Officer/Board Member Contact

Chapter: Admin Activities >

8.3. Officer/Board Member Contact

Officer/Board Member Contact is a California State wide directory where Units, Councils, District, and State PTAs list and maintain contact information for PTA Board Members.

To view Officer/Board Member Contact video tutorials, use the link below:

Click Here

Navigating Officer Contact

To access Officer/Board Member Contact:

1.Click on the Admin Tab

2.Select Officer/Board Member Contact from the drop-down menu

3.Once inside Officer/Board Member Contact your screen will default to the Officers List for the Current School Year:

4. To view Officers in different School Years, click the “Down Arrow” next to the School Year and select the year you wish to view.

5. To copy a current School Year Officer to another year, highlight the Officer you wish you copy and select the year you wish to copy them to from the drop down. Once you select the year, hit the “Copy” button.

Adding New Officers

1.Select the School Year you would like to add Officers to.

2.Select the “Add” button

3.Choose one of the preloaded Positions of the Officer you are adding from the drop-down menu.

*Note: You can only have one President and one Treasurer listed for each School Year. The list of available positions is fixed by CAPTA. If you need to add a Board Member with a Position that is not listed, select “Other” and Type their Position into the Title box.

4.Enter the Officer’s name

*Note: All individuals listed in your Admin/Individuals will populate a drop down for you to choose from. Enter names Last Name first to eliminate adding duplicate individuals.

5. For individuals not already listed, you will be prompted to add the new individual. Enter in any/all contact information for that Officer and select the “Add” button.

*Note: See section on adding Individuals: Add Individuals

6. Enter the Title of the Officer. *Note: This field is free form and can be custom to your unit.

7. Select the “Save” button to finish adding the new Officer.

Change an Officer

Certain “Positions” once they have been added (i.e., President/Treasurer) cannot be used twice by multiple individuals during the same year. If an incorrect individual was assigned to a “Position”, you will need to change the “Name” of the person:

1.Select the Officer you wish to change

2.Select the “Change Personnel” button (the pen and paper icon) in the Action tools.

3.Change the “Name” to the correct Officer

4.Change the “Title” if necessary

5.Select the “Save” button

Remove an Officer from a School Year

You can remove Officers that should not be listed in the School Year you are working with

*Note: Removing an Officer will not completely remove the name from the system, it may be selected again for another position or for another year

1.Highlight the Officer you wish to remove by clicking on their row.

2.Select the “Delete Personnel” button (the trash can icon) from the Action tools.

3.Select the “Yes” button to complete the removal.

Change Contact Information for an Officer

1.Select the Officer you wish to change the contact information, and either double click on their line, or click the “Change Personnel” action tool.

2.Select the “Change Contact Information” button

3. Change desired information

4. Select the “Save” button

Giving Officer Access to the Account

You can give any number of Officers access to your MYPTEZ/Officer Contact account. Giving access can be done from the Officer Contact Screen or from the Individuals Module:

1.Select the Officer you wish to give access to

2.Select the “Create/Change Login” Button from the Action tools.

3.Enter a Username (Email Address required)

4.Assign the Officer a password

5.Assign their “Role” from the drop-down menu.

*Note: The “Role” determines the level of access to the account.

6.Select the “OK” button. Once you select the “Ok” button, you will receive a notification from the system informing you that security for that Officer has been updated.

7.Once you receive that indication, notify the Officer that they are able to login to the account with the username and password you just assigned.

For units that do not use the full financial package of myPTEZ, or those units with the ledger, that want to give access only to Officer Contact, you have two roles to choose from:

1.OC Admin- has the ability to add/change and remove Officers, as well as generate reports.

2.OC Reporting- has the ability to view all Officers listed and generate reports.

Changing an Officer’s Access

Once access has been given to an Officer, you can change or remove their access:

1.Select the Officer you wish to change access for

2.Select the “Create/Change Login” button

3.Edit their username, password and/or Role

4.Select the “Ok” button

Removing an Officer’s Access

1.Select the Officer you wish to remove access for

2.Select the “Create/Change Login” button

3.Select the “Remove Login” button

4.Confirm that you want to remove the login for that Officer by selecting the “Yes” button. Once you select the “yes” button you will receive confirmation that the Officer has been updated

Individuals

To view Individuals video tutorials, use the link below:

Click Here

You can Add, Inactivate, Change and Remove Board Member records from within the Individuals Module. You also have the ability to grant access to Board Members and Merge Duplicate Individual Records.

For more information, see the section on Individuals: Individuals

Giving Access to Board Members from Individuals

To provide login access to Board Members from within the Individuals Module highlight the name of the Board Member you are trying to give access to and select "Create/Change Login" from the Action tools.

From within this box, give the Officer a Username (email address required), a password, assign their Role

*Note: for Units with only Officer/Board Member Contact, there are only two roles available to choose from:

OC Admin

OC Reporting

Once you select the “Ok” button, you will receive a notification from the system informing you that security for that Officer has been updated. Once you receive that indication, notify the Officer that they are able to login to the account with the username and password you just assigned.

Generating Officer Reports

You can generate a Report that lists all of your Officers by selecting “Generate Report”. You can select what information you would like to report on, or run a “Change Log” report.

*Note: CAPTA has the ability to view all officers for Districts, Councils, and Units. Districts can see Council and Unit Officers within their District. Councils may view their Officers as well as Unit Officers under them. Units can see only their own Officers.

Change Log Report:

A “Change Log” is a report that shows any and all changes made to the unit(s) you are reporting on.

1.While on the page of the School Year you wish to report on, select the “Generate Report” button

2.Select the “Change Log” button

3.Select the “Build Log” button to generate a change log. Note: you will only see this box if you have never built a Change Log.

4.Once you select “Build Log” a new box will appear giving you information on the date range of the Change Log

5.After the Change Log is built the first time, selecting the “Change Log” button from the Generate Report screen you display a box as indicated above.

a.Selecting “Rebuild Log” will maintain all changes since the first date of the original log period, as well as add in any new changes.

b.“Build Log” will create an entirely new log, only showing changes since the “End” date of the last log period.

6. Select the “Done” button

7. Choose the information you wish to display by checking/uncheck the boxes

8. To run a report for just changes, select “Change Log Only” as the Report Type

9.Select the report format (PDF, HTML or Excel)

10.Select the “Report” button.

11.The report generated contains a column at the end on the right side that indicates what information has changed.

Officer Report

CAPTA has the ability to view all officers for Districts, Councils, and Units. Districts can see Council and Unit Officers within their District. Councils may view their Officers as well as Unit Officers under them. Units can see only their own Officers.

1.While on the School Year you wish to report on, select the “Generate Report” button

2.Choose the information you wish to display by checking/uncheck the boxes

3.Select “Full Report” as the Report Type

4.Select the report format (PDF, HTML or Excel)

5.Select the “Report” button

6.If you have already built a Change Log and you have the “Changes” box checked, the report generated will show you what information has changed. If no information has changed the column will be blank.