CAMPUS COMPACT CENTRAL MEMBERSHIP DATABASE
Contents
1. Add Payment Add Contact The contact box displays the person s name title phone number and email Clicking on the View Details icon blue magnifying glass opens a dialog box for entering or editing information and clicking the red X deletes the contact Information will not change and changes will not be saved if the exit box at the top right corner is clicked to close the dialog box Add Note A note can be added as a brief highlight or explanation when desired Notes are entered with a short subject line and the database system marks them with a time and date stamp Notes cannot be edited after they are posted A new note with more detail can be created and then the previous one deleted Notes are deleted by clicking the red X icon Add Action Actions refer to a management tool within the database Actions are created and edited with the System Tools command button An Action can be used to associate different member institutions with an activity and enable the system to apply search parameters to view information connected to the Action As an example an Action for a grant can be created with the grant title as the action name Spring Grant recipients can be noted by going into the member details page and adding the Spring Grant Action with notes in the detail box about who received the grant and other information specific to that institution A search of the membership database using the2. Upload and the logo will appear in the form when completed Next click on the button reading Update Core Settings to save your changes To test how the logo appears go to the Members icon at the top of the page Select a member and view one of their invoices to see how it appears All of the standard invoice templates in all locations will now use the logo if supplied Directions for using the custom invoice template and adding the state logo Click on the State Offices tab Select the view icon for your state office Scroll to the bottom of the page Click on the Customize Invoice Template button This will open a new window with an advanced editor to modify your invoice template as you see fit You can modify the body of the invoice as you see fit When ready to upload your image place your cursor in the editor where you wish for the logo to appear To upload images into your template look in the second row if icons Just below the paragraph dropdown in the first row is an icon of a tree next to the anchor Click on this to open the image manager When the new window opens next to the image URL box click on the icon This will open the image library If you have uploaded any images they will be listed To upload a new one in the upper right is a link to upload When the new box opens click on the browse button to browse your computer for the desired image Once select
3. please use the most current information available Many thanks to Andrew Dean and Betty Johnson for helping me get it right Dee Armstrong Missouri Campus Compact Campus Compact Central Membership Database WY 71 Bt EEH Members State Offices Generate General Campus Compact Invoices Contacts System Tools Reports Logout When you log on to the national database the home window will have this tool bar across the top The Members page is set as the default home page The icons are command buttons that take you to different sections of the Central Membership Database CMD Clicking the Campus Compact logo will take you back to the home page Below the main tool bar is a blue title bar Membership Manager Members with the total number of member institutions active and inactive on the left side On the right side is a dropdown box to select how many items per page can be viewed Below the blue bar is a search box with various criteria for finding information in the database The member institutions are listed below the search box Members This page displays your state member institutions in alphabetical order The individual institution s information page is accessed by clicking the View details icon paper and pencil graphic at the right side of the window New members are added by clicking the Add Member link at the bottom of this page Ifa school should drop membership do not delete the record
4. s Campus Compact office is already entered in the database This user manual was developed to help guide you through the basics and provide instructions for entering and using the membership information Periodically live online training sessions are provided by the national office Your individual office may have additional policies and procedures for invoicing and creating reports At the end of the instructions a page is provided to make notes regarding your office procedures and your personal user preferences The appendices at the end of this document are replicas of documents sent out by the national office with information about using certain aspects of the database This database was specifically designed for Campus Compact We continue to make improvements and add features and your feedback is valuable If you find ways to improve what you are doing with the database or if you have suggestions for additional features you would like to have available please share When you need help beyond what is available in this user information document please contact Betty Johnson the Administrative Membership Coordinator in the national Campus Compact office You can reach her by email at biohnson compact org or by phone at 617 357 1881 x204 It is my hope that the information in this user information guide will aid your ability to successfully navigate the CMD and maximize the database tools provided If and when changes are made with the database
