Chapter Website Navigation and Database Instructions

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1 Chapter Website Navigation and Database Instructions Accessing the AACN Chapter Website 2 Chapter Officer and Chapter Advisor Features 4 Chapter Database Instructions 7 o Log-In Instructions 7 o Chapter Membership Database 7 o Toolbar Icon Glossary 8 o Add A Member / Member Search 8 o Edit A Member 11 o Delete A Member 14 Retrieve a Deleted Member 14 o Add An Officer or Board Member 14 o Delete An Officer 14 o Chapter Database Reports 15 General Member Report 15 Custom Reports 15 o Filter Feature 15 o Feature 16

2 ACCESSING THE AACN CHAPTER WEBSITE This guide is designed to be a quick reference to assist you in locating the resources that you will need on the AACN Chapter Website. For easy access to all database features, you must use Internet Explorer (PCs) or Firefox (MAC) as your internet browser. If you have any questions or cannot find something, please feel free to contact us at or , ext From the AACN website home page, you can access the Chapter homepage a couple of ways. Either from the Community link at the top of the page, click on Community and then click on Chapters. Or from the Chapters link at the bottom of the page, click on Chapters. 2

3 2. The links in the Chapter menu contain valuable information and resources, for you as a chapter. Listed below is a brief description of what each link provides. Chapters AACN Chapter Governance Chapter Awards Chapter Education Room Chapter Member Benefits Contracts Forms Chapter Ideas That Work / Best Practices Listserv Document / Resource Library Events Calendar Find a Chapter Find a Chapter Advisor FAQs Key Initiatives NTI Chapter Info Program Approval Start a Chapter This link will be visible on every page and is a quick way for you to get back to the chapter home page. Information and documents that govern an AACN chapter. Chapter Award information and links to eligibility and submission requirements. Resource area that provides immediate access to quality, pre-approved, CNE programs and presenters (Chapter officer log-in required). Informational video on the benefits of becoming a chapter member. Information and documents for submitting chapter contracts to National for approval. All forms that you will need as a chapter member or officer are accessible in this area. You can review or submit best practices for your chapter. Shares information on what the chapter listserv is all about and provides a link to join (Free service to chapters). The Document / Resource Library contains various types of resource documents to assist you in your chapter work. A listing of educational programs and special events, hosted by AACN chapters. Enables you to locate any AACN chapter and to the entire chapter board via . Enables you to locate any Chapter Advisor and provides their contact information. Answers to the most common chapter questions. Provides information and links to the most up-to-date information on AACN s key initiatives. Beacon, Certification and Healthy Work Environment best practices are also available here. Information about NTI and chapter related activities, as well as the Chapter Leadership Development Workshop (LDW). Information and documents for submitting chapter programs for CNE approval. Provides step-by-step guidelines for starting an AACN chapter. 3

4 CHAPTER OFFICER AND CHAPTER ADVISOR FEATURES As a Chapter Officer or Advisor, there are additional features and functionality that have been included in this website, especially for you. To access these features, you must first log-in. The chapter members who have access to the additional features are the chapter board members. The only member that does not have access is the Webmaster. They only have access to the general chapter information and the Website Maintenance area. In order to log-in, the membership number or address, and a password (same one that is used for AACN Profile) are required. Important! If the chapter does not have current officers listed in the National database, the Chapter Database will not allow anyone to log-in. The chapter will need to contact the National Office to submit a list of officers. Once received, National will post the officers to the AACN database and then the chapter officers will have log-in capability and access to the Chapter Database. 1. You can log-in, either from the AACN home page. Or, log-in from the chapter home page. 4

