Omega Psi Phi Fraternity, Inc. MyPage End-User Help Guide

Transcription

1 Omega Psi Phi Fraternity, Inc. MyPage End-User Help Guide Updated: November 15, 2008

2 Table of Contents MyPage Interface Overview... 1 Basic Features... 1 Exit My Profile 3 Change password. 3 Edit Member Record 4 View Member Record.. 5 Printer-Friendly Version... 6 Export Results... 7 Help Guide. 8 Administrative Features 9 Sort. 10 Simple Search.. 10 Show All. 11 Advanced Search. 11 Export Selected and Print Selected Management Reports.. 15 Working with Reports 16 Member Perspective 21 Individual Member MyPage Interface 21 Member Data To Be Kept Current. 22 Individual Member Privileges.. 23 Edit Member Record 23 View Member Record.. 24 Chapter Perspective 25 Chapter Administrator Interface Screen 25 Chapter Administrator Privileges 26 Chapter Record Administration.. 26 Edit Chapter Record. 27 View Chapter Record.. 28 Chapter-Level Reports. 30 CEF 31 Chapter Deceased Members. 31 Chapter Financial Members 32 Chapter Life Members. 32 Chapter MSP Certified. 33

3 Chapter New Initiates.. 33 Chapter Non-Returning Members. 34 Chapter of Initiation. 34 Chapter Complete Member Listing 35 Chapter Reclaimed Members. 36 Chapter Retention Members. 37 INSURANCE. 38 Global Membership Dashboard. 39 Membership Status Chart.. 39 Membership Type Chart. 40 Financial Members By District 41 District Perspective. 42 District Administrator Interface Screen.. 42 District Administrator Privileges..43 District Record Administration 43 Edit District Record. 44 View District Record. 45 District-Level Reports.. 46 Chapter CEF. 47 Chapter Insurance.. 47 Chapter Officers.. 48 Deceased Members 48 District Officers. 49 Graduate Chapter Roster.. 50 Graduate Member Roster.. 50 Life Members 51 MSP Certified. 52 New Initiates.. 52 Non-Returning Members. 53 Reclaimed Members 54 Retention Members. 55 Total Financial Members. 56 Undergraduate Chapter Roster.. 57 Undergraduate Member Roster. 58 Global Membership Dashboard. 59 Membership Status Chart.. 59 Membership Type Chart. 60

4 Financial Members By District 61 Financial Assessments and Associated Balances. 62 Fund Allocation Rules for Members.. 62 Fund Allocation Rules for Chapters 63 Appendix Member Status List Member Type List

5 MYPAGE INTERFACE Omega Psi Phi Fraternity, Inc. maintains all member information in a customized membership system. This system stores all transactions occurring between a member and the International Headquarters (IHQ) of the Fraternity. Members are able to view their personal membership record by accessing the MyPage tool via the Fraternity s website. Immediately upon entering MyPage, a member has instant access to data such as his: IHQ Member Status Contact Information on File with IHQ Financial Assessments and Balances Sum of Payments Received by IHQ Date of Last Payment Received Access to this information is obtained with just a click of a button from the MyPage Interface screen. The following sections will explain the basic features accessible by all Financial members and the administrative features only used and accessible by those with administrative authority. Note: Only Financial members have instant access to their membership data through MyPage. If a member is not Financial, he will be immediately redirected to a page indicating how to become Financial. BASIC FEATURES MyPage is very user-friendly and lends itself to being used quite efficiently and effectively, upon understanding some of the basic features it offers. This section will provide explanations for the most commonly used interface functions: FUNCTION Exit My Profile Change password Export results Printer-friendly version Edit View Help Guide Choose this function to Terminate the current membership/work session Change the current password. Members are encouraged to change their passwords. Export (or send) member data to an Excel spreadsheet Print the record data in an easy to read format Edit any or all editable fields in the data record and upload photo (if applicable) View information for all editable fields and pertinent payment information, current photo (if applicable) Gain access to the online End-User Help Guide 1

6 The illustration below shows the MyPage Interface as it would appear when logging in as a regular member. Notice the location of each of the features mentioned on the previous page. Each of the functions listed above will be discussed individually on the following pages. 2

7 EXIT MY PROFILE - Click the Exit My Profile button to close the current user session. When you click the Exit My Profile button, you are returned to the Omega website; however your user session is still active. You must click the Exit/Logout button from the menu on the Omega page to permanently terminate the session and prevent unauthorized access to your record data. CHANGE PASSWORD - Click the Change password button to change the current user password. 3

