AUSKF 2017 Spreadsheet-Based Membership Registration


Contents


Introduction

For the 2017 membership drive, federations have the choice of using the old spreadsheet-based system or the new, individualized registration online system, which is expected to go live at the end of March. See the AUSKF news article.

For spreadsheet-based registration, we request that you carefully follow the instructions below and post your file by April 15, 2017. Note that the first step is to request your federation's official spreadsheet.

Please make every effort to follow the detailed instructions provided here. In the past, files of vastly different qualities have been submitted, causing multiple problems, including time-consuming cleaning efforts and inaccuracies. Please kindly follow these instructions to minimize such problems.

You'll see that the spreadsheet has been modified this year to include the following:

  • New fee schedule
    • Adult: $60
    • Youth: $30
    • Full-time student: $30
    • Initiation fee for new ID: $10
  • Autofilled payment fields that enable automatic calculation of fees. This will save you time and ensure accuracy of the payment data.
  • Password-protection (encryption) to better protect your member's personal information.

Process

  1. Federation requests their official spreadsheet by emailing AUSKF (Treasurer Kotaro Yoshida and Finance Committee member Jean Kodama at yoshidak@gmail.com, jkodama@alumni.caltech.edu) to request the federation's official spreadsheet.
    • Note: Federations must take this step in order to use the spreadsheet-based system. Submissions based on last year's spreadsheet will not be accepted.
  2. AUSKF will then:
    • Generate the official spreadsheet, populating it with 2016 membership data (with rank info missing*)
    • Password-protect the spreadsheet
    • Upload it to the federation's DropBox folder
    • Email that the official spreadsheet is ready and provide the file's password

    * Please note that due to development constraints, it is currently not possible to export all data for a member (for example, no rank data will be present)

  3. Federation will then:
  4. AUSKF will then:
    • Download the spreadsheet from DropBox
    • If possible, respond to any inquiry requests (blue highlighted cells), updating the cells and changing the highlighting to yellow
    • Upload the spreadsheet to DropBox
    • Email the federation that either the file needs additional work if there are problems or that the file has been accepted for 2017 registration.
      Note: "acceptance" means the formatting of the spreadsheet appears to follow the guidelines presented in these instructions; no validation of the cell contents is performed.
  5. If necessary, repeat steps 3 and 4 until the file has been accepted
  6. Federation mails one check, payable to All United States Kendo Federation (or AUSKF), to:
    Kotaro Yoshida
    6019 S Ingleside Ave. #704
    Chicago, IL 60637
  7. AUSKF imports the spreadsheet to the auskf online database
    Note: the database will be updated with membership status and most green-highlighted data. Rank update requests will need further approval.
  8. Federation may then:
    • view their membership information online, including ausid numbers for new members
    • download an export of their membership roster
    Note: to do the above, the federation president must first request federation administrative privileges for themselves or their designated representative; see instructions here (under step 1).

Spreadsheet Instructions

Here are the instructions for filling out the spreadsheet:
  • The spreadsheet contains 3 tabs:
    • "Sample" tab: contains sample entries that illustrate correct data entry.
    • "2016" tab: roster of last year's members, all on one tab, sorted by dojo name and then ID number within each dojo
    • "2017" tab: contains empty rows for entering your entire federation's registration
      • If you strongly prefer to submit one tab per dojo, create a copy of the "2017" tab for each dojo so that the automatic payment calculations remain in place for all tabs.
  • Enter your federation's data in the "2017" tab.
    • Enter "4/1/2017" under "Registration Day" (column B) to register a member
    • Enter "Y" under "college student" (column G) to indicate a member is 18&over and a full time student
    • Do not alter the autofill section (highlighted in orange). Its formulas automatically calculate the fee for each member.
    • If a member does not have an ID number (column C is blank), autofill will add the $10 initiation fee.
  • Special notes:
    • Highlight a cell green to indicate a request to change the AUSKF database, for example a new last name or a dojo change.
    • highlight a cell blue to indicate a request for information from AUSKF, for example an ID number or rank.
    • If a new member has a rank awarded outside of AUSKF, please highlight that rank in green and list what federation awarded the rank in the Comments cell. They must provide proof, for example a copy of their menjo (rank certificate).
    • If you temporarily do not know a member's birthdate, leave it blank if the member is 18&over, or enter birthdate "4/1/2017" if you are sure the member is 17&under (entering the same date as the registration day is a nonsense date of birth that will be ignored for database purposes)
    • If you temporarily do not know a member's ID number but are sure it exists, enter 000000 as a nonsense placeholder and highlight it blue.
    • If you already prepared your membership in a side file (similar to the supplemental membership spreadsheet):
      • First make sure the cell formatting in your side file is as follows:
        mm/dd/yyyy for all dates (reg day, birthdate, and recd Mo/Yr rank dates)
        text for the remaining fields (ID number, gender, federation, dojo, ranks)
      • Cut from your side file and paste into the baseline file. To avoid the autofill (orange) section in the baseline file you will need to do this in two steps, first for baseline file columns B:F (reg day through birthdate), and then for baseline file columns M:X (gender through comments).
      • For 18 and over members who are full-time students, mark a "Y" in baseline column G.
      • Verify the resulting member counts and fee total in the baseline file matches your side file.
    • If you are having password length problems (for example, using Microsoft 2011 for MAC), email yoshidak@gmail.com, jkodama@alumni.caltech.edu, provide the new, shorter password you would like to use, and a new baseline file will be uploaded
  • It has come to AUSKF's attention that the dojo names connected to some members are incorrect in our database. We would appreciate your help identifying them.
    • If the dojo name listed for a member in the "2016" tab is incorrect, please highlight in green that person's dojo cell in the "2017" tab (which will have the correct dojo name) and write "incorrect 2016 dojo name" in the Comments cell.

Supplemental registration

For membership registration after the deadline of 4/15/2017:

Page update history

  • 3/14/17: initial release
  • 3/29/17: add link to auskf news article; transpose process steps 6/7; fix punctuation
  • 3/30/17: add separate bullet section for special notes; add unknown birthdate or ID number
  • 4/4/17: add notes for transferring from a supplemental-style side file and misc clarifications (eg red-bold "do not alter autofill"; tweak other country rank wording).
  • 4/17/17: "Process" section: add italicized notes under bullet 4 (acceptance means file format ok) and bullet 7 (rank updates will require further approval); "Special Notes" section: add password length notes
  • 4/26/17: add supplemental registration information
  • 11/10/17: add process step 8 (use admin privileges to view membership details online)

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