MEMBERSHIP REGISTRATION SYSTEM 2011-2012 Club User Guide The following document is a guide for all club staff who manages their database. The Water Polo Canada Membership Registration System is a membership management tool that can be used for communication, reporting, insurance, and much more. 9/1/2011
Table of Contents Summary of Changes for the 2011-12 Program Year... 2 Overview... 3 Registration Responsibilities... 3 Newsletter and Other Capabilities... 4 Sorting Members by Primary and Secondary Role... 5 Sorting Members by Year of Birth... 5 Club Registration and Registration of Club Users... 5 Club User Confirmation... 6 Login and Personal Information... 7 Registering New Members... 7 Details and Activities... 9 New Member Confirmation... 12 Changing Membership Type... 13 Activating Members... 14 Registering Returning Members in a New Program Year... 16 Generating Reports... 17 Club Reports... 17 Age Group Report... 18 Viewing Data from Past Program Years... 19 Troubleshooting... 20 Page 1
Summary of Changes for the 2011-12 Program Year The following changes have been implemented to the Membership Registration System as at September 1 st, 2011. These changes are discussed in detail in their subsequent sections and summarized below: 1. Members registered under the Volunteer category cannot select the role of coach, official or athlete. They must be registered as alumni or volunteer. 2. Email addresses that appear more than once in the database will only receive one (1) email. 3. The Open (16+) age group has been changed to Open with no age restrictions. 4. Each member now has eight (8) club levels in which they can be a member of. Only the primary club will be charged a membership fee: a. Primary club b. Secondary club (within the same province as primary club) c. Tertiary club (within the same province as primary club) d. Fourth club (within the same province as primary club) e. Out of province club 1 (reserved for MLWP, CSL and other events) f. Out of province club 2 (reserved for MLWP, CSL and other events) g. NCC transfer club 1 (out of province club for National Club Championships only) h. NCC transfer club 2 (out of province club for National Club Championships only) The PSO User has access to the in province clubs (first four above) and Water Polo Canada has access to the out of province clubs (bottom four above). 5. As of September 1 st of each calendar year the secondary, tertiary, fourth, out of province 1 and 2 and NCC transfer 1 and 2 club status will be reset. Only the primary club status will remain the same from year to year. 6. Members are now classified as Primary Role and Secondary Role. The secondary role cannot be the same as the primary role. Existing members who are currently registered as multiple roles must edit their profile and identify their primary role. This has been instituted for more accurate reporting. Members can now be filtered by Primary Role and/or Secondary Role. 7. The status of clubs users will become inactive September 1 st of each calendar year. The club will need to submit their Club User(s) to their PSO for re-activation or creation of a new user status. This has been instituted to protect the privacy of personal data. 8. Duplicate entries (same first and last name and date of birth) now have an updated error message directing users to contact their Provincial Association. Page 2
Overview MEMBERSHIP REGISTRATION SYSTEM Each Club is responsible, and has access to, all of its members (athletes, coaches, board members, team managers, chaperones, other volunteers, coaches, and referees). The Membership Registration System can be used for tracking important information for the club s members as well as communicating to your membership, or targeted membership groups, through the email distribution function. The database has the ability to track the role (athlete, coach, official, volunteer, and alumni) and activities of your members. It is important that all members be registered regardless of role. Since the Volunteer membership category is free please ensure anyone who has volunteered their time from team managers, to chaperones, to minor officials, fundraising committees, etc. Please note that regardless of the membership category or time within the season a participant is registered; their membership will last no more than 365 days and will always expire on August 31 st of each calendar year. PSOs and/or clubs will need to re-activate members as of September 1 st of each calendar year. The Introduction Member category expires after 90 days. Once an introduction member s membership expires, they will remain in the report section although their status will be black, meaning inactive. Clubs and PSO s can renew an introduction member s membership upward within the September 1 st to August 31 st registration period. Within the registration period, a member can only register as an Introduction Member once. Clubs users have the ability to upgrade Membership Categories, not downgrade. Please see Changing Membership Type. Club Users must also request, from their PSO, the ability to activate members. Please see Activating Members. Registration Responsibilities The club is responsible for registering 1. All athletes, including National Team athletes centralized in Montreal and Calgary and athletes training abroad (i.e. Europe and NCAA), associated with the club; 2. All coaches, including National Team coaches, associated with the club; 3. All officials, including FINA referees, associated with the club; Page 3
