Updating the Membership Spreadsheets There is always more than one way to do a task. So how you goabout updating your GenWeb state(s) or Special Projects will be up to you. The suggestions below arebased on previous EC members' experience.1. If you prefer, you can work with one state at a time or send all of your first quarterly contactletters to all of the SCs/PCs in your region at once.2. Send out a letter requesting updates to each of your state coordinators.i. You might include a spreadsheet of the members for that state/project that you have. NOTE: Be surethat all voter registration information is removed.--Some EC members prefer to work with two spreadsheets: a master spreadsheet for their region andstate/project spreadsheets for updates.--Another possibility is to add a column for the SC to record notes about changes.--Send the request list to the EC mail list so the chair can keep the status of the website updated.Example:First request for updates sent to:LA archives - John Smith, 4 Sep 2008Tombstone project - Susan Jones, 4 Sep 2008ii. If there is no response in approximately two weeks, send a second, identical request to the SC.Also send a notice to the EC mail list that second requests have been mailed.iii. If you do not receive a reply to the second request, notify the Chair through the mail list sothe status sheet can be marked as "no response".iv. Finally, notify the AB member for the region. with a cc to the appropriate SC of the situation.Attach a copy of the spreadsheet for the state or special project, again making sure that all voterregistration information is removed.3. As you receive return replies compare the information with what is in your spreadsheet. If you haveany questions, address them to the SC and send a copy to the EC mail list as an FYI.ii. Make the appropriate changes in your master spreadsheet.iii. Send a list of the changes to the EC mail list.a. The EC mail list cannot accept attachments, so the list must be provided as text in the emailitself.b. Do not copy and paste the list from the Excel Spreadsheet. It would be difficult to read and wouldrequire reformatting.4. You will only check and verify a county site when a member updates the registration form (seeRegistrations b.), registers to vote or the EC oversees a state election. Verification is based upon:i. The county site is linked to from the State or Project site.ii. There is an official USGW logo on the site.<http://www.usgenweb.org/volunteers/logos.html>iii. The name and email address on the State TOC of the members.iv. The name and email address on the county page of the member.--At the time of this writing, USGW Special Projects are exempt from the USGW logo being on each page.5. If a person cannot be verified as a new member, the name and reason should be sent to the StateCoordinator, as well as the AB regional SC and CC representatives. Include in that message:a. State Coordinator's name.b. The state and county name. Be sure to include the URL for the county.c. The CC member's name and email address.d. The reason that the member could not be verified as a registered voter.The SC and/or the AB representatives are responsible for notifying the EC when the member's site meetsthe eligibility requirements.6. Send letters to those being removed to confirm that the action is correct. If you receive a replythat it is not correct, forward the message to the EC Chair to handle. [or forward the message to theSC/SP manager.)7. The Dataset Manager has to be made aware of any changes in order to update the master spreadsheet.a. When a state/project is completed, send the changes to the Election Committee mail list immediatelyas a text file. Place "(Full Name of State) Updates" in the Subject line of your message. (But see#8.)b. This subject line tells the rest of the mail list members that they can delete that message. Inthis way we see only two quick notes for each state/project, and we have an easily traceable record ofthe change that most EC members can delete without reading.c. Do not copy and paste the list from the Excel Spreadsheet. It would be difficult to read and wouldrequire reformatting.d. It is important to include dates a member is appointed to a county or to a state Special Project.The dates may mean the difference between a member being qualified to run for office or not. Thecounty/state SP makes it easier to locate a member's projects. Last but not least, the datasetrequires an entry in the note box.Example:LouisianaAdded: 7 Aug 2008Jane Smith <janesmith@xxx.net> CC - Smith Co.Removed: 4 Jul 2008John Doe <johndoe@xxx.net> CC - Doe Co.Email Change:Susan Jones CC - Jones CoOLD: <susanjones@xxx.net>NEW: <sj@xxx.com>Note: It is recommended that you inform the member that they need to update their email address on tothe Registration site.8. When you have completed the state, send the spreadsheet for that state or project immediately tothe chair and DM privately. This creates a backup of your work in case of computer problems.Attachments cannot be sent through the mail list. (See #7a)9. If the Chair or DM requests a verification please answer promptly. Delays can cause errors.