Wizard, monitoring automatic updates or running manual updates, resolving exceptions and conflicts, and chairing the Academy Committee.

To change the Academy Manger

password, from the menu bar, select Edit, Change Password.

You can grant Academy Manager access rights to more than one user. However, only one user at a time can log into Academy Manager. To protect the integrity of the databases, be sure to limit the number of users who know the Academy Manager password. The user name is “Academy Manager”. The default password is “Admin”. To maintain security, change the password immediately after installing Academy Manager.

Academy Manager 2.01 supports:

The Raiser’s Edge for Windows version 6.4.2 or higher 6.x version (SQLA only)

Student Billing version 6.3 or higher 6.x version (ASA only)

Admissions Office, Registrar’s Office, or Admissions and Registrar’s Office

version 6.7 or higher 6.x version

If you use both Admissions Office and Registrar’s Office, you must have an integrated database (sa.db).


Implementation ChecklistTo ensure the efficient implementation of Academy Manager, read the entire checklist and then follow the steps in the order presented.

Step 1. Appoint the Academy Administrator. The Administrator must have a technical background and a strong knowledge of Records Management in Admissions and Registrar’s Office, Students in Student Billing, and Constituent Management in The Raiser’s Edge. The Administrator must also have the authority to make decisions about data integrity and the time to commit to the Academy implementation process. The Administrator will work closely with a representative from each of the development, business, admissions, and registrar’s offices to form the Academy Committee. The Academy Committee meets before the installation of Academy Manager to make decisions about data entry standards. It also meets weekly or biweekly after the installation to ensure the ongoing commitment of each department to the success of the Academy project.

Step 2. Review all Academy Manager documentation. This includes the Academy Manager 2 Planning Guide and Academy Manager 2 User’s Guide.Before you install Academy Manager, you can find the documentation in the \MANUALS folder on the Academy Manager CD-ROM. After you install Academy Manager, you can view the documentation in Academy Manager. From the menu bar, select Help, User Guides. You can also find the documentation on our Web site at www.blackbaud.com. From the Support menu, select Documentation, User Guides. On the User Guides page, click Education Administration.

Step 3. Confirm version requirements for all Academy components. For more information, see “Academy Manager 2.01 Compatibility Table” on page 4.

Step 4. Confirm system requirements for all Academy components. To find a detailed, up-to-date list of requirements, visit our Web site at www.blackbaud.com. From the menu bar, select Support, Documentation. Select System Requirements.

You can use Academy Manager with

Admissions Office, Registrar’s Office, or an integrated Admissions and Registrar’s Office. All examples in this user’s guide use the integrated version.

Step 5. If you plan to include an Education Administration database in the Academy suite and your organization uses both Admissions Office and Registrar’s Office, integrate the separate databases into one Admissions and Registrar’s Office database with the EA Merge utility. For information about the EA Merge utility, contact Education Administration Support at [email protected].

Step 6. Assign a representative from each office to serve on the Academy Committee. You need a resource from each office because communication among departments is vital to the preparation for and implementation of Academy Manager. The representatives must be familiar with the data entry practices used in their respective databases. They must also be able to attend the recurring Academy Committee meetings and to communicate and enforce the decisions of the Academy Committee in their departments.

Step 7. To prevent the Academy Manager Linking Wizard from linking records incorrectly or finding multiple matches for records, identify and remove duplicate records from each Academy component database.


In Admissions and Registrar’s Office, you can identify duplicate applicants, students, and relations in Utilities and Housekeeping. To run the Duplicate Applicant/Student Report, from the menu bar, select File, Duplicate Applicant/Student. To run the Duplicate Relations Report, from the menu bar, select File, Duplicate Relations.In Student Billing, you can identify duplicate student and parent/guardian records in Utilities and Housekeeping. To run the Duplicate Student Report, from the menu bar, select File, Print Duplicate Report. Select Student. To run the Duplicate Parent/Guardian Report, from the menu bar, select File, Print Duplicate Report. Select Parent/Guardian.In The Raiser’s Edge, you can identify duplicate constituent records in Database Administration. To run the Duplicate Constituent Report, from the menu bar, select File, Duplicate Constituents. To prevent processing errors in Academy Manager, if you plan to merge duplicate constituent records in The Raiser’s Edge, you must do so before linking records in Academy Manager.

Step 8. Because Student Billing requires address types, confirm each primary and alternate address in Admissions and Registrar’s Office has an address type.When Academy Manager adds addresses without address types to Student Billing as primary addresses, the address type defaults to “Home” in the target database. Academy Manager adds the address type “Home” to the source record in Admissions and Registrar’s Office. When Academy Manager tries to links records without address types from Admissions and Registrar’s Office to other Academy component databases as alternate addresses, the exception “Required field missing” appears in the Academy Manager grid. You must manually resolve this exception.

For information about importing address

types into Admissions and Registrar’s Office, contact Education Administration Support at [email protected].

To enter an address type for a student/applicant in Admissions and Registrar’s Office, open the More Address Information screen by clicking the More button on the Bio1 tab. To enter an address type for a relation, open the More Address Information screen by clicking the More button on the Address/More tab. You can also import address types using Import in Utilities and Housekeeping.

Step 9. Because The Raiser’s Edge requires organization names for business records, confirm each relation business record in Admissions and Registrar’s Office lists an organization name.When Academy Manager links business records without organization names from Admissions and Registrar’s Office to The Raiser’s Edge, a “Required field missing” exception appears in the Academy Manager grid. You must manually resolve this exception.In Admissions and Registrar’s Office, you can enter the organization name for relation business records on the Business Information screen. To open the Business Information screen, click Business Information on the Relationship tab. To be sure all users enter an organization name on relation business records in Admissions and Registrar’s Office, we recommend you set the field Organization to be required. To change the field characteristics of the field, from the menu bar in Records Management, select Edit, Field Characteristics, Student. On the Field Characteristics screen, in the Field


box, expand the Relations category to display the Business subcategory. Expand the Business subcategory. Select the Organization field. In the Characteristics box, mark the Required checkbox. You can select to enter a default value for Organization. For example, in the Default Value field, you can enter “Unknown”.

Step 10. Convene the Academy Committee to evaluate and resolve the differences in data entry practices among departments. Common differences concern address, relation, and spouse records, the use of nicknames or legal names, unused fields, and fields used in non-standard ways.Address entry — To ensure you can match addresses among databases, set conventions for the entry of address information. If one office enters one-line street addresses while another office enters multiple-line street addresses, Academy Manager processing does not match the addresses. If one office designates apartment numbers with the pound sign (#) and another office identifies apartment numbers with the word “Apartment” or the abbreviation “No.”, Academy Manager processing does not match the addresses.Relation and spouse records — To ensure you can link relation records among databases, set a convention for the creation of records for married couples. If Admissions and Registrar’s Office enters male relatives as relation records and wives as spouse records, but The Raiser’s Edge enters female relatives as constituents with husbands as spouse records, Academy Manager processing does not match the records.Nickname or legal name — To prevent the occurrence of records without matches or the loss of data, set a convention for the entry of first names. If one office enters legal names as first names and another office enters nicknames as first names, Academy Manager processing does not match the records if the linking criteria includes all characters of the first name. If the records do match, the name in the source database overwrites the name in the target database.Unused fields — To prevent the loss of data, identify the unused fields in each database. When you link records, data from the source database overwrites data in the target database, even if the source database field is blank. For example, if the source database does not have title information for records, the data in the Title field on records in the target database is deleted.Fields used in non-standard ways — To prevent the transfer of irrelevant data or the loss of data, identify fields used in non-standard ways in each database. For example, if the registrar’s office stores student reading group information in the Nickname field, mapping the Nickname field among databases can result in Student Billing and The Raiser’s Edge records with incorrect nicknames or the loss of reading group information in Admissions and Registrar’s Office.

Confirm you have recent, tested backups

of all databases and log files before you use the Linking Wizard.

Step 11. Convene the Academy Committee to determine the source database for linking records with the Linking Wizard. Because source fields, even if blank, overwrite data in the target fields, you must select the most accurate, complete, and up-to-date database as the source component. In two instances, the source data does not overwrite the target data.


Differing primary addresses — If the primary address in the source database differs from the primary address in the target database, Academy Manager sets up the primary address from the source database as the record’s alternate address in the target database. To prevent Academy Manager creating alternate addresses in target databases from primary addresses in the source database, you can select address lines as part of the Linking Wizard matching criteria or synchronize addresses across databases before linking in Academy Manager.Differing phone types — Because Academy Manager combines all phone numbers on linked records to form a phone grid, it only overwrites phone numbers with matching phone types. Academy Manager adds non-matching phone types and their phone numbers from the source database to the target database. Academy Manager also adds non-matching phone types and their phone numbers from the target database to the source database.If you select to link existing records only, you can select Admissions and Registrar’s Office, Student Billing, or The Raiser’s Edge as the source database. To link existing records and add unmatched records to the target database, you can select Admissions and Registrar’s Office or Student Billing as the source database.