5 2. Once you log in, you will see your name at the top of the screen. The page will also refresh to include a snapshot of the chapter s good standing grid and additional menu items, on the left side of the screen. The chapter menu now provides these additional options for you. The Chapter Web Site link will allow you to view your chapter website. (Advisors this link will provide you with a list of all of the chapter websites in your region.) The Chapter Database link will launch your chapter s database. See page 7 for detailed instructions on how to use the Chapter Database. The Chapter Website Maintenance link will take you into the maintenance area of your chapter website, to make updates or changes. 3. Chapters are required to maintain Good Standing status, as specified in the Chapter Charter Agreement. Chapters not in Good Standing, risk being disbanded. The status of each reporting item is listed next to it on the Good Standing Grid: Completed indicates your submission has been reviewed and is complete. Submitted Pending Approval indicates that a chapter has submitted a report and it is pending review, or the report is incomplete, due to missing information. In this case, an , specifying the missing information, is sent to the main officers on the board; President, President-Elect, Treasurer, and Secretary. Overdue indicates that your chapter has not submitted the required report by the stated deadline. A (blank) indicates this report is not yet due. Please be sure to note when each item is due and submit by the stated deadline. 5

6 NOTE: You can click on any form name, within the Good Standing grid, to access the form. There are two forms that warrant additional information, as they can be confusing. They are the Chapter Audit Form and the Non-Employee Compensation Form. The Chapter Audit Form for the previous fiscal year (July June) is due on 08/15. Example: The Chapter Audit for FY 11 (July 1, 2010 June 30, 2011) is due on 08/15/11. The Non-Employee Compensation Form is for the previous calendar year. Example: The Non-Employee Compensation Form, under the column heading FY11 Status, is for the period January 1, 2011 thru December 31, 2011, and is due by January 15, All chapters must complete this form, even if they did not pay out any monies to non-employees. 6

7 CHAPTER DATABASE INSTRUCTIONS AACN provides a tool to all chapters called the online Chapter Database. This tool enables chapter leaders to access AACN's "live" database system, via the Internet where they can search for, verify, and update their chapter members and chapter officers. All chapters are required to maintain their own officer and membership information using this online database, so that the chapter files and the National database remain consistent. These instructions are designed to assist you in the navigation and maintenance of your chapter database. If you have any questions or cannot find something, please contact us at or , ext Log-In Instructions The Chapter Database log-in instructions are listed below. The chapter members who are authorized to use the database are all the chapter board members. The only board member that does not have access is the Webmaster. They only have access to the Website Maintenance area. In order to log-in, the membership number or address, and a password (same one that is used for AACN Profile) is required. Important! If the chapter does not have current officers listed in their database, none of the officers will be able to log in. The chapter will need to contact the National Office to submit a list of officers. Once received, National will post the officers to the AACN database and then the chapter officers will have log-in capability and access to their own Chapter Database. Log on to the AACN National website at At the AACN homepage, you may enter one of two ways. Click on Community at the top of the page, above the Search box, and then click on Chapters in the menu on the left-hand side of the Community page. or Click on Chapters located on the blue menu bar at the bottom of the page. At the Chapter Website log-in page, enter an AACN membership number or address and password (same one that is used for AACN Profile). Click on Chapter Database on the menu bar located on the left side of the screen, which will take you to the chapter membership database screen. Chapter Membership Database All member and officer maintenance will be done from this area. There are 11 columns of member detail data in the database screen view. There are 35 additional areas of member detail data in the Chapter Member Edit Screen. Helpful hint! (Best Fit Feature) If you need to widen a column or to view the entire column of data, locate the double-headed arrow cursor ( ) on the column header, and double-click. 7

8 Toolbar Icon Glossary Toolbar Icon Label Definition Add Chapter Member To add a new member to the chapter database. Edit Chapter Member To edit individual chapter member information. List of Membership Reports View Deleted Members Excel Export Delete Member Send Show/Hide Filter Bar Refresh To choose a custom report that pulls certain select data. To view and/or retrieve members who were deleted intentionally or unintentionally. To export member data from the database to an Excel spreadsheet. To delete a member from the chapter database. To send an to one or more chapter members. To show or hide the filter feature bar (more advanced sorting tool). To refresh the database, after data has been changed or updated. Add A Member / Member Search: Click on the Add a Member icon, which will take you to the Add a Member screen. 8

