[Chapter-delegates] Updating and Syncing Chapter Membership Data

[Anne Lord]

Dear Colleagues,

As you are aware we has been working with the Chapter Steering  
Committee (CSC) and other stakeholders to deliver a membership  
management system to replace the existing Q system. The new system is  
an Association Management System (AMS) with the backend based on the  
Aptify product. Phase 1 of the AMS was launched on November 17th 2009.

In preparation for that work, throughout this year, we have been  
contacting Chapter leaders individually to verify that the information  
currently held across multiple sources for the Chapter is correct (ie  
the administrative, board details and other details are correct for  
the Chapter).  This work is still ongoing.

The next step is to reconcile the different sources of membership data  
currently held by ISOC and by Chapters locally. We are aware that many  
Chapter administrators have not used the former ISOC membership system  
and instead keep local copies of their data.   All members of a  
Chapter should also be members of ISOC and should therefore be listed  
in the ISOC membership system.  (This is described in the “Policies  
for establishing Chapters” at: http://www.isoc.org/isoc/chapters/policy 
/).

We recognise that the task of reconciling the data may place an  
additional burden on Chapters resources. For that reason, a financial  
incentive is offered to assist Chapters with the process of  
reconciling the data.  The funding offered is intended solely to  
offset any costs associated with the process of reconciling the data  
(such as hiring additional staff help). As such, we ask that you  
provide evidence of the costs incurred and sign a declaration (see PDF  
attachment for forms).

The offer is as follows to help cover costs incurred to undertake this  
work:

* USD $500 for up to 250 members returned and uploaded into the AMS;
* USD $1000 for over 250 members and up to 500 members returned and  
uploaded into AMS;
* USD $2000 for over 2000 members returned and uploaded into AMS.

Uploads into AMS can be made at any time.  Any new members you recruit  
will also be included in the member count in the AMS.  Data should be  
uploaded to ISOC using the following procedure:
1)    Each Chapter has its own secure member-data folder.  This online  
folder is only intended for this data cleanup initiative.
2)    Each Chapter officer has access to its membership data currently  
existing by logging into the new AMS Chapter Portal.
3)    After logging into the portal, clicking on the Chapter  
Management menu, and then the name of your chapter, will show you the  
entire list of current members for your chapter.
4)    Clicking the Export button will provide a .csv file containing  
all the members of your Chapter currently on record.  Please do not be  
surprised if some of this data is very old or otherwise inaccurate.   
Save this file to a local computer.
5)    This file should then be used as the “master” file to be  
updated and returned to ISOC.  However, please rename this local copy  
of the file, appending your Chapter name to the filename.
6)    Make any changes required to that ISOC[Chapter-name].csv file –  
either correcting information on members included in that file, or  
adding members from your local Chapter system.
7)    Once finished, use the provided URL and username/password  
combination to upload the modified file to ISOC.  However, to do this,  
you will first need to map a drive to your chapter’s Webdav folder.   
Directions for this are included in the attached PDF along with the  
Declaration and Bank details form.
8)    Please notify us at <ams-project at isoc.org> that you have  
uploaded the updated version of the .csv file.  After review, ISOC  
will use this file as the new, accurate member roster for your  
Chapter. Results of the update will appear on your Chapter Roster page  
after a few days (the import process is manual so hence it may take a  
few days depending on volume of requests).
9)    ISOC will notify your Chapter when this task has been completed.
10) Once finished, Chapters should use the provided “Add Members”  
functionality in the portal to ensure Chapter member rosters are in  
synch with ISOC data.

  PLEASE NOTE: If you are unable to follow this procedure for any  
reason, please contact  : ams-project at isoc.org to further discuss your  
requirements or to let us know your queries so that we may help you.

All data stored in the ISOC membership system will conform with  
ISOC’s statement of privacy at: http://www.isoc.org/help/privacy.

This offer is valid until December 31st 2009 and is optionally  
available to Chapters.   Transfers of funds will be made once the data  
has been successfully reconciled and uploaded into the AMS system.

We look forward to continue working with you to deliver an enhanced  
and effective tool for Chapters to manage their membership data.

Best wishes,

on behalf of the
ISOC AMS and Chapter Support teams.

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