Step 12. Convene the Academy Committee to decide which fields to map among databases with Academy Manager. We recommend you print copies of the list of available fields and distribute the copies to the members of the Academy Committee for review before the meeting. You can print a list of available fields from our Web site at www.blackbaud.com. From the Support menu, select Documentation, User Guides. On the User Guides page, click Education Administration. On the Education Administration Documentation page, click Academy Manager Version 2.01. On the Academy Manager Version 2.01 page, click Fields Available for Mapping. To review information about the equivalent fields in each database, “Field Mapping Tables” on page 25.One of the issues to consider when deciding the fields to map is which database will be the source database for linking. Because source fields, even if blank, overwrite target fields, you may decide not to map a field if the data entry processes differ among departments. For example, you can select the Admissions and Registrar’s Office as the source database and Student Billing as the target database. Because you know the Title field is blank on relation records in Admissions and Registrar’s Office, you can decide not to map the Title field to prevent the titles in Student Billing from being deleted.Another option besides deciding not to map the field is to export the field information from the target database before linking and import the information back into the target database after linking. Because the records are linked and the field is mapped, Academy Manager processes the imported data as a change and adds the information to the linked records in the other Academy component database.


Because grade level and status are required

fields for student records in Admissions and Registrar’s Office and Student Billing, be sure the Grade Level and Student/Applicant Status tables have the same entries in both databases.

Step 13. Convene the Academy Committee to decide how to standardize the entries of tables you plan to map in Academy Manager. We recommend you print copies of each table’s entries and distribute the copies to the members of the Academy Committee for review before the meeting. To preview and print lists of table entries in Admissions and Registrar’s Office and Student Billing, on the Tables tab in Configuration, you can click Print. To preview and print lists of table entries in The Raiser’s Edge, from the menu bar, you can select File, Preview. Select Code Tables Report. To compare the table entries in one Excel worksheet, you can export the entries from each print preview screen by clicking the export button.If you do not standardize table entries before you link records with Academy Manager, each database will have tables with redundant entries. For example, after linking, the Relationships table can include Stepfather, Step-father, and Step father. The Phone Types table can include Home, Home No., Home #, Home Ph., and Home Phone. Because this is a form of data corruption and it complicates data extraction, be sure to standardize the entries prior to linking records among databases.The Academy Committee must decide which entries will be used by data entry personnel in all departments. For example, if the Admissions and Registrar’s Office Phone Types table lists “Beeper” and the Student Billing Phone Types table lists “Pager”, the Academy Committee must select a preferred term. Once the decision is made, the committee members are responsible for communicating the decision to their respective offices.When standardizing table entries, you must remove leading blank spaces from all entries in Admissions and Registrar’s Office code tables. Student Billing does not allow leading blank spaces in any table entries. The Raiser’s Edge allows leading blank spaces in the Suffix table only. Removing leading blank spaces from table entries helps you avoid duplicate table entries when records are linked.Standardizing table entries may include the use of Global Change. For information about Global Change in Admissions Office or Registrar’s Office, see the Education Administration Utilities and Housekeeping Guide. For information about Global Change in Student Billing, see the Student Billing Guide. For information about Global Change in The Raiser’s Edge, see Global Add, Delete, & Change Records Guide.

Step 14. Dedicate a workstation from which to run Academy Manager.Academy Manager can connect to databases installed on one or multiple servers. The computer on which you run Academy Manager must have mapped drives to all standalone installations and must be in the same network as all network installations.If any Accounting for Nonprofits products (such as Student Billing or General Ledger) will run on the same computer as Academy Manager, you must install the Accounting for Nonprofits product first.

Step 15. Install Academy Manager. For installation instructions, see the Academy Manager 2 User’s Guide. Be sure to install only one instance of Academy Manager in your network. The simultaneous use of multiple Academy Manager installations in a network compromises data integrity in all Academy component databases.


Step 16. On the General tab of the Academy Setup screen, you can enter the database information for the component databases. In the Academy Databases frame, select Academy_RE for The Raiser’s Edge and Academy_SA for Education Administration. For Student Billing 6.3, mark SB 6.3 and select Academy_SB in the Data Source field. For Student Billing 6.4, mark SB 6.4 and select Academy SB 64 in the Data Source field. For more information about the Academy Setup screen, see the Academy Manager 2 User’s Guide.

Step 17. Change the Academy Manager password from the default “Admin”. From the Academy Manager menu bar, select Edit, Change Password. We recommend at least two key employees know the new password. To protect data integrity, we recommend you change the Academy Manager password often.

Step 18. Link records manually or automatically with the Linking Wizard. When linking records, blank fields mapped from the source database overwrite existing data in the target database. To prevent the loss of data, select the most accurate, complete and up-to-date database as the source database.So you can easily restore data if you select incorrect linking criteria, confirm you have recent, tested backups of all databases and log files before you use the Linking Wizard. For a list of the files to include in the back up process, see “Database Backups” on page 10. For more information about the Linking Wizard, see the Academy Manager 2 User’s Guide.

Step 19. In Academy Manager, to configure each component for the addition and updating of records, select File, Academy Setup. For more information about Academy Setup, see the Academy Manager 2 User’s Guide.

Database BackupsTo ensure data integrity, back up each component database and log file every day. To ensure the backup software is functioning, test backups regularly.

Files to Back Up

The Raiser’s Edge for Windows re.db, re.log

Student Billing 6.3 bb.db, bb.log

Student Billing 6.4 afn7.db, afn7.log, afn_temp.db, afn_index.db, afn_glaccount.db, afn_gltransaction.db

Admissions and Registrar’s Office sa.db, sa.log

Academy Manager academy.db, academy.log


Linking, Adding, Updating, and Deleting Records with Academy Manager

Academy Manager automatically links the

records it adds from one component to another.

Academy Manager reads, or polls, each component database and selects recently added and changed records. Academy Manager then updates the records in the other component databases to keep information synchronized. Basic functionality includes linking existing records, adding new records, updating records, deleting records, deleting spouse records, deleting business records, and reporting.Linking Existing Records. You must link existing records in Academy

components using the Academy Manager Linking Wizard before you can update records by polling and updating.To avoid duplicate records, select the linking criteria carefully when using the Add unmatched feature of the Linking Wizard. We recommend you use this feature only to populate blank databases or after you confirm all matching records are properly linked across databases. So you can easily restore information if you link records incorrectly, confirm you have a recent, tested backup of each component database before linking in Academy Manager

Adding New Records. Using the Academy Manager setup options, you can add new Admissions and Registrar’s Office records to The Raiser’s Edge and Student Billing. You can also mark records to be added to The Raiser’s Edge and Student Billing with the End of Year, Accept, Enroll, and Mark Records for Academy wizards in Admissions and Registrar’s Office.You can add new Student Billing records to Admissions and Registrar’s Office and The Raiser’s Edge using the Academy Manager setup options. You can also mark graduating students to be added to The Raiser’s Edge from Student Billing using the Promote Students Wizard. When you update records, The Raiser’s Edge can be the source or the target. When you link records or add new records from one database to another, The Raiser’s Edge can be the target, but not the source.

Updating Records. Academy Manager uses your changes to linked records in one database to update the records in the other component databases. You select the synchronized fields, determine the polling frequency, and determine whether to poll and update in one step or two.

Deleting Records. Deleting a linked record in one component database does not cause changes or deletions in the other Academy component databases. The two exceptions are the deletion of a spouse record and the deletion of a business record as explained in “Deleting Spouse Records” on page 12 and “Deleting Business Records” on page 12. To delete a linked record from all component databases, delete it manually from each database. Before deleting a linked record from all component databases, confirm you have a recent, tested backup of each database.If you mistakenly delete a record from one component, to restore it to that database, you have three options.• You can restore to the recent, tested backup of the database.


• You can enter the record in the database manually and manually link it to the other component databases using the Linking Wizard in Academy Manager.

• Using Student Billing or Admissions and Registrar’s Office as the source, you can use the Linking Wizard to add unmatched records to the target database. So you can easily restore your data if you select incorrect criteria in the Linking Wizard, confirm you have a recent, tested backup of each database before linking.

