Data Base Coordinator Job Description
Update DataBase with Lake George data Monthly
Upon receipt of the monthly membership packet from Club Headquarters:
Open the mh97.mdb Data base in the Access application
Click on Queries
Select the Reset New Mbrs Action Query and Click on Open. Answer Yes to the Questions. This sets the NEW Field to OFF in the MEMBER Table and makes the table ready for entry of new member names.
Click on Forms
Select Main and Click on Open
Click on Details
Examine each entry in the Affiliate and Renewal reports and compare the name to the corresponding name in the Main form, scrolling the form as necessary
If the names correspond:
Verify Address fields. If different, update the data base fields to correspond. Be alert for misspellings of placenames and zipcode errors, HQ does not have local knowledge. Notify HQ of address errors you find.
Verify Phone Number and e-mail fields. If the data base phone number or e-mail is blank, enter it. If it is different, ignore the report info and retain the chapter data base info. The HQ data base phone numbers are grossly out of date. However it pays to check the local phone book, call the member, or send a test e-mail to verify. E-mail addresses are notoriously error prone. Notify HQ of address errors you find.
Update the Paid Thru field.
If the Deleted or Overdue fields are checked, Click on them to turn them off.
If there is no corresponding name in the chapter data base:
Click the New Button on the Main form
Enter the new Member or new Affiliate data in the database. Be alert for misspellings of placenames and zipcode errors, HQ does not have local knowledge. Notify HQ of address errors you find. If there is no phone number check the phone directory and use it if is present
Be sure that NEW Field is set ON (This is the default set in the Member Table NEW field).
Examine the New Member Report for names not in the chapter database and enter them as before. (Occasionally, HQ will treat a delinquent member as a new member and we may already have the person in our database which creates confusion.)
Examine the Overdue Members report and check each of the entries in the data base as Overdue.
Examine the To Be Dropped Members report and check each of the entries in the data base as Deleted.
Examine
the Quarterly Chapter Roster (if sent) and treat it as a Renewal Report
Generate and send the New Member Roster and Labels to the
New Member Coordinator - Monthly
After
you have updated the data base with the monthly data:
Open
the mh97.mdb Data base in the Access
application if it is not already open
Click
on Reports
Select the New Member Roster and
Click on Preview
Click
on File then Click on Save As/Export
Select
To an External file or Database and
Click OK
Select
RichText Format(*.rtf) as the Save
File Type, type in the desired file name (I
like to prefix the year and month to the New Member Roster file name) and Click
Export.
By default this saves the report in the same folder with the
database. Note its location, as you will need it when you want to attach it to
send it as part of any e-mail
Click
on Reports
Select the New Member Labels and
Click on Preview
Save
it as you did for the New Member Roster.
Send
the New Member Roster Report via
e-mail to the Chapter Chair, the New Member follow-up person and the New Member
Coordinator.
Send
the NEW MBR LABELS Report via e-mail to the New Member Coordinator.
Generate and send Overdue Member List for Overdue Follow-up
person - Monthly
After
you have updated the data base with the monthly data:
Open
the mh97.mdb Data base in the Access
application if it is not already open
Click
on Queries
Select the Overdue query and Click on Open
·
Examine
each Paid Thru field entry and reset
the Overdue field to Off for those
entries that are five months older than the latest date month.
·
Close
the Query to register the changes.
Select the Overdue query and Click on Open
If
you chose to print the query, set the printer setup to Landscape orientation and check side margins. The query will print
on letter size paper.
Save
it as you did for the New Member Roster.
·
Email
it to the Overdue Follow-up Coordinator.
Report Membership Statistics to Membership Chair - Each
Board Mtg.
·
Prior
to each chapter board meeting, generate a Membership
Statistics Report in Word for Windows (by updating the previous report)
using the latest numbers from Club HQ.
·
Send
it to the Membership Chair, the Chapter Chair and the Secretary via e-mail.
Generate and Send Membership Notes for Newsletter -
Quarterly
Prior
to each Newsletter deadline (March 1, June 1, September 1, December 1):
Open
the mh97.mdb Data base in the Access
application if it is not already open
Execute
a NEW MEMBERS FOR NEWSLETTER query,
Link
it to Word for Windows.
Format
it for the newsletter. See existing Notes for formatting suggestions.
Send
it to the Newsletter Editor via e-mail.
After
sending the Membership Notes page to the Newsletter, set the NL NEW Field to
OFF in the MEMBER Table by executing the RESET NEW MBR - NEWSLETTER Action
Query.
Generate and Print the Chapter Roster - Quarterly
Prepare
an updated Chapter Roster (primarily for the board) after the monthly data base
update at about: February 15, May 15. August 15 and November 15.
Open
the mh97.mdb Data base in the Access
application if it is not already open
Execute
a CHAPTER ROSTER report
Link
it to Word for Windows.
Format
it for Letter Size paper (Access puts it out as legal size when printed under
Access, but Word line spaces the pages properly for letter size paper. You have
to go into page Setup and change paper size to 8 ½ x 11 and set to and bottom
margins to ½ inch. The only other
formatting required is to set the space before on the last line of the report
to something reasonable so that the last page number prints on the same page
with last page of data. It sounds bad,
but is very simple in practice.
Print
a master copy.
Duplicate
about 20 copies on two sides of paper and stapled at your local copy place
(Office Depot).
Mail
them to the board and coordinators.
Generate and Mail Hike Leader Labels to Outings Chair
Quarterly On Request
Open
the mh97.mdb Data base in the Access
application if it is not already open
Click
on Reports
Select the Hike Leader Labels and
Click on Preview
Print
one copy of the address labels (probably 2 sheets).