5. so and then find any of your members or contacts who love chocolate You could create actions for things like renewed early or do not contact by email or most any other item you wish to define If you think of this tool as a classification engine for nearly any purpose you will find lots and lots of uses blank Appendix B www openprofessionalgroup com info openprofessionalgroup com p 800 897 5709 open po box 1295 westminster maryland 21158 professional group Overview of Custom Invoice Tools and Options Revision 1 0 August 30 2010 As part of a recent upgrade to the Campus Compact membership database two new tools are now available to those states who which to take more control over the invoice layout and formatting produced from the system Previously only one standard template was available and those states who chose to do something more unique were forced to manually create invoices outside of the system Campus Compact has upgraded the system to provide two brand new and powerful tools t help states take control of this all within the central database The two new tools are 1 Exportable Invoice List Report 2 Custom Invoice Template Designer Let s review the details and value of each of these methods Exportable Invoice List Report This new tool is both simple and powerful As with the Invoice List Report that has always been present this will provide you with a detailed list of every i
6. SW AIN CAMPUS COMPACT CENTRAL MEMBERSHIP DATABASE User Information June 2011 Introduction to the Central Membership Database Welcome to Campus Compact s Central Membership Database The Central Membership Database CMD is a custom designed program for storing and using information about your state s member institutions Each state office is responsible for keeping its state office and membership information current This database program offers a number of tools and reports that are designed to help maximize your ability to use this information now and develop plans for the future The access link to the database is http members compact org admin login php Each office has at least one power user who has administrative privileges and can grant access to other people The Executive Director is normally set as a power user A power user in your office will set up any new persons as authorized users in the database and designate other power users After logging in to the CMD the area for adding a person to your state information page is found by clicking the State Offices command button at the top of the opening page Click on the View Details icon paper and pencil graphic to open the View State Office Details page Scroll down until you see the green button labeled Add Contact Click on the words to open a dialog box Your email address is your login ID Fill in the fields with the new person s informati
7. ating the annual membership dues invoices and entering the payments This is done by using the Generate Invoices command button on the main toolbar The opening window has a box for selecting a date for the invoice When the Submit button is clicked the page displays all active members by membership number and shows FTE membership start and end dates and the dues amount for each institution A check box is available to remove institutions from the list A text box is available for entering an optional invoice description more specific to the state office At the bottom of the page is the Create button This command will finalize and generate the individual institution invoices and a state level invoice The state level invoice body cannot be edited after it is generated It does not update with new information when a new member joins The state office cannot delete state invoices When a second invoice is created for the second installment payment institutions that have already paid can be removed from the list Your office will determine your policies for handling multiple invoice runs It is recommended that if and when a state level invoice should be deleted an email is sent by the state s Campus Compact Executive Director to the national office s Administrative Membership Coordinator currently Betty Johnson requesting her to delete the specified invoice number with its date Deleting the state level invoice does not affect t
8. ed click on the upload button When it complete close this section assuming you don t want to upload another image Your new image will now be in the list of images Check the box next to your image On the left click on select The library window will close Now click on insert The logo will now display where you selected above You may then save the template changes you have made Once you have the template as you desire on the State office details page scroll to the top and click on Edit Core Settings to activate the form Be sure that the option is selected for Special for the template to use This enables the custom template you just created Next click on the button reading Update Core Settings to save your changes To test how the logo appears go to the Members icon at the top of the page Select a member and view one of their invoices to see how it appears All of the standard invoice templates in all locations will now use the logo if supplied 5 25 2011 12