9 Search for the member by using their AACN membership number or by using their first and last name, with home city and state. After the search is complete, the results will be listed below the search box. (This feature may produce more than one member with the same name. If so, the institution listing may help identify the correct person). Click on the Add to Chapter button, to select the member. Fill in the pertinent member information in the Edit Chapter Member screen. Helpful hint! If all required fields, marked by red asterisks, are not filled out, a message will appear, asking you to return complete them. Personal Information Name Home Address Phone #s Home Business Cell Institution Institution Address Job Title Primary Shift Worked modified by the member, via their AACN Member Profile. This field is automatically populated from the national AACN database and can only be modified by the member, via their AACN Member Profile. There are available fields for: Home Phone #, Business Phone #, and Cell Phone #. Phone numbers you enter here will not be linked to the National database, due to AACN s confidentiality guidelines. These are for your use only. If a member has a new phone number that they want in the National database, they will need to update their AACN Member Profile. modified by the member, via their AACN Member Profile. modified by the member, by calling the Customer Care Department at (800) modified by the member, by calling the Customer Care Department at (800) modified by the member, via their AACN Member Profile. The available fields are: Days, Evenings, and Nights. The information you enter here will not be linked to the National database and is for your use only. AACN Membership Information AACN National Membership Status This field is read only and automatically populated from the National database. It will show the national member as Active or Inactive. If they are Inactive, the system will automatically code the chapter membership as HOLD in the chapter database. 9

10 Chapter Membership Information Membership Number Membership Status If your chapter assigns a chapter membership number, you may enter it in this field. Information entered here will not be linked to the National database, and is for your use only. The status code ACT for Active Chapter Member will automatically populate if the member s National membership is current. The status code HOLD for Chapter Member on Hold will automatically populate if the member s National membership has expired. Please contact the member regarding their national renewal, as it is required for chapter membership. Chapter membership status will display as HOLD until AACN National membership is renewed, and then will change to "ACTIVE" within 24 hours of renewal. Since Date Start Date Duration End Date Enter the date when the individual first joined your chapter. Having this field will allow you to keep track of how long people have been members of your chapter. If somebody s chapter membership lapses and they re-join at a later date, it will be up to the chapter to determine if they want to reset this date. Enter the date that their membership began. A new member s Start Date will be the same as the Since Date. Select the appropriate length of membership that the member signed up for. This field will automatically populate, based on the date through which the chapter membership is ACTIVE. Chapter Position Information Current Position/Role Select General Chapter Member, unless the member is taking on a specific chapter role. The position options are: Board Member Chair Corresponding Secretary General Chapter Member Membership Chair Nurse Planner Past President President President-Elect Program Chair Recording Secretary Secretary Secretary & Treasurer Secretary-Elect Treasurer Treasurer-Elect Webmaster If you select an office that is held for a fiscal year, the term dates will automatically display. Other positions within your chapter can be tracked in the Notes/Comments section, or in the Current Committee Membership section. 10

11 Current Chapter Committee Memberships These fields are used to identify those members who are on various chapter committees. You may enter up to 4 chapter committee positions, for any member, for the current year. Chapter Committee Membership information entered here will not be linked to the National database and is for your use only. Other Information Notes/Comments This field is used for general notes / comments that you want to keep on a member. This field cannot be sorted, but you can search for key words. This field is not linked to the National database and is for your use only. Edit A Member: You can edit a chapter member record one of two ways. Click in the gray space, next to the checkbox, to highlight the member name, then click on the Edit Chapter Member icon, on the toolbar; or Click on the member s last name. Once in the Edit Chapter Member screen, you can make changes to any of the editable fields. Name Home Address Phone #s Home Business Cell Institution Institution Address Job Title Primary Shift Worked modified by the member, via their AACN Member Profile. modified by the member, via their AACN Member Profile. There are available fields for: Home Phone #, Business Phone #, and Cell Phone #. Phone numbers you enter here will not be linked to the national AACN database, due to AACN s confidentiality guidelines. These are for your use only. If a member has a new phone number that they want in the National database, they will need to update their AACN Member Profile. modified by the member, via their AACN Member Profile. modified by the member, by calling the Customer Care Department at (800) modified by the member, by calling the Customer Care Department at (800) modified by the member, via their AACN Member Profile. Available fields are: Days, Evenings, and Nights. The information you enter here will not be linked to the National database and is for your use only. AACN Membership Information AACN National Membership Status This field is read only and automatically populated from the National database. It will show the national member as Active or Inactive. If they are Inactive, the system will automatically code the chapter membership as HOLD in the chapter database. 11