In
Word, open Publicity\Outing Schedule
Label.doc
Print
enough labels for the mailing.
In
Word, open Publicity\Rick Taylor Return
Label.doc
Print
enough labels for the mailing.
·
Since
you keep stock of #10 Chapter Envelopes and #9 Return Envelopes for Survey use,
send enough of each envelope for the mailing.
·
Put
the above items in a large envelope and mail it to the Outings Chair (his label
is on the label sheets and he doesnt send a request to himself).
Send Change of Addresses to Headquarters As received
The
chapter does its bulk mailings specifying Address
Service Requested. This results in
Post Office Form 3547 reports in the chapter mailbox. The person who checks the mailbox (Ruth Greenwood) will send or
bring you the reports. Upon receipt of the
address change reports:
Open
the mh97.mdb Data base in the Access
application
Click
on Queries
Select
the Reset Notify HQ Action Query and
Click on Open. Answer Yes to the Questions. This sets the Notify HQ Field to OFF in the MEMBER Table and makes the table
ready for entry of address changes.
Click
on Forms
Select Main and Click on Open
Click on Details
Match
the address change name to the corresponding member name and update the address
fields.
Turn
on the Notify HQ field for that
entry.
When
all changes have been made, Click on Queries
Select the Notify HQ of Address
Change Query and Click on Preview
Click
on File then Click on Save As/Export
Select
To an External file or Database and
Click OK
Select
RichText Format(*.rtf) as the Save
File Type, type in the desired file name and Click Export. By default this
saves the report in the same folder with the database. Note its location, as
you will need it when you want to attach it to send it as part of any e-mail
Send
the Notify HQ of Address Change Query
via e-mail to the Membership Coordinator at HQ: Loraine DiSimone at lorraine@adk.org.
Generate and Mail Survey Forms to New Members -
Quarterly 100/Year
Open
the mh97.mdb Data base in the Access
application
Click
on Queries
Select
Survey Query Click on Open.
Note
the Survey Sequence Number. Needed
later in process.
Note
the number of entries in the query. You will need supplies for this many survey
letters:
#10
(4 1/8 x 9 ½) Chapter envelopes, 1 per recipient
#9
(3 7/8 x 8 7/8) envelopes, 1 per recipient
1
x 2 5/8 Address labels, 3 wide, 30 labels per sheet, Avery 8160 equivalent, 2
labels per recipient.
2
First Class Postage Stamps per Survey recipient. 1 outgoing, 1 on return
envelope
Small
personal return address labels for the chapter envelopes
Open
the mh97.mdb Data base in the Access
application if it is not already open
Click
on Reports
Select the Survey Labels 3 wide and
Click on Preview
Print
Address labels for the mailing. Note that Survey recipient address labels are
in Zip Code order.
In
Word, open Membership\Survey\ Survey
Return Envelope Address Labels.doc
Print
enough labels for the mailing.
Place
an address label and first class postage on each #9 (3 7/8 x 8 7/8) return
envelope.
In
Word, open Membership\Survey\2000 Survey
Page 2.doc
Print
a Master copy
Duplicate
it on letter size paper, enough copies for the mailing.
Load
duplicated Survey page 2 copies in printer ready to print Survey page 1.
Open
the mh97.mdb Data base in the Access
application
Click
on Queries
Select
Survey Query Click on Open.
Click
on Tools, Select Office Links, Click on Merge it with MS Word.
In
Word, open Membership\Survey\2000 Survey
1st Page Main Doc.doc
Be
sure that the ABC button is active,
Click on Merge to Printer. Note that
the Survey recipient addresses are in Zip Code order.
We
are ready to prepare the mailing. For
each recipient:
Z
fold the Survey questionaire
Place
the matching address label, return address label and First Class postage on the
#10 Chapter Envelope
Fill
envelope with the Survey questionaire and the prepared stamped return envelope
Seal
envlope and mail
Reset
the Send Survey Switch field and increment the Survey Sequence Number:
Open
the mh97.mdb Data base in the Access
application
Click
on Queries
Select
Reset Send Survey and Click to
execute it. Answer Yes to the
Questions. This sets the Send Survey Field to OFF in the MEMBER
Table
Select
Tables then MEMBER then Click on Design
Scroll
to the SURVEY SEQUENCE field and
Select it.
In
the Field Properties screen,
increment the Default Value field by
1.
Close
the Table. This makes the Main table
ready for entry of new member names with an new Survey Sequence number.
Select
Tables then Survey then Click on Design
Scroll
to the SEQUENCE field and Select it.
In
the Field Properties screen,
increment the Default Value field by
1. This value should be 1 less than the
value of the Survey Sequence Number in the MEMBER Tabel.
Close
the Table. This makes the Survey table
ready for entry of new survey data with an new Survey Sequence number.
Record Survey Results in Data Base - Quarterly
When
surveys are returned:
Open
the mh97.mdb Data base in the Access
application
Click
on Forms
Select Main and Click on Open
For
each returned survey:
Scroll
to desired member entry.
Click on Details. Enter any corrections and additions to the Detail form.
Set
the Survey Ret field on.
Click
on Survey in the Member Form
Verify
that the Survey Response Sequence Number
is correct; correct it if necessary.
Enter
the survey data returned in the appropriate fields in the Survey database Form
When
surveys are all entered, print the Survey Recipients list to obtain Surveys
returned status:
Open
the mh97.mdb Data base in the Access
application if it is not already open
Click
on Queries
Select
Survey Recipients Click on Open.
Enter
the Survey Sequence Number when
requested and Click OK
Print
the Survey Recipients query.
Close
the Survey Recipients query
Generate and send Survey Not Returned List for Survey
Follow-up person - Quarterly
Generate and send Survey Reports - as needed for board