to the MHS User`s Manual
Contents
1. Alpha Lambda Delta Using the My Honor Society Induction Management System revised July 2011 Table of Contents Chapters 15 GeERING Stated dctann icada EA OA EEE 3 2 Inviting New Members 0 0c cece cece cece cee eeees 12 3 Message Templaten deriers etro ccc cece cece cece eee e cece eeeees 27 Ay INVIRES QUESOS sarrien encenar E E ENN 30 5 Managing your chapter 0 ccc cece ccc eee eeeees 34 0 EMD ctu seseia natin iautsdastatodieeeeenceeesbes ees shed 38 7 Updates and Known Issues cc cece cece eee eeeees 40 Appendices A FARCE operato aciera ri aa ee etalk bauer 41 B Working with different file types ccc cece eee eee 42 C Making sure your e mail goes through ee0eee 43 How do l FAQ s about the system and where to find the answers is on the last page of this document Alpha Lambda Delta 3 My Honor Society User s Manual 1 Getting started In this chapter you ll e Recover your password from the My Honor Society system and log into your chapter s MHS portal e Use the Dashboard e Use tables to manage data e Edit your chapter s profile e Edit your contact information and change your password Recover your password and log in In your web browser of choice go to https myhonorsociety com Your log in is composed of the e mail address that is on file with the National Office and a password If you don t know your passwor2. O Preview Message or Cancel Alpha Lambda Delta 22 My Honor Society User s Manual 1 Invitation Group Select which Invitation Group to send the message to 2 Send to Select whether to send your message to e Invitees who have been invited but not yet accepted e Invitees who have accepted membership e Both Select the check boxes which apply to your message s intended audience ATCH OUT 3 BCC Enter an e mail address for individuals who should receive a blind carbon copy of the messages BCC sends a copy of each message 4 Subject Enter a subject for your e mail message The BCC feature will send a copy of each message the system sends in other words if you send it to 300 recipients the e mail address input into the BCC field will receive 300 copies of the message Message Enter your message You can use the same Per sonalization and Template features for Invitee Messages as you can with Invitation and Welcome messages 6 Append Invitation Acceptance Instructions If this box is checked the system will automatically attach the Ac ceptance Instructions to each e mail If you are sending a message to students who have not yet joined ALD you should make sure this box is checked 7 Preview Message After you ve completed all of the above entries click on this button to be carried to the Preview window where you ll be able to look over your message and send it out to the inv
3. Invitee Questions Sponsors Members Supply Requests Reports Convention Delegates Access your Profile by clicking My Profile in the left hand menu Change your password when you log in for the first time A new password containing both up per and lowercase letters numerals and symbols will be stronger than one containing only one type of character Alpha Lambda Delta 12 My Honor Society User s Manual 2 Inviting new members In this chapter you ll e Create an Invitation Group Send e mail and paper invitations Send reminder and update e mails e Manage invitees Once you have configured your Chapter Profile and set up your personal contact information you re ready to invite students to join Alpha Lambda Delta This is where the MHS system really pays off with the MHS system you can send out e mail remind ers contact students who have and haven t yet joined and see in real time who has and hasn t joined your chapter Students who choose to join are able to accept membership and pay their dues with a credit or debit card online and can keep their contact information up to date on their own The My Honor Society system allows you to upload student information send out e mail invitations and manage members online While this system is designed to be as flexible as possible there is a general workflow that it follows 1 Create Group e You will create a new Invitation Group and establish
4. advise the student to contact the National Office should have been invited or received a paper invitation but never got an e mail e Ask the student to check their Spam Junk Mail folder for the e mail See pg 43 about making sure your messages aren t caught as junk mail I lost my letter and my e mail invitation e Copy and paste the Acceptance Instructions for the student s Invitation Group see pg 19 into an e mail to the student The link in my e mail isn t working e The student s e mail client may have parsed or truncated the link from the e mail Instruct the student to go to https myhonorsociety com click on the Accept Invitation link and manually enter their e mail address and Invitation Code The link in my e mail isn t working and when try to log in manually the system won t let me e Make sure that the student is logging in with the e mail address that was used to send his her invitation e The student s e mail address may be listed in your Invitation Group twice Pull up your Invitation Group and go to the Invitees tab Make sure the student s e mail address doesn t appear twice If it does delete one of the records The website is telling me that I ve already joined but I haven t If you ve sent a parent letter the student s parents may have joined on his her behalf If the stu dent s name appears when you pull up the list of members see pg 35 welcome the student to
5. your chapter and remind them to thank their parents Ifyou haven t sent a parent letter and the student s name appears on your list of members someone else has intercepted the student s invitation and joined on his her behalf Contact the National Office e Ifthe student s name doesn t appear on your list of members advise the student to contact the National Office My credit card s been rejected e Direct the student to contact the National Office National Office Technical Support Contact Info Via telephone 9 am 5 pm Eastern time M F 1 800 9 ALPHA 1 1 800 925 7421 Via e mail tech nationalald org Alpha Lambda Delta 39 My Honor Society User s Manual Getting Help While every effort has been made to ensure that this system will run smoothly and efficiently issues will arise When this happens please try to record any error messages that are displayed and document what you were trying to do when the error occurred Then contact the National Office for technical support If you re having trouble using the MHS system and would like a short walkthrough of any task on the sys tem contact the National Office and we ll try to schedule a time to work with you National Office Technical Support Contact Info Via telephone 9 am 5 pm Eastern time M F 1 800 9 ALPHA 1 1 800 925 7421 Via e mail tech nationalald org Alpha Lambda Delta 40 My Honor Society User s Manual 7 Updates and
6. Services a request that e mail messages from the Al pha Lambda Delta National Honor Society Induction Management System be white listed All mail messages will be sent from no reply myhonorsociety com The IP address of the server sending these messages is 209 12 201 66 If your institution s administration or ITS team needs additional information or verification please contact the National Office at tech nationalald org or 478 744 9595 so that we can help you keep your invitations flowing smoothly through your university s e mail delivery system How do l The most frequently asked questions about the MHS system and the page s on which you ll find your answer How do change my contact information ui ann ow dost chapters aves fp How do sends poperiwtaton o How do determine which of my incoming members wants which type of jew elry
7. be asked to invitees during the acceptance process and view the response data Responses by Question Responses by Invitee AS a chapter sponsor questions you create will only be asked to students accepting membership into your chapter Your questions will be asked In addition to all National Office questions and you can access all the data through reports All National Office questions are shown in the table below so you can avoid duplicates Display 10 RA records per page Quick Filter set eee tm cam nlc t Which jewelry Multiple Lapel Pin small pin in shape of ALD Jewelry plece do you Choice logo Key Pendant larger insignia to Yes No 1 prefer Radio wear on a chain or bracelet Q National Office Add Question Kab M showing 1 to 1 of 1 records Alpha Lambda Delta 31 My Honor Society User s Manual Adding a new invitee question e On the Invitee Questions screen click on Add Question at the bottom of the Questions table e Complete the information in the Add Question window New Question Question Field Name A short description the data for reporting purposes for example Tf your question is How many will be attending the reception the field name might be No at Reception or Reception Attendees F Data Type Multiple Choice Radio Choices Comma separated fist of choices you can use 2C for a literal comma O Show Comments Allow supplemental data or