Deleting Spouse Records. In Admissions and Registrar’s Office, you can enter spouse information on the Spouse tab of a student/applicant relation record. In Student Billing, you can enter spouse information in the Spouse frame on the Bio2 tab of a parent/guardian record. To indicate a spouse relationship in The Raiser’s Edge 7, you can mark the This individual is the spouse checkbox on the relation record of a constituent record. Or, you can search for and select a spouse in the Spouse field on the Bio1 tab of the constituent record. If you delete spouse information in Admissions and Registrar’s Office, Academy Manager deletes the spouse information in the Spouse frame of the parent/guardian record in Student Billing and deletes the spouse relation record on the constituent record in The Raiser’s Edge 7 unless the relation is also a constituent. If the relation is also a constituent in The Raiser’s Edge 7, a conflict appears in the Academy Manager grid. You cannot resolve the conflict “Spouse is a constituent” in Academy Manager. This prevents you from mistakenly deleting a constituent record in The Raiser’s Edge 7. You must manually delete the spouse relation record in The Raiser’s Edge 7. To keep the relation record but change the relationship (in case of divorce, for example), unmark the This individual is the spouse checkbox on the relation record and change the entries in the Relationship and Reciprocal fields. If you delete all spouse information or delete only the spouse name in Student Billing, Academy Manager deletes the data entered on the Spouse tab of the relation record in Admissions and Registrar’s Office and deletes the spouse relation record in The Raiser’s Edge 7 following the exception described previously. If you unmark the spouse checkbox on the constituent relation record or delete the spouse relation record in The Raiser’s Edge 7, Academy Manager deletes the spouse information from both Student Billing and Admissions and Registrar’s Office.

Deleting Business Records. In Admissions and Registrar’s Office, you enter a relation’s business information on the Business Information screen of relation records (Relationship tab, Business Information button). In Student Billing, you do not track parent/guardian business information. In The Raiser’s Edge 7, you mark a checkbox on the relation record of a constituent record to indicate the primary business relationship. If you delete relation business information in Admissions and Registrar’s Office, Academy Manager deletes the primary business relationship record on the constituent record in The Raiser’s Edge 7 unless the primary business is also a constituent. If a business is also a constituent in The Raiser’s Edge 7, a conflict appears in the Academy Manager grid. You cannot resolve the conflict “Business is a constituent” in Academy Manager. This prevents you from mistakenly deleting a constituent record in The Raiser’s Edge 7. You must manually delete the primary business relation record in The Raiser’s Edge 7. If you unmark the primary business checkbox on the constituent record and do not mark another relation record as the primary business,


Academy Manager deletes the business information from the relation record in Admissions and Registrar’s Office. If you delete the primary business relation record in The Raiser’s Edge 7, Academy Manager deletes the business information from the relation record in Admissions and Registrar’s Office.If you change the relation business record marked as primary in The Raiser’s Edge 7, Academy Manager edits the name and address in the other component databases but maintains the phone grid. If the phone types of the new record match the phone types of the previous record, Academy Manager replaces the phone numbers with the new ones. Academy Manager adds all new phone types/phone numbers on the new primary business record to the phone grid. Academy Manager retains all phone types/phone numbers unique to the previous record in the phone grid. To ensure that the correct phone numbers appear in the phone grid, before changing the relation business record marked as primary in The Raiser’s Edge 7, synchronize the phone types on the new and original primary business record. After marking the new business record as the primary business record, delete unwanted phone types/phone numbers in all component databases.

Reporting. You can run reports to track the linking and updating activities of Academy Manager.Linking Wizard Summary and Results Report — The Linking Wizard Summary and Results Report printed from the Linking Wizard Results screen lists the details of the linking process, including source and target components, linking parameters, and match statistics details.Linking Wizard Summary and Update Results Report — Print this report after links are updated. It is a variation of the Linking Wizard Summary and Results report. It shows linked and non-linked records and displays matched addresses.Academy Manager Grid Report — The Academy Manager Grid Report lists the records in the grid. You can print the record details.Academy Activity History Report — The Academy Activity History Report uses the same layout as the Academy Manager Grid Report but with details. It includes all activity written to the component databases during a selected date range.Last Update Report — The Last Update Report lists the number of records added and updated at the last update interval.Update Statistics Report — The Update Statistics Report lists the number of records added and updated since the Academy Manager installation.

Frequently Asked QuestionsThis section provides answers to questions about functionality, technical issues, and implementation.


General Academy QuestionsGeneral information about Academy Manager includes the definitions of Academy and Academy Manager and the recommended frequency of backups.What is Academy? Academy is the integrated information system consisting

of your various Blackbaud programs. With Academy Manager you synchronize information among your development, business, admissions, and registrar’s offices. Components included in the Academy suite are Admissions and Registrar’s Office for Windows, Student Billing for Windows, and The Raiser’s Edge for Windows.You can run Academy Manager with an Admissions Office-only database or a Registrar’s Office-only database. If your organization uses both Admissions Office and Registrar’s Office, before installing Academy Manager, you must integrate the separate databases into one database (sa.db), using the EA Merge utility. Contact Education Administration Support at [email protected] for information about the EA Merge utility.Academy keeps basic biographical and address information for students/applicants, parents, and constituents consistent in all products. You can enter students/applicants, add relations, and update biographical and address information in one Academy database and, through Academy Manager, automatically add to and update the other Academy component databases.Notes about Admissions and Registrar’s Office — You can run Academy Manager with an Admissions Office-only database or a Registrar’s Office-only database. If your organization uses both Admissions Office and Registrar’s Office, before installing Academy Manager, you must integrate the separate databases into one database (sa.db), using the EA Merge utility. For information about the EA Merge utility, contact Education Administration Support at [email protected] about Student Billing — Student Billing shares a database with the rest of Blackbaud’s Accounting for Nonprofits products, including General Ledger, Accounts Payable, Accounts Receivable, Payroll, Fixed Assets, School Store Manager, and Miscellaneous Cash Receipts.Notes about The Raiser’s Edge — Academy Manager 2 is designed specifically for use a Raiser’s Edge 6.x database. If you upgrade to or install The Raiser’s Edge 7 and plan to include it in your Academy setup, you must upgrade from Academy Manager 2 to Academy Manager 3. For more information, see “Academy Manager 2.01 Compatibility Table” on page 4.

Does Academy offer a single integrated database? Academy is an integrated solution, not a single database. The programs have separate databases. By maintaining separate databases, each component retains its robust functionality and power.


To expedite processing time, we recommend

you poll frequently with Academy Manager to capture edits made by users in any of the component databases. Also, poll with Academy Manager immediately after making global changes to any component database.

What are the advantages of Academy Manager vs. a single integrated database? Products maintain their individual power and functionality. If one

system goes down, the other systems remain operational. You select the components to keep integrated. If, for example, the business office wants to continue manual addition and updating of Student Billing 6.4 records, you can exclude the afn7.db from Academy Manager installation and synchronization. You can set synchronization to occur automatically or you can manually poll and update to review changes before they are made to the component databases.Each office maintains its own database in its own building or local area network. This allows more flexibility in network design and supports a broader range of needs. Should you need to restore a database backup for one office, the other offices remain unaffected. For example, if you restore to a backup for The Raiser’s Edge, you do not lose data in your Student Billing and Admissions and Registrar’s Office databases.

What steps must I take before implementing Academy Manager? See “Implementation Checklist” on page 5 for the specific steps to follow to set up Academy Manager.

Should I back up the Academy database (academy.db) every day when I back up my other databases? Yes. Back up each component

database every day. Test backups regularly. See “Files to Back Up” on page 10.

Academy Manager Functionality QuestionsAnswers to Academy Manager functionality questions provide information about mapped fields, synchronized fields, and address and phone number processing.What fields can be mapped in the component systems? You can map

many fields in addition to name and address. We provide field lists in “Field Mapping and Field Equivalents” on page 127.

Are there any fields that Academy Manager adds to component databases but does not keep synchronized? Yes. When adding new

records, Academy Manager adds Grade Level and Status from Admissions and Registrar’s Office to Student Billing or from Student Billing to Admissions and Registrar’s Office. Because both component programs can promote students, thereby changing grade level and status, Academy Manager does not keep these fields synchronized when polling and updating. When Academy Manager adds a relation from Admissions and Registrar’s Office as a constituent or relation record in The Raiser’s Edge, it enters the organization name of the source database in the School name field of the education/school record on the Raiser’s Edge record if the Admissions and Registrar’s Office record has Class of information entered and Class of is a mapped field. For example, if your school’s name is The Richardson School, as coded on the General tab of Configuration in Admissions and Registrar’s Office, all Admissions and Registrar’s Office relation records with Class of


information that Academy Manager adds as constituent or relation records to The Raiser’s Edge have an education/school record for The Richardson School. You can edit the school name in The Raiser’s Edge. Academy Manager does not keep this field synchronized because Admissions and Registrar’s Office does not store this information.Academy Manager does synchronize the fields Class of, Date entered, Date graduated, and Date left for student records added from Admissions and Registrar’s Office or Student Billing but not for relation records added from Admissions and Registrar’s Office.Academy Manager adds and synchronizes primary and alternate address information among databases but does not synchronize the primary and alternate Mailing Information (All Mail, Selected Mail, No Mail) and Valid Date Range (Date From, Date To, Seasonal From, Seasonal To) criteria. This allows each system to maintain its own mailing criteria.Because Academy Manager does not synchronize the above-mentioned fields, Academy Manager does not list them as mapped fields (Edit, Mapped Fields).