8 The screen below allows you to change your password. Enter the required information and then click the Submit button to change the password, OR click the Back button to leave this screen without changing the password. EDIT MEMBER RECORD Click the Edit button to make changes to the data record. The Edit function allows a member to change all editable fields in the data record and to upload a photo. Use this screen to edit/maintain photos and personal contact information. Each member is highly encouraged to have a current photo on file. 4

9 The following screen gives an example of the data on the EDIT screen. Note: The above screen shot does not include all of the fields that are available on the EDIT screen. There are three (3) security questions on this screen. We recommend that you answer at least one of the questions in the event your password needs to be reset. When you have completed the edits, select the appropriate option at the bottom of the EDIT screen to exit this screen. Be advised that you cannot save information changes to this screen by selecting the Update option in the photo section. You must click Save to record your changes. Save save changes to the data Reset discard changes and keep original data settings Back to list make no changes and return to previous screen of current user session VIEW MEMBER RECORD The VIEW screen allows a member to review all information related to his membership record including mandatory fee assessments and balances. The following screen gives an example of the bottom portion of the VIEW screen data. As you can see, each fee assessment and its associated balance are presented on this screen. 5

10 **IMPORTANT** - Very specific rules govern the application of mandatory fee payments. Please see the Financial Assessments and Associated Balances section of this document for further explanation. Note: Upon review of any outstanding fees, contact your KRS (Keeper of Records) ASAP to resolve any discrepancies. Click the Back to list button at the bottom of the VIEW screen to exit this screen and resume other system functions. PRINTER-FRIENDLY VERSION - Click the Printer-friendly version button to print the record data. 6

11 The data will open into a separate window (as seen below) and can be printed by following the normal print procedures. EXPORT RESULTS - Export (or send) member data to an Excel spreadsheet. Click the Export results button to send member data to an Excel spreadsheet. The screen below allows you to export information into an Excel spreadsheet. Excel is currently the default output format. Note: Members who have administrative rights will be able to export data for all member records to which they have access. The Export results function opens an Excel spreadsheet that contains the data for all viewable fields from the Edit and View screens. 7

12 Here is an example of how Excel displays the exported data: HELP GUIDE Click the Help button to gain access to the MyPage End-User Help Guide. This Help Guide was created to provide easy-to-follow instructions for utilizing the MyPage membership tool. This Guide is accessible online by clicking the Help button in the top portion of your MyPage Interface screen. 8

13 ADMINISTRATIVE FEATURES Chapters and Districts have certain Administrators who are authorized to perform administrative tasks on behalf of their organization. MyPage has features which allow authorized individuals to access membership data on members under their administration. For instance, the Chapter Administrators for an individual chapter are usually the Chapter Basileus and the Chapter KRS. This section will provide explanations for the most commonly used administrative interface functions. FUNCTION Advanced search Simple search Show all Export selected Print selected Sort Management Reports Choose this function to Search the database on multiple search criteria Search the database for a single criteria Clear the search results and restore all previous record data to the screen Export specific records to an Excel spreadsheet Print only the selected data records in an easy to read format Click any column heading (i.e., District ID, Control Number) to sort the data by that heading View pre-defined reports related to the Chapter The illustration below shows the Membership Interface as it would appear when logging in with administrative privileges. Notice the location of each of the features mentioned above. Each of the functions listed above will be discussed on the following pages. 9

14 SORT Click any column heading (i.e., District ID, Control Number) to sort the data by that heading. The Sort feature can only be performed on lists such as the listing of members which appears when the administrative interface is first displayed. The Sort feature cannot be used on Management Reports. Note: If you desire to sort a report, you will need to export the report to Excel to perform this function. SIMPLE SEARCH This portion of the administrative interface allows simple searches to be performed on a single criterion. To perform a Simple Search: 1. Select the appropriate field by clicking the drop-down arrow at Any field. 2. Define a condition (i.e., equals, starts with, more than, etc.) 3. Provide the appropriate value for the search. 4. Click the Search button. 10

15 The system will access the membership database and deliver the requested results. Notice the Details found: area of the screen displays the total number of records resulting from the search. The example below shows 195. SHOW ALL To clear any search results and restore all previous record data to the screen, click the Show all button. ADVANCED SEARCH - Click the Advanced search button to search the database on multiple criteria. Unlike the Simple Search function, the Advanced Search function allows the Chapter/District Administrator to perform searches using multiple criteria. This button is located across the top of the administrative interface screen. Following is an example of the Chapter Administrator s Advanced search screen data. 11

