Due to the unique nature of the WASB memberships and subscriptions, our database requires individual board member and administrator memberships to be created each year – even for ongoing memberships. With our new database system, which allows school district staff to manage their own districts’ membership information, we are asking for your assistance in keeping our records accurate by creating new memberships for your board members and administrators for 2013-14.
Most of our Administrative Assistants think of positions as remaining the same. The only thing that changes is the person in that position. To our Administrative Assistants it makes sense to simply change the name of the person assigned to a position. Since this is a database each person has a record and information tied to that record. For instance, a board member attended convention in January 2011. If you change the name of that board member to one of a newly elected board member. His/her record will show that he/she attended convention in January 2011, before they were elected to the school board. Similarly, changing the name of the board president to another board member will cause the board member to receive publications that are specific to the board president.
For purposes of membership verification using WASB Member Services Web-based software, the following definitions apply:
A profile is membership information about your organization (district) or individuals (district members).
Refers to the following members:
District Administrator (superintendent)
Business Official (manager)
Dir. of Activities - Athletic
Buildings & Grounds
Other Administrative Staff
In the profile manager, district members can update their individual membership records for items such as email addresses, contact information, and professional and personal demographics.
Member Services Managers:
The district administrator and his/her administrative assistant as well as the district's business manager have been designated as Member Services Managers for each district. If you would like additional district members to have have the ability to update the district's organization profile, please contact the WASB.
The data provided will be more accurate if we first add you to the system and set your profile as a web admin. This will also ensure that you will have the proper permissions in place for future updates. Please contact firstname.lastname@example.org or call 608-257-2622 and ask for extension 1731.
This is what a completed District Member page should look like. The list of names that will be available when you register your board and district members for seminars, webinars, and convention is created from the Position/Titles created on this page. Anyone receiving a publication or has access to the FOCUS or Policy Resource Guide or the Employee handbook also needs to have a Position/Title. The following position/titles are available:
Select the position/title you wish to assign to the new member. In the member drop down list select - New Member -. Click the 'Next' button. The screen that comes up will provide the fields necessary for entering a member who is not already entered into the system.
It is not necessary to remove a member you see listed. By not assigning that person to a position/title, the database will show they do not have an current membership. These individuals are assigned to your district and will show in the dropdown menu making their names available in the event they run for re-election in the future. Simply do not assign this person to a position. If a person is no longer employed by your district, please contact the WASB and we will remove the former employee from your district.
From the Member Verification form, click the District Members tab at the top of the screen. Click the ‘Remove Position/Title’ button. The window that opens will allow you to remove an individual from the current position/title. This does not remove the individual from the system or your district's online database.
Term End Date – Use yesterday's date or the date they will no longer be in this positon. NOTE – a today's date or another date in the future will keep this member in your District Member list until the date entered.
Reason – select the reason that best fits the reason they are being removed from your current district members list.
No, if you clicked the 'Next' button after finishing a webpage your changes were saved in the data system. Any memberships you added and clicked next will automatically be saved in the system. Note: If your session is idle for 15 minutes or more you will be automatically logged out
he ‘My District's Memberships’ link in the left menu dispaly a list of your district members, please click the Update link to the right of the individual's name. Once on the member's profile webpage, use the horizontal navigation menu under the red bar to update specific information for this member.
Please Note: the email/login displayed on the Update Profile webpage is not the same address used for emailing communicaitons
While filling out the Member Verification Process form, you may click the appropriate black tab in the menu at the top of the page. This link will open the section in which you wish to make the change. Instructions are provided on each of these pages.
Yes, simply click the 'Next' button on the bottom of the page you are currently working on. Any changes made thus far will be saved. When you log in with your email login and password click the tab at the top of the page for the section to wish to return to.
Districts typically have two types of committees, Board Standing and Advisory. We have created questions for each with typical answers. Please select all of the committees your school board and district hold. A text field has been provided in case we have not covered any of your committees. Multiple committees may be entered here and separted with a comma.
The district information entered into this form is only available to you as the web admin for your district. The web admins are the only ones who can enter and update information for the district or district members. Individual board members are able to view and update profile information relating to their personal profile. They will not be able to see information about the district, other district members, or other WASB members.
If for any reason you wish to reset your WASB password, you may do so by requesting a new password on the login webpage. Alternately, you may login with your existing password and change your password in the "My Profile" webpage. Note: you will need to type your new password twice. Passwords are five or more alpha/numeric characters, special characters are not allowed.
If positions change during the school year, the titles of the individuals must be updated in order to ensure that member registrations are accurately recorded and publications are delivered to the appropriate persons. Member names must not be overwritten. The titles change, not the names. For example, if your current board president resigns and a new board president is selected during the school year the following occurs:
The Membership for the outgoing board president is removed by clicking the 'Remove Membership' button to the right of that person's name. This does not remove the person from your district or from the database. It merely ends his/her current position/title as president.
The new board president is removed from his/her old position/title in the same process as step one above.
The new board president is assigned to his/her position/title by clicking the 'Click here to add Member Positionï' button and assigning his/her name to the position/title of Board President.
If the name of the board president is merely overwritten by the name of the new president, the record for the second president will reflect the activities of the first. Your ability to update a person's name has been removed; please contact the WASB to update an individual's name
The Term End Date reflects today or a day in the future. In order to remove this individual from your district's member list, it is necessary to enter a date prior to today. Click the "Remove Position/Title" button and be sure to enter a date prior to today.