4. All Master Learning Facilitators, Learning Facilitators, Master Evaluators and Evaluators, associated with the club; 5. All volunteers, including club board members, team managers, team chaperones, minor officials, provincial board members, and Water Polo Canada board and committee members associated with the club. Newsletter and Other Capabilities Club users can select All Member or Inactive Members. The Club User has access to all of its members. You can sort members by gender, single or multiple years of birth, language, club type (primary, secondary, tertiary, fourth, out of province 1 and 2 and NCC transfer 1 and 2), single or multiple primary roles, single or multiple secondary roles, membership category and status, and filter by specific names or letters. You can email all of your members, or selected members sorted by the fields listed above. For example, if a club is having a 16 and under training camp, they can sort male/female competitive athletes born in 1994 and send them the information. The club can also export their entire, or filtered, membership list to Excel. Email all members Email select members When sending an email through the Membership Registration System, each respective club may have their logo appear at the top of the email. In order to have this done the club must email a high resolution.jpeg file of Export to Excel Page 4
the club s logo to office@waterpolo.ca requesting the addition of their logo to the email distribution system. At the bottom of each email there is a link, which allows email recipients the option to not receive emails from the Membership Registration System anymore: If you do not want to receive messages anymore please click here to deregister from the mailing list. Sorting Members by Primary and Secondary Role Members are now classified as a Primary Role and Secondary Role. This will provide more accurate data for reporting. A Member can only have one (1) primary role and may have multiple secondary roles. Classifications of these roles are done through each individual member s profile. When sorting members by Role a Club User has the ability to sort by multiple roles. This can be done by holding down the ctrl button on the keyboard while simultaneously right clicking the mouse on each role you wish to view. Sorting Members by Year of Birth When sorting members by Year a Club User has the ability to sort by multiple years of birth. This can be done by holding down the ctrl button on the keyboard while simultaneously right clicking the mouse on each year you wish to view. Only Water Polo Canada has the ability to delete an individual member. Only the PSO and Water Polo Canada have the ability to downgrade members once they have been activated. PSOs must enable clubs to activate their members. If enabled, clubs cannot downgrade the status of their members (i.e. Active to Pending; Active to Inactive; and Pending to Inactive). Club Registration and Registration of Club Users Each club must register their organization with their PSO. This is a one (1) time action and is done by completing the Club Registration Form. Every September the club President must submit a list of names, which will have access to the database, to the PSO. The number of club users is dependent upon the Provincial policy. An existing Club User will be need to be re-activate while a new Club User will need to complete the Club User Registration Form. Each club must be registered on the Membership Registration System and should have at least one (1) Club User. Page 5
Club User Confirmation After the Provincial Association has registered the club and club user(s) on the Membership Registration System each Club User will receive the following email notification: Hello Club User, Username: Testing Club User Password: abc123 Thank you for becoming a member of the Water Polo in Canada community. With your new membership, you can Participate in sanctioned events (new system to come online in fall 2010) Develop skills to become an athlete, coach, offical or volunteer Manage and update your Profile Log in to your account at any time to change your profile and preferences, or to sign up for the newsletter. Enjoy your new 2010-2011 membership! Membership Expiry Please note that regardless of your membership type your membership will expire will on August 31st, 2011 or sooner. No Provincial or Water Polo Canada membership classification will exceed August 31st regardless of the start date. All Water Polo Canada members are required to follow the Water Polo Canada code of conduct and applicable codes for athletes, coaches, officials and volunteers found at www.waterpolo.ca. Please take the time to visit our homepage and make a tax deductible donation to Water Polo Canada via paypal or by mail. Copyright 2009 waterpolo.ca. All rights reserved Please note the email above is sent to all new users and new members. As of September 1 st of each calendar year all members and club users become inactive. Inactive or pending members/users cannot access the system. Page 6