16 To perform an Advanced Search, the Chapter Administrator will: 1. Select the criteria (any of the items in the left-most column). 2. Define a condition (i.e., equals, between, less than, etc.). 3. Provide the appropriate value for each criterion. 4. Click the appropriate button at the bottom of the screen once the search is defined. Search perform the search as defined Reset reset the values so you can re-define the search criteria Back to list return to the administrative interface screen without performing the search Following is an example of criteria entered to produce an Advanced search for all individuals who have not paid the Building Fund Fee. 12

17 After clicking Search, the interface displays the results of the search. The following example shows 108 records were found. EXPORT SELECTED and PRINT SELECTED These functions are very similar to the Export results and Printer-friendly version functions discussed in the Membership Interface- Basic Features section of this guide. The major difference is that Export selected and Print selected only apply to the data records selected by clicking the radio button corresponding to the specific record(s) you want to export or print. See the check marks which appear in the illustration below. 13

18 Note: There is no limit to the amount of individual records that can be selected to export or print. 14

19 MANAGEMENT REPORTS Access to key management reports is another beneficial feature of the MyPage tool. These reports are only accessible by those with administrative authorization. In addition, the specific reports available are based on a member s level of authorization. There are 4 main authorization levels when accessing MyPage: 1. Grand Level able to view reports for the entire organization 2. District Level able to view reports solely on a specific district 3. Chapter Level able to view reports solely on a specific chapter 4. Member Level unable to view any reports Each of these levels of authority have a pre-set listing of reports which can be viewed. For instance, only the Chapter Level of authorization has access to the Chapter Roster and Chapter of Initiation reports. Note: Those with Grand Level authorization are able to View all reports and Edit all records. These individuals also have access to two additional reports: 1) International Member Lists all members of the Grand Chapter 2) International Life Member Lists all members of the Grand Chapter who are Life Members A listing and example of each of the reports available to the District and Chapter Levels is provided in the applicable section of this guide. The same steps can be followed to access, print, and/or export all of the reports, regardless of authorization level. 15

20 WORKING WITH REPORTS To access a specific report, just click on the report name from the administrative interface. For example, to view the Chapter CEF report, a District Administrator would just need to click the Chapter CEF link on the left side of the screen as shown below. Once a report is displayed, the Chapter/District Administrator can do the following: - Perform an Advanced Search - Print the current page - Print the whole report - Export to Excel - Export to Word All of these functions appear across the top of the report display The search and printing features work the same as discussed in the Administrative Features section of this guide. ALL reports now have the capability of being exported. To do this, the administrator just needs to select the appropriate icon in the top right corner of the report screen. 16

21 Follow as this Chapter CEF report is exported to Excel After selecting the Excel icon in the upper right-hand corner, the following screen will appear. 17

22 If you select Open, a new Excel workbook containing the Chapter CEF report will be displayed. From here, you can save the file or sort it to produce the output desired. 18

23 Now, follow along as we export the same report to Word Once a report is displayed, the Chapter/District Administrator can do the following: 19

24 If you select Open, a new Word file containing the Chapter CEF report will be displayed 20

25 MEMBER PERSPECTIVE The following section will discuss MyPage from the individual member perspective. This section discusses the information available to the member and the various features accessible by financial members. INDIVIDUAL MEMBER MYPAGE INTERFACE Each member sees the following screen upon logging into MyPage. From left to right, each member can readily view these fields of data: Current photo District ID Chapter Name Control Number Life Member ID Membership Type Expiration Date Last, Middle and First Name Member Status* MSP Certification Date Last Card Print Date *The list below describes each of the possible Member Status types: Financial Current with all mandatory fee assessments and have an acceptable photo on file New Initiate Initiated this fiscal year (between 11/1/xx and 10/31/xx) Financial (no picture) Current with all mandatory fees, but does not have an acceptable photo on file Pending Financial - Financial for the prior fiscal year, but dues have not been received for the current fiscal year; a member may have this status only through 12/31/xx Non-financial One or more mandatory fee is still outstanding Non-financial (no picture) - One or more mandatory fee is still outstanding and there is not an acceptable photo on file Reclaimed Current year status is Financial and prior year status was Reclaimable Reclaimable Former member who has been non-financial for two or more years Non-Returning Current year status is Reclaimable and prior year status was non-financial Expelled Committed a violation and forced out of the fraternity Suspended Temporarily prohibited from participating in fraternal activities Dismissed Initiate Person who has chosen or not been permitted to complete the MSP process Omega Chapter - Deceased Omega members 21

