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Page 1: Alpha Kappa Alpha Sorority, Inc. Web Users Guide for ...

Alpha Kappa Alpha Sorority, Inc. Web Users Guide for Chapter Officers

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Alpha Kappa Alpha Sorority, Inc.

Web Users Guide for Chapter Officers

November 2018

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• When you access www.aka1908.com, the AKA public site will be displayed. This

main site will scroll various pictures. • To log onto the Members Only site, scroll to the bottom and click on the Read More

button under the Members Only section on the right side of the screen.

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• Please reference the 2018 Web Users Guide for Members document for information about the many features and functions of the AKA Members Only Web site.

• This document focuses on the additional functionality available to selected chapter officers (Basileus, Tamiouchos and Graduate Advisor), regional officers (regional directors) and international officers (chairman of international committees).

• Notes about navigating the site: o After you have logged in, you can go to the main sections of the site by using

the green menu at the top of the site (My Account, Resources, News and Events, Online Store, Inbox and UAC). The Home link takes you back to www.aka1908.com.

o Each section of this site will also display a secondary menu (to the left) that helps you navigate to content and functions for that section).

o For the Resources Section of the site, if you hold one or more of the positions mentioned above, you will have additional options on the Resources Section left menu.

• Click on the Chapter Officers link on the Resources left menu. • You chapter will be displayed, along with your position with the chapter.

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• Click on your chapter name. • Note: If you hold officer positions in two chapters (e.g. Graduate Advisor for UG

chapter and officer for your own chapter), both chapters will be displayed. Select the chapter you need to access.

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• Once you have accessed your chapter, a third menu will be displayed on the left of the screen.

• This menu provides you with links to various functions and reports available for your chapter. Some links (such as Mass Payment and Officer Management) will require a secondary login by another officer in your chapter.

• The page lists all current active members, all current certified graduate advisors, and all current chapter officers.

• Click on the Address: Edit link to update contact information for your chapter.

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• This screen will be displayed to allow you to update your chapter mailing address and website URL.

• Click Save after entering updates.

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• To access other chapter functions, select the option from the left menu.

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• By clicking on the Mass Payment link on the left menu, you will be prompted for a

second chapter officer login. The second officer must be your chapter’s active Chapter Tamiouchos.

• Have the Chapter Tamiouchos enter her ID and password. Click the icon under the password.

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• If a second officer does not login successfully, this screen will be displayed with the following message:

o The system cannot validate the second officer from your chapter. Please check the previous screen. If two officers are not listed under the Chapter Officers section of the previous screen, the system does not have up-to-date chapter officer information for your chapter.

o If you have already updated your roster of officers for the current year, please access the Member Assistance Form by clicking the Contact Us link on the lower right side of the screen. This will allow you to notify the membership department of the officer who is not listed. If you have entered an updated roster of officers, you can access that function by selecting the Officer Management.

• The Mass Payment function is not available until a second officer from your chapter

successfully logs in.

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• After a successful login by the active Chapter Tamiouchos, this screen will be

displayed. • Click on the pink button to Retrieve Open Invoices for all Members.

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• The list of open invoices for members in your chapter will be displayed. It will include per capita invoices for members and EAF invoices for Life Members.

• Your chapter’s chapter tax invoice will be listed first if it has not already been paid. The chapter tax invoice should be the first invoice paid each year when you submit your first Mass Payment.

• Click on the checkbox next to all members whose invoices you are paying. • The Mass Payment function can be used multiple times during the year, as you

collect and need to process member’s per capita payment.

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• Once you have checked all the members you want to pay for, scroll back to the top of the screen and click the Recalculate Actual button. This will update the control totals for count of invoices and total amount to be paid.

• The check amount will be displayed in the next section, based on the total amount for invoices checked. You cannot pay less than or more than the total amount on the first section of the screen.

• Enter your chapter’s checking account routing number and account number. Each of these fields must be entered twice for confirmation purposes.

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• An authorization screen for the ACH payment will be displayed. • Enter the last 4 digits of the Chapter Basileus’ ID to authorize the creation of the

ACH payment.

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• A processing screen will be displayed indicating the number of invoices payments are being applied to.

• Please do not close the window or interrupt the process.

• Once payments have been applied, the message will note that the payments were applied without error.

