AMGA Membership & Dues Tracking Training

1. AMGA Membership&Dues Tracking Training 2013 AMGA Conference

2. A Condominium (of sorts) Condo #! Hours Reporting System Super Admin Condo #2 Membership and AMGA Dues Tracking Local Membership and Treasurer Service Report Log In Only Common factor: Member name, address, phone, email, and association

3. How it Works

4. The Process Continues

5. Super Admin’s • Ensure that “ALL” current members are entered into the Service Report System • This process is vital to the new membership and dues tracking operations • Membership Chairs and Treasurers DO NOT have the capability of adding members on Dues Tracking side • It must be accomplished by the Super Admin or individual member on the Service Report side

6. Current Member Info • Please have your members update their profile annually with • Address • Phone • Email • Without proper info they will not receive annual notice of slate of officers and conference information from AMGA

7. Required NON - Action • Auburn wants all names to remain on the Service Reporting side of the system • This is for Auburn Audit purposes • Until we can find a way to delete the names of inactive members from the system and still leave a trail for Auburn we will have to leave all inactive members on the Service Reporting side • DO NOT DELETE ANYONE FROM THE SERVICE REPORTING SIDE

8. Who has Authority? • AMGA Membership Chair contacts Local Assoc. President Annually • Names of local Treasurer, Membership Chair, & Local Membership Database Mgr. (two of these persons are given Authority for Membership System) • Super Admins will not be given authority

9. Accessing the System Go to the URL www.alabamamg.org within your browser Scroll down the page and with the mouse, hit the link “New Service Report Log In”

10. Log into the Master Gardener Service Report Use your regular log in email password

11. My Page CLICK ON MY PAGE

12. Access Dues Tracker Only available to those authorized General Membership will not see this Click This

13. Access your Association You should see this tab Select your County and click “GO”

14. Your county and year should be displayed (will automatically go to current year) The legend identifies the colors for status of Membership to assist in visually seeing the status of your members.

15. “Show All” • Master Gardeners registered • in the Auburn DataBase • which may or may not be • members of your organization • “Members Only” • Master Gardeners that paid • or are listed in a • special category such as • Extension Agent or • Lifetime members • “Unpaid Members” • Master Gardeners that the • association has not received dues

16. Headers identify the following; • “Member” • Name of Master Gardener • “Grey Area” • Local Master Gardener’s Association’s Member Information • “Purple Area” • Alabama Master Gardener’s Member Information

17. Status Columns: • Comes from the Member Profile Page after edit by Local Association Membership Chair or Treasurer

18. Status Definitions: • ACES: An employee of Auburn or Alabama A&M or the affiliated Cooperative Extension Office (Associate Member) • Provisional Member: An individual that is in the Intern status awaiting to complete classroom hours of MG and/or the allotted volunteer hours for graduation. • Lifetime Member: Active Member award this status by AMGA or by their own Local Association. Lifetime Members within the AMGA Column is only awarded by AMGA status. Lifetime Membership maybe award with the Association Column is only awarded by the local Association. Being award in one column does not automatically is awarded in the other column. • Honorary Member: Membership bestowed upon an individual who distinguishes themselves through ongoing and outstanding services to MGNA. • Active Member: Individuals who have successfully completed an approved ACES MG training program, completed all volunteer service requirements to the program, and has paid their annual dues. • Inactive Member: A Master Gardener that has completed all training and volunteer service requirements but has not paid membership dues

19. Association Title Info comes from a drop down list on the Edit Member Profile pageentered by the Local Association Membership Chair or Treasurer

20. Dues Columns: • These two columns are automatically populated from the link “dues”.

21. Dues Columns: • Click link “dues”. • Hitting this link will advance to the Payment Editor Page.

22. Payment Editor Page: • Years: Click the year that you wish to view • Currently, this individual is associated automatically with MG of N Alabama. This is automatic from the Auburn Database that the individual signed in under. • Action: New Enter is automatic and all boxes should be empty. This indicates that information should be inputted and Submit/Save Changes. • If you click |edit| then the Action will change to edit the year that you selected.

23. Payment Editor Page: • Years: Select the year you want the new entry in. In this situation, 2013 is selected. • Enter the amount received for Local Association Dues. • 3. Enter any reference material to associate payment • 4. Add amount allocated for the (AMGA) state association and any reference information. • 5. Insert any other information in Notes. Notes will only be seen if you click on edit for future reference. Once you write over the notes, the old notes will be deleted. • 6. Entry Date will be automatic once the submit button is executed.

24. Payment Editor Page: • If you hit this [Enter New Payment], the boxes will blank out and you may enter a new entry . • If you hit this [Edit], the year of the line of [Edit] is on will appear for editing . In this case, 2011 will show up for editing.

25. To make a report Click on one of these three Links. The members only report will reflect all members currently in good standing for both local and AMGA.

26. Directory : • Reporting: On each column of Dues, a total will be calculated automatically. • Local & State summery will be annotated on the bottom. • Keep records of what you have already sent in and make a note to AMGA Treasurer each time you send a check This is the page you will mail to the AMGA Treasurer with your checks

27. Print Screen • Firefox: • click “File” at the top of the browser then • click “Print Preview” then • click “Print” • Internet Explorer: • Right click page • Click “Print Preview” • Click “Print”

28. Member Page Click on Members Name

29. Do not change any of these buttons The Edit Member Profiile box pops up If the member pays AMGA dues click If they are Lifetime click If they are Provisional click Etc etcetc If the member holds an AMGA position choose from the drop down box here This snapshot is at State Level Authorization – Your local authorization screen may look different

30. This part of the Member Profile page will be grayed out and you will not be able to make changes. This is for Authorization purposes only and can only be provided by a member of the AMGA Board or Chairman

31. In this drop down box you will choose if the member holds a position at the local level Click save and then go back to the top of the page and click return to Directory

32. Excel Report’s

33. Exporting (Not finished yet)

34. Almost Finished

35. The Wa-Hoo’s • Unusual Circumstances • Not Really

36. Multiple Association Memberships • If a member belongs to more than one association: • Member must register for each association • Member uses appropriate county code to register • Member only reports hours to one association • Member only pays AMGA dues to ONE association • Lifetime Members are only reported in the association in which they report their hours

37. Provisional Members • Leave Provisional members/Interns as • Provisional if they do not complete their hours • They are not certified so they cannot be considered Inactive

38. Need Help • Call or email a member of the Database Team • Membership Chairman Membership@alabamamg.org • Kathie Bass AMGAFundraisingChair@gmail.com • Diana Hansen Webmaster@alabamamg.org