26 MEMBER DATA TO BE KEPT CURRENT Each member must ensure that his contact and financial information is current at all times. Changes to this data may be made via the Edit feature discussed earlier. The following contact information should be current at all times: Name Address The system allows for two addresses. If two addresses apply, ensure that both addresses are current at all times. Telephone Number address The following financial information should be current at all times: Annual Dues Assessment Dues Balance Building Fund Remaining Assessment Building Fund Balance Late Fee Assessment Late Fee Balance Reinstatement Fee Assessment Reinstatement Fee Balance Remember that the data in this system is the official information source for IHQ. Upon review of any outstanding fees, please contact your KRS (Keeper of Records) ASAP to resolve any discrepancies. 22

27 INDIVIDUAL MEMBER PRIVILEGES FUNCTION Exit My Profile Change password Export results Printer-friendly version Edit View Choose this function to Terminate the current membership/work session Change the current password. Members are encouraged to change their passwords. Export (or send) all data records to an Excel spreadsheet Print the all data records in an easy to read format Edit any or all editable fields for any Chapter member and upload photos View information for all editable fields for any Chapter member EDIT MEMBER RECORD The Edit function allows a member to change all editable fields in the data record and to upload a photo. Use this screen to edit/maintain photos and personal contact information. Each member is highly encouraged to have a current photo on file. The following screen gives an example of the data on the EDIT screen. Note: The above screen shot does not include all of the fields that are available on the EDIT screen. There are three (3) security questions on this screen. We recommend that you answer at least one of the questions in the event your password needs to be reset. When you have completed the edits, select the appropriate option at the bottom of the EDIT screen to exit this screen. Be advised that you cannot save information changes to this screen by selecting the Update option in the photo section. You must click Save to record your changes. 23

28 Save save changes to the data Reset discard changes and keep original data settings Back to list make no changes and return to previous screen of current user session VIEW MEMBER RECORD The following screen gives an example of the bottom portion of the VIEW screen data. Members can review the status of all financial information on this screen. **IMPORTANT** - Very specific rules govern the application of mandatory fee payments. Please see the Financial Assessments and Associated Balances section of this document. As seen above, MyPage is in synch with IHQ; therefore, in addition to mandatory assessments and balances, a member is also able to see Last Payment Received and Sum of Payments Received. Note: Upon review of any outstanding fees, contact your KRS (Keeper of Records) ASAP to resolve any discrepancies. Click the Back to list button at the bottom of the VIEW screen to exit this screen and resume other system functions. 24

29 CHAPTER PERSPECTIVE The Chapter Administrator can: Administer information for all members within the chapter Generate chapter management reports Change passwords for chapter members The Chapter Administrator should ensure that the Chapter s information is current in the Membership System at all times. CHAPTER ADMINISTRATOR INTERFACE SCREEN Each Chapter Administrator sees the following screen upon logging into MyPage. The Chapter Administrator has access to the data records of all members within the Chapter. Note: This screen is referred to as the default Chapter Administrator screen throughout this section. Note: The Chapter Administrator can also edit or view the record data for any Chapter member by clicking the Edit or View link beside the appropriate member(s). 25

30 CHAPTER ADMINISTRATOR PRIVILEGES FUNCTION Exit My Profile Change password Chapter Record Administration Advanced search Export results Printer-friendly version Simple search Show all Export selected Print selected Edit View Sort Management Reports Choose this function to Terminate the current membership/work session Change the current password. Members are encouraged to change their passwords. Edit/View all pertinent Chapter data Search the database on multiple search criteria Export (or send) all data records to an Excel spreadsheet Print the all data records in an easy to read format Search the database for a single criteria Clear the search results and restore all previous record data to the screen Export specific records to an Excel spreadsheet Print only the selected data records in an easy to read format Edit any or all editable fields for any Chapter member and upload photos View information for all editable fields for any Chapter member Click any column heading (i.e., District ID, Control Number) to sort the data by that heading View pre-defined reports related to the Chapter Note: See the MyPage Interface (Basic Features and Administrative Features) section of this guide for further discussion of the functions listed above. CHAPTER RECORD ADMINISTRATION Click the Chapter Record Administration button to edit/view/maintain the Chapter record. In the past, manual Form 50 had to be submitted by the Chapter KRS in order to update pertinent information. Now, however, the Chapter Record Administration feature allows for updating of this information and it is planned to eliminate the need/use of manual Form 50. This screen allows the Chapter Administrator to maintain the Chapter s data. After clicking the Chapter Record Administration button, the following screen will appear. 26

31 From this screen, the Chapter Administrator can Edit or View the Chapter Record. If neither of these functions is desired, click the Exit Chapter Record button to return to the administrative interface screen. EDIT CHAPTER RECORD The Edit function allows a Chapter Administrator to change all editable fields in the chapter s data record. Use this screen to edit/maintain chapter address, phone number, officers, etc. The following screen gives an example of the data on the EDIT CHAPTER RECORD screen for the Chapter. 27

