EC Manual

TABLE OF CONTENTS

003a-Oversight: Editing Member Records

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Oversight is the database software we use to maintain our membership records. It contains the personal data for both active and inactive members (Main Record); and a relational database containing the positions for active members (Positions List). Both are displayed together on a screen for editing a member's record called UpdateRecord.cfm. A member's Main Record is unique to that particular individual and should not be changed except as indicated below.

To access Oversight, go to <https://usgwelections.org/> and click the Oversight button.
Enter your assigned password. This is not the same password you might have set as a user of the registration system. To request your Oversight password, contact the EC Chair or Dataset Manager.

How to:

• View or download your Membership Report.
• Update a member's name or email.
• Change an existing member's role.
• Add a position to an existing member.
• Remove a Position from an existing member.
• Add a member to your project.
• Add a member to the USGenWeb Project.
• Remove a member from your project.
• Report a deceased member.
• Review and approval.

Get Membership Report/Spreadheet

Click See My State or Region or EC Area
If you coordinate more than one State or Special Project, and/or you have more than one assigned region as a member of the EC, the next page will have a separate button for each project or region. Click the button for the project/region you want to review or update to see that Membership Report.

The online report is sortable. Any column that shows a small up/down arrow at the right of the header cell can be sorted. Just click on the arrow. To sort on two columns, hold down the shift key while clicking both header cells in priority order.

On the Report, there are three links to the left of a member's name:

• The See link allows you to review the member's record without making any changes.
• The Edit link takes you to the member's complete record (UpdateRecord.cfm) where you can update the member's personal data, and add, edit, or remove positions.
• On either page, click the Done button to return to the Membership Report without submitting any changes.
• The Del link will remove the listed position from the member's record. Click Del next to each position you want to remove. You may also remove positions when editing the member's complete record at UpdateRecord.cfm, but using the Del link on the Membership Report is easier.

To copy the Membership Report to your own computer, open your spreadsheet program, then highlight the Membership Report in your browser window. Copy and paste your selection to a blank spreadsheet in your program and save.

A member entry appearing on the report that is grayed out means that position has not been approved. Check the Project Title/URL box in the Positions List on UpdateRecord.cfm to see what is needed for the site to be approved.

Update a Member's Personal Data (Main Record)

• In the online Membership Report, click the Edit link next to the member's name.
• The UserID number is assigned by the program. It identifies a specific individual and must not be changed.
• As directed by the member, you may edit the name by which the member wishes to be known within the USGenWeb Project, e.g. change a nickname to a proper name or visa versa, or update a maiden or married name.
• Enter a changed primary email in the Primary Email  box. This is the email the member prefers to use for emails from National and the EC.
• If adding a different email for a position/county within your State or Special Project, enter it in one of the Alternate Email  boxes.
• Click Submit to submit your changes for review.

Change a Member's Role

If a member has assumed a new role e.g. a Co-CC or ACC is now the CC for the county:

• On the Membership Report, click the Edit link next to the member's name.
• The Positions List appears below their Main Record on UpdateRecord.cfm.
• Find the entry for the existing position, then select the new role from the drop-down list.
• Click the Update button.

Add a Position to Existing Member

• Click the Add Position button at the top of the Positions list.
• State/County position - Select the appropriate role from the drop-down list, then select the State. The region will be selected automatically. Select the county from that drop-down list. If the position is for a Local Special Project (States), in the Project Title/URL box, enter the name of the local project, e.g. "Native Americans," and the URL of the local project site.
• Special Projects - select the name of the Special Project, e.g. SPAR SA, SPIP TP, etc. from the Region list first, before selecting the role. The SPAR SA, SPAR OB and SPIP TP projects require a state (and possibly a county), and specifying the project name first will call the correct drop-down lists for the required information.
• In the Date Registered box, enter the effective date of the appointment by typing it as mm/dd/yyyy, or you can select the date from the pop-up calendar. Dates are important for verification if a member decides to run for an office. If the actual date the member joined is not supplied, the date of notification to the EC is the one that will be used.
• Next to Approved, click on NO to change it to YES.
• Double click in the Approved by box to enter your Oversight UserID.
• Click the Update button. You will see a pop-up confirming that the new position has been saved temporarily.
• Only four (4) new positions may be added to an individual member record at one time. If you need to add more than four, list the additional positions in the Notes-SC box (in the Main Record at the top of the page).
• Click the Submit button at the bottom of the Main Record to submit your updates for Review.