If I add a spouse record in Admissions and Registrar’s Office as a constituent in The Raiser’s Edge using Academy Manager, are the addresses linked? No. Spouse addresses in Admissions and Registrar’s

Office and Student Billing do not link to constituent addresses in The Raiser’s Edge. In Admissions and Registrar’s Office spouse records are part of relation records. In Student Billing, spouse records are part of parent/guardian records. Because spouse records are not independent records in these programs, Academy Manager does not link a spouse’s address to a constituent address in The Raiser’s Edge when you add a spouse as a constituent in The Raiser’s Edge using Academy Manager.

How do I unlink addresses? For instance, if a parent and child no longer live at the same address, how can I be sure that my updates to one address do not affect the other address? In all Academy component

databases, you can break address links. After the address links are broken in one database, poll and update with Academy Manager to carry the change to the other component databases. In Admissions and Registrar’s Office and The Raiser’s Edge, to break the address link between a student/applicant address and relation address, edit either the student/applicant or relation address in Records Management. When you attempt to save the change, a message appears letting you know the shared address has been modified and asking if you want to update all references. Click No to break the address link between this address and each linked address. Click Yes to retain the address links. In Student Billing, you break address links on the Addresses tab. In Student Billing, on the Addresses tab, select and open an address record. Click the Links button. Highlight an address on the Address Links screen. Click the Break Link to this Address button. A message appears telling you that if you break the address link, your changes to one address no longer affect the other address. Click Yes to break the link. Click No to cancel.


Is it possible to review all changes before they are made to the separate components? Yes — by running Academy Manager in manual

mode. You can run Academy Manager in two modes: automatic or manual. In manual mode, select File, Poll to poll the component databases for changes. Academy Manager provides a list of pending additions/updates for your review. In automatic mode, Academy Manager polls and updates the component databases at regular intervals without your interaction. You must review and resolve exceptions manually whether Academy Manager is run in manual or automatic mode.We recommend you run Academy Manager in manual mode when first implementing it to better understand how Academy Manager polls and updates records. When you are more familiar with Academy Manager processing, you can run the system in automatic mode. This reduces the amount of intervention required to synchronize the databases.

Does Academy support duplicate or blank phone types when adding phone numbers from one system to another? No. Student Billing is the

only database that supports duplicate phone types. Admissions and Registrar’s Office and The Raiser’s Edge support blank phone types. If Academy Manager attempts to add a Student Billing student or parent/guardian record with duplicate phone types to The Raiser’s Edge as a constituent or Admissions and Registrar’s Office as a student/applicant or relation, it can add one phone number of each phone type. The second phone number of a phone type generates a conflict. For example, if a Student Billing record has two phone numbers with the phone type Home, the second Home phone number generates a conflict in the Academy Manager grid for The Raiser’s Edge constituent record and the Admissions and Registrar’s Office student or relation record. To resolve the conflict, you must manually change a phone type or delete one of the phone numbers in the Details screen of the Academy Manager grid. If Academy Manager adds a Student Billing student or parent/guardian record with duplicate phone types to The Raiser’s Edge as a relation, it adds only the first phone number of each phone type. Academy Manager does not add the second phone number of each phone type. No exception appears in the Academy Manager grid. Academy Manager adds but does not synchronize Raiser’s Edge relation address/phone fields. If Academy Manager attempts to add an Admissions and Registrar’s Office student/applicant or relation record with a blank phone type as a Student Billing student or parent/guardian record, a Required Field Missing exception appears in the Academy Manager grid. To resolve the exception, you must manually change the phone type in the Details screen of the Academy Manager grid.

Can I run a report to view changes before or after updating? Yes. To manually review changes before updating, you can print a report of the changes. You can print the Academy Manager Grid Report with or without record details. Additional Academy Manager reports include the Last Update Report, which lists the number of records added and updated at the last update interval, and the Update Statistics Report, which lists the number of records added and updated since your Academy Manager installation. In the Academy Linking Wizard (File, Linking Wizard), you can print a report of the records linked by the Linking Wizard. The Academy Activity History Report displays historic information about updates.


There is a record in the Academy Manager grid with the status Required field missing but all information is blank. How do I resolve this? In each component program, you can save certain record types only if you

first save other information or record types. For example, in Admissions and Registrar’s Office, you cannot save a relation record independently of a student record. You add the relation record on the student record (Relations tab). In The Raiser’s Edge, you cannot save a phone record on a business record unless the business record has a business name. Because you can save a business phone record in Admissions and Registrar’s Office without a business name, if Academy Manager tries to add a business record without a name from Admissions and Registrar’s Office to The Raiser’s Edge, a record with the Required field missing status appears in the Academy Manager grid. Because the primary record (in this case, the business record) does not exist, all information in the record is blank.Similarly, in Admissions and Registrar’s Office, you can save a phone record on a spouse business record (student record, Relations tab, relation record, Spouse tab, Business information button) without entering a spouse name. In The Raiser’s Edge, the spouse name is required to save the spouse record. If Academy Manager tries to add a spouse record without a name from Admissions and Registrar’s Office to The Raiser’s Edge, a blank record with the Required field missing status appears in the Academy Manager grid.

How can I prevent Academy Manager from deleting records in my program when a record is deleted from another Academy component database? To protect data integrity, deleting a linked record in one database

does not cause changes or deletions in other Academy component databases. Two exceptions are the deletion of a spouse record and the deletion of a business record. Since Academy Manager makes changes to the component products without requiring your input, this process ensures records are not deleted from databases without user knowledge.

To avoid duplicate records, select the

linking criteria carefully when using the Add unmatched feature of the Linking Wizard. Use this feature to populate blank databases or only after you confirm all matching records are properly linked across databases. Confirm you have a recent, tested backup of each database before linking in Academy Manager.

To delete a linked record from all component databases, delete it manually from each database. Before deleting a linked record from all component databases, confirm you have a recent, tested backup of each database. If you mistakenly delete a record from one component, to restore it to that database, you have three options: • Restore to a recent, tested backup of the database.• Enter the record in the database manually and manually link it to the other

component databases using Academy Manager (The Raiser’s Edge cannot be the source database for linking).

• Using Student Billing or Admissions and Registrar’s Office as the source, use the Linking Wizard and add unmatched records to the target database. Confirm you have a recent, tested backup of each database before linking.

Deleting Spouse Records — In Admissions and Registrar’s Office, you enter spouse information on the Spouse tab of a student/applicant relation record. In Student Billing, you enter spouse information in the Spouse frame on the Bio2 tab of a parent/guardian record. In The Raiser’s Edge, you enter spouse information on the Spouse tab of a constituent record. If you delete spouse information in Admissions and Registrar’s Office, Academy Manager deletes the spouse information in the Spouse frame of the parent/guardian record in Student Billing and deletes the spouse information on the Spouse tab on the constituent record in The Raiser’s Edge unless the


spouse relation is also a constituent. If the spouse relation is also a constituent in The Raiser’s Edge, a conflict appears in the Academy Manager grid. You cannot resolve the conflict Spouse is a constituent in Academy Manager. This prevents you from mistakenly deleting a constituent record in The Raiser’s Edge. You must manually delete the spouse relation information in The Raiser’s Edge. If you delete all spouse information or delete only the spouse name in Student Billing, Academy Manager deletes the data entered on the Spouse tab of the relation record in Admissions and Registrar’s Office and deletes the spouse relation information on the Spouse tab on the constituent record in The Raiser’s Edge following the exception described. If you delete the spouse information on the spouse tab on the constituent record in The Raiser’s Edge, Academy Manager deletes the spouse information from both Student Billing and Admissions and Registrar’s Office.Deleting Business Records — In Admissions and Registrar’s Office, you enter a relation’s business information on the Business Information screen of relation records (Relationship tab, Business Information button). In Student Billing, you do not track parent/guardian business information. In The Raiser’s Edge, you enter constituent business information by clicking the Business button on the Bio1 tab of a constituent record. If you delete relation business information in Admissions and Registrar’s Office, Academy Manager deletes the primary business relationship record on the constituent record in The Raiser’s Edge unless the primary business is also a constituent. If a business is also a constituent in The Raiser’s Edge, a conflict appears in the Academy Manager grid. You cannot resolve the conflict of Business is a constituent in Academy Manager. This prevents you from mistakenly deleting a constituent record in The Raiser’s Edge. You must manually delete the primary business relation record in The Raiser’s Edge.

The Raiser’s Edge is never the source

database for additions. You cannot add new records from The Raiser’s Edge to other component databases.

When adding records, which systems are updated? You select the types of records Academy Manager adds to the component databases. For example, when Academy Manager identifies new records in Admissions and Registrar’s Office you can select to add all new records to Student Billing or only those new records with statuses and grade levels matching selected values. You can configure Academy Manager to:• Add new Admissions and Registrar’s Office student/applicant and

student/applicant relation records to Student Billing and The Raiser’s Edge.

• Add new Student Billing student and relation records to Admissions and Registrar’s Office and The Raiser’s Edge.

