United Brotherhood of Carpenters
and Joiners of America
Affiliate User's Guide

Chapter 12
NEWMEM - New Member Entry

To enter new members, select the NEWMEM menu option.

A new member record is added to the MEMBER file after data entry for the member is completed.

This chapter describes all the data that is entered for new members.

12.1 New Member Screen

After you select MEMBER, the new member entry screen is displayed.

ULTRA United Brotherhood of Carpenters and Joiners of America (date) Arizona State District Council UBC04003 Affiliate : At Branch : SSN/SIN : ID : Name, Last : Suffix : First : Nickname: Middle : Last Photo: Address 1 : Address 2 : City : State/Prov : Country : ZIP/Postal: Send Mag: Telephone : Date of Birth: Age: Gender: Class : Craft: Init Date : Tax Sched: To Journeyman: Signed Supp Dues: Auth Bargaining: Prior Member : Last Affiliate: CLIC Donation: Political Aff: EEOC Data: Citizen: Polling Dist : Language: Dues Code: 100% Emp Dues: Employer ID: Employee#: Payroll Ded : Local PAC : Council PAC: Affiliate ID? ________ <ESC>=Exit NEW MEMBER <F2>=Back <F1>=Help

12.2 New Member Input Prompts

The data entry prompts used for entering new member data are explained in detail in the following sections.

Note

Unless specifically specified, you can enter data in upper, lower or mixed case.

To exit at any time, enter EXIT or press <ESC>.

To return to a previous prompt, press <F2>.

To get help for any menu item or input prompt, press the [Help] key or <F1>.

12.2.1 Affiliate ID

Note: If you are a local affiliate user, the affiliate ID and name are displayed, and this prompt is skipped.

You are asked for the affiliate ID. The affiliate ID is required.

Affiliate ID? ________

The affiliate must be an active affiliate, and must exist in the affiliate file.

The affiliate ID is eight characters in length.

You can enter the affiliate number which is a number from 1 to 99999, or enter the entire affiliate ID.

After the affiliate ID is entered, the affiliate name is displayed.

12.2.2 Branch ID

You are asked for the branch ID. This is the ID of the branch the member is associated with.

Note: The branch ID is not asked if the affiliate does not have branches, or if the member is added by the General Office.

A menu of branch IDs is displayed.

Select the appropriate item from the menu.

12.2.3 SSN/SIN

You are asked for the member's social security number or social insurance number.

SSN/SIN? _________

The SSN/SIN is required data.

Enter only digits. Do NOT enter dashes or spaces. For example, if the social security number is "123-12-1234", enter "123121234". Input is validated for 9 digits if USA or Canada.

If, for example, you enter a SSN and a SIN is found, some information about the found member is displayed, and you are asked what you want to do.

+-------------Is Member Being Entered One of These Pre-Existing--------------+ | | | Member ID Member Name Init Date Status Status Date | | U-nnnn-nnnn Jones, Richard 06/29/1990 xxxxxxxxxx 10/01/1990 | |----------------------------------------------------------------------------| | Not Already on System | +----------------------------------------------------------------------------+

If this is the same member, select the member from the menu. Otherwise, select "Not Already on System" to continue entering the member data.

Generate SSN/SIN

If you do not know the member's SSN/SIN, you can have the system generate a a number by entering the word "GENERATE". For example:

SSN/SIN? generate_

At this time, "GENERATE" is displayed as the SSN/SIN. After all the member data is entered and you elect to actually add the new member, the number is generated and displayed.

Existing Members

If the member already exists, the member's data is displayed, and a message gives the current affiliate ID and status. If the member's current status is WITHDRAWN, CONWITH, or SUSPENDED, you are asked if you want to re-initiate the member. See Chapter 22, REINITIATE - Initiate Former Mbr-reinitiate, for information on re-initiating members. If the member's current classification is APPLICANT, you are asked if you want to move the applicant to member status. See Chapter 25, MOVE_APP - Move Applicant to Member, for information on moving applicants. If the existing member does not fall into the above categories, you are asked for another SSN/SIN.