8. e Set All UNSENT F Add Invitee showing 1 to 6 of 6 records M dip H A Import Invitees from File Ll Send Email Invitations x Send Message to Invitees e Click Add Invitee at the bottom of the table e This will open the New Invitee dialogue box Complete the information in the form and click on Add Invitee to add an invitee to your Invitation Group Invitees added after the initial invitations have been sent will not have a check in the Invited column Simply click Send Email In vitations at the bottom of the screen to have your original invitation sent to these late invitees Alpha Lambda Delta 25 My Honor Society User s Manual Waive a student s dues or accept a cash check for their dues In some instances a sponsor may opt to waive the dues for a student to whom the dues present a financial hardship You may also have a student who needs to bypass the online payment section to pay his or her dues with cash personal check or money order When a student pays with check money order the chapter is still re sponsible for ensuring that the National Office receives its portion of the dues Since the National Office does not wish to receive personal checks or cash from invitees you can have the national portion of the bypassed dues deducted from the chapter s next reimburse ment of local dues To waive or bypass the dues for a student click the Dues Bypass icon anext to the student s name in the Invitees tab of t
9. invitations If you re not already there go to the Invitation Groups area by clicking on Invitation Groups in the left hand menu Open the information for the Invitation Group you re work ing with by clicking on the Edit icon in that Group s row a This will open the Edit Invitation Group page On this page click on the Invitees tab Induction Info Display 10 records per page Quick Filter rn gy A Nn Wee Cat s amp O William Coe s amp John Doe WCORM Stateu edu jdoe stateu edu Sa Mary Joe mjoemstateu edu s Shawn Moe 4 amp Melissa s B Jane Roe smoeimstateu edu mpoe stateu edu jroe stateu edu showing 7 to 6 of 6 records N a Set All SENT e Set All UNSENT F Add Invitee M41 A Import Invitees from File gl Send Email Invitations p Send Message to Invitees Click Send Email Invitations at the bottom of the screen This will take you to the Preview page where you ll pre view the e mail invitations If you ve used Personalization codes in your invitation let ter page 15 you should see these codes replaced by the correct information If you see the code instead of the cor rect information in your Preview you need to click Cancel to go back and edit your messages When your re satisfied that the e mail messages are cor rect click the Send Invitations button at the bottom of the screen Your e mail invitations will go out immediate
10. known issues The MHS system is constantly being updated upgrad ed and improved We ll always welcome your input and we ll work with our vendors to make changes to the system as new needs are determined As the system is changed and upgraded look for new versions of this manual to be released from the Na tional Office Known issues Workarounds as of June 2011 We ve already gotten some feedback from chapters and we re working with our vendors to add a few features you ve asked for While these features are not currently available we hope to see them in a future release of MHS e Honorary Members The current MHS system doesn t have any mechanism for advisors to order Honorary Member certificates Workaround Until this feature is implemented e mail your chapter s honorary members to elaine nationalald org be fore your Invitation Group s expiration date e Jewelry Question override Some chapters do not offer students the choice of membership jewelry Workaround Explain in your invitation message or in your welcome message that students at your institution do not receive the jewelry choice and notify the National Office via e mail elaine nation alald org to disregard the MHS jewelry tally and send all lapel pins or all key pendants e Workshop Registration We re not quite ready to Start accepting Workshop registrations via the MHS system A registration page for the Leadership Workshop will be online at nat
11. like to view the responses e Dates Enter the dates for which you d like data Leave the fields blank to review all data After entering the correct dates click the Set Dates button Your data will be presented in two ways in a table and with a chart You may navigate through the tabular data using the controls as described on pg 5 You may also export the results to view and work with ina spreadsheet program Simply click on the Export to CSV or Export to XML link to download a spreadsheet file con taining all of the responses that MHS has collected e CSV files can be easily opened by most major spread sheet applications including Excel This is the file type you ll use almost all of the time e XML files use a special markup language that many programs can use to customize content in documents online and in other locations Most users will only use this file type for development of web applications or special scripts Viewing responses by invitee In the Invitee Questions area click on Responses by Invi tee tab In the Invitation Group and Invitee drop menus select the specific Invitation Group and student member for which you d like to view the repsonses Your data will be presented in a table the data for these responses may also be exported to CSV or XML files see above How do I tell which members gets wt jewelry National ALD offers all incoming members the choice of a Laps Pendant Key as p
12. need to tell the system how many characters long each field is You do this by typing in the width of each field in your file separated by commas in the Column Width field In other words if you have three columns that are left to right 25 characters wide 30 charac ters wide and 100 characters wide you would enter 25 30 100 no quotes into the Column Width field Alpha Lambda Delta 43 My Honor Society User s Manual Making sure your e mail goes through C If you will be using institution provided e mail addresses for the students you are inviting you may need to work with your college s IT staff to ensure that e mail invitations are not treated as spam Many institutions employ institution wide spam protection to prevent seemingly unwanted mes sages from being sent to faculty staff and students While every effort has been made to ensure that our e mail invitations do not appear as spam some spam protection systems may still catego rize the messages as spam Do not assume that your institution s Information Technology Services will not be blocking your MHS invitations We suggest you contact them as soon as possible with the information below to make sure that your first batch of invitations doesn t get blocked as spam by a campus firewall rule of some sort especially if you ll be using institution provided e mail addresses for the students you re inviting to membership To prevent this from happening send your IT
13. prepared you can upload it from the Invitees tab previous page by clicking the Import Invitees from File link This will open the Import Invitees form Import Invitees Import Into Group Test group HH Though Excel is the most common spreadsheet format the MHS system can also import information from CSV and fixed width text files tab delimit ed For information on working with these file types see pg 42 File Browse i i r Tr Supported fiie hypes Delimited or Fixed Width text esv idl Microsoft Excel xis xisx Click on Browse and select the spreadsheet file containing your invitees information Once you ve selected the file click on the Upload button to send the information to the MHS system Continued on next page Alpha Lambda Delta 18 My Honor Society User s Manual Entering invitees information cont After you click Upload the system will process the file you ve uploaded determine which file format you ve used and offer you some options to ensure that your data is being used cor rectly Import Into Group Test group 3 File springlist xlsx J Cancel and Start Over File Type Microsoft Excel Sheet Sheett Start Import at Row 2 Data Preview Based on the settings above here is how the first 10 rows of your data have been parsed Use the select boxes fo designate which columns represent First Name Last Name and Email values Las
14. qualification of the data with a multi line text area comments box 0 Lower numbers come first you can use decimals O Answer Required Add Question Cancel e Question The actual text of the question as it will be present ed to your incoming members e Field Name A short description for referring to the responses to this question If your question were for instance What size chapter shirt would you like to order this field might be T shirt size e Data Type Select the appropriate data type for your question s responses see column at right for data types e Choices Input the available choices for multiple choice questions Using the t shirt example from above your choices might be Small Medium Large and XL Note This area will only appear if the Data Type is set to one of the multiple choice options e Show Comments If this box is checked new members will be allowed to enter comments on the question e Sort Sets the order in which questions will be presented to incoming members Lower numbered questions will be asked first e Answer Required If this box is checked new members will not be allowed to join without answering this question e Once your re satisfied that you ve set up your question cor rectly click on Add Question Data Types Yes No allows the student to an swer Yes or No Are you interest ed in becoming a chapter officer Inte