9. er areas of the CMD The Campus Compact office requests that you do not delete or alter any of the default contact types as they are associated with reports or mailings utilized at the national level Reports The database can generate a number of automated reports When you click on the name of a report a new window with a search criteria box is opened The search and filter options offered vary with different reports and assist with customizing what information you want to see The Search button executes the command and displays the results The search parameters can be quickly reset by using the Clear Search button A report can be exported as an Excel workbook xls or as an Adobe document pdf The report options available are Membership List Report Collections Report State Office Level Contact List Report General Contact Organization Report Campus Contacts Report General Contact List Report Master Membership List Invoice List Report The Membership List Campus Contacts Master Membership List Collections Report State Office Level and Invoice List reports can be exported as Excel workbooks or as Adobe documents The Contact List General Contact Organization and General Contact List reports can be exported only as Excel workbooks The Invoice List Report is selected by date and lists only the invoices that have that date Reminder Note Remember to log out when you are finished The database automatically logs you off w
10. er use what is presented in the default or stick to simply cosmetic changes If you need more in depth modifications to this section just let us know and we ll gladly offer assistance Of course you can add any text or link to any images that you have already uploaded to your website and include those items in this template You can add your standard pricing ranges notes to the customers of just about anything else that you wish to communicate to your membership Once you have made the modifications that you wish to make simply click the save icon in the upper left corner of the editor picture of a disk or click on the submit button below the editor You will seea confirmation message and an ok button to continue Since you have just modified the underlying template if you wish to use this new template for your state s invoices you will now scroll back up to the core details form discussed above Click on the edit core settings button and change the option for the field with the label Use template for invoices from standard to special Save the form Now go to one of your members who already has an invoice and click on the view icon You will now see the invoice that you have just created or modified Of course if changes are needed you can go back to your state office screen click on the customize invoice template and repeat the steps discussed above The real power of this custo
11. ext section is where notes can be entered as they are needed Notes are entered with a brief subject line and the database system marks them with a time and date stamp Notes cannot be edited after they are posted They can be deleted by clicking the red X icon The section below Notes displays the state level invoices A state level invoice generates at the same time the Generate Invoices command button is used to create the individual institutions invoices These invoices use the current information that is in the database at the time they are created The invoice can be viewed by clicking the blue magnifying glass icon Dues to national Campus Compact can be paid in two installments Option one for payments is a full payment on or before October 15 and a second payment in April for any late renewals or new members during the year Option two is a payment of half of the assessed dues on or before October 15 and a second payment based on the actual membership numbers on April 1 The April payment will reflect any members joining between the October and April payments For campuses that join half way through the year only half dues are collected The Customize Invoice Template button allows the state office to enter information that appears on the individual institution s invoices See Appendix B for information regarding customization of the member invoices Generate Invoices The state office is responsible for gener
12. he individual invoices The Invoice List Report will only use the date s associated with the individual invoices The state level invoice is only viewable as an Adobe document Downloading and saving documents and reports provides backup information for your records Should questions arise a saved copy can be referred to after the original is deleted out of the database General Contacts Persons who may be associated with a Campus Compact office may not be associated with a specific member institution People added in the General Contacts section might include other Campus Compact directors contacts in the national office people associated with specific Actions etc Reports concerning General Contact information can be accessed and printed by using the Reports command button on the main toolbar You can create a general category for contacts and add individuals within that group ina similar manner that is used for listing contacts under a member institution General contacts can also be linked to a specific action that is created in the System Tools section System Tools Actions and Contact Types are created and edited using the System Tools command button Clicking Manage Actions opens the window titled Membership Manager Actions Clicking Manage Contact Types opens the window titled Membership Manager Contact Types Items are viewed edited or deleted in the same manner as in oth
13. hen it sets idle for 60 minutes The page may still display as you left it appearing to freeze Clicking the refresh button on the browser will bring up the login page again NOTES FOR YOUR INDIVIDUAL OFFICE Appendix A www openprofessionalgroup com info openprofessionalgroup com p 800 897 5709 open po box 1295 westminster maryland 21158 professional group Overview of Actions and Purpose in the Central Membership Database Campus Compact Actions within the Central Membership Database are a wonderful tool to allow each state to develop and manage their own unique way of classifying members and general contacts and then later having the opportunity to pull lists by these classifications Actions are assigned to either the member institution or to the general contact organization not to individual contacts at these entities Each state may define their own unique list of actions to be used in these two areas This is accomplished by the power user at the state office accessing the system tools icon at the top of the screen and then selecting Manage Actions If you do not see the system tools icon you are not the power user for the given state office Once you make this selection you will see a list of all current actions You may add a new action or edit delete the action listed You may create an unlimited number of actions in the system for your state Once you have defined a list of act