Matching Pending JATC

If this member's SSN/SIN is found in the pending JATC apprentice file, some JATC information is displayed, and you are asked if this is the same person. For example:

Select "Yes" if this pending JATC person is the same as the member to be entered.

Select "No" if this is not the same person.

12.2.4 Last Name

You are asked for the member's last name. The last name is required.

Last name? ______________________________

The last name can be up to 30 characters in length.

You can enter the last name in upper, lower or mixed case. The system will edit the last name and case the letters appropriately. For example, if you enter "smith" or "SMITH", the system will edit and change it to "Smith". If you enter "o'brien" or "O'BRIEN", the system will change it to "O'Brien".

Do NOT include "Jr.", "Sr.", "III", etc. as part of the last name. "Jr.", "III", etc. is entered at the SUFFIX prompt.

12.2.4.1 Casing Words

The system performs the proper casing on names and address words. The rules are:

if the word is not two consecutive letters, it is uppercased
if an uppercase letter is followed immediately by a lowercase letter at the beginning of a word, it is left alone - it is assumed that the user did the casing, otherwise the casing is done

The system checks for punctuation and cases appropriately. For example:

o'brien becomes O'Brien j. t. smits becomes J. T. Smits 350 main st. m/s 205 becomes 305 Main St. M/S 205

Spaces are inserted after periods and commas if they are not there. For example:

j.t.smits becomes J. T. Smits sinatra,frank becomes Sinatra, Frank

The system also removes extra spaces from the input data.

12.2.5 Suffix for Member Last Name

You are asked for the last name suffix.

Last name suffix? ___

If there is no last name suffix, you can press [Enter] to skip this field and go on to the next prompt.

The suffix can be up to 3 characters in length. For example: Jr, Sr., III

You can enter the suffix in upper, lower or mixed case. The system edits the input and cases the input appropriately. If you enter "jr" or "JR.", the system will edit the input and change it to "Jr" or "Jr." (See Section 12.2.4.1, Casing Words, for word casing rules.)

12.2.6 First Name

You are asked for the member's first name. The first name is required.

First name? ______________________________

The first name can be up to 30 characters in length.

You can enter the first name in upper, lower or mixed case. The system edits the input and cases the first name appropriately. For example, if you enter "mary lou" or "j.t.", the system will edit and return "Mary Lou" or "J. T.". (See Section 12.2.4.1, Casing Words, for word casing rules.)

12.2.7 Middle Name

You are asked for the middle names.

Middle name? ______________________________

You can press [Enter] to skip this field if there are no middle names.

The middle names can be up to 30 characters in length.

The middle names can be entered in upper, lower or mixed case. The system edits the middle names and cases the input appropriately. For example, if you enter "mary lou" or "j.t.", the system returns "Mary Lou" or "J. T.". (See Section 12.2.4.1, Casing Words, for word casing rules.)

Checking for Existing Member

After you enter the new member's full name, the system checks to see if there are any existing members with names the same or similar to the name just entered.

Checking for similar names...

If any names are found, a menu of the names is displayed. For example:

Affiliate : UBC01444 -- Tucson Local At Branch : NOTUCSON -- North Tucson SSN/SIN : 555-55-8001 ID : Name, Last : Hill Suffix : First : Denny Nickname: Middle : D . . . . . . . . . . +-------------Is Member Being Entered One of These Pre-Existing--------------+ | | | Member ID Member Name Init Date Status Status Date | | U-3400-6004 Hill, Danny D 08/15/1990 SUSPENDED 12/31/1998 | |----------------------------------------------------------------------------| | Not Already on System | +----------------------------------------------------------------------------+

You can select an existing name, or select "Not Already on System" to continue entering new member information.

If a name is selected from the menu, information for that name is displayed.

Pending JATC

If a name that is similar is found in the pending JATC apprentice file, the following is displayed, and you are asked if the member being entered is one of the listed pending JATC persons.