Delete a position

The easiest way to delete a position is to use the Del link on the Membership Report. However, you can also delete positions from the Positions List below the Main Record. Locate the position and click the Delete this record button. Remember, the member may be both CC and FM for the same county, and other State projects may have a county with the same name. Be careful to select the correct position for deletion when using this screen for removals.

Adding a Member

While viewing the Membership Report for your project, click the Add New Member button at the top of the Report to go to AddPerson.cfm.

• Add an existing USGW Member to your Project.
  1. Enter a last name in the Search Box to find the record for an existing USGW member who is joining your project for the first time.
  2. Do a partial search string (at least 3 letters) to find spelling variations.
  3. Everyone meeting the search criteria will be listed, including members who are not currently active.
  4. Click on Edit next to the name of the existing USGW member who has joined your Project; then follow the Add a Position instructions to add a position in your Project to the selected member.
  5. Review the information you have entered to be sure it is complete before clicking Submit to add it to the queue for review.
• Add a new member to USGW.
  1. Important! Never use the Add button on AddPerson.cfm to add an existing USGW member to your project or you will create a duplicate record for that member.
  2. If the individual you want to add to your project is not listed by AddPerson.cfm, and only then, click the Add button to create a new Main Record for him/her.
  3. When creating a record for a new USGW member, enter their personal information (name and email) but do not add their positions using the Add Position button. INSTEAD, list their position(s) in the Notes-SC box and click Submit. An Admin will have to complete the creation of the Main Record before adding their positions manually.

Removing a Member

• If you are removing a member from your project only, use the Del link on the Membership Report to remove one or more of their positions in your Project.
• If the member is deceased, has informed you s/he wants to resign from all of USGW, or you have other information regarding the removal, that information should be entered in the Notes-SC box on the member's record.
  1. Click the Edit link next to the member's name on the Membership Report.
  2. On the member's Main Record, enter the reason for removal in the Notes-SC box, e.g. "Resigned from XXGenWeb" or "Deceased (date) per (who supplied the information and how or where did you get it)."
  3. Click the Submit button to submit your changes.

Reminder Flag

You can flag a record as a reminder that something still needs to be checked or verified on that record. Click the "Remember" button at the top of the member's Main Record. That member's entries will be highlighted in red the next time you view your Membership Report. However, it will be highlighted for all PCs and EC Members so please indicate why you have flagged the record in the Notes-SC box so other coordinators will know the flag is for you, not them.

Admin Review

• When you submit a change to a member record, it will be locked until it has been reviewed and approved by an EC Admin, so don't click the Submit button until you have made all the updates you intend to make to that member's record at the time.
• For the EC to approve a new position, the site must meet the following requirements. See Bylaws, Section IX.A., EC Procedures, Section IV.C.5., and SC & CC Guidelines:
  1. The county or local site must be linked to (appear on the TOC) from the State or Project site.
  2. An official USGW logo and a link to https://www.usgenweb.org must appear on the main/index page of the site.
  3. The name of the coordinator must appear on the main/index page.
  4. The main/index page must include the email address of the coordinator, or a link to a "Contact" page.
• When a change to a record is submitted, the Edit link next to the member's name changes to Pend (pending) until approved.
• Unapproved positions do not affect voter eligibility based on positions that are already approved.

 

Role Definitions:

SC	State Coordinator for XXGenWeb.
ASC	Asst. to the State Coordinator of XXGenWeb.
Co-SC	One of two or more individuals who share responsibility for XXGenWeb Project.
CC	County Coordinator. Maintains a county website for XXGenWeb. Also those independent cities which maintain records independently of state or county government.
ACC	Asst. to the County Coordinator.
Co-CC	One of two or more individuals who share responsibility for a county website.
TC	Town Coordinator. Maintains a website devoted to a particular city or town for XXGenWeb.
LC	Local Coordinator (State Special Project). Maintains a website devoted to a sub-project of XXGenWeb other than a county or town site, e.g. ethnic, migration, historical, military, etc.
PC	National Coordinator for a recognized Special Project.
SFM	State File Manager for the State Archives Project (SPAR SA).
FM	County File Manager for the State Archives Project (SPAR SA).
LPC	Local Project Coordinator. Maintains a website for a recognized Special Project other than the State Archives Project. Sites may be for a state, county, a geographic or historical region, a particular time period; or whatever organizational heirarchy is used by the special project.

 

Regions:

In Oversight, Special Projects are designated as Regions.

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Contact Us

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.

 

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