15. save you a lot of a eae time and energy Instead of rewriting a message each My Profile time you want to send it you can save that message as a Template and edit it as necessary for multiple mes sages Access the Message Templates area by clicking Message Templates in the left hand menu The National Office has created and saved a few tem plates for you to work with you can also create and Save as Many templates as you like and they will be specific to your chapter To get started click on Message Templates in the left hand menu this will open the Message Templates area Message Templates Choose Columns Message templates can save you time when creating and sending invitations or messages to invitees Templates you create here are available for use by all of your chapter sponsors Invitations and messages are saved by value and not by reference so editing and updating these templates will not alter any existing invitations or messages in the system So keep these as up to date as possible Display 10 A records per page Quick Filter Crested ee Long This is a longer more detailed version of the invitation template National 7 invitation S QS Office shi Pay attention to any portions of the letter written in ALL CAPS these are portions that must be j customized to your chapter Brief This is a quick n easy invitation letter it s short and to the point Great for e mail invite
16. some basic information about your invitations on the New Invitation Group form 1 Name A friendly name for the invitation group is required This is a way for you to quickly identify the group in the table Examples Jan s Sp11 undergrads Fall2010 Sumr2012 grads Ind 4 22 11 etc Invitations Expire This is the date on which this particular invitation period will expire In order for the National Office to have time to print and mail certificates and pins to you before your induction ceremony you should set this date at least two weeks before your planned induc tion date Tip Unless you will be working on your induction program over the weekend we suggest you set your expiration date on a Sunday instead of a Friday This gives your invitees two more days to accept Induction Date This is the planned date of your induction ceremony This will be the date that National ALD will print on your chapter s initiation certificates Templates For both the Invitation and Welcome messages see be low the National Office has established a few pre written templates The MHS system also allows you to create and use your own templates at the chapter level For more on creating and editing templates see pg 27 To use a template for either your Invitation or Welcome message select a template from the drop menu and click Apply The template will be imported into the appropriate text box and you may make edits as you see
17. some initial properties e The system will generate an Invitation Code for you to reference in your letters to students 2 Add Names e You can then add names of eligible students invitees to the Invitation Group This can be done either by uploading a list or by manually entering the names through the use of a web form 3 Send Invitations e There are two ways to send invitations for best results use a combination of both e Physical invitations can and should still be sent by mail however you must include the web link to the acceptance page and the Invitation Code e E mail invitations can be prepared from within the Sponsor Portal once you create your Invitation Group These e mails will contain the link to the acceptance page and the Invitation Code for the induction group and can be personalized with local details 4 Acceptance Period e Students who wish to join Aloha Lambda Delta can accept by visiting the link and entering their e mail address and invitation code National and local dues are collected via the web site Local dues will be refunded to chapters by the National Office 5 Manage Members e After the close of the invitation period and prior to the induction date the National Office staff will print certificates and mail those to the chapter s primary sponsor e You can use the system to view acceptance data and communicate with students who have and or have not accepted the invitation Alpha Lambda De
18. still join ALD We re hoping to remove this option from the entire system soon Alpha Lambda Delta 11 My Honor Society User s Manual Editing your profile and contact information changing your password Click on My Profile at the bottom of the left hand navi gation bar to access your personal profile Here you ll update your personal and contact information In the General tab make any changes that need to be made and click on Save General Info Click on the Contact tab and use the table controls as explained on pg 5 to update your contact information Make sure to change your password Click on the red Change password link below your e mail address to change your password Set your password to some thing you ll remember but something that won t be easy to guess General D 12476 Chapter Chapter 338 State University ALD State University Title Mr First Name Middle Name Last Name Suffix Department Department of Student Acheivement _ start Date Position r Primary Sponsor Select an option OR type your ow M Send Mailings User Account Emall justin case stateu edu Change password Preferences W Send Email Notifications Time Zone UTC 05 00 Eastern Standard Time US Eastern This time zone DOES use Daylight Savings Time L Show all time zones Save General Info Chapter Sponsors Dashboard Chapter Profile Invitation Groups Message Templates
19. viewing Goes forward one page of data Jumps to the last page of data Finally every table has an icon that will allow you to add a new record It will always be distinguished by the white plus sign in a green circle icon Filtering can use a variety of powerful operators to better specify searches These operators and how to use them are on pg 41 Alpha Lambda Delta 6 My Honor Society User s Manual Edit your chapter s profile One of the first things you will want to do after logging in is to check your Chapter Profile for accuracy While every effort has been made to ensure the integ rity of the data transferred into this new system errors do occur You will note that there are some pieces of information that you are allowed to edit some you can edit that prompt a notification to the National Office staff and some you are not allowed to modify The Chapter Profile page is composed of six tabs the Gen eral tab the Extended tab the Contact tab the Spon sors tab the Officers tab and the Late Acceptance tab e General In this tab you ll set your chapter s basic information including which of your sponsors is the primary sponsor your local dues your chapter s and your school s website and payment information e Extended This tab contains information recorded and maintained by the National Office Do not make changes on the Extended tab unless asked to by National ALD e Contact In this tab yo
20. 1 If you don t also set your personal contact info you may be omitted from important ALD mailings Address Type pirr an apran GU Par yia cae Country AUSA Other Address1 Address2 City State ZIP Code _ Primary Address Bad Address Add Agcress Lance A chapter may have multiple addresses phone num bers associated with it but only one can be the Primary address phone number Alpha Lambda Delta 9 My Honor Society User s Manual Sponsors Tab Extended Contact ra pS Justin Case Department of Student Acheivement Primary Sponsor justin case stateu edu a Alice Roberts Psychology Cosponsor alice stateu edu Y i ag Jane Doe First Year Experience Assistant Sponsor jane doe istateu edu Y The Sponsors tab allows you to add remove and edit information for your chapter s sponsors Use the table controls as explained on pg 5 to navigate this table and update your chapter s sponsors information Officers Tab Local Officers Display 10 W records per page Quick Filter Oooo Term Start Name Office fe 8 1 2011 8 1 2012 Annie Edison Chapter President ra 8 1 2011 8 1 2012 Jeff Winger Chapter Vice President re 8 1 2011 8 1 2012 Pierce Hawthorne Chapter Treasurer F Add Local Officer Showing 1 to 3 of 3 records Mdipb H The Officers tab allows you to add remove and edit information for your chapter s officers Use the table controls as explained o
21. Lambda Delta 26 My Honor Society User s Manual Edit your chapter s deadline induction dates Sometimes unfortunately plans change Should you find that due to venue planning a mixup with invitations or some other reason that you need to change your chapter s deadline or initiation date If you re not already there go to the Invitation Groups area by clicking on Invitation Groups in the left hand menu e Open the information for the Invitation Group you re work ing with by clicking on the Edit icon in that Group s row e This will open the Edit Invitation Group page Induction Info ID 36 Chapter ID 2 Created 4 27 2011 Name Test group 3 Enter a nendiy name like Spring 20710 Eivitations Expire s721 12 R 00 ea AM pe uTc 04 00 EDT The National Office will nat print 12 B Sen yr lt ol certificates for your chapfer unii AFTER this date Induction Date 5 28 2011 e Change the dates in the Invitations Expire and Induction Date fields to the correct new dates e Click on the Save General Info button at the bottom of the page to save the changes Alpha Lambda Delta 2 My Honor Society User s Manual 3 Message Templates Chapter Sponsors Dashboard Chapter Profile In this chapter you ll ose a Create a message template Invitee Questions e Edit delete an existing template Sponsors Members Supply Requests Reports Using MHS s Templates feature can
