ON-LINE MEMBERSHIP ROSTER USERS GUIDE

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1 ON-LINE MEMBERSHIP ROSTER USERS GUIDE Overview The current membership roster for your Branch is available to Branch Presidents and designates on the ESU secure server. The password-protected roster is extracted directly from the national database and is available in two formats: 1) as a report in portable document format (.pdf), which provides information in a format that is easy to browse on screen and is suitable for printing. 2) as an Excel spreadsheet (.xls), which enables you to extract, reorder and update the information. The On-Line Membership Roster provides Branches with current membership and gift information in a timely manner. Using the Excel spreadsheet, Branches will now be able to create ad hoc views and reports, submit changes and updated membership information electronically to Headquarters and print membership directories and other materials to support member communications and recruitment activities. It is our policy at National Headquarters to provide the password for accessing the On-Line Membership Roster to the Branch President only. The Branch President can then provide the address of the Roster on the server and the password to any other Branch officers as necessary. The Branch President can request a new password at any time. We hope you find that the On-Line Membership Roster simplifies membership record keeping and helps improve the timely and accurate exchange of membership information among your Branch officers and between your Branch and Headquarters. How to view, print and save the roster The roster pdf document is accessed with an Internet browser using the address provided to Branch Presidents ( (Replace branchname in the address with the name of your Branch.) When prompted, enter the password previously provided. You will need to enter the password each time you open the file. You can view and/or print the roster from the browser. Before printing the roster, set page orientation to landscape mode in print setup. To access the roster Excel spreadsheet file, use the same address as for the pdf document but replace the.pdf suffix with.xls. That is, The same password accesses the Excel spreadsheet. You are then given the option to open the Excel spreadsheet roster in Excel or save it to your local computer. Description of.pdf roster layout The.pdf roster presents membership information in three columns: Name and Address, Contact Information, and Membership Status. Gifts and donations are listed in the Membership Status column. (See following page.)

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3 Following is a description of the membership information in the.pdf roster. (1) First name or nickname (2) Membership ID number assigned by the national database (3) Name of single or couple membership (first name or nickname follows in parentheses) (4) Street address (5) City, state and ZIP code (6) Name of partner/spouse in a couple membership (7) Home phone number (8) address(es) (9) Membership status: a. Current - paid in current fiscal year, with the date; b. Due paid in prior fiscal year but not yet in this fiscal year; c. Lapsed not paid in current and prior fiscal years. (10) Date and type of membership transaction (join, renew, rejoin). (11) (removed) (12) National membership category (13) National patron level (14) Branch membership category (if provided) (15) List of gifts that passed through National, with the fund, amount and date. (BF means Branch Fund) Description of Excel spreadsheet roster layout The Excel spreadsheet roster presents membership data in forty-one columns (columns A AO). (See following page.)

4 Sample screen image of an Excel spreadsheet roster

5 Following are the titles for the column headers in the Excel spreadsheet roster. Note that columns U-AO describe the first three donation gifts in the fiscal year: A. ID B. Membership Name C. National Category Date Joined (REMOVED) D. Dues Transaction Date E. Transaction Type F. Spouse Title G. Spouse First Name H. Spouse Last Name I. Sort by Last Name J. Branch Category K. First Name or nickname L. Address Line 1 M. Address Line 2 N. City O. State P. ZIP Q. Home Phone R. S. Additional T. National Patron Level U. GIFT ONE Post Date V. GIFT ONE Fund Description W. GIFT ONE Amount X. GIFT ONE 2nd Fund Description Y. GIFT ONE 2nd Amount Z. GIFT ONE 3rd Fund Description AA. GIFT ONE 3rd Amount AB. GIFT TWO Post Date AC. GIFT TWO Fund Description AD. GIFT TWO Amount AE. GIFT TWO 2nd Fund Description AF. GIFT TWO 2nd Amount AG. GIFT TWO 3rd Fund Description AH. GIFT TWO 3rd Amount AI. GIFT THREE Post Date AJ. GIFT THREE Fund Description AK GIFT THREE Amount AL. GIFT THREE 2nd Fund Description AM. GIFT THREE 2nd Amount AN. GIFT THREE 3rd Fund Description AO. GIFT THREE 3rd Amount

6 How to use the Excel spreadsheet roster The Excel spreadsheet is interactive and flexible, unlike the static pdf document. The data in the spreadsheet can be arranged in different ways according to how you want to view it. For example, you can re-order the roster by date of dues payment, putting all those who have paid at the top in order of receipt date. You can see right away who has paid to date without having to go entry by entry through the membership list. Some other ways you can sort the information are: alphabetically by member last name; by membership category (single, couple, younger single, etc.); by date of membership renewal; by gift date, amount or fund. You can also total gifts and donations. You can extract membership information from the Excel spreadsheet to an MS Word merge document to create Branch directories, mailing labels, personalized letters, name tags, lists for taking attendance at events, etc. If you are not experienced in using Excel, here are some basic tips for navigating the spreadsheet: Each (horizontal) row in the spreadsheet contains information on one membership. Each (vertical) column contains specific information on the membership, which is defined in the column header. For example, column A contains the membership ID number in our database, column B contains the membership name, column C the membership category (single, couple, etc.), and so forth. The information in the worksheet can be arranged by the data in any column. To arrange the data by member s last name, for example, select the column with the header Sort by Last Name (Column J) by clicking with the left mouse button on the letter J at the top of the column. This will highlight the entire column. Depending on your version of Excel, select the sort function from the Table or Data menu. When prompted, select Expand the selection to include the entire worksheet in the sort and select the column for the sort order. To browse the information in the file without having the column and row titles scroll off the screen and disappear, click on cell C2 (column C, row 2;) using the left mouse button and select Freeze Panes in the View menu. This will keep the member names on the screen when you scroll to the right and the column headers on the screen when you scroll down in the file. How to Report Updates to HQ To send Headquarters corrections and updates for member contact information street, zip code, phone, , etc. enter the information in the Excel file in red type face, save the file with a new name and to Membership Secretary Kathy Morrisett, kmorrisett@esuus.org. In addition to accurate member zip codes, for instance, we also want our member database to reflect member preferences for forms of address, for example if a couple membership does not use Mr. and Mrs. titles. Please forward any such information to us in the Excel document as well.

7 Receiving updates via the Excel document is much more efficient and introduces no new errors. But, if necessary, you can mark your changes clearly in red ink on the pdf document, and send it to us via snail mail. As always, please submit new members with payment directly to Kathy Morrisett, Membership Secretary. The English-Speaking Union of the United States 144 East 39 th Street New York, NY (212) (212) fax revised 8/1/11