Affiliate Relations Orientation for Local and State Affiliates: Online Data and Information Management Tools Matt Seiler

1. Affiliate Relations Orientation for Local and State Affiliates: Online Data and Information Management Tools Matt Seiler, Affiliate Relations Coordinator Gwen Simmons, Director of Affiliate Relations September, 2009

2. NAEYC Affiliate Relations Orientation Modules • Our goal is to provide local and state affiliate leaders and staff with basic information that will assist them in their leadership roles • This is the first in a series of orientation modules. Additional modules will include Fiscal 101, Membership & Marketing, Policy 101, and Leadership 101 • Each module will be presented “live” via webinars annually. • Each Power Point will then be posted on www.naeyc.org/affiliates/forms for easy 24/7access • Additional information can be found in the notes section of this Power Point

4. State and local board members are part of the NAEYC extended family. You are important ambassadors for NAEYC and our work.

5. Orientation Overview • Initial Login Page • Member Information • Affiliate Information • Financial Reports • Data Download

6. Initial Login Page • http://www.naeyc.org/affiliates/login

7. Initial Login Page • Notice the updated count of your total current members above the graph • This number is broken down by member type on the graph

8. Overview • Initial Login Page • Affiliate Info: Update info, Change Password, Affiliate Board Members, Board Member Roster, Roles and Functions Report, Payment Contact, Membership Dues

9. Initial Login Page

10. Affiliate Information

11. Affiliate Info: Updating Your Main Contact Information • This is where you update the contact information you see when you first login to the affiliate login page. • Be sure to scroll to the bottom and click “update Information” so the changes are saved.

12. Affiliate Info: Changing Your Password • Change an old password to a new one here. • Send email to MSeiler@NAEYC.org to reset password. • Default password after reset is “Affiliate”

13. Affiliate Information

14. Affiliate Info: Affiliate Board Members • This is where you update your board roster • Fill in the basic information and be sure to click “add” on the right • If you want to extend someone’s term limit, click on the edit button next to their name. • Be sure to click “update”. • Required positions include; President/Co-President, President Elect or Past President, Treasurer, Secretary, Public Policy and Accreditation chairs.

15. Affiliate Info: Board Member Roster • This is where you view your updated board roster. • You can print a current board roster for your own use from this page.

16. Overview • Initial Login Page • Affiliate Info: Update info, Change Password, Affiliate Board Members, Board Member Roster, Roles and Functions Report, Payment Contact, Membership Dues

17. Affiliate Info: Roles and Functions • This is where you complete your roles and functions report • Submit your updated report online by January 31st every year. • Make sure you fill in “Met” or “Unmet” for every question. • Make sure you scroll to the bottom and click “Save and Submit to NAEYC”.

18. Affiliate Info: Payment Contact • This is the address that NAEYC uses to send dues checks to our affiliates. • Update this when you have a new treasurer or if an address has changed. • Be sure to click submit when this is complete so the information is saved.

19. Affiliate Info: Membership Dues • As a state affiliate you can view your state and all of your local dues information. • As a local affiliate you can view your own dues structure here.

20. Overview • Initial Login Page • Affiliate Info: • Member Info: Member Benefits, Update Member Info, Member Search

21. Initial Login Page

22. Member Info

23. Member Info: Accessing a Membership Profile • Where you access member information such as address, phone number, and publication choice • Use the member ID to access their profile. • Members can find their ID on the label from their YC or TYC, or their membership card.

24. Member Info: Member Search • Local affiliates have access to local member info • State affiliates have access to state member info • All board members can access this and other affiliate data. • Be sure appropriate privacy procedures are in place. Contact Gwen with questions.

25. Overview • Initial Login Page • Affiliate Info: • Member Info: • Financial Reports: Payments Received, Dues Collected

26. Initial Login Page

27. Financial Reports

28. Financial Reports : Payments Received • You can confirm that we processed your payment checks here. • You can also view payments processed by NAEYC for your affiliate.

29. Financial Reports: Dues Collected • You can view dues collected for your affiliate for any time period. • This shows combined data, or you can view more specific data by clicking on the detail dues report.

30. Overview • Initial Login Page • Member Info: • Affiliate Info: • Financial Reports: • Data Download: Accredited Center Download, Generate Mailing Labels

31. Initial Login Page

32. Data Downloads

33. Data Downloads: NAEYC Accredited Programs • You can view all programs that have been accredited within a defined time period. • You can find all programs that have been accredited and are still current by leaving both fields blank • Accreditation chairs are sent an automated monthly email that lists any newly accredited program within their state.

34. Data Downloads: Generate Mailing Labels • This tab will not only help you generate mailing labels, but you can also access your current members information. • To generate a list of your current members, type in an expiration date of “tomorrow”, and leave the “TO” field blank.

35. Orientation Summary Thanks for completing this tutorial on Affiliate Data and Information Management! We hope you are more confident in managing and using these online tools at http://www.naeyc.org/affiliates/login

36. Questions? • Contact Matt at MSeiler@naeyc.org or by phone at 1-800-424-2460, extension 8821. • Your Feedback – please visit: Affiliate Login Page Resources Survey • Share this information with your board members! Knowledge is Power!

37. NAEYC is dedicated to improving the well-being of all young children, with particular focus on the quality of educational and developmental services for all children from birth through age 8. NAEYC is committed to becoming an increasingly high performing and inclusive organization.