22. Sponsor justin case stateu edu 476 555 1234 eS Jane Doe First Year Experience Assistant Sponsor jane doe stateu edu Alice Roberts Psychology Cosponsor alice stateu edu Filter Filter Filter Filter Filter showing 71 to 3 of 3 records Create New Sponsor Use the table controls as explained on pg 5 to edit your chap ter s sponsor or member information ATCH OUT Double check any changes you make before you click Save Once you ve clicked Save any infor mation you ve changed will be perma nently changed within the system Alpha Lambda Delta 36 My Honor Society User s Manual Ordering chapter supplies You can place an order for ALD Promotional Materials bro chures and doorhangers reprints of certificates and other materials via the Supply Requests screen e Click on the Supply Requests link in the left hand menu Request for Supplies New Request Pending Requests 0 Fulfilled Requests 0 Create New Supply Request Bem each Endod 100 Promotional brochures P 0 00 0 00 500 Promotional doorhangers 0 00 0 00 l Chapter standard shipping 0 00 0 00 F Add another item Total 0 00 Requested Delivery Date 7gm041 Requests are oroanized by fhis date Special Instructions Continue gt gt You can review fhis request before if is submited Select an item from the drop menu and enter a quantity to the left o
23. Year Experience Alice Psychology Filter Q Create New Sponsor The Column Chooser allows you to choose which columns of information appear in the table Clicking the down arrow will display a list of available columns from which you can choose the ones you would like to view Placing a check next to the column name makes that column appear in the table Removing a check removes the column The Rows to Display Chooser a drop down menu located directly below the file title allows you to change the number of records that will appear in the table You can use the drop down menu to choose the number of records you wish to display per page To browse from one page to another you will use the Page Controls located below the table on the far right hand side 6 Located above the table at the far right side is the Quick Filter which is an advanced search tool This tool allows you to limit the records that display in the table As you begin typing in the box any data in any column that matches what you are typing will be dis played So for example you are in the Sponsors table and need to edit the contact information for Angie Smith an assistant sponsor As you begin typing Angie into the box the table will filter down to all records that contain Angie 8 The header of the table contains up and down arrows for all columns that allow you to change the Sort Or der of the column At this time we only support sort
24. ail Invitations Send Message to Invitees On this tab you ll input the names and e mail addresses of your prospecitve members Most of the time you ll be using the Import feature to import a list of names from a spread sheet If you discover you need to make changes to the information you input in the New Invitation Group form you can click on the Induction Info tab to edit that info On the next pages you ll learn how to add invitees to your Invitation Group Alpha Lambda Delta 17 My Honor Society User s Manual Entering invitees information There are two ways to enter invitees information into the MHS system one at a time manual entry or several at a time via a spreadsheet file importing Most often you ll be importing several prospective members at a time via a file import the most common spreadsheet file format is Microsoft Excel Importing a list from Microsoft Excel First Name LastName Email John Doe jdoedstateu edu Jane Roe jroedistateu edu Melissa Poe mpoe stateu edu Shawn Moe smoe stateu edu William Coe wooegstateu edu Mary Joe mjoe stateu edu Sa T D a e B at Pi fa Your file should contain a single row of data for each student you wish to invite You need to include the first name last name and e mail address for each student The columns can be in any order You may include headers in the data if you wish but it is not required Once you have your file
25. al dues will be collected from your new members Do not include the National Due when calculating this amount The National Dues are automatically added by the system and only the dues to be retained by the LOCAL CHAPTER should be entered Natl s Refund of Local z Dues Payable To state University ALD Preferences Email notifications will be grouped together and sent to members of your organization at the specified interval to consolidate emails Notifications that you dismiss before the interval passes will not be emailed at all Notification Interval 15 minutes F Indicates a reguirad field T Matona Office will be noted if you modify this paid Save General Info In the General tab check and make sure that all of the information presented is accurate Change anything that needs to be changed and click on the Save Gen eral Info button at the bottom of your screen One of the most important things to set in this tab Make sure to set your local chapter is the Local Chapter Dues field This field is what the dues If you don t set your dues under MHS sytem uses to determine how much to charge the General tab your students will only your chapter s incoming members At the end of your be charged the National Dues of 525 chapter s invitation period the National Office will send your chapter a check for your local dues National Don t include the National Dues of ALD s dues payment of 25 will automatically
26. art of their mem ship materials To make sure the right student gets the right type of initiation jewelry you ll need to download the list of responses to a National question After your invitations have expired fol low these steps to download the list e Click Invitee Questions in the left hand menu Click on the Responses by Ques tion tab Select Which jewelry piece do you prefer in the Question drop menu Select your current Invitation Group in the drop menu Set the dates to range from the day you sent your invitations to the day your invitations expired Click on Set Dates Click on Export to CSV When prompted select a location to save the CSV file Remember where you ve saved the file Now launch your favorite spread sheet program and open the CSV file you ve downloaded Congratulations You now have a sortable list of all of your new members and their jewelry prefer ences Alpha Lambda Delta 34 My Honor Society User s Manual 5 Managing your chapter In this chapter you ll e Manage your chapter s member and sponsor data e Order supplies from the ALD National Office e View and download reports from the MHS system The MHS system offers you several other powerful fea tures including management of your chapter s spon sors and members supply orders from the National Office and useful reports Starting in 2012 you ll also be able to register your stu dent attendees to the Na
27. be added 25 when setting this value The to each member s payment so make sure you only system will add these automatically In enter the amount charged by your local chapter in this other words if your students should field pay 50 total 25 local and 25 Na tional then you ll type 25 into this field when they join Alpha Lambda Delta 8 My Honor Society User s Manual Contact Tab Contact Addresses Se A O Billing ALD at State U Primary 473 Honors Building Collegetown GA 33333 Add Address Phone Numbers SS Se 478 555 1979 Primary Add Phone Number The Contact tab allows you to add and edit addresses and phone numbers associated with the chapter These may or may not be your own address and phone num ber Your personal address and phone number can be edited in the My Profile area located at the bottom of the side menu bar ATCH OUT To add an address or phone number click the green button with a plus sign located in the footer of the display table A new window will be overlaid for you to enter the appropriate information An asterisk indi cates the field is required Make sure to set your personal contact information as well as the chapter s contact information New Address The information you set in this tab is for the chapter in general You ll also need to set your personal contact information via the My Profile screen pg 1
28. can allow late joiners up to a cer tain date or can prohibit late joiners altogether By default National Late Acceptance policy is to con tinue accepting members for ten 10 days after your chapter s invitation deadline To use this policy leave the drop menu at the top of this tab set to Use the default Late Acceptance Policy set by the National Office To set a different late acceptance policy select the appropriate option from the list and click on the Save Late Acceptance Policy button How the system handles late joiners Students who attempt to join late and are allowed to join by your chapter s Late Acceptance Policy are accepted into membership with Alpha Lambda Delta and their dues are collected like any other member Late members however are issued a warning that their membership certificate and jewelry may not be avail able until after your chapter s initiation ceremony The National Office will process your on time members certificates and send them to you within two weeks The National Office will wait until your late acceptance period has passed or one month whichever comes first and process your late joiners certificates ATCH OUT Even though the system offers Invi tations NEVER expire as an option we strongly recommend you not use this option If you select this option students would be able to visit myhonorsociety com even ten years after they graduate and