14. ions you will visit either an institution or a general contact Beneath the form with the entity s core details you will see a child list with any existing actions as well as a control option to Add Action If you select this option a form will display to select the action you are assigning to the entity along with any description or note about that action for that entity For example let s say you created an action for 2010 Spring Golf Tournament You could select this action and then in the notes area describe any details e g won first place made added donation of 1 000 etc Simply click on the add button and the listing will refresh You can assign unlimited actions to each entity Once you assign a number of actions to the entities desired you may then pull specific lists or search based upon these assigned actions For example if you assigned 10 members to the above example golf tournament you could either run a search to find just those members who participated or run a report such as a member list of only members who participated In the search forms and many of the reports you will notice a dropdown list with the label Action In this list you will see any actions for your state and can choose this as a condition for the search or report The examples and overview provided here are rather simple but the action concept is limitless If you wanted to create an action for loves chocolate you can do
15. m invoice editor is in the hands of the person working with the tool If you just need simple changes stick to the things you need If you want to be more creative feel free to play until your heart is content Remember you can always switch the system setting for your state back to standard and you can use the template that has been there for over a year We encourage you to check this tool out if you have a need for it If you do not don t worry yourself with trying to figure it out These are additions provided to help more states get more out of the central membership system 11 Campus Compact Database Directions for adding the state logo to the standard template Click on the State Offices tab Select the view icon for your state office At the top of the page in the core details scroll down a bit until you are at the bottom of the form Click on Edit Core Settings to activate the form Be sure that the option is selected for Standard for the template to use This logo will NOT work with the custom template that is handled elsewhere Below the template options next to Logo click browse This will open a file dialogue for your computer Browse to the desired location and select the image you wish to use for your logo Once you find it click open to select it Please note the size is fixed so that the maximum dimensions are 200x200 pixels It can be smaller but that is the max Now click on
16. mark it as inactive The individual institution s View Member Details page shows contact information undergraduate FTE full time equivalent enrollment and member type two year four year tribal or university Information is entered in the Core Details box by clicking the Edit Core Settings button At the bottom of the Core Details box the institution is marked yes for Include on Email List Member status is indicated as active or inactive Click Update Core Information to save any changes The Core Details box can be hidden to allow more viewable area for the rest of the information Clicking the Hide button will collapse this box and the Back button returns you to the previous page Directly below the Core Details box is the link Manage Demographics A list of characteristics opens and Yes answers are entered It is not necessary to enter no the box can be left blank The characteristics are as follows Private Public Community College Technical College Religious Women s Graduate Professional System Office International HBCU historically black college university Hispanic Serving and Tribal Contact persons for the institution are listed in the section below the demographics Contacts can be added edited or deleted in this section Each person added as a contact is assigned a contact type according to his her position in the institution The eight importa
17. n you will see a new window open with a word processor like editor display and in the edit region the default template will be loaded In addition to all of the formatting controls bold font color etc below the detail area to the right is a small set of diagonal lines You can click on this to drag the editor window and make it larger if you would like to see more of the template at one time This is a handy option to make visibility a bit easier Now that you have the invoice open you can make any updates or changes that you see fit You can move some of the merge codes around change from bold to normal or otherwise change the content As you can tell this system is based on a set of merge codes similar to a mail merge Each merge code in this system is prefixed and suffixed by a double percent sign e g If you do not use the merge codes exactly as provided the data from the database cannot be merged in For a complete list of the merge codes and their common named you will find a blue View Merge Codes link that opens up the listing Any code listed can be used in the invoice We highly recommend that you copy the code on the right side from the list and paste it into the editor just to be sure that a misspelling does not cause an issue Within the merge codes and in the default template you will notice on unique grouping for the payments listing This is an advanced tool and we recommend that you eith
