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Report from the Administrative Secretary

Report from the Administrative Secretary. Ohio-Erie Fall Meeting September 29, 2012. Points to Discuss. O-E Database DoS Test Matrix. O-E Database. Development is continuing Expected launch is mid-October Current database works OK Small tweaks have been made to content

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Report from the Administrative Secretary

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  1. Report from the Administrative Secretary Ohio-Erie Fall Meeting September 29, 2012

  2. Points to Discuss • O-E Database • DoS Test • Matrix

  3. O-E Database • Development is continuing • Expected launch is mid-October • Current database works OK • Small tweaks have been made to content • Other multidistricts have working databases • Cost? • Fitting our needs?

  4. O-E Database Use • Outbound student information • Entered by Districts • Updated by Country Contacts • Inbound student information • Entered by Country Contacts • Updated by Districts

  5. O-E Database Use • How to make entries • Leave the ‘Fee’ & ‘Insurance’ fields blank • Don’t use all capital letters even for last name • Abbreviate street designations e.g. St. or Ave. • Don’t use middle names or initials for parents • Don’t use middle names or initials for Counselors • Enter phone numbers as XXX-XXX-XXXX • Use the full name for a high school e.g. John William Harding High School and not Harding HS

  6. How Database Information is Used • Inbound information is copy/pasted for DS-2019 • Counselor information is copy/pasted for DoS test • E-mails for students, host parents, etc. are used for surveys • All data can be downloaded as an Excel file using ‘CSV’

  7. Department of State Mandated Test • Regulation requires all ‘Local Coordinators’ to take and pass the test • Local coordinator is the person who places the student and maintains contact during the year • Rotary system may have two: YEO and Counselor • Must be completed annually via Traincaster • Must be taken prior to contact with host family and/or student

  8. Department of State Mandated Test • For 2012-2013 we will qualify all those who must take the test • January to March: Club YEO’s will be tested • April to June: Club Counselors will be tested (if different) • Only people serving as Local Coordinators need to take the test • District level Rotarians are exempt

  9. DoS Report

  10. Matrix • pre-Matrix will be done by October 15 • Determines how many students we will bring in • Also determines maximum number of Outbounds • Outbound Matrix will be completed in January • Outbound applications due to Ohio-Erie on January 5, 2013 • After that date, there is a late fee • Applications should be mailed to Eric Marcus

  11. Questions?

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