29. d or have never re ceived one then click the Forgot Password link enter your e mail address and the system will generate and e mail you a password If you get an error message that reads The e mail ad dress you entered was not found in the database try a different e mail address or contact the National Office ADEE AOUT p to determine the e mail address they have on file Once you are logged in you will be taken to the Chap ter Sponsor Portal or Dashboard These login fields appear in the top right corner of the myhonorsociety home page Alpha Lambda Delta 4 My Honor Society User s Manual Using the Dashboard Once you log in you will be redirected to your Dash board This is a one stop overview of the current Status of your Chapter Along the left side of the screen you will find your main Chapter Sponsor Portal Menu Chapter Profile Overview of information about your chapter including addresses phone numbers and sponsors Invitation Groups Allows you to create and man age your groups of eligible students for induction Message Templates Allows you to create stan dard invitation and welcome messages for reuse Invitee Questions Allows you to create custom questions for new members to answer upon join ing and to collect and sort their answers Sponsors Allows you to edit other sponsor infor mation for your chapter Members Allows you to find information about members of y
30. e tem plates to create a message Alpha Lambda Delta 30 My Honor Society User s Manual 4 Invitee Questions In this chapter you ll Chapter Sponsors Dashboard Chapter Profile Invitation Groups Message Templates Set up questions for new members to answer when ini Invitee Questi they join Sponsors Review the answers from your new members Members Supply Requests Reports Convention Delegates The MHS system allows you to poll incoming members My Profile with Invitee Questions As students join you ll be able to review their answers both as individual responses and as aggregate information Access the Invitee Questions area by clicking Invi tee Questions in the left hand menu The National Office uses this feature to determine whether an incoming student wishes to have an in Signia pin or a key pendant as their intiation jewelry You ll also use this feature to determine which student should receive which type of jewelry You can use this feature to collect all kinds of informa tion from your new members e Collect sizes for new member t shirt orders e Ask students to express interest in officer positions e Poll students as to what parts of your chapter s pub licity initiatives are partidularly effective To get started click on Invitee Questions in the left hand menu this will open the Invitee Questions area invitee Questions Use this page to define a set of questions to
31. f the item s name e If you want to order more than one type of item click the Add another item link and repeat the previous step e Add as many items as you need to order then click on Continue e You ll be prompted to enter a delivery address or to select an address from amongst your chapter s addresses e Click on Submit Request The National Office will recieve your supply order and ship your materials e You can also view past and pending supply requests in the Pending Requests and Fulfilled Requests tabs Alpha Lambda Delta 37 My Honor Society User s Manual Using Reports You can view and download several useful reports from the MHS system e Click on the Reports link in the left hand menu to open the Reports page Atthe top of the page select the report you d like to view Reports Select report Chapters with Extended Fields Report Chapters with Extended Fields Choose Columns Export to CSV Display 10 BA records per page Quick Filter Ch Name Institution School Index Enrollment FESS pean na Alpha Lambda Delta National Office Albion College Alfred University American University Angelo State University Arizona State University Arkansas State University Ashland University Auburn University Austin Peay State University Filter showing 1 to 10 of 272 records Albion College Alfred University American University Angelo State University Arizona State Unive
32. fit Personalization In both the Invitation and Welcome messages see below you can use personalization features similar to mail merge features in most word processors to make your e mail invitations and welcomes more personal Instead of Dear Honors Student your e mails can read Dear Shawn or Dear Jennifer etc You can use these personalization features by adding variables to the text of your Invita tion and Welcome messages To see a list of personalization options click on the red Personalization link Invitation If you would like to use the Induction Management System to send out e mail invitations to the prospective group you can type your invitation message here This is not required Some chapters with just a few eligible students may opt to mail an invitation while other chapters with many eligible students may opt to save time by using the e mail feature Please note that a link to accept the invitation will be included automatically in all invitations Welcome After the student accepts the invitation and pays her dues online a Welcome Message if one has been created will be e mailed to the student at the same time as her dues payment receipt The Welcome Message is where you should put detailed information a new member would need to know such as the exact time and instructions for attending the induction ceremony how to RSVP for a banquet etc This message allows you to include only the most imp
33. ger allows the student to an swer with a whole number How many guests will you be bringing to the induction ceremony Decimal allows the student to answer with a decimal number What s your expected GPA at the end of this term Date Time provides the student with a date picker allows the student to respond with a date and time When would be a good time for us to contact you about your upcoming induction Short Text allows the student to answer with a short line of text What s your favorite professor s name Long Text allows the student to answer with a long block of unfor matted text Why did you choose to join ALD Rich Text allows the student to answer with a long block of format table text Tell us about yourself Multiple Choice Radio allows the student to select only one option from a list of buttons In which of these officers positions would you be most interested Multiple Choice Select allows the student to select one option from a drop down menu What size t shirt would you like to order Multiple Choice Checkboxes al lows the student to select multiple options from a list of buttons How did you hear about ALD Click all that apply Alpha Lambda Delta 32 My Honor Society User s Manual Collecting member responses You can look at the member responses to your questions and to National ALD s q
34. he Invitation Group area Induction Info Invitees Display 10 aen per page Quick Filter ee e a arn t anara coss s amp O William Coe wooedm stateu edu s John Doe jdoe stateu edu N s AO Mary mjoe stateu edu 1 N S Shawn lo smoe stateu edu N FBO rae Melissa mpce stateu edu j N s amp lane Roe jroe stateu edu N a Set All SENT e Set All UNSENT F Add Invitee showing 1 to 6 of 6 records Kiih H Import Invitees from File Dg Send Email Invitations Send Message to Invitees A confirmation box will appear to inform you that you ll still be required to pay the National Dues When you click OK the sys tem will send an e mail to the student that contains a single use dues bypasscode that they will be able to use to bypass the payment section during the acceptance process If you re waiving the student s dues in entirety follow the same steps but send an e mail prior to your expiration date to ald nationalald org containing the total number of dues waived students Cancel a student s invitation We know mistakes happen and students who aren t eligible for membership in ALD get invited If you wish to cancel a student s invitation click on the red Delete icon next to the student s name in the Invitees tab of the Invitation Group area Note Canceling a student s invitation could lead to bad publicity for your chapter Consider this step carefully before acting Alpha