Login and Personal Information Log into the Water Polo Canada database, with the username and password received in the email notification, through www.waterpolo.ca and ensure your profile information is correct. It is recommended to change your username and password. You should take this time to familiarize yourself with the user interface. Contact your Provincial Association to schedule system training if necessary. Type the username and password to access both the Membership Registration System and Event Management System. Registering New Members Request the Member Registration Form from your Provincial Association in preparation for the Club s annual registration season. Have each member fill out the Member Registration Form electronically, or in person, with the remainder of the club s registration package. The Club User will need all information in the Member Registration Form in order to register an individual member on the membership registration system. The Club may customize the Member Registration Form by adding additional fields, and by adding their club logo in the header of the Microsoft Word document. Take the information from the Member Registration Forms submitted to each Club Member and enter the data into the fields. Any field with a red asterix * is a mandatory field. Once all fields are complete click save and repeat for each Member. Page 7
IMPORTANT NOTES If the Volunteer Member category is selected then a member can only be registered under the role of Alumni or Volunteer. The fields Province of Registration, Club, and Zone are already predetermined and cannot be edited. A member must be classified as a Primary Role and the Secondary role, which is optional, cannot be the same as the Primary Role. **Existing Members who have multiple roles will need to edit their profile and identify a Primary Role** Page 8
After clicking the Save button repeat process of entering fields for each new member. Details and Activities As a Club User, you will not have be permitted to alter the Province of Registration, Club, or Zone fields as they are predetermined based on the registration of your club. This is because Club Users only have access to the data within their own Club; Clubs and PSOs can recognize members of aboriginal ancestry Once a Member is registered they cannot be deleted; Individual Members must submit a.jpeg file in order to upload their photograph; No password is necessary for the individual member as the system automatically propagates a unique password for each username. You may select multiple roles for an individual. When the role of Coach or Alumni is selected the following Details must be entered: Page 9
The Club User has the ability to add the Activities for each member dating as far back as the 2006-07 season: Check the boxes of the Activities the individual member participated for the chosen season and click Add Activity: Page 10
Selected Season is 2008-09 Continue for the subsequent seasons: 2008-09 Activities have been saved Page 11
New Member Confirmation All new Members will receive the following email notification: Hello Member Test, Username: Member Test Password: 542cf5cc Password is automatically generated by the system Thank you for becoming a member of the Water Polo in Canada community. With your new membership, you can Participate in sanctioned events (new system to come online in fall 2010) Develop skills to become an athlete, coach, offical or volunteer Manage and update your Profile Log in to your account at any time to change your profile and preferences, or to sign up for the newsletter. Enjoy your new 2010-2011 membership! Membership Expiry Please note that regardless of your membership type your membership will expire will on August 31st, 2011 or sooner. No Provincial or Water Polo Canada membership classification will exceed August 31st regardless of the start date. All Water Polo Canada members are required to follow the Water Polo Canada code of conduct and applicable codes for athletes, coaches, officials and volunteers found at www.waterpolo.ca. Please take the time to vist our homepage and make a tax deductible donation to Water Polo Canada via paypal or by mail. Copyright 2009 waterpolo.ca. All rights reserved New member email notification will be sent to the member s and parent s email address for members under the age of 18. Page 12
Changing Membership Type Each Club User has the ability to upgrade the membership category of individual members at any point in time regardless of the status of the member. Club users cannot downgrade members to a lower membership category. This can only be done through each respective PSO. Introduction members have a 90-day registration period. At the conclusion of the 90-day period the Introduction Member will become Inactive. Club users may upgrade the Inactive Introduction Member to a higher membership category. Once an Introduction Member has been upgraded, their status will automatically become pending. Clubs users will need to change the upgraded member s status to Active (see Activating Members below) in order for that member to be eligible to participate in any water polo event. Hover over the section Member and click on the sub-menu item All Members. Click here to upgrade a member(s) registration category To change the Membership Category first select the member(s) you wish to modify. Click the Category drop down menu, select the new category, and click Change Category. 1. Select member(s) 2. Select category 3. Change Category Page 13