32 After completing the edits, select the appropriate option at the bottom of the EDIT screen to exit this screen. Save save changes to the data Reset discard changes and keep original data settings Back to list make no changes and return to previous screen of current user session VIEW CHAPTER RECORD The VIEW screen allows a Chapter Administrator to review all information related to his Chapter s membership record including mandatory fee assessments and balances. The following screen gives an example of the bottom portion of the VIEW CHAPTER RECORDS screen data. As you can see, each fee assessment and its associated balance are presented on this screen. In addition, the Last Payment Received can also be seen using the View feature. Click the Back to list button at the bottom of the VIEW screen to exit this window. **IMPORTANT** - Very specific rules govern the application of mandatory fee payments. Please see the Financial Assessments and Associated Balances section of this document for further explanation. 28

33 Finally, click the Exit Chapter Record button to return to the administrative interface. 29

34 CHAPTER LEVEL REPORTS The list of management report links on the left side of the Chapter Record Administration screen denote the reports that are available to each Chapter Administrator. MyPage allows the Chapter Administrator to access the following 13 reports: Global Membership Dashboard CEF Chapter Deceased Members Chapter Financial Members Chapter Life Members Chapter MSP Certified Chapter New Initiates Chapter Non-Returning Members Chapter of Initiation Chapter Complete Member Listing Chapter Reclaimed Members Chapter Retention Members INSURANCE An example of each report along with the information contained therein follows: 30

35 CEF Mandatory Chapter Fee CEF Report Contents - Chapter ID - Chapter Name - Total CEF Owed - Current YR CEF Balance - FY 0708 CEF Balance - FY 0607 CEF Balance - FY 0506 CEF Balance CHAPTER DECEASED MEMBERS List of all of the chapter s deceased members CHAPTER DECEASED MEMBERS Report Content - District ID - Chapter Name - Control Number - First Name - Middle Name - Last Name - National Member Status - Member Type - Date of Death 31

36 CHAPTER FINANCIAL MEMBERS List of all members who are current with all mandatory fee assessments CHAPTER FINANCIAL MEMBERS Report Content - District ID - Chapter - Control Number - First Name - Middle Name - Last Name - Expiration Date - National Membership Status - Membership Type CHAPTER LIFE MEMBERS List of all of the chapter s Life Members CHAPTER LIFE MEMBERS Report Content - Chapter - Control Number - First Name - Middle Name - Last Name - Expiration Date - National Membership Status - Life Member ID 32

37 CHAPTER MSP CERTIFIED List of all members who are MSP certified CHAPTER MSP CERITIFED Report Content - Chapter - Control Number - First Name - Middle Name - Last Name - National Membership Status - MSP Certification Date CHAPTER NEW INITIATES List of all members who were initiated in the current fiscal year (i.e. 11/1/xx 10/31/xx) CHAPTER NEW INITIATES Report Content - Chapter - Control Number - First Name - Middle Name - Last Name - Initiation Date - Expiration Date 33

38 CHAPTER NON-RETURNING MEMBERS List of all members whose current year member status is Reclaimable but prior year member status was Non-financial CHAPTER NON-RETURNING MEMBERS Report Content - Chapter - Control Number - First Name - Middle Name - Last Name - Date of Initiation Expiration Date - National Membership Status - Prior Year Membership Status CHAPTER OF INITIATION List of all members who were initiated through the chapter requesting the report 34

39 CHAPTER OF INITIATION Report Content - District ID - Chapter - Control Number - First Name - Middle Name - Last Name - Home Phone - Work Phone - Work Extension - - Initiation Date - Initiation Chapter - Expiration Date - National Member Status - Member Type - Address CHAPTER COMPLETE MEMBER LISTING List of all individuals associated with the chapter, regardless of member status CHAPTER COMPLETE MEMBER LISTING Report Content - Chapter - Control Number - First Name - Middle Name - Last Name - Home Phone - - Initiation Date - Expiration Date - National Membership Type - Member Type - Dues Balance - Building Fund Balance 35

40 - Late Fee Balance - Reinstatement Balance - Prior Year Membership Status - Last Payment Received CHAPTER RECLAIMED MEMBERS List of members whose current member status is financial and prior year status is reclaimable CHAPTER RECLAIMED MEMBERS Report Listing - Chapter - Control Number - First Name - Middle Name - Last Name - Initiation Date - Initiation Chapter - Expiration Date - National Membership Status - Prior Year Membership Status 36