The system requires an email formated login. If you do not have an email address and the district does not supply you with one, we can enter a district formated email address. This can be used for your login, being an invalid email address you will not be able to reset your password with this email address. The WASB will be able to assist you in resetting your password. This email login will not be used to send you electronic communications.
After entering my password and clicking submit, the page refreshes and my password appears as a long line of **********, what is wrong?
For security purposes the password appears as 25 asterisks (*) even though you maybe only typed nine (9) characters or digits. By displaying this long line of asterisks no one will be able to guess your password.
Yes, your changes were saved and the page reloaded with your changes. Try to think of this as a MS Word document. When you click save, the page refreshes with the changes you made and you see your changes. If you have more updates to make, you may do so at this time. When your Webpage refreshes you may click the appropriate link to take you to where you want to go.
An example of Name would be ‘Vacation’. This is the address used for a vacation home. This address could be set as default when the person is at a vacation home and wishes to receive communication at that address.
Certain publications are prepared once a year and are included as a complimentary with your district's membership. In most cases these copies go to the district administrator, board president or board clerk.
Guide For Candidates — Three copies are sent to the district administrator and one copy to each CESA administrator and WASB directors
Election Schedule —One copy each to the district administrator, board clerk, CESA administrator and WASB directors
Annual District Meeting Guide — one copy is sent to each; the district administrator, board president, CESA administrator and WASB directors
Resolution Book — One copy each is sent to the district administrator, board president, CESA administrator and WASB directors (Does not appear in the list of subscriptions.)
Before you can see what a district member is receiving for publications you will need to add this person to a position/title using the Membership Verification Process. If you need the instructions they are available by clicking this link: membership verification process instrructions .
It is a practice of the WASB to provide access to The FOCUS archives through web access to all board members whose districts subscribe to The FOCUS. District members who have The FOCUS will receive the subscription in the mail as well as having access to archive issues through the website. If your district has designated district members other than board members to receive the subscription through the mail, the WASB provides board members with online access to The FOCUS archives online.
Log into your profile, then click the Membership Verification link for your district in the left navigation menu. Select and click the District Members tab. To the right of each member's name you will see a button called "Store", clicking that button will take you to the list of subscriptions that individual is currently receiving along with the renewal date.
After you have clicked the "Store" button located to the right of the individual's name, you will notice a second "Store" link near the top of the webpage. When you click this link the system will open a new tab and log you into the store as this member. Be sure to check the Tax Exempt check box before selecting any items. When you have finished placing the order for this member, it is very important to be sure to "Logout" as the member you just ordered items for and close the new tab or new window, depending on your browser settings.
After you have logged out as the individual and closed the new tab or new window, the webpage displaying the subscriptions does not display the subscriptions you just ordered. You need to refresh this window. There are several ways of doing this, one of which is to press F5 on a Windows OS or CMD + R on a Mac OS.
Yes, at the bottom of all emails going to school board members there is an optout link. They can select this link and check the check box next to each electronic subscription they do not wish to receive. The optout system works independently from the subscription list you see for each board member. Even though they selected to optout of an electronic subscription, it will still appear in this list, until the WASB staff removes it. They will not receive this electronic susbription.
When ording subscriptions for multiple members it is important to log out of the system as the first individual before logging into the system as the second indvidual. If you do not log out, the system will keep you logged in as the first person. This will cause duplicate items to appear for the first person and none for the second. Please, contact the WASB to assist with removing the duplicate items.
The online datase requires that subscriptions have a expire date and each item would need to be reordered each year. We opted to give the complimentary subscriptions an extended expire and renewal date, alievating the process of renewing complimentary subscriptions. When a membership ends, the individual will not receive any subscriptions. Similarly, when a board member has items with the extended renewal date assigned to them, their subscriptions will start when they get a new membership.
Cancellations can only be processed through the WASB, please call 877-705-4422- or 608-257-2622 & Press 5 from the menu options. or send an email to email@example.com. Cancellations for full refunds must be made five (5) business days prior to the event by 5 PM. The WASB incurrs costs for meals and printing cost based on each registration, therefore, we do not issue refunds for late cancellations. Late cancellations will receive the presentation materials for that seminar in the mail.
Yes, please contact the WASB, and we will be happy to assist you with switching registrations, please call 877-705-4422- or 608-257-2622 & Press 5 from the menu options. or send an email to firstname.lastname@example.org.
You may access this informaiton at any time by logging back into your registration and clicking the Current Registration information / Print Receipt link that can be found to the left of the Balance Due near the bottom of your Registration Home webpage.
This person may have already been registered by another web admin within your district, please check with the other webadmins within your district, (District Administrator, Administrative Assistant, Business Manager) or call the WASB and we can verify whether this individual is already registered. Make sure this person has a position/tilte within your district through the membership verification process.
This is typically caused when a duplicate registration is started. The system checks the email address of the person your are trying to register, if this email address is already registered, you will get a message on the screen indicating that this person is already registered. If there is a cost involved DO NOT enter a payment until you have contacted the WASB, please call 877-705-4422- or 608-257-2622 & Press 5 from the menu options, to get this removed.
If at any time you have a question or problem with the new Membership Verification Process please call WASB at 608-512-1731 or 877-705-4422 (toll-free) press 0 and ask for ext. 1731 weekdays between 8 a.m. and 5 p.m.