18. name Spring Grant as a filter option will display all institutions linked with that grant In the Reports command button section a Membership List Report generated with the same filter pulls out a report that can be exported as an Excel workbook listing the participating institutions If you want a single list that shows the individual recipients create a General Contact using the grant name for the title with individual recipients listed in the Contact box In the Reports section generate a General Contact List Report for the General Contact named Spring Grant The report can be exported as an Excel workbook More information is available in Appendix A Payment Date 08 27 2010 iCal Related invoice 5596 2010 09 16 338 00 Invoice Date 07 01 2010 Cal SE Check Invoice Payment Amount EEN SEARRE SeN Invoice Membership dues for 2010 2011 Payment memo Description check 159230 dated 8 24 10 Add Invoice Add Payment The state office can edit invoices and payments for individual member institutions When the View Details icon is clicked for a specific invoice a dialog box opens The date amount and description information can be edited and if the Update button is clicked the information is saved and the option to delete the invoice appears in the Action section Itis recommended that invoices not be deleted because they cannot be retrieved in the databa
19. ng dues Membership dues can be assessed as a flat rate charge a system of tiered dues based on an institution s FTE or at a base rate plus a per student fee Your office determines the way dues are assessed FTE can be calculated using one of two methods multiply the number of part time students by 0 39 then add that number to the number of full time students IPEDS method or divide the number of part time students by three then add that number to the number of full time students 4rd method The acronym IPEDS refers to the U S Department of Education s Integrated Postsecondary Education Data System If your state does not have an institutional research office or a state system office that reports enrollment numbers The Higher Learning Commission has a directory section for their accredited institutions This is a good source for finding the full time and part time enrollment numbers that are reported to the Higher Learning Commission by the institutions The link to the HLC directory of institutions is http www ncahlc org component option com directory The U S Department of Education also has a web site for looking up information called College Navigator at http nces ed gov collegenavigator In the Dues Details top section the maximum dues amount is deliberately set at a very high number Some Campus Compacts have different rates for institutions classified as a University rather than a four year instituti
20. nt contact types that should be listed to receive resources are Chief Academic Officer Contact Chief Student Affairs Officer Contact Community Service or Service Learning Program Contact Faculty Service Learning Contact Government Relations Contact President Contact President s Staff Contact and Press Contact Please do not alter or delete these contact types Other contact types can be added i e VISTA Member Student etc The System Tools command button gives you the ability to add and define additional contact types in the Manage Contact Types window A person can be more than one contact type To assign more than one contact type to one person press and hold the Control button on the keyboard while selecting multiple titles for that person The following graphic shows the information sections available in an individual institution s page These sections are uniform in appearance and are seen in all areas of the database where this type of information is added and edited including the state office information details page Name Title Phone Email Contact type Action No data add contact Subject Details Related contact name Date time added User who added the note Action No data add note Action name Action details Action No data tO S Add Action Invoice number Invoice date Invoice total ae Action No data K x 8 Add Invoice Payment date Payment method Payment amount Related Invoice Action No data
21. nvoice for your state office on the date you select But since we now have an option to Export to Excel you can now use a data file to create your own mail merges labels or most anything else you choose To make use of this function simply go to Reports and then select Invoice List Report Next you will either be asked to open or save the file or the file will simply open in your browser Just save the file if not already open open it in Excel or a similar program and you can then use the data any way you choose In this format every piece of data is in a separate column so you can easily use it to create mail merges import the data into other systems run reports or otherwise use the data in any way you see fit Every item of data found on the invoice itself including the FTE is found in this report Many of the states have asked for this option and it is now available to all states Custom Invoice Template Designer This new tool is an advanced tool to allow more technical users to create and format their own invoices from within the membership database This is similar to a mail merge tool that you might find in popular word processors The difference is this tool allows you to fully format and modify the presentation of your invoices that are produced through the central membership database And since every state can make its own unique invoice you have the ability to truly take control If you want to add a notice t