41 CHAPTER RETENTION MEMBERS List of members whose prior year member status was Financial but current year is Pending Financial or Non-financial CHAPTER RETENTION MEMBERS Report Contents - Control Number - Chapter - District - Last Name - Middle Name - First Name - Member Type - Home Phone - Work Phone - Mobile Phone - Expiration Date - National Membership Status - Dues - Building Fund - Late Fee - Reinstatement Fee - Prior Year Membership Status 37

42 INSURANCE Mandatory Chapter Fee INSURANCE Report Content - Chapter ID - Chapter Name - Total Insurance Owed - Current YR Insurance Balance - FY 0708 Insurance Balance - FY 0607 Insurance Balance - FY 0506 Insurance Balance 38

43 GLOBAL MEMBERSHIP DASHBOARD The Global Membership Dashboard is a pictorial representation of statistical data related to the Fraternity s population as a whole. This information is presented in three 3 different charts: 1. Membership Status Chart 2. Membership Type Chart 3. Financial Members By District The charts in the Dashboard can be Saved or Printed. To access these options, position your mouse over the chart and right-click to display the drop down. Select the applicable option from the listing and follow the prompts to complete the action. An illustration of each chart follows: Membership Status Chart 39

44 Membership Type Chart 40

45 Financial Members By District 41

46 DISTRICT PERSPECTIVE The District Administrator can: Administer information for the chapters within the District Generate District-Level Reports The District Administrator should ensure that the District s information is current in the Membership System at all times. DISTRICT ADMINISTRATOR INTERFACE SCREEN Each District Administrator sees the following screen upon logging into MyPage. The District Administrator has access to the data records of all members within the District. Note: This screen is referred to as the default District Administrator screen throughout this section. Note: The District Administrator can also Edit or View the record data for any District member by clicking the Edit or View link beside the appropriate member(s). 42

47 DISTRICT ADMINISTRATOR PRIVILEGES FUNCTION Exit My Profile Change password District Record Administration Advanced search Export results Printer-friendly version Simple search Show all Export selected Print selected Edit View Sort Management Reports Choose this function to Terminate the current membership/work session Change the current password. Members are encouraged to change their passwords. Edit/View all pertinent District data Search the database on multiple search criteria Export (or send) all data records to an Excel spreadsheet Print the all data records in an easy to read format Search the database for a single criteria Clear the search results and restore all previous record data to the screen Export specific records to an Excel spreadsheet Print only the selected data records in an easy to read format Edit any or all editable fields for any Chapter member and upload photos View information for all editable fields for any Chapter member Click any column heading (i.e., District ID, Control Number) to sort the data by that heading View pre-defined reports related to the District Note: See the MyPage Interface (Basic Features and Administrative Features) section of this guide for further discussion of the functions listed above. DISTRICT RECORD ADMINISTRATION Click the Chapter Record Administration button to edit/view/maintain the District record. In the past, manual Form 50B had to be submitted by the District KRS in order to update pertinent District information. Currently, the District Record Administration feature allows for updating of this information and it is planned to eliminate the need/use of manual Form 50B. Select District Record Administration in the upper left-hand corner of the screen. 43

48 After selecting the District Record Administration button, the following screen will appear. By selecting Edit on this screen, the District Administrator can change the District Record data. Note: The District Administrator can also edit or view the record data for all members of each Chapter within the District by clicking the Edit or View link beside the appropriate member(s) on the default District Administrator interface. From this screen, click the Exit District Record button to return to the default District Administrator screen. EDIT DISTRICT RECORDS The Edit function allows a District Administrator to change all editable fields in the district s data record. Use this screen to edit/maintain district address, phone number, officers, etc. The following screen gives an example of the data on the EDIT DISTRICT RECORDS screen. 44

49 After completing the edits, select the appropriate option at the bottom of the EDIT screen to exit this screen. Save save changes to the data Reset discard changes and keep original data settings Back to list make no changes and return to previous screen of current user session VIEW DISTRICT RECORDS The District Administrator can click the View link (on the District Record Administration screen) to review the District s current record data. The data cannot be modified from this screen. Use the Edit function to make changes to the data. 45

50 DISTRICT-LEVEL REPORTS The list of management report links on the left side of the District Record Administration screen denote the reports that are available to each District Administrator. MyPage allows the District Administrator to access the following 17 reports: Membership Dashboard Chapter CEF Chapter Insurance Chapter Officers Deceased Members District Officers Graduate Chapter Roster Graduate Member Roster Life Members MSP Certified New Initiates Non-Returning Members Reclaimed Members Retention Members Total Financial Members Undergraduate Chapter Roster Undergraduate Member Roster An example of each report along with the information contained therein follows: 46

