I. LOGGING IN AND ACCESSING THE SYSTEM 1. Type the URL https://convention.aft.org/ into your internet browser. The Convention 2018 welcome page will be displayed. Click Login/ Register or Login. A link to user instructions can also be accessed from the login page. 2. If you already have your login, select Presidents and Authorized Users, Login 2A. Your login will be the same login information used to access the AFT Toolkit. If you don t already have a login, see instructions 2B or 2D below. To reset your password, click Forgot Password, 2C. 1
2B. Create my login: To create your login, you will need your AFT assigned local number and PIN (your PIN can be found on the top-right corner of your credential form or call 800-238-1133, ext. 3421 for assistance). Click Create my login and then follow the prompts. Your password will be emailed to you after you have finished creating your account. NOTE: If you have not received your password within 15 minutes of creating your login, check your junk mail folder to make sure it was not sent there. 2C. Forgot Password: Select this link if you already have a login (same login used for the AFT Toolkit), but have forgotten your password. You will need the email address you used in creating your account as well as your AFT local number. 2D. Authorization and Release Form: This form is used by presidents only to authorize another officer or staff person to access the system on their behalf for the purpose of reporting delegates and alternates to the convention. The president of the affiliate must complete all information requested on the form and sign the form or the request for access will not be honored. II. NAVIGATING THE PRESIDENT S DASHBOARD 3. The first page you will see when logging in as president is the President s Dashboard. A brief description of the functionality is listed below: 3A. The name and number of the affiliate record you have logged into is displayed. If you have access to multiple affiliates, then a drop-down box with the list of affiliates will appear here for you to select from. It is important that you verify you are in the correct affiliate s account because this will be the affiliate name and number the individual you are registering will represent at the convention. 3B. Go to Registration: Once logged in, use this link to go directly to the actual registration system to search for and register/report your elected delegates and alternates to the convention. 2
3C. Logout: Once you have completed registration, use this link to log out of the president s portal. 3D. User Instructions: Click this link for detailed instructions on navigating the president s dashboard, delegate reporting and housing reservations system. 3E. Dashboard: You will find useful general information here relating to reporting delegates, registration and/or housing. 3F. Scorecard: For delegates to be seated at the AFT convention, your affiliate must be in full compliance with the AFT Bylaws, Article X, Good Standing. A pictorial representation of your affiliate s compliance with this article can be found here. 3G. Members: This link provides access to your membership data only and does not constitute registering an individual. You can search for a member s name here and update his or her membership information and/or add a new member. This is not the registration system. To begin registering delegates, click the Go to Registration link from the menu (see illustration 3B above). 3H. Go to Registration: This link can also be used to go directly to the actual registration system to search for and register/report your elected delegates and alternates to the convention (illustration 3B). 3I. Contact: This link provides information on where you can receive assistance. 4. Navigating Your Membership Data 4.1 Key in the name or any portion thereof to search for a member s record. 4.2 Once the record is located, click Edit next to the member s name to access the individual s membership record. Update the necessary changes and then click Save. Return to the Dashboard after updating the record. 4.3 To view a member s contact information, click the green + sign to expand the field. The member s contact information will be displayed. IMPORTANT NOTE: When adding a new member s record to the Membership Database, please note that this record will not be available in the Credential Reporting System for 24 to 48 hours. It will be necessary for you to return to the site to register the new member after that time. 3
5. Good Standing Compliance Seating of your delegation at the AFT convention is dependent upon compliance with the AFT Bylaws, Article X, Good Standing. Your affiliate status may be viewed by accessing the Scorecard link from the left-side menu on the President s Dashboard: III. REPORTING DELEGATES AND ALTERNATES 6. Navigating the Registration and Housing System: After selecting Go to Registration, you will be presented with the following screen: LEGEND 1. Validate that your affiliate name and number are correct. If not correct, contact AFT immediately. 2. This number represents your allowable # of delegates and provides summary counts of all registered individuals from your affiliate. 3. View this section for important information. 4. In addition to the president of your local, the person listed as a contact will receive a report of all delegates registered for the convention. You must list at least one person and his/her email address in order to continue to registration. 5. Click this link to go to registration. 6. Click this link to return to the President s Dashboard area. 4
