EC Manual

TABLE OF CONTENTS

007-Dataset Manager (DM) Duties

Dataset Manager Duties are still evolving along with the Oversight software.

The DM is a technical position. A member volunteering for a 2-year position on the EC will serve one year as a regional EC member. The year of training will coincide with the first year on the EC. Then s/he will change to the DM position for the second year. His/her regional position will be considered vacant when the next call for volunteers goes out to the membership. An exception would occur if a former DM returned to the EC for a new term. In that case the chair could appoint the former DM to the position again on an "as needed" basis.

Maintain the dataset (Oversight)

The DM is responsible for processing all updates and keeping the dataset current, including but not limited to:

1. New member adds.
2. Project adds to member records.
3. Member project removals. When a member drops a project but remains an active member in one or more other projects, note the dropped project(s) in the "Notes" box of the Member Info section.
4. Member removals when s/he no longer has any active projects. Record the date and the reason for the removal in the "Dropped" box. Also add them to the "Removals" spreadsheet, see more below.
5. Email address updates.
6. Approve records that the member has accessed. Check for name changes and/or spelling corrections, email address updates, password changes, project additions or removals, and whether the member has registered to vote.
7. When a member updates his Registration, or a Project Coordinator or an EC Member updates a record in Oversight, the program marks the record as "pending" and places it on the Compare list for Admin review. The program does not generate an automatic notice of these submissions so the DM must check the COMPARE list regularly, i.e. semi-weekly during the year, and daily during the registration period preceding the annual election. Registrations to vote are especially important and, if submitted prior to the 12:00 midnight deadline on May 31st, MUST be processed before the start of the election so the newly registered voter is included in the voter table.
8. During June and July, new members should not be entered in Oversight, and existing members may not register to vote; but the DM must make sure that all new voter registrations received by May 31st are approved, email address updates are done, and members no longer with the project are removed.
9. Changes submitted via the old UpDateForm.html are sent to the EC List and the DM and may be entered by either. If entered by an EC Member, they go on the COMPARE list for appoval by the DM.
10. For detailed instructions, see
    003a-Oversight: Editing Member Records
    003b-Oversight: for Admins

Update the Oversight Access Table

• PCs can now access and update their project membership lists directly in Oversight. Their access to Oversight is enabled by the DM adding or removing their names and the projects they oversee to the Access Table. When a new PC is elected as the head of a project, they are added to the Access Table and they are notified of their Oversight password. Retired PCs are inactivated at the same time.
• Form Letter: Oversight Access Notice

Update the Membership List Status Page

• When a PC updates their membership list with us, the Update Status Page https://www.usgenweb.org/usgwelections/updates/status.html must be updated to show that their membership list is current with the EC. The DM should update the status page as s/he processes the updates in Oversight.

Maintain the "Removals" Spreadsheet

• Removals (dropped members) are not reported by the software, so the DM must maintain a spreadsheet listing all member removals in order to have the number for the quarterly report to the AB. This spreadsheet is maintained historically and transferred to each succeeding DM.

Maintain a Chronic Bounce Spreadsheet

• The DM receives a copy of all bounces for National Membership (Announcement) List mailings. The DM maintains a spreadsheet of the email addresses that bounced, and the date of the bounce. If an address bounces three times, the member's ACTIVE status is removed (NoMail) and their voter registration is removed (unchecked) if applicable. The DM then notifies the appropriate PC with a CC: to the relevant AB regional representative(s). If a valid email is not provided to the EC within 90 days of the notice, the member is removed (dropped) from the USGW Membership List.
• Form Letter: Chronic Bounce Notice

Provide numbers to the Secretary/Publicist for the Quarterly Report to the AB

1. New Members - When a new member record is created, the DM is sent a copy of the notice sent to the new member. Keep and tally these notices for the count.
2. Left the Project - Count dropped members recorded on the "Removals" spreadsheet.
3. Deaths reported - List by Name and Project(s)
4. Total Members - This count appears on the Oversight menu page.
5. Registered to Vote - On the Oversight menu page.
6. Unresolved Bounces - From the Chronic Bounce spreadsheet.

Miscellaneous

1. As directed by the Chair, the DM can configure Oversight for the annual election (https://usgwelections.org/NationalNomination.cfm and https://usgwelections.org/USGenWebVote.cfm, etc.).
2. If a member is having problems with their password, the DM can request permission from the member to reset the password.
3. We no longer have to ask the programmer for help with voting problems. The DM can use the Voting Table tools to assist members having voting problems.
4. Throughout the year the DM and the programmer work together to resolve problems and questions concerning the dataset.
   Note: The DM always copies the chair when contacting the programmer.

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The Election Committee of the USGenWeb Project is a non-partisan standing committee charged with managing national polls and elections for the Project; providing a secure voting system; maintaining an up-to-date and accurate list of all members; and providing Volunteers with information about elections and candidates. It is not affiliated with any other election, voting, or campaign project or committee. Contact , EC Chair, or your regional EC Representative with questions and concerns.