ConCom Staff Enrollment

While the actual registration of members and volunteers as ConCom staff is handled by the Registration department, the Secretary is responsible for using the membership data for several tasks.

Organizational Chart

Overview

The Organizational Chart (Org Chart) tracks the current organizational structure of the convention and which ConCom staff have been hired to fill each position. To protect our staff members' privacy, two versions of the chart are produced: one for distribution to the ConCom which only lists the names of the people in each position, and one for the Exec Team only which also includes contact information (email and phone number) for each staff member. ConCom members who need to contact another member may request any needed contact information from their Exec.

Structure

The master file is an Excel spreadsheet that lists every position twice. The first listing is marked as "Exec" and includes the staff member's name, phone number, and email; the second listing is marked as "ConCom" and includes the staff member's name only, and only if the staff member has given permission for their name to be published on the Org Chart. If permission to publish their name has not been given, the position is listed as "(filled)".

Data Sources

Data for the Org Chart is derived from two primary sources: email notifications from Exec Team members and the Convention Master registration system database.

Email

The Exec Team may email the Secretary with updates for their department's staffing. Information from such emails can be added to the Org Chart, but is considered to be unconfirmed until the member's registration has been verified in Convention Master. Unconfirmed staff are formatted with italics.

Convention Master

The Convention Master registration database is the "source of truth" for tracking current ConCom staff registrations. Staff members register themselves either at a ConCom meeting or via a URL sent to them by their Exec. The Secretary must have a login provided by the Convention Master admin.

Filter Setup

Once logged in, the Secretary should create a filter that will be used to download the necessary data. Many filters created by past Convention Master users already exist in the system, often loading and editing one of these is the easiest starting point. To create a filter:

1. Click on "Filtering" in the left-hand sidebar, then on "Filter Editor".
2. Under "Load Options", choose an existing filter from the "Recall Saved Filter" menu, then click "Load Filter".
3. The filter settings are now shown in the "Create/Edit Filter" section. Edit these options and the "Save Options" section, then click the "Save Filter" button.

Recommended filter settings to list all currently registered staff and lifetime staff members are:

Filter by Event or Membership

(current event) (STAFF) Staff Or

(current event) (STAFF2) Staff Or

(current event) (LIFE) Lifetime Membership Or

(current event) (LIFSTF) Lifetime Membership Or

Filter Permissions Only I can see this filter. Only I can change this filter.

Note: This filter loads all registered lifetime members, including those who are not registered as staff. Historically, not all Lifetime Staff members have been registered under the "LIFSTF" code, so it's better to pull extraneous data and leave these members off the Org Chart than to risk omitting anyone.

Data Download

Once the filter has been created, the Secretary can use the filter to download the list of currently registered staff. To download the data:

1. Click on "Filtering" in the left-hand sidebar, then on "CSV Export".
2. Chose the correct filter from the "Recall Saved Filter" menu. Filters are listed with the user's name prepended to the filter name.
3. Select/unselect options as necessary. The data needed for the Org Chart (as of November 2019) is as follows:
   1. First Name
   2. Last Name
   3. Membership info for (current event)
   4. Last Updated
   5. Staff Department-1
   6. Staff Title
   7. Staff Publish Org Chart
   8. Staff Title-2
   9. Staff Title-3
   10. Staff Title-4
   11. Staff Executive Group
   12. First Telephone Number On File
   13. None (Address Information)
   14. The first email address on file
   15. None (Payment Information)
   16. None (Purchased products)
4. Click "Export" to download a .csv file.

The .csv can then be opened and used to update the Org Chart master file. Generally, the easiest way to do this is to sort the data by the "Last Updated" column, and review any names added or updated since the last time the Org Chart was updated.

It is worth noting that because the "Staff Title" fields in Convention Master are free-form text, staff may not always accurately enter their title(s). It is up to the Secretary to do their best to map what is entered in Convention Master to the titles on the Org Chart. If a staff member's position cannot be reasonably ascertained, the Secretary should email the staff member's listed Exec for clarification.

Generation and Distribution

Org Charts for distribution are generated by filtering the spreadsheet for either "Exec" or "ConCom" and saving the filtered version as a .pdf file. Both versions of the Org Chart are emailed to the Exec Team. The Exec Team Org Chart is uploaded to the appropriate folder in the Exec Team Google Drive, while the ConCom Org Chart is uploaded to the appropriate folder in the ConCom Google Drive. Updated Org Charts should be generated and distributed at least once a month while ConCom meetings are being held, generally a few days before the monthly ConCom meeting, but may be updated and distributed more often if and when necessary.

Voter Eligibility

Each year, eligible ConCom staff members vote to decide the following year's Chair, Vice-Chair, two members of the Guest of Honor Selection Committee, and any changes to the Bylaws. Staff are eligible if they have registered before the final ConCom meeting before the convention and have opted in to voting.

As soon as possible following the final ConCom meeting before the convention, the Secretary should provide a list of all eligible voters to the Elections volunteer. This can be done using the same Convention Master filter as defined above and selecting the "Staff Voting" checkbox during the .csv download setup. All non-voting staff can then be removed from the data, and the final list can then be provided to the Elections volunteer.

Name Publication Permissions

Staff members must opt in to having their name published on the ConCom version of the Org Chart or in the convention Program Book.

Verifying Org Chart publication permission is done while updating the Org Chart by checking the "Staff Publish Org Chart" value.

Upon request of the Publications director, the Secretary should provide a list of all staff who have opted in to publication in the Program Book. This can be done using the same Convention Master filter as defined above and selecting the "Publish Name-Program Book" checkbox during the .csv download setup. All non-voting staff can then be removed from the data, and the final list can then be provided to the Publications director.

Staff T-Shirt Orders

Staff members must opt in to receiving an official Staff t-shirt.

Upon request of the Chair, the Secretary should provide a list of all staff who have opted in to receiving a t-shirt. This can be done using a Convention Master filter with the following settings:

Filter by Event or Membership

(current event) (ALL) All Memberships

then by Products

Customer at (current event) has any checked product in their shopping carts.

(Check any "Staff Shirt" option checkbox.)

Filter Permissions Only I can see this filter. Only I can change this filter.

The final list can then be downloaded and provided to the Chair.