• Click the continue button. • A screen will be displayed listing the invoices paid through this mass payment

transaction. Please print this list and retain for your records.

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• To access other chapter officer functions, select the option from the left menu. • If you select Chapter Dues, the following screen will be displayed. It will include the

current chapter status and expiration date, based on the payment of the chapter tax invoice.

• If no information is displayed, you can expand the display area by clicking on the pink button on the chapter tax bar.

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• Click on Chapter Payments on the left menu to see a list of the Mass Payment batches you have entered. The list will display the date, time and amount of the mass payment submitted online.

• Click View Report to see the details of the online payment.

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• A variety of reports are available to an authorized chapter officer by clicking on the Chapter Lists option. An expanded list of reports is displayed.

• Click on the report you want to display. The report results will be displayed and you will have the option to print or download the report to Excel.

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• Click on Active Members List to get a list of active members with address information.

• It also notes their membership status, chapter expiration date and AKA expiration date (these dates should be the same).

• If the member has listed her e-mail address, you can click on any e-mail address and your e-mail program will be launched with the selected person’s e-mail address pre-loaded.

• You can export the list to PDF or Excel format.

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• This is an example of the Active Members printed report.

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• This is an example of the Active Members Report exported to Excel

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• Click on Inactive Members from the left menu to get a list of members who have become inactive within the last 5 years.

• It also notes their membership status, chapter expiration date and AKA expiration date (these dates should be the same).

• Note: If you chapter has manually submitted per capita payments (via mail) late for some sorors and the Corporate Office has not yet applied the payments, they will be included on the Inactive list. As soon as payments are applied to the soror’s record, her name will be moved from the Inactive list to the Active list.

• You can export the list to PDF or Excel format.

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• Click on Life Member List to get a list of life members of your chapter. • It also notes their membership status, chapter expiration date and AKA

expiration date (these dates should be the same). • You can export the list to PDF or Excel format.

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• Click on Inactive Members in the Region to get a list of inactive members within the last five years in your region.

• It also notes their membership status, chapter expiration date and AKA expiration date (these dates should be the same).

• Use page number to page through the complete list. • You can export the list to PDF or Excel format

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• Click on Ivies Beyond the Wall List to get a list of deceased members from your chapter.

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• To assist in preparing end of year reports, you can print a list of attendees at the most recent Leadership Seminar from your chapter.

• The report can be printed or downloaded to Excel.

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• For year-end reporting purposes, you can also print a list of Active Members from your chapter who attended the most recent Boule.

• Note: Since Boule registrations are processed by an outside registration company, the most recent Boule Attendance list will not be available until several months after Boule is held. It will be available by the end of the Boule year so you can include in in your year-end reporting.

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• For year-end reporting, you are also able to print a list of all active Golden Sorors or new active Golden Sorors for the reporting year.

• Select Print Golden Sorors list. • You will be prompted for the award year. If you are running the report prior to the

end of the year, select the current year. If you are running the report after the start of the new year, select the prior year.

• If you want all active Golden Sorors, click the checkbox for Include Previous Year. • If you want only NEW Golden Sorors for the selected year, do NOT check the check

box.

• This is the list of All Active Golden Sorors as of 2018 from this chaper.

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• For year-end reporting, you are also able to print a list of all active Silver Sorors or new active Silver Sorors for the reporting year.

• Select Silver Golden Sorors list. • You will be prompted for the award year. If you are running the report prior to the

end of the year, select the current year. If you are running the report after the start of the new year, select the prior year.

• If you want all active Silver Sorors, click the checkbox for Include Previous Year. • If you want only NEW Silver Sorors for the selected year, do NOT check the check

box.

This is the list of All Active Silver Sorors as of 2018.

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• Selected chapter officers will also have access to a Chapter Reporting link on the Resources middle menu.

• These active chapter officers include the Chapter Basileus, Chapter Graduate Advisor, Chapter Program Chair, Chapter Finance Chair, and Chapter Events Chair.

• The chapter reporting page lists general information and a list of chapter reports for your reference.

• It also contains links to various chapter reporting sites. The Chapter Basileus and Chapter Graduate Advisor will have access to all chapter reporting sites.

• Clicking on the link to the Conference Planning Reporting and Resources link will display this screen. It provides information about who will have access to the site and a link access the reporting site.