How do I add new and existing records from Admissions and Registrar’s Office to Student Billing and The Raiser’s Edge? Using

Academy Manager, you can add new student/applicant and relation records from Admissions and Registrar’s Office to Student Billing and The Raiser’s Edge in several ways.In Academy setup, you can define criteria for the addition of new student/applicant records to other component databases. If a record meets the criteria, when Academy Manager performs its next poll, the record is listed in the Academy Manager grid with the status Ready to add. The next update adds the record to the other databases. These criteria include options to filter on fields such as Status and Grade Level. Academy Manager considers only new student/applicant records under this method. If you select new student


records with the status Current Student for addition to component databases, when Academy Manager polls, it searches for new records with that status. If you change the status of an existing unlinked record to Current Student, Academy Manager does not process the record for addition to the other component databases. You can use the Accept Wizard and Enroll Wizard in Records Management in Admissions and Registrar’s Office to mark records for addition to other component databases through Academy Manager. After polling and updating, the records are linked to new corresponding records in The Raiser’s Edge and Student Billing. Using these Wizards, you add existing student/applicant records to other databases. Select File, Mark for Academy or File, End of Year Processing in Utilities and Housekeeping to mark student records for Academy Manager. After polling and updating, the records are linked to new corresponding records in The Raiser’s Edge and Student Billing. This allows you to create new records in The Raiser’s Edge and Student Billing from existing Admissions and Registrar’s Office records.In Student Billing, use the Promote Students Wizard to add records to The Raiser’s Edge. The Raiser’s Edge is never the source database for additions. You cannot add new or existing records from The Raiser’s Edge to Student Billing or Admissions and Registrar’s Office.

Can I access or change the identification number field linking the records in the Academy components? Academy Manager assigns this

identification number internally. You can view linked records through the Linking Wizard in Academy Manager and you can select to unlink records using the unlink feature of the Linking Wizard. The record statistics (Date Added, Last Changed Date, Added By, and Changed By) in the component systems reflect changes by Academy Manager. When you view records in Admissions and Registrar’s Office, Student Billing, or The Raiser’s Edge, the user name is “Academy Manager”. To remove Academy IDs, you must unlink records with the Linking Wizard. Because each database stores the Academy IDs, removing and reinstalling Academy Manager does not remove Academy IDs.

Does Academy Manager update QuickSell for School Store Manager? No. Update the QuickSell database with changes through School

Store Manager. Can I select on a field-by-field basis which systems should keep those fields synchronized? For example, can I select to keep addresses

updated in Admissions and Registrar’s Office and The Raiser’s Edge but not Student Billing? No. You select which databases and which fields to keep synchronized and Academy Manager synchronizes all selected fields among all component databases.


Does Academy Manager work with required fields that have been renamed or flagged with Field Characteristics? Academy Manager

updates fields with changed field names. The original field names appear in the Academy Manager grid and in the mapped fields list (Edit, Mapped Fields). Academy Manager generates conflicts if system-required fields are not filled in, such as grade level in Student Billing or Admissions and Registrar’s Office. Academy Manager does not generate conflicts for required fields you set through the Field Characteristics option in the component systems.

How does Academy Manager handle updates involving blank fields? If you use BACKSPACE or DELETE to remove data from a field in the

source database and the same field in the target database contains data, Academy Manager updates the field in the target database to a blank. If you use DELETE to delete an alternate address from the source database, Academy Manager does not delete the alternate address in the target databases. Relation addresses are added to but not kept synchronized in The Raiser’s Edge. If you delete a relation address from The Raiser’s Edge, Academy Manager does not delete the linked record’s address in the other component databases. If you delete an address in Student Billing or Admissions and Registrar’s Office, Academy Manager does not delete the relation address in The Raiser’s Edge.

Can I add the spouse record in Admissions and Registrar’s Office or Student Billing as a constituent record in The Raiser’s Edge using Academy Manager? No. Academy Manager cannot add or link a spouse

record in Admissions and Registrar’s Office or Student Billing to a constituent record in The Raiser’s Edge. If parents share one record in Admissions and Registrar’s Office (Relationship tab and Spouse tab) but have two separate constituent records in The Raiser’s Edge, you cannot link the spouse tab of the relation record to a constituent record.If the main record is linked, and you make a change to the spouse information in Admissions and Registrar’s Office, after its next poll, Academy Manager displays a row with the status Spouse is a Constituent. Print the changes, delete the row from the Academy Manager grid, and manually change the constituent record for the Admissions and Office Registrar’s Office spouse in The Raiser’s Edge. Academy Manager reflects your changes to a spouse record in Admissions and Registrar’s Office in the Spouse frame on the Bio2 tab of a parent/guardian record in Student Billing and on the spouse’s parent/guardian record if one exists.

When linking records, does Academy Manager make any changes to the source database? Academy Manager makes only two types of changes to

the source database when linking — phone type/phone number and address type.Phone Type/Phone Number Changes to the Source Database — When synchronizing phone numbers, Academy Manager merges source address phone numbers with target address phone numbers to create a phone grid. Only phone numbers with matching phone types are overwritten in the target. Academy Manager adds non-matching phone types and numbers from the source database to the target database. Academy Manager adds non-matching phone types and numbers from the target database to the source database.


Address Type Changes to the Source Database — When Academy Manager links records without address types from Admissions and Registrar’s Office to Student Billing, a Required Field Missing exception appears in the Academy Manager grid. You must manually resolve this exception. Academy Manager adds the selected address type to the source record in Admissions and Registrar’s Office.When Academy Manager adds records without address types from Admissions and Registrar’s Office to Student Billing as primary addresses, you do not receive an exception. The address type defaults to Home. Academy Manager adds the address type of Home to the source record in Admissions and Registrar’s Office.When Academy Manager adds records without address types from Admissions and Registrar’s Office to Student Billing as alternate addresses, a Required Field Missing exception appears in the Academy Manager grid. You must manually resolve this exception. Academy Manager adds the selected address type to the source record in Admissions and Registrar’s Office.

Can I merge constituent records in The Raiser’s Edge if the records are already linked in Academy Manager? No. To prevent processing errors

in Academy Manager, do not merge Raiser’s Edge records linked with Academy Manager. Before you merge the records in The Raiser’s Edge, unlink the primary, address, and relation records with the unlink feature in the Academy Manager Linking Wizard. After you merge the records, you can relink the records in Academy Manager.

Technical QuestionsThe answers to the Academy Manager technical questions provide information about security, network installations, and standalone installations.What kind of security does Academy Manager have? One user at a time

accesses Academy Manager. There is one user name — “Academy Manager”. The default password is “Admin”. Change the password immediately and often to ensure the security of your system.

When I update Blackbaud programs on a workstation, I add extra switches so the workstation can connect to the database. How do I add these extra switches so Academy Manager can connect to the component databases? If you add extra switches to the run line when

installing or updating Blackbaud software on a workstation, you must add the same switches to each Academy DSN if Academy Manager is installed on that workstation. For example, if you add “-xTCPIP{host=<ServerIPAddress>;dobroadcast=no;myip=}” to successfully connect a workstation to the Admissions and Registrar’s Office, Student Billing 6.3, and Raiser’s Edge databases, you must add the same switches to the Academy_SA DSN, Academy_SB DSN, and Academy_RE DSN for Academy Manager to successfully connect to the Academy component databases. The specific steps appear below. If you have any questions, contact Academy Manager Support by creating a case on Case Central on our Web site at www.blackbaud.com or via e-mail at [email protected].


• On the Academy Manager workstation, click Start, Settings, Control Panel, ODBC Data Sources. The ODBC Data Source Administrator screen opens.

• Select the System DSN tab. On the System DSN tab, highlight Academy_SA. Click the Configure button. The SQL Anywhere ODBC Configuration screen opens.

• Click the Options button. The Startup Options screen opens.• In the Start Command field, replace -xTCPIP,IPX,NETBIOS with the

specific switches for the workstation. Be sure not to delete the -Q switch at the end of the Start Command field.

• To return to the SQL Anywhere ODBC Configuration screen, click OK. To return System DSN tab on the ODBC Data Source Administrator screen, click OK.

• Repeat the above listed steps to add switches to the Academy_SB DSN.• To return to the SQL Anywhere ODBC Configuration screen, click OK. To

return System DSN tab on the ODBC Data Source Administrator screen, click OK.

• Repeat the above listed steps to add switches to the Academy_RE DSN.• To return to the SQL Anywhere ODBC Configuration screen, click OK. To

return System DSN tab on the ODBC Data Source Administrator screen, click OK. To return to the Control Panel screen, click OK. Close the Control Panel screen.

Does Academy Manager support multiple databases? Academy Manager does not support multiple schools/databases. This includes multiple databases for The Raiser’s Edge as well as multiple schools for Student Billing. When specifying the Student Billing database, if a multiple school configuration is detected, Academy Manager asks for the school to use.If you install Academy Manager with one database as a component and want to switch to another database (for example, in Student Billing 6.4, you switch from one afn7.db to another), you must use the unlinking feature in the Linking Wizard to unlink all records in the database to be removed from the Academy setup before you link records in the new database.

