PRESENTS. vtools Voting: Getting Voter List

Transcription

1 PRESENTS vtools Voting: Getting Voter List

2 Table of Contents Tutorial Introduction SAMIEEE Homepage SAMIEEE Training Access SAMIEEE SAMIEEE: Use Statement Logging into SAMIEEE SAMIEEE Landing Page Geographic Pre-defined Queries 2

3 Table of Contents Select an Appropriate Pre-defined Query Select a Section Export Results Save the Voter List Get a List of Chapter Voters List of Society Acronyms and Descriptions Run the Query for Chapter Voter List Export the Chapter Voter List 3 Example of voter list template

4 Tutorial Introduction 4

5 SAMIEEE Homepage Always enter SAMIEEE through the SAMIEEE Homepage. Do not save the address of the tool itself as your favorite. On the Homepage, we will list any notification to the users regarding any information/special notices that might be valid at the time. [New features, system downtime due to scheduled maintenance, etc.] 5

6 SAMIEEE Training SAMIEEE Home Page contains various training resources from a detailed training webcast to a quick starting guide. If you have questions with regard to using SAMIEEE, please samieee@ieee.org or use the SAMIEEE Online Community. Click on the Training link. 6

7 Access SAMIEEE To login to SAMIEEE, click on Access SAMIEEE. 7

8 SAMIEEE: Use Statement Please read the Use Statement before proceeding to the login screen. 8

9 Logging into SAMIEEE Use your IEEE account credentials to login. If you do not recall your username or password, or need to create an account, visit the account portal at An IEEE Account provides easy access to a variety of online services. IEEE Accounts are available to IEEE members and IEEE Society members, customers, and visitors. Access to services varies based on membership and subscription status. After entering your credentials, hit the Log In button. All new members and Society members that join online choose an IEEE Account as part of the process. If you have recently applied for membership by postal mail or fax, then you will be able to obtain an IEEE Account once you receive your IEEE member number by mail. Need immediate access? Contact the IEEE Support Center. Please note that only volunteers who are listed on the section roster will have access to the creating and editing meetings. This ensures that only authorized IEEE members can edit meeting data. Use the reporting form located at to report new volunteers. 9

10 SAMIEEE Landing Page We have found the best way to get a voter list is to use Predefined Queries that have already been built for the volunteer users. When you open the Catalog with the queries, on the left side of the screen, under Shared Folders is a folder named SAMIEEE. Within this folder, you will find Geographic Predefined Queries. You will use one of these predefined queries. The queries are named to describe the results they would produce. Using any of these queries will automatically limit you to only the members in your Organizational Unit and what you re authorized to view. 10

11 Geographic Pre-defined Queries 1) Open Shared Folders 2) Open SAMIEEE 3) Select Geographic Predefined Queries 11

12 Select an Appropriate Pre-defined Query Scroll down Select an appropriate pre-defined query, depending on what election you are running: Section, sub-section, affinity group, or a chapter election. Let us select the query for retrieving section voter list. 12 Click Open

13 Select a Section Based on your access, you might be prompted to select a section. Then, click OK. 13

14 Export Results Select Data, then Tab delimited Format. It is VERY IMPORTANT to use this file format! This is the file format expected by the Voting tool, and the only one that can be successfully loaded. When the results are ready for download, first click on the Export link. 14

15 Save the Voter List When prompted, save the file locally. This is the voter list that you will upload in the Voting tool. 15

16 Get a List of Chapter Voters Getting a list of chapter voters is very similar. Click on the Catalog menu option to get back to the predefined queries. 16

17 Get a List of Chapter Voters 1) Open Shared Folders 2) Open SAMIEEE 3) Select Geographic Predefined Queries 17

18 Get a List of Chapter Voters Scroll down Open the predefined query for chapters Click Open 18

19 Get a List of Chapter Voters Select the appropriate section Provide a chapter code, such as MEMC016, for Computer Society Chapter. 19 The List of Society Membership Codes is available under Reference Materials on the SAMIEEE Page (

20 List of Society Acronyms and Descriptions Open List of Society Acronyms and Descriptions. 20

21 List of Society Acronyms and Descriptions Find the relevant code. In our examples, we will use IEEE Computer Society, so the code is C

22 Run the Query for Chapter Voter List Prefix the code with MEM for membership and type in the full Society Membership Code. MEMC016. Notice that the OK button is not active at this point. However, if you click off the text box, that will enable the OK button. Clicking anywhere in the white area of the screen will work. 22 Click OK to run the query.

23 Export the Chapter Voter List After you download the data file, you can logout by clicking on the Sign Out link. Results can be exported in the same fashion as what was shown for a section. Remember to always click on Export, then Data, and then select Tab delimited format. It is VERY IMPORTANT to use this file format! This is the file format expected by the Voting tool and the only one that can be successfully loaded. 23

24 Example of a voter list This is an example of a voter list 24

25 Thank you! Thank you for viewing the tutorial. Please remember to visit vtools site ( and Wiki ( to learn more about our projects. If you have any questions regarding vtools.meetings, please us at: Thank you! 25