District and Club Database Frequently Asked Questions
What is the District and Club Database (DaCdb)?
Charter Number vs. Club Number
How do we disseminate the members that had been called Senior active – Alumni?
What is the District and Club Database (DaCdb)?
The DaCdb was developed to assist districts and clubs to meet their administrative reporting requirements to Rotary International, and to foster easier communications within the district for the district leadership, district committees, club leadership, and of course the members of Rotary Clubs.
The DaCdb system is an on-line, web based system that provides access to the current information anywhere, and at anytime you can access the internet. (Source DaCdb)
Charter Number vs. Club Number
When you go to the edit club function there are two numbers for each club. The first is the club# which is already in place and the second one asks for charter number. Is the club # and the charter # the same thing?
The Charter Number and CLUB NUMBER are not the same. Charter number is not used anywhere in the database, it is merely an old reference to their charter date. Whereas, the CLUB NUMBER is the RI assigned identification for each club.
How do we disseminate the members that had been called Senior active – Alumni?
First there is no longer a category for SrActive...for a complete explanation about Attendance reporting and the valid membership types, see FAQ #10...belwo is a excerpt, and the new Weekly Attendance module correctly calculates the attendance percentage IF the MemberType is coded correctly for each member.
Also, Rotarians of certain ages and with the designated years of Rotary membership may be excused from membership requirements upon written submission of a request and approval by the club’s board of directors. If the sum of their "age" plus the "number of years" of Rotary membership is equal to (or greater than) 85, then this member is eligible for the "excused attendance" requirement. This "RULE of 85", when applied to a member, means that the Club Secretary does NOT count that member's attendance (either when present or absent) when computing their monthly attendance percentages...reference MOP, Article 8, Section 5 for more information on this reporting requirement.
Rotary International has only 3 acceptable statuses - ACTIVE, HONORARY, and TERMINATED. Quite often clubs report 'InActive', 'leave of absence' or 'temporarily away' status on the SAR or correspondence, which are CLUB level statuses, not RI statuses. And these members ARE included in the Attendance calculations, since they are considered to be ACTIVE on the RI roster. ALL THAT SAID, there is an EXCEPTION. The CLUB's Board of Directors MAY "excuse ANY absence" for ANY REASON (or NO REASON at all). So, your Board of Directors decides WHO is to be counted ABSENT (or EXCUSED ABSENCE). Then make your Attendance calculations accordingly, or use the new Weekly Attendance functions, and the system makes all the calculations for you... Again, the "leave of absence" (LOA) is a club level status, which generally means the CLUB is waiving their dues and meal costs (or assessing a mimimal amount). HOWEVER, the LOA status not recognized by RI, where they are still listed as ACTIVE...thus, members in the LOA category are still accessed RI and District dues.
Also, HONORARY Members do not count in your Attendance calculations (present or absent), but members on a Leave of Absence from the club do count in your Attendance calculations (and based on whether or not you also enter them as EXCUSED in the Weekly Attendance section). And if you use the new Weekly Attendance functions, then the system makes all the correct calculations for you...in less time and less stress than manually calculating your attendance.
All changes to "club and member information" that RI
needs to know about (for the RI database) are sent
immediately to the RI Data Services department. The changes
to the District and Club database (DaCdb)
show up immediately, however, the changes sent to
RI may take several days (to a couple of weeks)
to show up, because they manually key-in the
information that we send them. The system also sends an e-mail
notification to the Club Secretary for all changes, additions,
or terminations sent to the RI database. And, the District
Governor and District Secretary, District Membership chairs may
also receive e-mail notifications for additions or
terminations sent to the RI database, because most
governors want to know about new members (or terminations) in
their district. These "options" are set in the district
"profile" if they want to receive these ADD/TERM e-mail
notifications.
In addition, when "adding" a new member to your club,
the club secretary can put in a "0" for the RI ID#
(unless they already have an RI ID# from being a member
of another club), or they get it from the RI database (Member
Access portal).
NOTE: Only RI assigns the membership number to new members! SO, we recommend that you "add the new members" directly into the RI database (with minimal data: just Name & Address and Admission Date) to get their RI ID# (which is immediately assigned by the RI database).
THEN, you ADD the new member into the DaCdb, using the newly assigned RI ID#. Just be sure to add ALL the "data" available to you when you put the new member into the District and Club database (DaCdb), which gets sent back to the RI database to complete their records.
When you ADD a new member with a "0" RI ID#, we immediately send this information to RI, and then when they process it. The new member gets their RI ID# assigned in the RI database (but NOT in the DaCdb). However, the newly assigned RI ID# shows up on ANY reports from RI (such as the CRS and SAR).
So, the Club Secretary must update the new member records in the DaCdb with the newly assigned RI ID#. We have added a "quick link" to the RI Member Access portal log on screen (while Viewing your Club Membership). So, new members (after 30 days) that still have a "0" RI ID#, will have a "0" link into the RI database; this "0" link is after their Name, and before the Edit link in the member roster. Here are the steps to get the RI ID# from the RI database and then update the Member record in the District and Club database (DaCdb).
1. Click on the "0" link after the Member's name (this takes you to the RI database).
2. Sign IN - using the UserName and Password at RI database, as
required
3. Click ON the [Update Membership Data] (It is the first
selection on left side)
4. VIEW the record of the MEMBER you are researching
5. Copy the assigned RI Membership ID (highlight and CTL+C)
6. Then go back to the DaCdb
screen,
and EDIT Member who has the "0"
RI ID#
7. Paste their RI ID# into the Membership ID field (CTL+V)
8. Click UPDATE button to apply change to database