Will database updates occur if I am logged into one of the Academy Manager components? Yes. In a networked environment, Academy Manager

logs in to each database as a user and can add and update records while other users are logged in.

What if Academy Manager is not running while changes are being made in Academy systems? You do not need to run Academy Manager at

all times. Changes to the component systems are not stored in Academy Manager. Academy Manager checks each component database for changed records during a specified interval. Academy Manager identifies all changed records since it last polled the databases. Each database must be running when Academy Manager performs its periodic synchronization. If Academy Manager is scheduled to update automatically, it must be running during the scheduled update interval.


What if all Academy component databases are not running while changes are being made? If Academy Manager cannot make changes

because a component database is not running, it makes the changes at the next scheduled interval after the database is started. If you select to review changes manually, all databases must be running. In a standalone environment, the standalone workstation must be on but there must be no users logged into the databases when Academy Manager polls and updates, either manually or automatically.

What if all computers are not networked? Academy Manager requires a database connection to each Blackbaud component database — Admissions and Registrar’s Office, Student Billing, and The Raiser’s Edge. It is possible for the connection to be made only periodically, but this leads to longer synchronization cycles and the possibility for more record change conflicts.

Will Academy Manager work with standalone component databases? Yes. Academy Manager works with standalone versions of

Admissions and Registrar’s Office, Student Billing, and The Raiser’s Edge. No users can access standalone databases when Academy Manager conducts its setup or when it polls and updates the databases. You must log out of standalone databases but leave the workstation on in order for Academy Manager to poll and update. Failure to do so generates an Unable to connect to databases message, and the update process does not occur.

Implementation and Support of AcademyAnswers to the implementation questions provide information about excluding databases from Academy setup and using Academy Manager with existing databases.If I have all Academy component systems, can I select to synchronize only two systems? Yes. You select the databases to link and update. If, for

example, the billing office wants to continue manual addition and updating of Student Billing records, configure Academy Manager without access to the Student Billing database.

How is Academy Manager implemented with existing systems already in place? After you install Academy Manager, you can use the

Linking Wizard to link existing records in each of the component systems. After linking, your changes to a linked record in one component database cause updates to the corresponding records in the other component databases when Academy Manager polls and updates. The Linking Wizard locates matches in the component systems and assigns them an internal Academy ID. The Academy ID is the link that makes synchronization with Academy Manager possible. You resolve conflicts manually when the Linking Wizard identifies records with no or multiple matches. You can use the Linking Wizard to determine whether records are linked and to unlink records. You must use this option to link existing records among databases if you add a new component to the Academy setup after the initial setup.


Field Mapping TablesThe following tables and notes provide information about mapping fields from one component to another. Fields for each component are listed in the same column as the corresponding fields for the other components.SB = Student BillingRE = Raiser’s EdgeAO = Admissions OfficeRO = Registrar’s OfficeAO/RO = Admissions and Registrar’s Office (integrated)


Field Mapping for RE Constituent/ RE Relation/ RO Student/AO Applicant/ SB StudentRE Constituent RE Relation RO Student AO Applicant SB Student

Last Name (Required) 1,6

Last Name (Required) 6




First Name First Name First Name First Name First Name

Middle Name Middle Name Middle Middle Middle Name

Title 1 Title 1 Title Title Title 1

Title 2 Title 2 N/A N/A Title2

Suffix 1 Suffix 1 Suffix Suffix Suffix 1

Suffix 2 Suffix 2 N/A N/A Suffix 2

Nickname Nickname Nickname Nickname Nickname

Sex Sex Gender Gender Gender2,3,4

Soc Security # N/A SSN SSN SSN1,3,4

Primary Address lines2,7

N/A Primary Address lines2,7

Primary Address lines2,7

Preferred Address lines5,7,10

Primary City N/A Primary City Primary City Preferred City

Primary State N/A Primary State Primary State Preferred State

Primary ZIP N/A Primary ZIP Primary ZIP Preferred ZIP

Primary Country N/A Primary Country Primary Country Preferred Country

Primary Phone Type5,6,8,12

N/A Primary PhoneType5,8

Primary Phone Type5,8

Phone Type on Preferred Address5,8

Primary Phone Number5,6,8,12

N/A Primary Phone Number5,8

Primary Phone Number5,8

Phone Number on Preferred Address5,8

Primary Mail Flag1,5,7,8

N/A Primary Mail Flag2,5,8,9

Primary Mail Flag2,8

Preferred ‘Send mail to this address’

checkbox3,5,8,9

Primary Address Type10,11

N/A Primary Address Type

Primary Address Type

Preferred Address Type

Primary County N/A Primary County Primary County Preferred County

Primary Region N/A Primary Region Primary Region Preferred Region

Primary CART N/A Primary CART Primary CART Preferred CART

Primary Date From5,8 N/A Primary Date From5,8

Primary Date From5,8

Preferred Valid date from5,8

Primary Date To5,8 N/A Primary Date To5,8 Primary Date To5,8 Preferred Valid date to5,8

N/A N/A N/A N/A Preferred Seasonal address (checkbox) Must be on to enable seasonal from/to5,8

Primary Seasonal From5,8

N/A Primary Seasonal From5,8

Primary Seasonal From5,8

Preferred Seasonal from5,8

Primary Seasonal To5,8

N/A Primary Seasonal To5,8

Primary Seasonal To5,8

Preferred Seasonal to5,8

Date of Birth Date of Birth Birthdate Birthdate Birthdate

Ethnicity N/A Ethnicity Ethnicity Ethnicity

Birthplace N/A N/A N/A Birthplace


Religion N/A Religion Religion Religion

School Name (Required)4,9,11,12

N/A School name (from Configuration)

School name (from Configuration)

School name (from Configuration)

Date Entered9,12 Date entered9,12 Entered9,12 Enroll Date9,12 Date Entered9,12

Date Graduated9,12 Date graduated9,12 Date of Grad9,12 Graduation Date9,12

Graduation Date9,12

Date Left9,12 Date left9,12 Left9,12 N/A Date Left9,12

Class Of9,12 Class of9,12 Class Of9,12 Class Of9,12 N/A

N/A N/A Grade Level Entered11

Grade Level Grade entered10,11

N/A N/A Grade Level Left11 N/A Grade left10,11

N/A N/A Homeroom N/A Homeroom

N/A N/A Grade Now (Required)1,6

Grade now1,6 Current grade (Required)1,6

N/A N/A Status (Required)1,6

Status (Required)1,6

Current Status (Required)1,6

Constituency code (if entered)

N/A Code entered by user

Code entered by user

Code entered by user

N/A Relationship Reciprocal of RO relation to whom they are being linked

Reciprocal of AO relation to whom they are being linked

Reciprocal of SB relation to whom they are being linked

N/A Reciprocal Relationship of RO relation to whom they are being linked

Relationship of AO relation to whom they are being linked

Relationship of SB relation to whom they are being linked

Alternate Address Address lines2,7

N/A Alternate Address Address lines2,7


Alternate Address Address lines2,4,7,10

Alternate Address City

N/A Alternate Address City



Alternate Address State

N/A Alternate Address State



Alternate Address ZIP N/A Alternate Address ZIP

Alternate Address ZIP

Alternate Address ZIP

Alternate Address Country

N/A Alternate Address Country



Alternate Address Phone Type5,8,9,12

N/A Alternate Address Phone Type5,8

Alternate Address Phone Type5,8

Phone Type on Alternate Address5,8

Alternate Address Phone Number5,8,9,12

N/A Alternate Address Phone Number5,8

Alternate Address Phone Number5,8

Phone Number on Alternate Address5,8

Alternate Address Mail Flag1,5,7,8

N/A Alternate Address Mail Flag2,5,8


‘Send mail to this address’

checkbox3,5,8,9

Alternate Address Address Type10,11

N/A Alternate Address Address Type

Alternate Address Address Type


Alternate Address County

N/A Alternate Address County



Alternate Address Region

N/A Alternate Address Region



Alternate Address CART

N/A Alternate Address CART



Alternate Address Date From5,8

N/A Alternate Address Date From5,8


Alternate Address Valid date from5,8

RE Constituent RE Relation RO Student AO Applicant SB Student


1. All required fields are used when adding new records. Grade Now and Status are used when adding records from SB into AO/RO and AO/RO into SB. However, these fields are not kept synchronized between the two databases after the record is added. The reason for this is because the admissions/registrar's office personnel may want to update the grade levels and statuses at different times than the business office personnel. Also, both systems have promote options which would “double promote” students.

2. If you choose to keep Primary, Preferred, and Alternate addresses synchronized the fields are added and updated but NOT deleted in one database if deleted in another database.