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• If you are one of the authorized offices who have access to this site, click on the Add/Edit Reports link under the My Chapter Relations form at the bottom of the screen.

• You will then be redirected to the Conference Planning Reporting site. Please refer to documentation specific to this particular reporting site.

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• Clicking on the link to the Finance Reporting and Resources link will display this screen. It provides information about who will have access to the site and a link to access the reporting site.

• If you are one of the authorized offices who have access to this site, click on the Enter Reports link under the My Chapter Relations form at the bottom of the screen.

• You will then be redirected to the Finance Reporting site. Please refer to documentation specific to this particular reporting site.

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• Clicking on the link to the International Programs Reporting link will display this screen. It provides information about who will have access to the site and a link to access the reporting site.

• If you are one of the authorized offices who have access to this site, click on the the reporting site you are authorized to access.

• If you are one of the authorized offices who have access to this site, click on the appropriate reporting system link.

• You will then be redirected to the appropriate reporting site.

Susan Darrow
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• To add or edit reports click on the Add/Edit Reports link. • You will be redirected to the Exemplifying Excellence Program Reporting site, which

will allow you to enter reports or display summary of reports already entered. You can also access the link to enter final reports for the LNDS reporting site.

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• Refer to the Reporting Site documentation for additional information on entering program reports.

• Additional program sites are currently under construction.

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• To enter or update the roster of officers for your chapter, click on the Officer Management link on the left menu.

• For Graduate chapters, only the Chapter Basileus, with a second login by the Chapter Grammateus can access Officer Management.

• For Undergraduate chapters, only the Graduate Advisor, with a second login by the Chapter Grammateus can access Officer Management.

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• In order to have access to this function, the system required dual authorization (like mass payments). The second officer login that is needed is the Grammateus. Have the Chapter Grammateus log in with their financial card number and password.

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• If the active Grammateus does not login successfully, this screen will be displayed with the following message:

o For Graduate chapters, only the Chapter Basileus, with a second login by the Chapter Grammateus can access Officer Management.

o For Undergraduate chapters, only the Graduate Advisor, with a second login by the Chapter Grammateus can access Officer Management.

• Click on the Return to Chapter Officer page to attempt to have the Grammateus sign

in correctly.

• The Officer Management function is not available until the active Chapter Grammateus from your chapter successfully logs in.

• Please access the Member Assistance Form by clicking the Contact Us link on the

lower right side of the screen. This will allow you to notify the membership department of the Grammateus who should be authorized but cannot log in.

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• Once the second login is accomplished, instructions for officer management will appear along with a list of current and past officers, in descending start date order. From this screen, you can Add a New Officer by clicking on that link, or edit an existing officer record by clicking on the Edit Officer Role link next to their office record.

• NOTE: As it says in the instructions, a soror can have only one record for each office (role). If the soror already held that specific office in the past, the already have a record that must be edited. You will not be able to ADD that soror as a New Officer for that specific office. You will need to edit her old record for that position and change the start and from dates.

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• The second part of the Chapter Officer Management Screen lists current and historical chapter officers with their term start and end dates.

• Click on the Add New Office link to add an officer who does not already have an officer role record for her new officer position.

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• Enter either the first and last name of the financial card number of the officer. • Click on the Search for Soror button.

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• A list of sorors who match the search criteria will be displayed for you to confirm which person you want to add the chapter officer record for.

• It also displays the chapter name so you can confirm that this is the correct person. Click on the Add Role link next to their record.

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• Select the officer role from the drop down list. • NOTE: If the officer has already held that role previously, that role will not be

displayed. It means there is already an existing officer record for that specific office for the soror and you must find that record and edit it. Click Cancel to return to the Chapter Officer Management Screen.

• When you select a new role, enter the start date for the officer term. The end date will default to 1/1 of the year after the term would end.

• If the officer is going to hold officer for more than one term, you can update the end date to be 1/1 of the year after the second year of her term.

• Click the Add Role button. You will be returned to the officer screen. Note that the new officer is now displayed.

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• To edit an existing officer role, such as terminating or extending a chapter officer’s term, click on the Edit Officer Role link to the left of their record.

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• To terminate or extend an officer role, enter the end date of the term for the officer and click Update Role.