35. hoose Columns Quick Fiter N Name l Created y Unset Invitations Expire No records to display Filter iter iter Filter showing 0 records Filter Create New Invitation Group Click on Create New Invitation Group at the bottom of the page to open the New Invitation Group form shown on the next page Alpha Lambda Delta 14 My Honor Society User s Manual E g E l New Invitation Group Enter some basic information to create a new invitation group After the record is created you can proceed to edit details and import invitees Name Enter Mendi namie like Spring 2010 Invitations Expire The Natonal Office will not print certificates for your chapter unii AFTER this date Induction Date Walver Payment Method Credit Card H You wil pay for waivers by credit card alfer ihe invitafians close Invitation Personalization This is what invitees will receive in the inital invitation O Template Select a template Apply mal PBT B amp A Welcome Message M Send Welcome Message g Personalization This 6s what invitees wil recerve after fhay have accepted OQrempiate jf Select a template an invitation and paid dues e 7B Ale J Create Invitation Group Alpha Lambda Delta 15 My Honor Society User s Manual Creating your Invitation Group cont You will need to fill out
36. ing on one column at a time A single white arrow in a field tells you how the data is currently being sorted Zwrs a The first column on the left hand side of the table is your Action Column This column will contain different icons that let you work with the data 9 eas Sponsor Assistant Sponsor Cosponsor Choose Columns Quick Filter justin case stateu edu 476 555 1244 jane doe stateu eqdu alice stateu edu Filter Filter 1 Common Actions Edit the details of the record Depending on the record this may just be a quick edit that gives you access to a limited number of data points you can edit Deletes the record Specialized Actions Used in conjunction with the Quick Edit icon above this one gives you access to all the data points for editing Import a prospective group for a file allows you to upload a file of names and e mail address to create an Induction group Send an e mail The footer of the table contains a Filter for each column While the Quick Filter above filters for data in any column this filters data only for this specific column Under the table on the left hand side you will see a record count and a message that tells you how many records you are viewing The right hand side under the table contains your page navigation that lets you move through the records Jumps to the first page of data Goes back one page of data shows what page number you are currently
37. ionalald org in Au gust 2011 Alpha Lambda Delta 41 My Honor Society User s Manual A Filter operators Using operators to filter the data tables can allow you to quickly pinpoint specific records in the table like expression lin exp1 exp2 numl num2_ between num1 and num2 inclusive Notes e No qualifiers no single quotes should be used e Valid date delimiters are and no because that s the range operator e Whitespace is generally ignored within operators in 1 2 3 works as well as in 1 2 3 and in 1 2 3 e Whitespace is maintained within string expressions though so that Region V is different than RegionVv e Operators should not be used for Boolean data types Entering 1 Y or T case insensitive evalu ates to true and 0 N F evaluate to false Alpha Lambda Delta 42 My Honor Society User s Manual Working with different file types B MHS s Import Invitees feature can work with both CSV delimited and fixed width data files Below find the details for preparing each type of file and the options you ll be presented with when you import one of these files into MHS CSV Delimited Files Preparing the file The file needs to contain a single row of data for each student you wish to invite You need to include the first name last name and e mail address of each student The fields can be in any order Each field must be delimited b
38. itees Alpha Lambda Delta 23 My Honor Society User s Manual After you ve sent invitations Review your membership You can see which members have and haven t joined by going to the Invitation Groups area clicking on the Edit icon for your chapter s active Invitation Group and clicking on the Invitees tab Navigate the table of invitees just like any other table see pg 5 invitees who have joined will show a green letter Y in the Ac cepted column Send reminders It s a good idea to remind your invitees regularly Use the instructions starting on pg 21 to send out remind ers to your invitees every couple of weeks during your Acceptance Period Send a final reminder message to students just a few days before your invitations are set to expire Once your Acceptance Period is over As soon as your Acceptance Period ends the National Office will be notified and will process your chapter s membership certificates You don t have to do anything to order certificates or membership jewelry the National Office will automatically process them as soon as your invitations expire Within 7 10 days of receiving your certificates you should receive a check from National Alpha Lambda Delta for your chapter s local dues If your chapter s Late Acceptance Policy allows late joiners and if any students join after your deadline Na tional ALD will process these members and send both the certificates and these members loca
39. l dues after your Late Acceptance Period ends or one month after your chapter s Induction ceremony whichever comes first If you have late members join more than one month after your Induction ceremony you should contact the National Office ald nationalald org to arrange for a time to print and ship these certificates Alpha Lambda Delta 24 My Honor Society User s Manual Managing Invitees The MHS system offers several powerful features for working with Invitation Groups and individual invitees during your chapter s Acceptance Period With MHS your re able to e Add additional invitees to an Invitation Group e Waive a student s dues or accept a cash check payment e Cancel a student s invitation e Edit your chapter s deadline induction dates Add additional invitees to an Invitation Group If you re not already there go to the Invitation Groups area by clicking on Invitation Groups in the left hand menu e Open the information for the Invitation Group you re work ing with by clicking on the Edit icon in that Group s row a e This will open the Edit Invitation Group page On this page click on the Invitees tab Induction Info Display 10 W records per page Quick Filter eee ee ee rae William Coe wcoestateu edu 6 John Doe jdoe stateu edu s amp Q Mary Joe mjoe stateu edu amp Shawn Moe smoe stateu edu ae Melissa Mpoed stateu edu s Jane Roe jroe stateu edu a N ag Set All SENT
40. lta 13 My Honor Society User s Manual Creating an invitation group Identifying eligible students The first step in inviting new members to join your chapter is to request your list of eligible members from the Registrar s or Student Records office You ll need to collect the following information about students who ve scored a 3 5 GPA and are in the top 20 of their first year s or first term s class e Firstname e Lastname e E mail address Request that the Registrar or Records Office return this list to you in a spreadsheet format preferably a Micro soft Excel spreadsheet Although MHS can work with many different types of spreadsheet Excel files are a little easier to work with After you ve received your list of potential members you re ready to create an Invitation Group and invite members to join Alpha Lambda Delta Creating your Invitation Group To create an Invitation Group click on the Invitation Groups link on the left hand side of the page This will open the Invitation Groups area a table containing the data from past and present Invitation Groups Invitation Groups Display l 10 eel records per page Chapter Sponsors Dashboard Chapter Profile Invitation Groups Message Templates Invitee Questions Sponsors Members Supply Requests Reports Convention Delegates My Profile Access the Invitation Groups area by clicking Invi tation Groups in the left hand menu C
41. ly ATCH OUT Make sure your e mail messages go through See pg 43 for information on making sure that your messages aren t interpreted as spam messages by your students e mail clients Alpha Lambda Delta 21 My Honor Society User s Manual Sending reminder and update e mails Within the MHS system you can also send messages to stu dents who are in an Invitation Group You can send these messages to students who have already joined students who haven t already joined or both If you re not already there go to the Invitation Groups area by clicking on Invitation Groups in the left hand menu e Open the information for the Invitation Group you re work ing with by clicking on the Edit icon in that Group s row a e This will open the Edit Invitation Group page On this page click on the Invitees tab e Click Send Message to Invitees at the bottom of the screen This will take you to the Invitee Message page invitee Message O Invitation Group Test group 3 r sena to Invitees who have been invited but not yet accepted 6 BCC Enier email addresses separated by commas or semicaions BCC recipients wal receive a bind carbon copy of ALL messages that are generated Q bject Message g Personalization YOu can preview your message and make changes if Tem plate Select a template j Apply eeded shia Append Invitation Acceptance Instructions E