51 CHAPTER CEF List of the CEF balance data for all chapters within the district CHAPTER CEF Report Contents - District - Chapter - Chapter Group - Address - Total CEF Owed - Current Year CEF - FY0708 CEF Balance - FY0607 CEF Balance - FY0506 CEF Balance - Type - Last Payment Received CHAPTER INSURANCE List of the INSURANCE balance data for all chapters within the district CHAPTER INSURANCE REPORT CONTENTS - District - Chapter - Chapter Group - Address - Total Insurance Owed - Current Year Insurance 47

52 - FY0708 Insurance Balance - FY0607 Insurance Balance - FY0506 Insurance Balance - Type - Last Payment Received CHAPTER OFFICERS List of chapter officers for each chapter within the district CHAPTER OFFICERS Report Contents - District - Chapter ID - Chapter Name - Chapter Basileus - Vice Basileus - Chapter KRS - 2 nd Vice Basileus - Chapter KF - Oracle Editor Advisor Chaplain - Type - Chapter Group - Address DECEASED MEMBERS List of all deceased members in the district 48

53 DECEASED MEMBERS Report Content - District - Chapter - Control Number - First Name - Middle Name - Last Name - National Membership Status - Membership Type - Date of Death DISTRICT OFFICERS List of the district s officers DISTRICT OFFICERS Report Content - District ID - District Representative - District KRS - District KF - District Editor - 1 st Vice District Rep - 2 nd Vice District Rep - District Chaplain - Marshal - Group - Address 49

54 GRADUATE CHAPTER ROSTER List of all graduate chapters within the district GRADUATE CHAPTER ROSTER Report Contents - District - Chapter - Control Number - First Name - Middle Name - Last Name - National Membership Status - Expiration Date GRADUATE MEMBER ROSTER List of all graduate members within the district GRADUATE MEMBER ROSTER Report Contents - District ID - Chapter Name - Member ID - First Name - Middle Name - Last Name 50

55 - Home Phone - - Initiation Date - Expiration Date - Member Status - Dues Balance - Building Fund Balance - Late Fee Balance - Reinstatement Fee Balance - Prior Year Membership Status - Last Payment Received LIFE MEMBERS List of all Life Members within the district LIFE MEMBERS Report Content - District - Chapter - Control Number - First Name - Middle Name - Last Name - Expiration Date - National Membership Status - Life Member ID - Address 51

56 MSP CERTIFIED List of all members within the district who are MSP certified MSP CERTIFIED Report Content - District - Chapter - Control Number - First Name - Middle Name - Last Name - National Membership Status - MSP Certified Date NEW INITIATES List of all members in the district who were initiated in the current fiscal year (i.e. 11/1/xx 10/31/xx) 52

57 NEW INITIATES Report Content - District - Chapter - Control Number - First Name - Middle Name - Last Name - Initiation Date - Expiration Date NON-RETURNING MEMBERS List of all members in the district whose current year member status is Reclaimable but prior year member status was Non-financial NON-RETURNING MEMBERS Report Content - District - Chapter - Control Number - First Name - Middle Name - Last Name - Date of Initiation - Expiration Date - National Membership Status - Prior Year Membership Status 53

58 RECLAIMED MEMBERS List of all members in the district whose current year member status is Financial and prior year member status was Reclaimable. RECLAIMED MEMBERS Report Content - District - Chapter - Control Number - First Name - Middle Name - Last Name - Initiation Date - Initiation Chapter - Expiration Date - National Membership Status - Prior Year Membership Status 54

59 RETENTION - List of all members in the district whose prior year member status was Financial but current year status is Pending Financial or Non-financial RETENTION Report Contents - Control Number - Chapter - District - Last Name - Middle Name - First Name - Member Type - Home Phone - Work Phone - Mobile Phone - Expiration Date - National Membership Status - Dues - Building Fund - Late Fee - Reinstatement Fee - Prior Year Membership Status 55

60 TOTAL FINANCIAL MEMBERS List of all members in the district who are current with all mandatory fee assessments TOTAL FINANCIAL MEMBERS Report Contents - District - Chapter - Control Number - First Name - Middle Name - Last Name - Expiration Date - National Membership Status - Type 56

61 UNDERGRADUATE CHAPTER ROSTER List of all chapters in the district whose Chapter Type is Undergraduate UNDERGRADUATE CHAPTER ROSTER Report Contents - District - Chapter - Control Number - First Name - Middle Name - Last Name - National Membership Status - Expiration Date 57