+----------Is Member Being Entered One of These JATC Individuals-----------+ | | | Member ID Member Name Council Status Status Date | | U-1000-0005 Salter, Randy UBC04003 PENDING 04/30/2003 | |--------------------------------------------------------------------------| | Not Already on System | +--------------------------------------------------------------------------+

If one of the pending JATC persons is selected, information in the JATC file is displayed, and you are asked if this is the person that you are entering.

Select "Yes" if this is the same person that you are entering.

Select "No" if this is not the same person.

12.2.8 Nickname

You are asked for the nickname. The nickname is not required.

Nickname? _______________

You can press [Enter] to skip this field if there is no nickname.

The nickname can be up to 15 characters in length.

The nickname can be entered in upper, lower or mixed case. The system edits the nickname and cases the input appropriately. For example, if you enter "mary lou" or "j.t.", the system returns "Mary Lou" or "J. T.". (See Section 12.2.4.1, Casing Words, for word casing rules.)

12.2.9 Address Line 1

You are asked for the first line of the address. You can enter two address lines. This is the first address line. The first address line is required data.

First address line? ______________________________

You can enter up to 30 characters of data on this line.

You can enter the text in upper, lower or mixed case. The system edits the address and cases the input appropriately. For example, if you enter the address "123 main, suite #1224", the system edits the input and returns "123 Main, Suite #1224". (See Section 12.2.4.1, Casing Words, for word casing rules.)

12.2.10 Address Line 2

You are asked for the second line of the address. You can enter two address lines. This is the second address line.

Second address line? ______________________________

If there is no address line two data, you can press [Enter] to skip this field.

You can enter up to 30 characters of data on this line.

12.2.11 Country

You are asked for the country name. The country is required.

Country? ________________________________________

If the affiliate country is USA or Canada, a default country is provided. You can press [Enter] to accept the default country name.

The country name can be up to 40 characters in length.

If you enter the first characters of the country, a menu of countries is displayed. You can then select the appropriate country from the menu. For example, if you enter "united", you would see:

The country must be a valid country in the COUNTRY file.

12.2.12 Zip Code/Postal Code

You are asked for the zip code or postal code. The zip code or postal code is required.

Zip code? _________ or Postal code? _________

The prompt is determined by the member's country. If the country is USA, the prompt is "Zip code". If the country is Canada, the prompt is "Postal code".

If this is a US member, enter a 5 or 9 digit zip code.

If this is a Canada member, enter 6 characters.

If any other country, enter the appropriate data.

Do NOT enter dashes or spaces.

The input zip/postal code is validated against the ZIPCODE file. If it exists, the city and state are retrieved and used as defaults for the city and state prompts.

12.2.13 City

You are asked for the city. The city is required.

City? ____________________

If the zip/postal code exists in the ZIPCODE file, the appropriate city or a list of cities is displayed as the default. If the default city is correct, press [Enter] to accept the default.

The city name can be up to 30 characters in length.

The city can be entered in upper, lower or mixed case. The system edits the city and cases the letters appropriately. For example, if you enter "los angeles", the system returns "Los Angeles". (See Section 12.2.4.1, Casing Words, for information on casing words.)

12.2.14 State or Province

You are asked for the state abbreviation or province. The state or province is required.

State or province? __________

If the zip code exists in the ZIPCODE file, the state code stored in the zip code record is used as the default.

You can press [Enter] to accept the default if there is one and it is correct.

If this is a state in the US, only a valid two character state abbreviation is allowed.

If this is a province, the province can be up to ten characters in length.

12.2.15 Send Magazine Flag

You are asked if this member should receive the Carpenter magazine.

+Send Magazine+ | Yes | | No | +-------------+

Select "Yes" if this member should receive the magazine.

Select "No" if the member is NOT to receive the magazine.

12.2.16 Phone Number

You are asked for the telephone number.

Phone? __________

You can press [Enter] to skip this field if there is no phone number.

If the phone number is entered, it must be ten digits in length. For example, if the phone number is (619) 555-1212, enter 6195551212. Do NOT enter spaces, dashes, etc.

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United Brotherhood of Carpenters and Joiners of America Affiliate User's Guide