22. o every invoice you send you can to that with this engine If you want to change the layout of the invoice you can do that If you want to format the invoice to fit on your letterhead you can do it This tool is powerful and we have even made it easier to use by setting up a default template that matches what is in the central system already This way you don t have t o start from scratch You can simply take the default and tweak it to fit your needs Accessing this tool requires a few steps so please follow the instructions below PLEASE NOTE YOU MUST BE A STATE OFFICE POWER USER TO ACCESS THSES FUNCTIONS 10 First after logging into the database you will visit the state office section of the system Select your state and choose the edit icon At the top of the screen is the core details section Toward the bottom of this form you will see a new option with the label of Use template for invoices You will notice that by default this will be set to the option for standard The standard option simply means that the system will use the same template is has always used For now just leave this as is We ll change the option to special once we have completed any modifications to the template below If you continue to scroll down the state office details screen underneath the invoice list for the state office you will find a button labeled Customize Invoice Template If you click on this butto
23. on with another rate for the two year institutions The dues details are entered in the text boxes in the lower part of the Dues Details editing window The tiers are set with a low range a high range and the dues amount for that level You must click the Submit button to save information To exit without saving changes click on the Back button As of 7 1 2011 the amounts assessed for membership dues remain unchanged Full Time FTE Campus Compact Dues Undergraduate Students 2011 2012 full year Up to 3 000 338 3 001 7 000 630 7 001 13 000 928 13 001 20 000 1 221 20 001 30 000 1 519 30 001 40 000 2 053 40 001 2 621 On the View State Office Details window below the Dues Details box is a series of boxes to enter information for the state office Contacts are added by clicking the Add Contact link The contact box displays the person s name title phone number and email Clicking on the View Details icon opens a dialog box for entering information The person s access to the database is determined in this window and their personal password is stored with their information Information can be changed in this editing dialog box and saved by clicking the Update button Information will not change and changes will not be saved if the exit box at the top right corner is clicked to close the dialog box Contacts can be deleted by clicking the red X icon The n
24. on and password select the user s permission level and then click the Add button You can change your password by editing your contact information on the State Offices Detail Page If you are not a power user you will need to ask someone who has administrative privileges to log into the database and go to your contact information to allow you to enter a new password If you forget your password you can ask a power user to look it up in your contact information There is a Forgot Password link on the database login page When you click this link you are prompted to enter the power user administrator s email address and click the Send Password button Your password is sent to that email address The information in this document is organized so that you will start with what you see and have available on the opening page When you log in to the database the default home page displayed is the Members page The toolbar at the top of the page has icon command buttons that take you to various areas and actions available within the Central Membership Database These areas are the main section headers with an explanation of what is seen when you go to that page Proceeding mainly left to right and top to bottom descriptions of the type of information available and how to enter information are provided Embedded hyperlinks to subsections are noted with further information and instructions Most of the information for your state
25. se system The same activity can be done with the payments An invoice list report associated with the dates on the invoices can be generated using the Reports command on the main toolbar The state level invoice is viewable only in the State Offices section More information about creating and customizing an invoice is found in the State Offices section and in the Create Invoices section State Offices The State Offices command button displays the Campus Compact state office using the database Clicking on the View Details icon opens the window View State Office Details which shows the state office information in a similar format as the display for member institutions Any contact information for the state office can be edited here using the Edit Core Settings button You must click the Update Core Settings button to save changes Clicking the Hide button will collapse this box and the Back button returns you to the previous page Below the Core Details box is the Dues Details box Dues are assessed by the number of full time equivalent FTE undergraduate students at an institution dues for an institution that is primarily a graduate institution are based on the number of full time graduate students This area is edited by clicking the Manage Dues link at the bottom of the box At the top of the Dues Details box a dropdown box has three selections for assessi
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