12 Chapter Membership Information Membership Number Membership Status If your chapter assigns a chapter membership number, you may enter it in this field. Information entered here will not be linked to the National database and is for your use only. The status code ACT is used for an active chapter member. The status code HOLD for Chapter Member on Hold will automatically populate, if the AACN National membership has expired. Since Date Start Date Duration End Date Please contact the member regarding National renewal, as it is required for chapter membership. Chapter membership status will display as HOLD until AACN National membership is renewed, and then will change to "ACTIVE" within 24 hours of renewal. The status code INACT is used for an individual whose chapter membership has expired or terminated for any reason. (**If you choose this option, please enter the reason in the Notes/Comments field). When an individual s chapter membership expires, the system will automatically change their Chapter Membership Status to INACT. If an individual cancels their membership or the chapter needs to cancel their membership, you can manually change their status to INACT. Doing so, will change their Chapter Membership End Date to the date of cancellation. Intended to be the date when the individual first joined your chapter. Having this field will allow you to keep track of how long people have been members of your chapter. If somebody s chapter membership lapses and they re-join at a later date, it will be up to the chapter to determine if they want to reset this date. This date indicates the start of an uninterrupted chapter membership. For an ACTIVE member who is renewing their membership before the end date, you do not need to do anything to the start date. For an INACTIVE member who is reinstating their membership, you should enter the date that their membership is restarted. If someone s membership has never lapsed, then the Chapter Membership Start Date will match the Chapter Membership Since Date. Options are 1, 2, 3 years or Lifetime. For an ACTIVE member who is renewing, select the duration for their renewed membership. For an INACTIVE member who is reinstating their membership, select the duration for their new membership. For anyone who the chapter awards a Lifetime membership, select Lifetime. This will extend their membership indefinitely. This field will automatically populate based on the date through which the chapter membership is ACTIVE. 12

13 Chapter Position Information Current Position/Role and Future Position/Role The options for current and future position are: Board Member Chair Corresponding Secretary General Chapter Member Membership Chair Nurse Planner Past President President President-Elect Program Chair Recording Secretary Secretary Secretary & Treasurer Secretary-Elect Treasurer Treasurer-Elect Webmaster If you select an office that is held for a fiscal year, the term dates will automatically display. Other positions within your chapter can be tracked in the Notes/Comments section, or in the Current Committee Membership section. Current Chapter Committee Memberships These fields are used to identify those members who are on various chapter committees. You may enter up to 4 chapter committee positions, for any member, for the current year. Chapter Committee Membership information, entered here, will not be linked to the national AACN database and is for your use only. Other Information Total Merit Points This field is for use if your chapter uses a merit point system. It can be adjusted as the chapter member accrues points. It is not a cumulative field; rather, you will need to enter the total number of points to be displayed. Data entered here will not be linked to the National database and is for your use only. If you wish, you can use the Notes/Comments field to track how the points were earned. Notes/Comments This field is for general notes / comments you want to keep on each member. This field cannot be sorted, but you can search for key words. If you code someone s Chapter Membership Status as INACT, be sure to enter the reason in this field. This field is not linked to the National database and is for your use only. 13

