Roster Processing Export Expired Roster To National Template & Utilize For Excel Import

Transcription

1 Manage Roster Instructions Roster Processing Export Expired Roster To National Template & Utilize For Excel Import reated: 03/2017 You now have the ability to export your expired roster to the national Excel template, which can be used to renew returning members, add brand new members and re-import into the system. Questions? heck out the FQs. STEP ONE EXPORT EXPIRE MEMERSHIPS TO THE NTIONL TEMPLTE On the Expired Roster tab, under Search for Expired Student Memberships, [] make sure your hapter I appears in the hapter field. Next, the Expired Year field should default to the most recent expired year. If not, [] select the most recent expired year from the dropdown menu and [] click Search. Then, under ulk ctions, [] click Export Memberships to National Template. When prompted, [E] click Save and then [F] Open the document. NOTE: For best results, save the document to a location that is easily accessible with a relevant file name. How the save/open notifications appear will depend on your internet browser. E F

2 STEP TWO ENLE EITING, MKE NEESSRY HNGES TO ROSTER N SVE When the document opens, [] click Enable Editing. Review the roster and make all necessary changes (e.g. address changes for returning members, add new members, remove expired members not returning, etc.) WRNING: o not delete any columns or change any column headers in the document. Each column and column header must remain intact for the roster to import correctly, even if the cells in the column are empty. Returning Members o not make any changes to the First Name and/or Last Name fields, as the system may not recognize the revised name upon import (see FQ 1) dd and/or edit national and state required data (see FQ 2) Update grade and/or graduation year dd graduation month for all seniors rand New Members dd brand new members and their national and state required data (see FQ 2) Leave the FF I field blank Expired Members Not Renewing Remove all expired members who are not renewing their membership by deleting the row IMPORTNT: The export of expired members will not contain dropdown menus (i.e. Membership Type, Grade, High School Graduation Year, etc.) Here is how to enter the data for those fields: Remember to save the document once all members are on the roster. Roster Processing Export Expired Roster To National Template & Utilize For Excel Import Page 2 of 7

3 STEP THREE IMPORT EXEL ROSTER On the dd New Students tab, [] select the National Roster Template from the template dropdown, [] click rowse/hoose File to locate and add your Excel roster and then [] click Import. NOTE: The language for accessing your document will vary between browsers. For example, in Google hrome it is hoose File and in Internet Explorer and Firefox it is rowse. Upon import, a message should appear with the results of the transaction. STEP FOUR REVIEW PENING MEMERS N TO TIVE ROSTER On the Pending Review tab, examine the list of pending members for duplicates and/or missing students. Next, select students to move to the ctive Roster by either [] choosing specific members, [] clicking Select ll Students or [] checking the box for Select all # pending student membership(s). Then, [] click reate Memberships and pprove Locally. Roster Processing Export Expired Roster To National Template & Utilize For Excel Import Page 3 of 7

4 IMPORTNT: Options [] and [] must be processed one page at a time. NOTE: Records shown on Pending Review are only visible to the individual (username) who entered the data. Teaching partners, state staff and national staff cannot see the records on your Pending Review (see FQ 8). WRNING: If you decide to import a new Excel roster and have records in Pending Review, the new Excel import will overwrite any unattended/unapproved records in Pending Review. pprove any records you want to process in Pending Review before importing the new Excel roster. message should appear with the results of the transaction. Frequently sked Questions Q-1: How do you make corrections/changes to a member s first name and/or last name? : Name changes and/or spelling corrections can be done from the ctive or Expired Roster by clicking the member s FF I and going to their individual profile. Name corrections/changes should be handled after the roster has been imported and locally approved or before exporting the expired memberships to the national template. If a member s name is modified on the template, the system may not recognize the revised name upon import and create a duplicate. Q-2: Where are the national and state requirements located? : On the ctive or Expired Roster, in the Manage My FF menu, [] hover over Profiles and [] select hapter Profile from the dropdown menu. On your hapter Profile, under hapter Requirements, [] click the hapter Requirements tab to view the national and state requirements. Roster Processing Export Expired Roster To National Template & Utilize For Excel Import Page 4 of 7

5 Q-3: Why do new members go to Pending Review and not the ctive Roster? : Pending Review provides a staging area to review all your members, remove duplicates and determine if any students were missed prior to adding them as official members in the system. It is more complicated to remove duplicates once members are on the ctive Roster and submitted for approval, as there may be a financial consequence. Q-4: Why are invitation codes not available on Pending Review? : Invitation codes are not generated until the students are officially added to the ctive Roster (see Step 4 letter []) and they receive their nine-digit FF I. Q-5: What does the hand icon ( ) on Pending Review do? : If you want to quickly approve a single student on Pending Review, you can use the hand icon ( ) under the ctions column. Q-6: How are edits made to students on Pending Review? : To make changes to a student on Pending Review, [] click the pencil ( ) under the ctions column for the member to edit. On the next screen, make necessary changes and [] click Save & dd nother to save the changes. Then, return to Pending Review. Q-7: How are duplicates removed from Pending Review? : There are two ways to remove duplicates from Pending Review. The first way is by [] selecting the duplicates to remove and then [] clicking elete Pending Student Memberships. The second method is by [] clicking the blue X ( ) under the ctions column for a specific individual. Roster Processing Export Expired Roster To National Template & Utilize For Excel Import Page 5 of 7

6 Q-8: Why are records on Pending Review only visible to the individual (username) who entered the data? : Many schools have multiple instructors. y limiting visibility on Pending Review to a specific username, each instructor has the ability to enter their own students without disturbing records added by their teaching partner(s). Once all students are on the ctive Roster, the final roster can be submitted for state approval. Q-9: What if a student on the Excel roster is already in the system? : If your Excel roster includes a student who is already in the system (i.e. on your ctive and/or Expired Roster), you will be shown any variances between what is in the system and what is on your Excel roster for up to 20 fields (e.g. address, address, grade, birthdate, etc.) For example, you will notice the system found an FF I (circled in yellow) for a member already in the system and 8 out of 20 fields are different (circled in blue). NOTE: The existing data in the system will show below the editable field and the editable field will contain the data from the Excel roster. You will have the option to either [] Update Existing Member, [] Treat as New Member or [] iscard. hoose [] if you want to keep the information from the Excel roster and/or make on-screen changes to the member s existing account. hoose [] if the member found is not the same student you are trying to add (i.e. different student with the same name). hoose [] to discard the imported student altogether. Then, [] click Save, which should take you to the Pending Review tab. IMPORTNT: The system will only find existing members within the chapter(s) you can access. It will not perform a nation-wide search. lso, selecting iscard only removes them from Pending Review, not the ctive and/or Expired Roster. Roster Processing Export Expired Roster To National Template & Utilize For Excel Import Page 6 of 7

7 Q-10: How are Errors and Warnings displayed? : On the Pending Review tab, Errors and Warnings are identified by red rows with white text. The system will not allow you to approve the student if there is an Error. With your cursor, [] hover over the red rows to view the details of the Errors and/or Warnings. You can also narrow your search results to see only those with Errors/Warnings by [] checking the box to Show Errors/Warnings Only and then [] clicking Search. Under the ctions column, [] click the pencil ( ) icon to make corrections. You can also make corrections by [E] selecting nalyze ll Pending Student Memberships. Review FQ 9 for an example. IMPORTNT: If you have several Errors and Warnings, it may be easier to correct errors on the Excel document and then re-import the roster. E Questions/oncerns If you have any questions or concerns, please contact the Membership Team at National FF at membership@ffa.org or Roster Processing Export Expired Roster To National Template & Utilize For Excel Import Page 7 of 7