DATASET MANAGER #1 IMPORTANT NOTE: Before adding a *new* member, search the master spreadsheet and the master removed list. === #2 IMPORTANT NOTE: When adding projects to a member's records you must the full information needed: dates, counties, a state for some Special Projects. a. Dates can mean the difference between a member being eligible be nominated for a NC, RAL, or AB position. b. The place (state, county, town) where the member's site is located makes it easier for the EC to be able to check the site when needed for verification. c. The dataset programming requires an entry in that particular box. I. Add/New === 1. Member may possibly in the dataset. a. A member may have added a middle initial or a different given name to their new project. (ie. Jo Branch = B. Jo Branch) b. Some members have different email addresses for different projects. 2. Member on the removed list. a. If a member is no longer on the master list, check the removed list. If the removal date is prior to March 2007 s/he will not be in the dropped section of the dataset. b. A member whose record is now in the dropped section can be restored to the active membership. (See below.) NOTE #1: If you see any of similarities have the EC regional member find out if this is the same person already listed in the dataset as we make every effort not to create duplicate records that have to be removed. NOTE #2: Do not use quotes when adding a nickname. You will need to use asterisks or aka ___. The programming does not like quote marks. : ) NOTE #3: Always make sure you do not add a space before or after the name and/or email address when copying and pasting. A space after the surname in the system will give you a "Record not found" message. A space before or after the email will cause that member to not receive messages and/or passwords for voting. === Click on the add/new button then simply follow the instructions. Just remember two main things: Personal Data page: 1. Never click on the registration box. We cannot register members to vote. The programming system does not allow an EC member to register members to vote. a. After adding the name and email address, click on Update Record. Position Data page: 1. Filling in the position page: a. First choose the position or project. b. Next choose the state. c. This is the box where you place the date and county. (ie "Added 4 May 2008: Smith Co.) The dates are important, if available, as the dates can tell the EC whether or not a member is eligible to run for office. d. Click on the "Click on this link" button. The person is now added as a member. Finishing: 1. After adding the member, you must do a find/go for the person. a. Put the member's ID and password into your spreadsheet. Note that the ID number will change if the member registers to vote. b. If you look at the 3rd row you will see a red question mark next to the member's region. c. Re-open the record and click back through. It removes the invisible "Check Me" from the position data page. You will receive a notice that appears that you are the new member. A copy of that same notice will go to the actual new member. II. Restoring a Member to active participation A. Personal Data 1. Go into the dataset, then go to the dropped section. Do a search for the person that you are re- adding. 2. Check the Approved box. 3. Uncheck the Dropped box. 4. If the member was registered to vote previously check that box. You can tell by looking at their ID number. a. At this time, unregistered to vote members have a three (3) digit ID number. b. Registered members have a six (6) digit ID number c. The first number in the registered member's ID number is the last number in the year that the member registered to vote. d. At the time the registration system was implemented in 2004, all members were automatically rolled over to registered status. From that point on, new members and members changing participation or email should re-register using the form. 5. Uncheck the No Newsletter box. 6. Be sure to double-check the email address in case it needs updating. 7. Click on Update Record. B. Position Data 1. Add the information just like you would for any other new member. 2. When you click on "done" this will move the member's record back into the active membership, you will have to click on the "Don't See Dropped" button in order to see the member's record now. III. Adding a Project NOTE: It is very important the each EC member and especially the DM can tell the difference between a state special project and a nationally recognized Special Project (Archives). If you are in doubt, contact the EC SPIP member or check the national project site. FOR SPECIAL PROJECTS - MARRIAGES, OBITS, TOMBSTONES, etc. 4a. (Position Title) Select the special project in which you are a member. 4b. (State) If you select one of the these other special projects, use the N/A for the state. 4c. (County or Local Project Name) put the identifying state, county and/or local project information in this box. When you have completed adding a project, click the "Add" button. If you are reviewing a position but have not changes, click on the "No changes needed on this page." Finally, to leave this page and proceed to the next click on the "click this link" at the top of this page to record any changes you may have made. 1. Open the member's record in the Dataset by clicking on "Edit". a. Unless there is information to update on the Personal Data page click on "Info Okay". GENWEB b. The next page is the Position Data page. i. The first box is the actual position being added to the member's record. What position does the member hold in the state/county? Click on that position, then tab to the next box. ii. Which state is the member in? Click on the state and tab to the next box. iii. This box is where the date the member joined *this project* and the county are added. Though it appears small, the box does expand to include all information added. iv. if the position is State Coordinator you will only need to add the date the position was accepted/ SPAR i. In the position box click on USGW Archives. ii. Which state is the member in? Click on the state and tab to the next box. iii. This box is where the date the member joined *this project* and the county(ies) are added. Though it appears small, the box does expand to include all information added. iv. If the position is State File Manager, add this information and the date in the expandable box. SPIP i. In the position box click on the Special Project (ie. Tombstone Project). ii. Which state is the member in? Click on the state and tab to the next box. iii. This box is where the date the member joined *this project* are added. Though it appears small, the box does expand to include all information added. iv. If the position is Project Coordinator, add this information and the date in the expandable box. When you are through working in the dataset, click on "DONE" before exiting.