Online Bylaws Information Sheet

Transcription

1 Online Bylaws Information Sheet This information sheet will cover the basic features of Optimist International s online Bylaws. A tutorial video is available at the web address at the top of this sheet. The online Bylaws are very forgiving; if you make a mistake it can be corrected. Please review this information sheet and watch the tutorial video before making changes to your Club Bylaws. Once filed and approved online, your official Club Bylaws will be available to your Club 24/7. The information on this sheet and in the tutorial video cover features, not steps. Each person s workflow will be different. Set-Up In Internet Explorer: 1. Click Tools 2. Click Internet Options (See next page) 1

2 3. Click Settings under Browsing history 4. Click Every time I visit the webpage 5. Click OK, to close the window 6. Click OK, one more time to close the Internet Options window 2

3 Logon User ID: [enter your Club Number] [select Club Officer Title] Password: unique to you Click Logon 3

4 Watch Tutorial Video After clicking Logon, you will be sent to this page above. This is your Club roster screen. The message All US Clubs need to re-submit their Club Bylaws will continue to appear until the first Club Officer clicks the Club Bylaws button. To watch the tutorial video, click the blue image. The Online Bylaws tutorial runs 8 minutes and 15 seconds. The video provides an overview of features just like this text version. Once you have watched the tutorial, click Club Bylaws. The first time this button is clicked either by you or by the other signing Club Officer, it will ask you to answer three simple questions (illustrated on the next page). 4

5 Answer Three Questions If you are the first Club Officer in your Club to click the Club Bylaws button, you must answer these three important questions before you begin your Club Bylaws. Click the Save & Continue to Bylaws button and now we ll get started on the main features of the online Bylaws system. See next page for Online Bylaws Features. 5

6 Main Features Messages Area This light yellow box will display messages based on your actions. This Messages Area is your guide for big tasks and notifications from Optimist International. TIP Print Bylaws Button This button allows for you to print a DRAFT of your Club Bylaws at any time. The Bylaws will display with a DRAFT watermark and a notice at the top that the Bylaws are not final yet. These messages will disappear once your Club Bylaws are approved by Optimist International. Navigation You can scroll through the document, but if you need to go directly to the top where the messages area is, press the Home key on your keyboard. If you need to jump directly to the bottom where the task list is, press the End key on your keyboard. 6

7 Main Features (cont d) Standard Document Revised Date This is the month and year of the last official revision by Optimist International. This date will not change unless Optimist International updates, amends, or otherwise changes the Standard Club Bylaws. Club Specific Revised Date This is the date and time your Club Bylaws were last changed as compared to the current date and time. Club Specific Revised Date This is the date and time your Club Bylaws were last changed as compared to the current date and time. Task Check List This is the area that lists the requirements which must be completed before a Club Officer can submit his/her electronic signature. The blue text is clickable and will link you directly to the areas that need to be changed. 7

8 Main Features (cont d) Club Legal Name Your Club s legal name automatically pulls from our data base, and must remain the same for legal purposes. Changes to Articles To shift the content of an Article, click the Article Heading. Then you can reorder Sections or add new Sections. Changes to Sections To change the text of a Section or delete a Section, click the blue text corresponding to the Section you would like to edit. 8

9 Article Changes Rearrange Sections To rearrange the Sections, click the up or down arrow under the Section heading. The change is immediate and the Sections will automatically reorder and renumber. Add Sections To add a Section, click your mouse within the text box and type your new Section. Then, click the Add Section button. 9

10 Article Changes (cont d) ( Unchangable Text Certain text is required for compliance with Optimist International Bylaws. As in the past, the bold black text is not editable, but the blue text (aside from Article Headings) is customizable. Special Sections Some Sections in Article X have two inputs: 1. Adjustable Section Text 2. Revenue Fees The Section text contains a function of the Revenue Fee. Please do not erase the function. Instead, click Please enter the New Member Fee, signified in blue-green. Enter your Club specific information and then click Submit. You can then click Back to go back to the Club Bylaws. 10

11 Final Steps ( Check List and Acknowledgement You re almost finished. Please check this box to adopt the Standard Club Bylaws, or to acknowledge that you customized the blue sections of your Club Bylaws. Submit E-Signature Once you ve checked that last box on the task list, you may submit your E-Signature. A message will display stating that neither you nor the other Club Officer will be able to make changes unless the other Club Officer finds an error. DO NOT WORRY! This function is a check-and-balance so that both Club Officers must agree on the Club Bylaws before they are put in queue for Optimist International s approval. If the other Club Officer finds an error, he/she can reset the signatures, make the changes, and then the system requires the first Club Officer s signature. notifications are built into the system. 11

12 Final Steps ( Message Area and Locked Bylaws After you submit your E-Signature, you will be placed back to the top of the screen and a Thank you for e-signing the Bylaws message will appear along with another message stating The Bylaws are awaiting the [other Club Officer s] E-Signature! Again, s are automatically built into the system to notify the other officer but that means they must have a valid address registered on your Club Roster. The Club Bylaws are now locked and the entire document is not editable unless the unlikely event the other Club officer finds an error occurs. Typically, the other Club Officer will review the Club Bylaws and submit his/her E-Signature ratifying the Club Bylaws and sending them to the queue for Optimist International s approval. 12

13 Flexibility and Accessibility ( Signed The document now shows your E-Signature and date submitted. The document requires the Club President, Club Secretary or Secretary/Treasurer, and Optimist International s approval before it is official. You got called to Dinner We built in a tracking system that tracks any change made since the start or the most recent reset (whichever comes last). So, if you get called to dinner, the Diamondbacks beat the Yankees with a grand slam in interleague play, or little Sarah just took her first steps, we ve got you covered. See the screenshot on next page. 13

14 Last Changes Made Tracked Changes are organized categorically by Article and then by Section, Date, and Time. The Tracked Changes shows who made the change and when. You also have the option to print the Last Changes Made. Keep in mind that the Last Changes Made will start over if the E- Signatures are reset to make other changes to the Club Bylaws. Accessibility Your Club Bylaws are accessible to you 24/7! 14

15 Other Club Officer s View ( TIP Need to Make Corrections? This is what the other Club Officer sees after the first Club Officer has signed the Club Bylaws. If the reviewing Club Officer finds an error or needs to make a correction, that s no problem. The second Club Officer can click the Reset Signatures button to make the changes, submit his/her E-Signature and then wait for the other Club Officer to review the changes and sign the document. Distribute Once your Club Bylaws are approved by Optimist International, a button will appear on your Bylaws screen the next time any Club Officer logs on to Optimist Leaders Online. This button will allow you to an Official copy of your Club Bylaws to all of your Club Members with the click of a button! You can also print a hardcopy for your files. 15