42. n 9 This will take you to the Invitees tab Edit Invitation Group Test group 3 lf you re mailing paper invitation letters you must insert the information below into your letter so that your invitees will Know how to accept the invitation and pay dues online No matter how your invitations are sent via paper or e mail follow up e mail messages to those who haven t yet accepted must include the Acceptance Information below If an invitee has to have access to his or her original invitation to accept you might end up with a lot of unnecessary requests for instructions on how to register especially if they can t easily locate their original invitation inviation Acceptance Instructions To accept your invitation go to https ald myhonorsoclety com accept Register by using the e mail address on file with your university and entering the following Invitation Code BF1759C9 8672 4E52 BEF0 4564F460131D According to your Chapter Profile local dues of 2 00 will be collected for each invitee accepting membership and the National Office will make local dues refund checks payable to Sri Lanka Omicron If this is not correct change it on your Chapter Profile page Induction Info Display 10 H records per page Quick Filter Fist 5 Lasta Email invited Accepted Waived Foe Code No records to display ag Set All SENT Q Set All UNSENT Q Add invitee Showing 0 records Wdb H Import Invitees from File Bag Send Em
43. n pg 5 to navigate this table and update your chapter s officers information When you click on the Add Local Officer link a new window will open for you to enter the appropriate information New Local Officer Term Start Date Term End Date Has Member Account ves ie Select Yes if this officer has a My Honor Society Member account Select No to enter a name manually Member Start y ing a member name or numb xOffice Chapter President FA Ifyou re adding a student officer who joined your chapter using the MHS sytem select Yes in the Has Member Account drop menu If the student Add Local Officer Cancel officer didn t join via MHS select No Alpha Lambda Delta 10 My Honor Society User s Manual Late Acceptance Tab Late Acceptance Policy Late Acceptance Policy Specify a custom Late Acceptance Policy for my chapter O Invitations remain active until a new Invitation Group is created O Invitations remain active until Sia days after the group s Expiration Date Invitations expire on their set expiration date late acceptance NOT ALLOWED O Invitations NEVER expire f Save Late Acceptance Policy gt In the Late Acceptance tab you can set your chapter s policy for accepting members after the membership deadline The My Honor Society can enforce a policy for mem bers who attempt to join after the deadline set by the chapter the system
44. ortant informa tion in the Invitation Both the Invitation and the Welcome Message can benefit from the personalization commands mentioned earlier The Welcome message can be enabled disabled with the checkbox 8 When this box is unchecked the Welcome message is not sent to newly joined members ATCH OUT If possible plan a traditional paper invitation in addition to the auto mated e mail invitations E mail invitations are easy but our research indicates that chapters that use both e mail and a traditional paper invitation show as much as 50 higher yields than chapters that use only an e mail invitation ATCH OUT Make sure to proofread your Invitation and Welcome messages One simple slip can make your invita tion look unprofessional and deters students from joining Write your invi tation in a word processor and save it for editing there then copy and paste your text into the MHS system when you create your Invitation Group Make sure your letter is well written and tailored to your chapter Insert details specific to your chapter to reassure students that the invitation is coming from the local chapter Alpha Lambda Delta 16 My Honor Society User s Manual Creating your Invitation Group cont After you ve finished filling in the information on the New Invitation Group form click the Create Invitation Group but ton at the bottom of the scree
45. our chapter both past and present Supply Requests Allows you to order supplies for your chapter Reports Allows you to create exportable lists of current members and alumni Convention Delegates Allows you to register and edit your attendees infomration for the National Leadership Workshop will be active in 2012 My Profile Allows you to edit your own address phone number and other account information Pte MONON Viigo ALPHA LAMBDA DELTA State University ALD Chapter Gashboard Mabi Le Pa Se ee lF eT F i H iii i Chapter Sponsors Dashboard Chapter Profile Invitation Groups Message Templates Invitee Questions Sponsors Members Supply Requests Reports Convention Delegates My Profile Almost all of these areas have a data table that displays pertinent information and all of the tables work similarly On the next page we will look at one of these tables to get an idea of how they func tion Alpha Lambda Delta My Honor Society User s Manual Using tables Most of the areas accessed via the Dashboard contain a data table which displays pertinent information All of the tables work in the same basic manner We ll look at the Sponsors table to examine the components Sponsors Display 10 W records per page O OEO E Justin Case Deparment of Student Acheivement Doe Roberts Filter Filter Showing 1 to 3 of 3 records C Jane 7 Je First
46. our template Long Invitation Letter or Short Reminder Message etc ATCH OUT e Description A short description of your template A short invitation letter for the Fall or Last minute reminder message for invitees Make sure to proofread any i l e HTML Enter the text of your template message You ANDAA OF UPASCA ess2g can use the Personalization codes in your template One simple slip can make your invita tion look unprofessional and deters students from joining Write your invi tation in a word processor and save it for editing there then copy and paste your text into the MHS system when you re ready e Once your re satisfied with your Message Template click on the Save Template button The template will now appear in your chapter s list of templates and can be used in Invi tation Welcome and Invitee messages Alpha Lambda Delta 29 My Honor Society User s Manual Edit delete an existing template To edit a template your chapter has created click the Edit icon next to the template you wish to edit in the Message Templates table To delete a template your chapter has created click the red Delete Record icon next to the template you wish to delete Note You won t be able to delete or edit the templates created by National ALD You will however be permitted to customize these templates in the Invitation and Invitee Message windows when you re actually using th
47. rsity Arkansas State University Ashland University Auburn University Austin Peay State University Filter Albion College Alfred University American University Angelo State University Arizona State University Arkansas State University Ashland University Auburn University Austin Peay State University Filter You can select which columns to include in remove from your view of the report using the Column Chooser in the top right corner and you can navigate through the report using the table controls as described on pg 5 You can also export a report to view and work with in a spreadsheet program Simply click on the Export to CSV link to download a spreadsheet file containing the report data CSV files can be easily opened by most major spread sheet applications including Excel 1941 2410 11883 6148 91234 10727 6459 234547 9207 o o o 0 0 0 0 0 i So D O h E h G e Gl i i 2 am Filter Filter Wqd12345 gt H Alpha Lambda Delta 38 My Honor Society User s Manual 6 Help Providing Help You may receive a few phone calls or e mails from students who have run into trouble with the MHS system We can give you a few quick hints to help you help these students Here are the most common issues we ve gotten from students and what may be causing the prob lem If the solution presented here doesn t work or if the issue isn t mentioned here
48. s National hee Qs Office Me Pay attention to any portions of the letter written in ALL CAPS these are portions that must be Le Laia customized to your chapter Basic Welcome message template Pay attention to any portions of the letter written in ALL CAPS these are portions that must be Q 3 National Welcome customized to your chapter Office letter If your chapter has a Facebook page and if it doesn t it should use the optional Facebook paragraph otherwise delete it A template for a quick reminder type of e mail send this or something similar out a couple of weeks after the initial contact Pay attention to words in ALL CAPS these MUST be replaced with information specific to your school Q Bs National Reminder Office letter Filter Filter y Filter Showing 7 to 4 of 4 records Mdip H Create New Message Template Alpha Lambda Delta 28 My Honor Society User s Manual Creating a new Message Template e Onthe Message Templates screen click on Create New Message Template at the bottom of the screen e On the New Message Template screen complete the requested fields New Message Template Name Enter a meaningful name S0 fhal ofher sporsoars will know ihe intended purpose of this fanplais such as Graduate Student Inviation Templie ar Undergrad Welcome Lotier Description HTML Personailizalian Save Template e Name The name for y
