IMS Individual Inquiry User Guide · 12/1/2011 · The Individual/Membership Subsystem (IND/MOE)...

Last Updated: 12/1/2011 | Page 1 of 70

IMS Individuals

Maintenance

User Guide

Financial & Membership Services

Membership Management Services

Version 122011

IMS Individuals Maintenance User Guide

Last Updated: 12/1/2011 |Page 2 of 70

Introduction ............................................................................................................................................................................. 4

Individuals Subsystem ............................................................................................................................................................. 4

Search by Individual ................................................................................................................................................................. 5

Search Type ......................................................................................................................................................................... 5

Search Criteria ..................................................................................................................................................................... 6

Individual Search Rules ........................................................................................................................................................ 7

Search by Affiliate .................................................................................................................................................................... 8

Search Results Limits ........................................................................................................................................................... 9

Search by Affiliate - Advanced Search ................................................................................................................................. 9

Search by Role Assignment .................................................................................................................................................... 12

Search by Role Assignment – Advanced Search ................................................................................................................ 13

Advanced Search ................................................................................................................................................................... 14

Search Results ........................................................................................................................................................................ 15

Search Within Results ........................................................................................................................................................ 16

Download Results .................................................................................................................................................................. 17

For retrievals under 1,500 records .................................................................................................................................... 17

For retrievals over 1,500 records....................................................................................................................................... 18

Add Individual ........................................................................................................................................................................ 19

New Button Search ............................................................................................................................................................ 19

Expanded Search ............................................................................................................................................................... 19

Review Search Results ....................................................................................................................................................... 19

Add New Member ............................................................................................................................................................. 19

View Information for an existing Individual .......................................................................................................................... 20

Quick Search ...................................................................................................................................................................... 20

Tasks .................................................................................................................................................................................. 21

Recent ................................................................................................................................................................................ 22

Personal Information ......................................................................................................................................................... 22

Audit .................................................................................................................................................................................. 23

Roles .................................................................................................................................................................................. 23

Demographics .................................................................................................................................................................... 26

Notes ................................................................................................................................................................................. 27

Edit Personal Information ...................................................................................................................................................... 28

Edit Address ........................................................................................................................................................................... 30

Address Validation ............................................................................................................................................................. 30

Change an Address ............................................................................................................................................................ 32

Add an Address .................................................................................................................................................................. 33

Delete/End an Address ...................................................................................................................................................... 34

Edit Phone number and Email Address ................................................................................................................................. 35

To Add/Update/End a Phone number ............................................................................................................................... 36

To Add/Update/End an Email Address .............................................................................................................................. 36

Contact suppression .............................................................................................................................................................. 37

View Address (or other) Audit ............................................................................................................................................... 38

View ID History ...................................................................................................................................................................... 39



View Name History ................................................................................................................................................................ 40

View Profile Summary ........................................................................................................................................................... 41

Student Information .............................................................................................................................................................. 42

Retired Information ............................................................................................................................................................... 44

Active Life Information .......................................................................................................................................................... 46

License Information ............................................................................................................................................................... 49

Student Rebate information .................................................................................................................................................. 50

Additional Profile Views ........................................................................................................................................................ 51

View Member History ............................................................................................................................................................ 53

Advanced Search ................................................................................................................................................................... 54

Using Advance Search........................................................................................................................................................ 54

Saved Queries .................................................................................................................................................................... 54

Select Organization(s)-State/UniServ/Local/Chapter/Employer/Work Location .............................................................. 56

Select Membership Types.................................................................................................................................................. 58

Select Funds ....................................................................................................................................................................... 59

Select Demographics ......................................................................................................................................................... 60

Select Membership Attributes ........................................................................................................................................... 61

Select Roles ........................................................................................................................................................................ 63

Select Individual Reduction reason ................................................................................................................................... 64

Initiate Search .................................................................................................................................................................... 65

Export Results List .............................................................................................................................................................. 65

Other Useful InFormation ...................................................................................................................................................... 67

Setting the Deceased Status .............................................................................................................................................. 67

Duplicate Records .............................................................................................................................................................. 67

Two Unique People With the Same SSN ............................................................................................................................ 68

How to Identify Duplicate Individuals................................................................................................................................ 68

Server Report INRP0401, Potential Duplicate Individuals ................................................................................................. 69

Setting the Purged Status .................................................................................................................................................. 69

Setting the Purged Status when there are no duplicate records ...................................................................................... 69

Setting the Purged Status when there are duplicate records ........................................................................................... 70



INTRODUCTION

The Individual/Membership Subsystem (IND/MOE) is one subsystem in the Interactive Membership Services (IMS)

web application. IND/MOE is used to process individual and membership information. IND/MOE processing

instructions are divided into three user guides: Individual Inquiry, Individual Maintenance, and Membership

Maintenance. This guide covers Individual Maintenance.