Activating Members MEMBERSHIP REGISTRATION SYSTEM Club users can request, through their respective PSO, the ability to activate members. Club users only have the ability to move members from Inactive to Active and Pending to Active. Inactive members will be listed with a black dot under the status column, Pending members with a red dot, and Active members with a green dot. Only members who are Active are eligible to participate in water polo events, which include training and competition. Pending or Inactive members are not covered by the Water Polo Canada insurance program. Once a member is first entered into the system, they are entered as Pending. Each August 31 st at midnight, each member on the system becomes Inactive. It is the responsibility of the club and their respective PSO, to ensure members who are participating in water polo events (training and competition) are listed in the system as Active. Introduction Members have a 90-day registration period. At the conclusion of the 90-day period the Introduction Member will become Inactive. Club Users may upgrade (see Changing Membership Type above) the Inactive Introduction Member to a higher membership category. Once an Introduction Member has been upgraded, their status will automatically become pending. Clubs Users will need to change the upgraded member s status to Active in order for that member to be eligible to participate in any water polo event. Hover over the section Member and click on the sub-menu item All Members. Click here to activate a member(s) status Page 14
Current status is Pending as shown by the red dot. Click on the members whom you wish to activate, ensure Active is shown in the Status drop down menu, and click Change Status. New status is Active as shown by the green dot. Clubs may only activate their members IF their PSO grants them access to do so. If a club is not granted activation access they must request their PSO to activate their members. Only active members are eligible for water polo events. Page 15
Registering Returning Members in a New Program Year As of September 1 st of each calendar year, all members with the exception of club users will become inactive and will therefore not have access to their membership profile or any water polo events in Canada (practice or competition). A member with an inactive status is denoted by a black dot in the status column. Registering a returning member is a simple 2-step process: 1. Change the membership category of the returning member(s) which in effect is setting the membership category for the upcoming season. Once the membership category has been modified/set for the selected member(s) you will note their status as Pending as denoted by the red dot under the status column and their expiration as August 31 st of the upcoming year (i.e. for the 2010-11 season it is August 31 st, 2011). Please see the section Changing Membership Type. 2. Once a returning member(s) status is Pending (red dot) they are now eligible to have their status changed from Pending to Active, which is denoted by a green dot in the status column. Please see the section Activating Members. Page 16
At the beginning of the season (September) members may be changing clubs and they may also be changing provinces. There is no need to create a new user account for a returning member. Members who change clubs should adhere to the following transfer protocols: 1. A member changing clubs within province should have the NEW club notify the PSO asking for a transfer of membership; 2. A member changing clubs outside of the province should have the NEW PSO request a transfer to Water Polo Canada and the OLD PSO. Generating Reports A Club User can use the Membership Registration System to generate billing information of what is owed to their Provincial Association and membership statistics based on registration category and age. Club Reports The Club Report section details how much money is owed by the club to the Province based on the registration categories and fees. Hover over the Report section and click on the sub-menu item Club Report. Select the Season (i.e. 2010-2011), the Status (Show All, Active or Inactive) and then click Show to generate the report. Page 17
The amount of registered members within each registration category will be displayed. The fees and categories will reflect the fees owed to the Province and set by the Province. Provincial registration categories will be displayed along with provincial registration fees. Show All includes all active members and inactive members (who were activated during the season). Age Group Report Inactive includes members who were activated at one point in time during the season (i.e. 90-day Introduction Members). A Club User can also use the Report section to track detailed membership data for reporting purposes such as the amount of registered members per registration category based on age. Hover over the Report section and click on the sub-menu item Agegroup Report. Select the Province (N.B you will only be able to select your own province), the Season (i.e. 2010-2011), and then click Show to generate the report. Page 18
Select the season to view the registered members. Please note a club can only view its members data. A matrix is created for each provincial membership category with age category horizontally and club vertically. Viewing Data from Past Program Years All members and club users status is inactive as at September 1 st of each calendar. A Club User has the ability to view the previous program year s data as at August 31 st of each calendar year. In order to do so, hover over the menu item Member and the sub-menu item History and then click on the program year that you would like to view. Click on 2010-11 to view the membership data as at August 31 st, 2011. After each program year new menu item will be added to the History. For example, on September 1 st, 2012 a new menu item will be added for the 2011-12 program year. Page 19
Troubleshooting MEMBERSHIP REGISTRATION SYSTEM Please contact your Provincial Association if you encounter any technical problems with the Membership Registration System, or have any questions regarding the membership registration process. Page 20