Attention League Leadership:
Presidents, Treasurers, those over Membership for your league, &
It is winter cleaning time! The fall art show season has ended. Between now and the end of February is the time to check your current membership rolls with new members included and be sure your list is the same as what is in the LSAG database.
Presidents, Treasurers, & those over Membership: Read this information & communicate to the Database Manager who is on your current membership rolls and details needed as requested by the DM.
Database Managers: Login using your DM account to the database to do the following.
*For members already in the system, do nothing.
*For past members not in the system, add them. (see 'Adding Members' below)
*For new members, add them to the database. (see 'Adding Members' below)
*For those who are no longer members or who have not yet renewed, contact them to see if they are renewing or if they intend to change their home league. Give them a deadline to respond.
If they are not renewing AND they do not have any listed art, you may delete them. *****Do NOT remove a member who has current art wins for this year or you will be deleting their art wins also.
If they are changing their home league, tell them they must send an email to email@example.com stating such. It is LSAG policy that the artist must contact us for such a change to occur.
ALL members of your group, whether they participate in shows or not, should be shown in the database.
Duplicate accounts for the same person occur on occasion. Check your league's roster for this. *****Again, do NOT remove the account with art listed.
This may seem obvious, but there are still members listed in the database who are deceased. Please be sure to remove those members.
This is the perfect time to follow up with those NON-members who may have participated in your show and earned a ribbon to see if they are interested in becoming a member of your group. Remind them that only members can participate in the convention juried exhibit and show. They should remain as NON-members in the database unless they have joined your or another group. Do NOT remove them from the database; their wins need to be reflected in your show wins as they can choose to join your group or another group anytime during the year up until convention registration closes.
Adding Members to the Database: Completed by Database Managers or Show Chairs
What you need: their first & last name AND their ACTUAL division based on their LIFE experience with art. If you don't know their actual division, list them as an Elementary student and ask them to update their account. It is no longer acceptable to list them as Adult Students as this category has been abused by those who are not at all Adult Students and fail to meet the criteria as stipulated in the LSAG Constitution/ By Laws & Prospectus which outlines our rules. You will also need their email address (particularly if they need a login for shows or to adjust their division). All other details can be added by the artists themselves.
If you have a read this and still have a question on what you are to do, contact firstname.lastname@example.org .