62 UNDERGRADUATE MEMBER ROSTER List of all members in the district who are classified as Undergraduates UNDERGRADUATE MEMBER ROSTER Report Content - District - Chapter - First Name - Middle Name - Last Name - Home Phone - - Initiation Date - Expiration Date - National Member Status - Dues Balance - Building Fund Balance - Late Fee Balance - Reinstatement Fee Balance - Chapter Type 58

63 GLOBAL MEMBERSHIP DASHBOARD The Global Membership Dashboard is a pictorial representation of statistical data related to the Fraternity s population as a whole. This information is presented in three 3 different charts: 1. Membership Status Chart 2. Membership Type Chart 3. Financial Members By District The charts in the Dashboard can be Saved or Printed. To access these options, position your mouse over the chart and right-click to display the drop down. Select the applicable option from the listing and follow the prompts to complete the action. An illustration of each chart follows: Membership Status Chart 59

64 Membership Type Chart 60

65 Financial Members By District 61

66 FINANCIAL ASSESSMENTS AND ASSOCIATED BALANCES Certain rules govern the application of payments made toward current and prior year mandatory/assessed fees. Mandatory Members Fees include: Building Fund Dues Reinstatement Fee Late Fee Mandatory Chapter Fees include: CEF (Prior Year to Current FY) INSURANCE (Prior Year to Current) The rules governing the application of payments for each of these groups will be discussed in separate sections below. Fund Allocation Rules for Members Payments submitted for Building Fund OR Dues will be allocated in the following priority regardless of the member s payment code specification: 1) Remaining Building Fund Balance 2) Outstanding Dues Payments submitted for Reinstatement or Late Fees will be allocated in the following priority regardless of the member s payment code specification: 1) Reinstatement Fee 2) Late Fee The diagram below gives a visual presentation of these rules. 62

67 Following is an example of how funds would be allocated toward a member s outstanding balances: EXAMPLE: A KRS made a payment on behalf of a member who owed $100 for his current year dues. However, the member had the following balances outstanding: $200 Building Fund $0 Reinstatement Fee $100 Dues $0 Late Fee PAYMENT ALLOCATION: The member s $100 payment will go toward his Building Fund leaving him with a $100 Building Fund balance and still owing $100 for his current year dues. Fund Allocation Rules for Chapters Payments submitted for INSURANCE will be allocated in the following priority regardless of the chapter s payment code or fiscal year specification: 1) Prior Year INSURANCE balance FY ) Prior Year INSURANCE balance FY ) Prior Year INSURANCE balance FY ) Current Year INSURANCE balance Payments submitted for CEF will be allocated in the following priority regardless of the chapter s payment code or fiscal year specification: 1) Prior Year CEF balance FY ) Prior Year CEF balance FY ) Prior Year CEF balance FY ) Current Year CEF balance 63

68 The diagram below gives a visual presentation of the fund allocation rules for chapters. Following is an example of how funds would be allocated toward a chapter s outstanding balances: EXAMPLE: A Chapter KRS submitted a chapter payment in the amount of $300 for CEF and selected FY However, the chapter had the following balances outstanding: $100 CEF FY05-06 $100 CEF FY07-08 $100 CEF FY06-07 $100 CEF FY08-09 PAYMENT ALLOCATION: The chapter s $300 payment will be allocated in the following order: $100 CEF FY05-06 $100 CEF FY06-07 $100 CEF FY07-08 This leaves no funds to be paid toward the current year CEF fees of $100. Therefore, the chapter still has a current year CEF balance outstanding of $

69 APPENDIX A- Glossary of Definitions 65

70 Member Status List Financial New Initiate Financial (no picture) Formerly - Hold: Financial Pending Financial Non-financial Non-financial (no picture) Formerly - Hold: Non-financial Reclaimed Reclaimable Non-Returning Expelled Suspended Dismissed Initiate Omega Chapter Current with all mandatory fee assessments and have an acceptable photo on file Initiated this fiscal year (between 11/1/xx and 10/31/xx) Current with all mandatory fees, but does not have an acceptable photo on file Financial for the prior fiscal year, but dues have not been received for the current fiscal year; a member may have this status only through 12/31/xx One or more mandatory fee is still outstanding One or more mandatory fee is still outstanding and there is not an acceptable photo on file Current year status is Financial and prior year status was Reclaimable Former member who has been non-financial for two or more years Current year status is Reclaimable and prior year status was non-financial Committed a violation and forced out of the fraternity Temporarily prohibited from participating in fraternal activities Person who has chosen or not been permitted to complete the MSP process Deceased Omega members 66

71 Member Type List 10 Undergraduate 30 Graduate 20 International 50 Life Member 55 International Life Member 67