Changing officers for the new Kiwanis year doesn’t need to be a complex task. The simplest step is assigning a member to an existing office. We’ll look at the most common scenario, then get into what happens when you need to do more than just assign a member to an existing office. If you’re looking for instructions on how to change your board of directors, click here.
There are two very distinct parts to member offices. Here are the definitions:
Position or Office: The position, or office, has nothing to do with an individual member. It is only the title of the office, i.e., President.
Officer: The member who is assigned to a position is the officer.
The vast majority of the time, this is the only step you need to know for changing officers. For instance, if Joe was last year’s President and was replaced by Sam, this is the process you follow.
- Go to Site Admin
- Go to Member Admin
- Click on the NEW officer’s name
- Change the Office field using the drop down list
- Submit the form using the button at the bottom of the page
When you submit the member data form, the system will automatically make the necessary changes to to remove the previous member listed as President. Therefore, all you need to do is add all your new officers this way.
What happens if the club has consolidated offices? For instance, where there once was the position of Secretary and a separate position of Treasurer, there is now a combined office of “Secretary-Treasurer.” This is the process you can use to create a new position.
Warning: Do NOT use this process to assign a member’s name to an office. This is only used to create the titles!
The first part of the process is to create the new position title.
- Go to Site Admin
- Go to General Information
- Click the heading “Make changes to the offices used on the site.”
- Make sure the position you want to add isn’t in the list, then click the “Add New Office” link
- Enter the position title. (Not the member’s name.)
- Click the submit button.
You can also rearrange the order of the positions by refreshing the list, then dragging items up or down in the list by the “up/down” arrows.
Once you have added the position title to the list, you can use “Assign a member to an existing office” process to assign the member to the position. Follow the steps above by going to Member Admin and clicking on a member name.
Members with multiple offices
Let’s take a look at how multiple offices will display on a club website Officers page. Suppose our member, Carmen holds the club office of President and the division office of Lt. Governor Elect. If one of Carmen’s positions is set up using the single position method, the other will display on the next line.
Note that unlike the traditional office administration in Member Admin, there is no automatic deletion of former office holders.
- Assign the member to one of the existing positions using the single position procedures described above if you have not already done so.
- When the page reloads and the assigned office is displayed, click “Multiple Offices” to open the dialog box. Select the entity to which this office belongs. You will have a choice of District, Division, or any group that exists on your site.
- Enter a name for the office or select from an existing office created with the single office method. Note that even if you use a traditional office as the office name, this is still just a secondary office.
- Submit the form. You do not need to submit the main member form again unless you have made other changes.
Multiple office titles assigned to members cannot be edited, but they can be deleted. You can also assign as many multiple offices to a member as you would like.
If you have any questions about this new feature, please let us know.