3. SB does not have a primary address. When adding records, the SB preferred address and AO/RO/RE primary addresses are kept synchronized during updates; however, the SB preferred address is NOT kept synchronized with the primary address in the other component databases. For example, if you change the SB preferred address from Home to Business, no change is made in RE and AO/RO to the primary addresses. However, if the City is changed on the SB preferred address, and it is linked to the RE and AO/RO primary addresses, then the City field in those databases is changed.

4. SB allows addresses to be shared between other records in the database. For example, multiple students may point to the same address record. When an address is changed through Academy that causes multiple SB records addresses to change, no warning is shown. The address is simply changed for all records.

5. These fields are added when adding new addresses, but are not synchronized when updating linked addresses. The fields are also not deleted in the destination database when deleted in a database, and are not added to the destination database when added to the linked database if the record has previously been linked. For example, if you add a new phone number to a previously linked address record, the phone number is not added to the other databases.

6. Since Phone Type is required in SB, if RO or AO is the source system, then any phone number with a blank phone type is not added to either SB or RE.

7. If adding from AO/RO, the constituent’s primary address mail flag will be All Mail if the AO/RO record’s primary address mail flag is All or Selected Mail. The constituent’s primary address mail flag will be No Mail if the AO/RO record’s primary address mail flag is No Mail. If adding from SB, the constituent’s primary address mail flag will be All Mail if the SB student’s Send mail to this Address checkbox is on. The mail flag will be No Mail if the SB student’s Send mail to this Address checkbox is off. This field is not kept synchronized when updating linked addresses.

8. The AO applicant and RO student’s mail flag will be All Mail if the SB record’s Send mail to this Address checkbox is on. It will be No Mail if the Send mail to this Address checkbox is off. This field is not kept synchronized when updating linked addresses.

9. The SB record’s Send mail to this Address checkbox will be on if the AO applicant and RO student’s mail flag is set to All or Selected Mail. The Send mail to this Address checkbox will be off if the mail flag is set to No Mail. This field is not kept synchronized when updating linked addresses.

10. SB addresses require the Address Type field. When adding an address to SB, if the Home Address is added and Address Type is not present on the source address, it will automatically have the Address Type of “Home”; if a Business Address is added and the Address Type is not present on the source address, it will automatically have an Address Type of “Business.” When adding an Alternate Address to SB, if the Address Type is not present on the source address, a Required field missing exception is created.

11. Since School Name is not a field in AO/RO or SB, it is taken from Configuration, the General tab. It is only used when adding an education record to RE; RE will NOT write back the School Name to AO/RO or SB.

12. When a new main record is added to RE from AO, RO, AO/RO, or SB, an education record using at least the School Name field, as well as any other linked education fields, is written to RE. The School Name assigned in RE is the school name from RO or SB Configuration. If any linked fields, other than school name, are changed in RE, they are updated in RO and SB. If school name is changed in RE, nothing is updated in RO or SB, but the education record remains linked. However, if the education record is deleted in RE, the linked fields are NOT deleted or changed in RO and SB. There simply is no linked education record in RE. • If no education fields are kept in synch, then no education records are created or linked through

Academy.• The education information (date entered, date graduated, date left, class of) is not updated through

Academy for any constituent records linked using the linking wizard.

Alternate Address Date To5,8

N/A Alternate Address Date To5,8


Alternate Address Valid date to5,8

N/A N/A N/A N/A Alternate Address Seasonal address (checkbox)Must be on to enable seasonal from/to5,8

Alternate Address Seasonal From5,8

N/A Alternate Address Seasonal From5,8


Alternate Address Seasonal from5,8

Alternate Address Seasonal To5,8

N/A Alternate Address Seasonal To5,8


Alternate Address Seasonal to5,8

RE Constituent RE Relation RO Student AO Applicant SB Student


Field Mapping for RE Constituent/ RE Relation/ AO, RO Relation/SB Parent/GuardianRE Constituent RE Relation AO/RO Relation SB Relation

(Parent/Guardian)

Last Name (Required) 1,4 Last Name(Required) 1,4 Last Name(Required) 1,4 Last Name(Required) 1,4

First Name First Name First Name First Name

Middle Name Middle Name Middle Name Middle Name

Title 1 Title 1 Title 1 Title 1

Title 2 Title 2 Title 2 Title 2

Suffix 1 Suffix 1 Suffix 1 Suffix 1

Suffix 2 Suffix 2 Suffix 2 Suffix 2

Nickname Nickname Nickname Nickname

Maiden Name Maiden Name Maiden Name N/A

Primary Address lines2,5 N/A Primary Address lines2,5 Preferred Address lines2,3,4,5,6,10

Primary City N/A Primary City Preferred City

Primary State N/A Primary State Preferred State

Primary ZIP N/A Primary ZIP Preferred ZIP

Primary Country N/A Primary Country Preferred Country

Primary Phone Type5,6,7 N/A Primary Phone Type5,7 Preferred Phone Type5,7

Primary Phone Number5,6,7

N/A Primary Phone Number5,7

Preferred Phone Number5,7

Mail Flag1,5,7 N/A Mail Flag2,5,7,8 ‘Send mail to this address’ checkbox3,5,7,9

Address Type10,13 N/A Address Type Preferred Address type

County N/A County Preferred County

Region N/A Region Preferred Region

CART N/A CART Preferred CART

Date From5,7 N/A Date From5,7 Preferred Date from5,7

Date To5,7 N/A Date To5,7 Preferred Date to5,7

N/A N/A N/A Seasonal address checkbox5,7

Seasonal From5,7 N/A Seasonal From5,7 Preferred Seasonal from5,7

Seasonal To5,7 N/A Seasonal To5,7 Preferred Seasonal to5,7


N/A Alternate Address Address lines2,5

Alternate Address Address lines2,4,5,10

Alternate Address City N/A Alternate Address City Alternate Address City

Alternate Address State N/A Alternate Address State Alternate Address State

Alternate Address ZIP N/A Alternate Address ZIP Alternate Address ZIP

Alternate Address Country N/A Alternate Address Country


Alternate Address Phone Type5,7

N/A Alternate Address Phone Type5,7

Phone Type on Alternate Address5,7


Alternate Address Phone Number5,7

N/A Alternate Address Phone Number5,7

Phone Number on Alternate Address5,7


N/A Alternate Address Mail Flag2,5,7,8

‘Send mail to this address’ checkbox3,5,7,9

Alternate Address Address Type9,10,13

N/A Alternate Address Address Type


Alternate Address County N/A Alternate Address County Alternate Address County

Alternate Address Region N/A Alternate Address Region Alternate Address Region

Alternate Address CART N/A Alternate Address CART Alternate Address CART


N/A Alternate Address Date From5,7

Alternate Address Valid date from5,7


N/A Alternate Address Date To5,7

Alternate Address Valid date to5,7

N/A N/A N/A Alternate Address Seasonal address (checkbox) Must be on to enable seasonal from/to7


N/A Alternate Address Seasonal From5,7

Alternate Address Seasonal from5,7


N/A Alternate Address Seasonal To5,7

Alternate Address Seasonal to5,7

Date of Birth Date of Birth Birthdate Birthdate

Deceased Date Deceased Date Deceased Date (Deceased checkbox must be on)

N/A

Religion N/A Religion N/A

Marital Status N/A Marital Status Marital Status

Sex Sex Gender Gender

Soc Security # N/A SSN SSN

Org Name8,11,12 N/A Org Name N/A

Business Address8,11,12 N/A Business Address N/A

Business City8,11,12 N/A Business City N/A

Business State8,11,12 N/A Business State N/A

Business ZIP8,11,12 N/A Business ZIP N/A

Business Country8,11,12 N/A Business Country N/A

Industry8,11 N/A Industry N/A

Profession8,11 N/A Profession N/A

Position8,11 N/A Position N/A

Print Position N/A Print Position N/A

Business Phone Type5,7,8,11

N/A Business Phone Type5,7 N/A

Business Phone Number5,7,8,11

N/A Business Phone Number5,7

N/A

Class of N/A Class of N/A

Spouse Last Name8,11 N/A Spouse Last Name Spouse Last Name

Spouse First Name8,11 N/A Spouse First Name Spouse First Name

Spouse Middle Name8,11 N/A Spouse Middle Name Spouse Middle Name

RE Constituent RE Relation AO/RO Relation SB Relation (Parent/Guardian)


1. All required fields are used when adding new records. You can define the linked fields through the Academy Manager, and decide whether to keep required fields synchronized when updating previously linked records.

2. If you choose to keep Primary, Preferred, and Alternate addresses synchronized the fields are added and updated but NOT deleted in one database if deleted in another database.

3. SB does not have a primary address. When adding records, the SB preferred address and AO/RO/RE primary addresses are kept synchronized during updates; however, the SB preferred address is NOT kept synchronized with the primary address in the other component databases. For example, if you change the SB preferred address from Home to Business, no change is made in RE and AO/RO to the primary addresses. However, if the City is changed on the SB preferred address, and it is linked to the RE and AO/RO primary addresses, then the City field in those databases is changed.