49. t Name es Emaii John jdoe stateu edu Jane 10e jroe stateu edu Melissa mpoestateu edu Shawn smoe stateu edu William D WOoe i Stateu edu Mary mjoe stateu edu showing 2 to 7 of T total rows Ready Ready to begin the import process Import Records 6 records will be imported If you ve imported a Microsoft Excel file you ll get two options e Sheet select which worksheet usually Sheet1 contains your data Start import at row In this field input the number of the row containing your first data record In most cases if you have header data this will be set to 2 If you don t have header data this will be set to 1 You ll also see a Data Preview which will allow you to set each column with the appropriate data type Look at the columns in the Data Preview area and make sure that the drop menus at the top of each column de scribe the data contained in that column In other words if the drop menu at the top of the first column reads Last Name but the first column actu ally contains your invitees first names change the drop menu at the top of that column to read First Name Once the data columns are correctly set and the file options are correctly set click on Import Records to Save your invitees information in the MHS system If you re working with a different file type see pg 42 Alpha Lambda Delta 19 My Honor Society User s Manual Sending paper and e mail invi
50. tations Now that you ve created an invitation group and stocked it with potential members you re ready to send out invitations You can send two types of invitation traditional paper based invitations and e mail invitations While e mail invitations are quick free and easy our research indicates that students still resoond to paper invitations Rely ing on e mail invitations alone can reduce your chapter s acceptance rate by as much as 50 To send a paper invitation Prepare a letter of invitation just as you would for a traditional ALD invitation see the ALD Practical Guide to Advising for tips on writing effective invitation letters Before printing the let ters make sure to include the Acceptance Instructions To retrieve the Acceptance Instructions If you re not already there go to the Invitation Groups area by clicking on Invitation Groups in the left hand menu e Open the information for the Invitation Group you re work ing with by clicking on the Edit icon in that Group s row a e This will open the Edit Invitation Group page which will contain a shaded area similar to this ATCH OUT Make sure to include the correct Acceptance Instructions If you fail to include the Acceptance Instructions in your paper based invitations or include the Acceptance Instructions for the wrong Invitation Group your students will not be able to join ALD If you re mailing paper invitation letters
51. tional Leadership Workshop via the MHS system directions for the Conventions module will appear in a future updated edition of this manual You ll use several different links in the left hand menu in this chapter e Sponsor information can be managed via the Spon sors link e Member information can be managed via the Mem bers link e The Supply Requests link will take you to a page where you can order ALD promotional supplies from the National Office The Reports link leads you to several useful reports which can be viewed online or downloaded for use in your preferred spreadsheet application Chapter Sponsors Dashboard Chapter Profile Invitation Groups Message Templates Invitee Questions Members Supply Requests Reports Convention Delegates My Profile You ll use the Sponsors Members Supply Requests and Reports links in this chapter Alpha Lambda Delta 35 My Honor Society User s Manual Managing your chapter s sponsor member information You can add edit and delete chapter sponsors and manage your chapter s members information via the Sponsors and Members links respectively Each of these links will bring up a table populated with either your chapter s sponsors or its members S pon sors Choose Columns Display i0 H records per page Quick Filter Pret astal Dept Pos Sl mall Phone Justin Case Department of Student Achelvement Primary
52. u ll set telephone numbers and addresses for the chapter Note your contact information is saved in a different place see pg 11 this area is for general chapter contact informa tion e Sponsors In this tab you ll manage the sponsors for the chapter and adding new sponsors when they come on board e Officers In this tab you ll manage your chapter s officers and update the officer roster for your chap ter e Late Acceptance In this tab you ll set your chap ter s policies for accepting students memberships after your chapter s invitation deadline General Chapter Sponsors Dashboard Invitation Groups Message Templates Invitee Questions Sponsors Members Supply Requests Reports Convention Delegates My Profile Access the Chapter Profile area by clicking Chap ter Profile in the left hand menu These are the tabs presented to you in the Chapter Profile area Alpha Lambda Delta 7 My Honor Society User s Manual General Tab General Late Acceptance ID 5533 Chapter Number 338 Chapter Name State University ALD Institution State University Region National Chapter Type Chapter Chapter Status Active Primary Liaison l Not Defined TCharter Year 1979 TCharter Date 8 10 1979 TChapter Website http sites geocities com STALD Institution Website http www stateuniversity edu Local Chapter Dues 0 00 lf this field is left blank NO loc
53. uestions presented in two different ways by question and by invitee Viewing responses by question will present you with all of the members answers to a single question in one look good for aggregating responses jewelry or t shirt orders polling ques tions Viewing responses by invitee will show you all of one member s responses to all of your questions good for looking at an individual s interests officer interest reasons for joining Viewing responses by question e Inthe Invitee Questions area click on the Responses by Question tab Responses by Question Select a question to view the response data You can filter the results further by specifying an Invitation Group or Start End Dates F Question Which jewelry piece do you prefer Invitation Group All Groups HH Dates Between inclusive Set Dates Responses Export to CSV lt gt Export to AML Display 10 H records per page Quick Filter No records to display showing 0 records Chart View MH4 gt Mi Key Pendant larger insignia to wear on a chain or bracelet 247 49 lt gt B Lapel Pin small pin in shape of ALD logo 244 48 L I Key Pendant 12 2 Lapel Pin 1 0 Alpha Lambda Delta 33 My Honor Society User s Manual Viewing responses by question cont e Question Select the question for which you like to view the responses e Invitation Group Select the Group for which you d
54. ut you may use any delimiter You may qualify your fields if you wish but that is not required Headers are optional as well The system is smart and will read your file to guess which qualifier and delimiters are being used it will display these quesses and allow you to make changes before processing Importing the file When you import the file the system will present you with three options The system will have attempted to guess at the settings for these options but you should check them before you finalize the import e Delimiter This is the character used to separate one data field from another e Qualifier This is the character used to differentiate your field data from your delimiter If a qualifier exists most generally it will be either a single quote or a double quote Start Import at Row Allows you to set at which row to begin the import If you included head ers then you would most likely start the import at row 2 If you didn t include headers then you would probably start the import in row 1 Fixed width Files Preparing the file The file needs to contain a single row of data for each student you wish to invite You need to include the first name last name and e mail address of each student The fields can be in any order You will be able to set the field lengths after you upload the file to ensure that the fields start and stop at the appropriate intervals Importing the file You will
55. you must insert the information below into your letter so that your invitees will Know how to accept the invitation and pay dues online No matter how your invitations are sent via paper or e mail follow up e mail messages to those who haven t yet accepted must include the Acceptance Information below If an invitee has to have access to his or her original invitation to accept you might end up with a lot of unnecessary requests for instructions on how to register especially if they can t easily locate their original invitation Invitation Accepfance instructions To accept your invitation go to https ald myhonorsoclety com accept Register by using the e mail address on file with your university and entering the following Invitation Code BF1759C9 8672 4E52 BEF0 AS5B4F460131D According to your Chapter Profile local dues of 2 00 will be collected for each invitee accepting membership and the National Office will make local dues refund checks payable to Sri Lanka Omicron If this is not correct change it on your Chapter Profile page e Copy and paste the section under Invitation Acceptance Instructions into your letter ATCH OUT Double check the Invitation Code Make sure the Invitation Code you print in your letters matches the one presented in your Edit Invitation Group page If this code is wrong students will not be able to join Alpha Lambda Delta 20 My Honor Society User s Manual Sending E mail
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