14 Delete A Member: You can delete a chapter member one of two ways. Click in the gray space, next to the checkbox, to highlight the member name, then click on the Delete Chapter Member icon, on the toolbar; or Click on the member s last name to bring up the Edit Chapter Member screen. Click on the disclaimer box and then click on Delete. You can restore a chapter member, from the deleted members screen, back to the active member screen. In the Deleted Members screen, click on the Restore Member icon. Retrieve a Deleted Member: Click on the Deleted Member icon. Highlight the member by clicking on the name Click on the Restore Member icon on the toolbar. Message box: Are you sure you want to restore this member? Click OK. Message box: Member was removed from this list. Click OK. Click on Chapter Members tab. Click on the Refresh icon on the toolbar. The member should be restored to the screen. * Note: A member will remain in the Deleted Member screen for 6 months. At that time, the system will automatically delete them from the database. Add An Officer or Board Member: In the Chapter Members tab, click on the last name of the member that has been appointed an officer or board member. In the Edit Member screen, select the desired role under Current Position/Role. (The role will populate the box with the fiscal year term listed below). Click on the disclaimer box and then click on Update. The new officer or board position will be listed in the Current Chapter Position column of the chapter database screen. Note: The officer/board roles and database log-in capability will automatically terminate when the fiscal year term ends. Delete An Officer: This task will only be done if an officer resigns or is removed from office. In the Chapter Members tab, click on the last name of the officer that needs to be deleted. In the Edit Member screen under Current Position/Role, click on the drop down menu and select General Chapter Member, which will remove the officer position. Click on the disclaimer box and then click on Update. For your records, make a note in the Notes/Comments section as to why the officer was removed from office. 14

15 Chapter Database Reports: Comprehensive Member Report: You can obtain a report with all member detail information by exporting the chapter database into an Excel Spreadsheet. This export will pull all database information, in addition to all chapter member profile information, which is a total of 35 fields of information. Follow the instructions below, to export the member information and do a custom sort. In the Chapter Members tab, click on the Excel Export icon (green X) on the toolbar. Click on Open to open the report in an Excel spreadsheet, then save the file to your computer. Click in the left hand corner of the spreadsheet to highlight the whole spreadsheet Click on the Borders icon, to add grid lines to the spreadsheet Click on the Data tab, above the toolbar Check the box that says, My Data Has Headers Click on the drop-down menu, next to Sort By Choose the column you want to sort by Click on OK Specialized Member Reports: You can, also, print various specialized reports, such as: New Members: create a comprehensive member report, in Excel, and sort by Chapter Membership Since Date. Expired Members: create a comprehensive member report, in Excel, and sort by Chapter Membership End Date. Custom Reports: There is a special drop down menu on the database toolbar that will enable you to run a selection of custom reports. These reports can be run and exported to an Excel spreadsheet, to be used in any format you like. The data can also be used for letter merges or labels. Report Types All CCRN Credentials Current Chapter Officers Due for AACN Renewal 0-30 days Due for AACN Renewal days Due for AACN Renewal days Due for Chapter Renewal 0-30 days Due for Chapter Renewal days Due for Chapter Renewal days Future Chapter Officers Membership Holds PCCN Credentials Filter Feature: (To search for a specific member or group of data) In the Chapter Members tab, click on the Show Filter Bar icon on the toolbar. Depending on the type of member information that you are searching for, select the specific column you need to search in and type a word or letters that signify the data you are looking for (i.e., a first name, last name, address, etc.) Click on the blue filter icon in the header box. Click on Apply All Filters. The database will pull up all members with the criteria that you selected. 15

16 Feature: Chapter officers now have the ability to one or all chapter members directly from the chapter database with a click of a button! This feature will enable you to send an , effortlessly, without having to use your personal box. one or more members: Click the box next to each member name and then click on the Send icon on the toolbar. An message box will appear with the member address already populated. Simply type in the text, click Send and you are done. all members (Limit of 100 or less): Click on the check box located next to the Last Name column header. This will highlight all of the member check boxes. Click on the Send icon and the message box will appear with all member addresses listed. Note: The chapter database service can only to 100 members at a time, so if you have a member list over 100, you will want to divide the s into groups. If you want to from your own personal box, you can export your database to Excel and copy/paste the addresses into your service. Attachments: You can send an attachment with your , however, be sure that it is 1MB or smaller. Any attachment larger than 1 MB will not attach to the . If you need to send a large attachment (> 1 MB), it should be sent from your personal box. 16

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