4. SB allows addresses to be shared between other records in the database. For example, multiple students may point to the same address record. When an address is changed through Academy that causes multiple SB records addresses to change, no warning is shown. The address is simply changed for all records.

Spouse Title 18,11 N/A Spouse Title 1 Spouse Title 1

Spouse Title 28,11 N/A Spouse Title 2 Spouse Title 2

Spouse Suffix 18,11 N/A Spouse Suffix 1 Spouse Suffix 1

Spouse Suffix 28,11 N/A Spouse Suffix 2 Spouse Suffix 2

Spouse Nickname8,11 N/A Spouse Nickname Spouse Nickname

Spouse Maiden Name8,11 N/A Spouse Maiden Name N/A

Spouse Date of Birth8,11 N/A Spouse Date of Birth Spouse Birthdate

Spouse Deceased Date8,11 N/A Spouse Deceased Date N/A

Spouse Sex,11 N/A Spouse Gender Spouse Gender

Spouse Soc Security #8,11 N/A Spouse Soc Security # Spouse SSN

Spouse Org Name8,11,12 N/A Spouse Org Name N/A

Spouse Business Address8,11,12

N/A Spouse Business Address N/A

Spouse Business City8,11,12

N/A Spouse Business City N/A

Spouse Business State8,11,12

N/A Spouse Business State N/A

Spouse Business ZIP8,11,12

N/A Spouse Business ZIP N/A

Spouse Business Country8,11,12

N/A Spouse Business Country N/A

Spouse Industry8,11 N/A Spouse Industry N/A

Spouse Profession8,11 N/A Spouse Profession N/A

Spouse Position8,11 N/A Spouse Position N/A

Print Position N/A Print Position N/A

Spouse Business Phone Type5,7,8

N/A Spouse Business Phone Type5,7

N/A

Spouse Business Phone Number5,7,8

N/A Spouse Business Phone Number5,7

N/A

N/A Relationship Relationship Relationship

N/A Reciprocal Reciprocal Reciprocal

N/A Notes Notes Notes

Spouse class of Class of Class of Class of

RE Constituent RE Relation AO/RO Relation SB Relation (Parent/Guardian)


5. These fields are added when adding new addresses, but are not synchronized when updating linked addresses. The fields are also not deleted in the destination database when deleted in a linked database, and are not added to the destination database when added to the linked database if the record has previously been linked. For example, if you add a new phone number to a previously linked address record, the phone number is not added to the other databases.

6. Since Phone Type is required in SB, if RO or AO is the source system, then any phone number with a blank phone type will not be added to either SB or RE.

7. If adding from AO/RO, the constituent’s primary address mail flag will be All Mail if the AO/RO record’s primary address mail flag is All or Selected Mail. The constituent’s primary address mail flag will be No Mail if the AO/RO record’s primary address mail flag is No Mail. If adding from SB, the constituent’s primary address mail flag will be All Mail if the SB student’s Send mail to this Address checkbox is on. The mail flag will be No Mail if the SB student’s Send mail to this Address checkbox is off. This field is not kept synchronized when updating linked addresses.

8. The AO/RO relation’s mail flag will be All Mail if the SB record’s Send mail to this Address checkbox is on. It will be No Mail if the Send mail to this Address checkbox is off. This field is not kept synchronized when updating mapped addresses.

9. The SB record’s Send mail to this Address checkbox will be on if the AO/RO relation’s mail flag is set to All or Selected Mail. The Send mail to this Address checkbox will be off if the mail flag is set to No Mail. This field is not kept synchronized when updating mapped addresses.

10. SB addresses require the Address Type field. When adding an address to SB, if the Home Address is added and Address Type is not present on the source address, it will automatically have the Address Type of “Home”; if a Business Address is added and the Address Type is not present on the source address, it will automatically have an Address Type of “Business.” When adding an Alternate Address to SB, if the Address Type is not present on the source address, a Required field missing exception is created.

11. In RE, you can create separate records from this information. You can select Add Business as Constituent or Add Spouse as Constituent. All linked fields are kept synchronized if you do not create separate constituent records from the organization, spouse, or spouse organization. No fields are kept synchronized if separate constituent records are created; however, if mapped spouse or business fields are changed in any database, an exception is written as notification of the change.

12. If the organization is a separate constituent, business information is not kept synchronized. However, if the organization’s name or address is changed (and if the constituent is sharing the business address), an exception is written as notification of the change.

13. Since School Name is not a field in AO/RO or SB, it is taken from Configuration, the General tab. It is only used when adding an education record to RE; RE will NOT write back the School Name to AO/RO or SB. When a new main record is added to RE from AO, RO, AO/RO, or SB, an education record using at least the School Name field, as well as any other linked education fields, is written to RE. The School Name assigned in RE is the school name from RO or SB Configuration. If any linked fields, other than school name, are changed in RE, they are updated in RO and SB. If school name is changed in RE, nothing is updated in RO or SB, but the education record remains linked. However, if the education record is deleted in RE, the linked fields are NOT deleted or changed in RO and SB. There simply is no linked education record in RE. • If no education fields are kept in synch, then no education records are created or linked through

Academy.• The education information (date entered, date graduated, date left, class of) is not updated through

Academy for any constituent records linked using the linking wizard.

International Address Field MappingAcademy supports international settings for the United States, Canada, Australia, and New Zealand. Because Academy supports international version of The Raiser’s Edge and Student Billing, address field mapping must be adjusted to accommodate the differences in address format for different countries.

US VersionIn the US version of Academy, international issues only affect processing if Student Billing is an Academy component. If Student Billing is present as an Academy component, the address fields are mapped as follows. Please note that for Student Billing, the country indicates the country of the address.

RE AO/RO SBUS Canada Australia New Zealand UK

Address Address Address Address Address Address AddressCity City City City City City* City


*The city field for New Zealand addresses in SB is a table field.

Canadian VersionIf only The Raiser’s Edge and Admissions and Registrar’s Office are present, the address fields are mapped as follows.

If Student Billing is present as an Academy component, the address fields are mapped as follows. Please note that for Student Billing, the country indicates the country of the address.


Australian VersionIf only RE and AO/RO are present, the address fields will be mapped as follows.

State State State Province State N/A N/AZIP ZIP ZIP Postcode Postcode Postcode PostcodeCountry Country Country Country Country Country CountryCounty County County County County Suburb CountyRegion Region Region Region Region Region RegionCART CART CART CART CART CART CART

RE AO/ROAddress AddressCity CityProvince StatePostcode ZIPCountry CountryCounty CountyRegion RegionCART CART

RE AO/RO SBUS Canada Australia New

Zealand UK

Address Address Address Address Address Address AddressCity City City City City City* CityProvince State State Province State N/A N/APostcode ZIP ZIP Postcode Postcode Postcode PostcodeCountry Country Country Country Country Country CountryCounty County County County County Suburb CountyRegion Region Region Region Region Region RegionCART CART CART CART CART CART CART

RE AO/ROAddress AddressCity CityState StatePostcode ZIPCountry CountryCounty CountyRegion RegionCART CART

RE AO/RO SBUS Canada Australia New Zealand UK


If SB is present as an Academy component, the address fields will be mapped as follows. Note that for SB, the country indicates the country of the address.


New Zealand VersionIf only RE and AO/RO are present, the address fields will be mapped as follows.

This mapping only works if in New Zealand, in AO/RO, the Suburb is entered in the County field that is on the More screen. Any AO/RO addresses that contain a state will be kept in synch but the state field will be lost. A work around for this is to enter any address with state information completely in the ‘address lines’ field.If SB is present as an Academy component, the address fields will be mapped as follows. Note that for SB, the country indicates the country of the address.

Due to the complexities of the mapping and the infrequency of international addresses in the New Zealand databases, international addresses (i.e., non-New Zealand addresses) are not synchronized or added through Academy. These addresses will generate a row in the grid with a status of “International Address” and must be added manually to the other components.


Zealand UK

Address Address Address Address Address Address AddressCity City City City City City* CityState State State Province State N/A N/APostcode ZIP ZIP Postcode Postcode Postcode PostcodeCountry Country Country Country Country Country CountryCounty County County County County Suburb CountyRegion Region Region Region Region Region RegionCART CART CART CART CART CART CART

RE AO/ROAddress AddressCity CitySuburb CountyPostcode ZIPN/A StateCountry CountryRegion RegionCART CART


Zealand UK

Address Address Address Address Address Address AddressCity City City City City City* CitySuburb County County County State Suburb CountyPostcode ZIP ZIP Postcode Postcode Postcode PostcodeN/A State State Province N/A N/A N/ACountry Country Country Country Country Country CountryRegion Region Region Region Region Region RegionCART CART CART CART CART CART CART

AM2-Planning Guide-031303 · PLANNING GUIDE 3 Academy is the integrated information system you can set up with Admissions and Registrar’s Office, Student Billing, and The Raiser’s

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