7. Affiliate Group Registration Panel: Once Go to Registration is selected from the screen above, the system brings you to this panel where various tasks relating to registering delegates and securing housing may be performed (illustration 7.3-7.6 below). Find a member to register. Find registrants who have already been registered. Indicates your affiliate s allowable delegate and voting strength and summarizes the number of registered individuals. Request a hotel room block. Log off the reporting system. 8. After finding a member to register, proceed through each page of registration and housing until you get to the last page of registration. Check the Certification box on this page and then click, Submit and Finish. This action saves the record, and the individual is now registered. The system will return you to the panel shown above so that you can find the next member to register. Repeat this task until each delegate and alternate from your affiliate is reported. 9. Select Log Off* to end your registration session (7.6). *NOTE: Please do not use the X to end your registration session. When you click Log Off, a confirmation report of your registration of delegates will be emailed to the president s email address on file. 5
IV. REGISTRATION AND HOUSING PAGE VIEWS REGISTRATION PAGE #1 General Contact Information LEGEND A. Page navigation bar: Use this menu bar to navigate between registration pages. B. Validate that this is the correct number and name of the affiliate this individual will represent at the convention. C. IMPORTANT: As president of or authorized user for your affiliate, you must select the appropriate credential category for the individual being registered. Only the president or authorized user may indicate a member s delegate or alternate status. D. IMPORTANT: Each delegate and alternate credential PINK card will be mailed to this address on record. Credentials will be mailed in mid-late June and are required for checking into the convention in Pittsburgh. E. A valid email address for each delegate and alternate is highly recommended. Confirmation of both registration and hotel status will be sent to this email address. 6
REGISTRATION PAGE #2 Committee Selection Only the president or his/her authorized designee can make delegates committee selections online. Please select committee choice 1, 2 and 3 for each delegate. If choices are made online, please do not return the green committee card to the AFT. If not making delegates committee selections online, then committee choice cards should be returned to the AFT. All committee selections, whether online or by card submission are due no later than June 13. Appointed committee candidates must first seek the approval of an AFT vicepresident in order to serve on the committee. REGISTRATION PAGE #3 AFT Retirees Conference Check this box if attending. 7
REGISTRATION PAGE #4 Housing Reservations If two delegates are sharing a room, choose one record to enter housing for both to avoid duplicate reservations. For the roommate who is sharing the room, be sure to check this box when registering that individual. Select your hotel check-in and check-out dates here. To request a room block code, submit the Room Block Request Form found at http://www.aft.org/convention/housing. Or, contact Karen Zook at kzook@aft.org if assistance is needed. Room Block Code is not case sensitive but must include the hyphen (-). Once your hotel reservations have been approved by our Conventions, Meeting and Travel Department, you will receive an additional email confirmation notifying you of the approval status. All remaining hotels must be ranked in order of your preference to be able to continue to the next page of registration. If sharing a room with a roommate, enter the requested information here. Enter credit card number and expiration date without spaces, hyphens or any special characters. AFT will not charge your card for the hotel. The credit card information entered here will be used solely for the purpose of guaranteeing your room reservations. 8
REGISTRATION PAGE #5 Review, Certify and then Submit and Finish Review this information from your registration session. Most important is the individual s Credential status. Verify that this is the correct status for the individual being registered. Also verify the mailing and email address for accuracy, as this is how we will send any convention related materials to reported delegates and alternates. If changes are required, return to the appropriate registration page and make the necessary changes. If committee selections were made for the delegate, they will be listed here. Your housing reservations and status will appear here. You must certify the credential status of each individual who is being registered. Once all has been verified and certification made, you must select Submit and Finish to save the registration record. Otherwise, the record will not be saved and the individual will not be registered. Upon clicking Submit and Finish, a brief confirmation will appear on the screen noting the results of your registration session. You can print and/or simply close the view. In addition, a confirmation will be sent to the email address of the individual who has been registered. After you close the view, you will be returned to the Affiliate Group Registration Panel to register the next individual where you will go through the same process. Repeat until each person has been registered. 9