INDIVIDUALS SUBSYSTEM

To access the Individual/Membership Subsystem, click on the Individuals tab from the IMS Navigation bar.

The Individuals tab provides access to Search. This feature allows authorized IMS users to search for a specific

individual or groups of individuals for review in the membership database.

There are three options for Search:

Search by Individual: Use this search when retrieving an individual by name or ID (i.e. Individual ID, SSN, SSN4, Alternate ID).

Search by Affiliate: Use this search to retrieve a list of members by an organization (i.e. uniserv, local, employer, work location).

Search by Role Assignment: Use this search to retrieve a list of individuals who hold selected role(s) (i.e. board of directors, committee members).



SEARCH BY INDIVIDUAL

The Search by Individual function enables a user to search for one individual at a time. Users may enter a name,

Individual ID, SSN, SSN4, Alternate ID, City or State of Residence as search criteria.

When the search is initiated by clicking the button or by hitting the Enter key, the search

results displayed will be limited to the organization tied to your User ID. For State users this will be individuals who

have a membership or role assignment for the State or related organization (i.e. UniServ, Local, etc).

If the individual is not found in the results list, click the button to open the search to the

entire database. Expanded searches will include all individuals who match the search criteria. They may or may

not have a current membership or role assignment in the state affiliate associated with your User ID. An Expanded

Search will result in the display of members who may belong to another state. Please review the Profile or

Membership History page to ensure you have the correct person.

When the search is initiated by clicking on the button, the search will open automatically to

search the entire database. The search results will include all individuals who match the search criteria including

in the display members who may belong to another state. Please review the Profile or Membership History page

to ensure you have the correct person.

The member will be retrieved based on the defined selection criteria. However, once retrieved, all memberships

for the individual will be displayed for review.

Click the icon for Search by Individual help.

SEARCH TYPE

Two types of searching by name are available. Searching by name is not case sensitive (upper, lower or mixed case will work).

(Default): Name Search initiates Name Search software searching for exact name matches and phonetic name matches that “sound like” the name entered.

Search by name will review current names, past names (history) and nicknames. If more than one row is returned for an individual, names in black indicate a match on a current name, names in green indicate a match on a past name and names in pink indicate a match on a nickname (populated in the nickname field). You may see multiple rows in the colors for the same individual.



Name Matches will be displayed in the search result list based on the match percentage score with 100% matches appearing at the top of the list. So the closest matches will always appear at the top of the result list.

Wild Card search allows you to search by full or partial name using a wildcard (percent sign). Names will be retrieved by exact name or exact name to the point of the % sign if the wildcard is used. For example, enter Dav% John% to get Dave Johns, David Johnson, David Johnstone, etc.

SEARCH CRITERIA

One of these five combinations is required:

Individual ID (name not required) or

Full SSN (name not required but recommended) or

SSN4 (first and last name required) or

Alternate ID (name not required) or

First Name, Middle Name (optional) and Last Name (you may include the City and/or State of Residence if you know the member exists)

1. When searching by Individual ID, enter the 10-digit ID used as a unique identification number for an individual in the I&A database. This ID can be found on the address label of the NEA Today. You do not have to type the leading zeroes.

2. When searching by the full Social Security Number (SSN), enter the ID as 9 consecutive digits or with the

dashes XXX-XX-XXXX. All users can enter the Full SSN for searching even though they may be restricted to

seeing only SSN4 or no SSN at all.

Note: It is recommended that First Name and Last Name be entered with SSN. If the individual exists but

does not currently have their SSN recorded on the database, the individual would not be found by SSN

only. If SSN and Name are entered as search criteria and the SSN is not found, a subsequent search is

initiated automatically by Name only.

3. When searching by the SSN4 or the last four digits of the Social Security Number, First Name and Last

Name are also required.

4. When searching by the Alternate ID, enter the alternative ID used by affiliates to identify and find

individuals. This field is often populated by the state affiliates with Employee ID or some other internal or

system ID.

5. When searching by Name, First Name and Last Name are required. Middle Name is optional.

6. When searching on City, you must key the full city name.

7. When searching on State of Residence, you can key the 2 letter state abbreviation or a portion of the full

state name to quickly populate the field. When the desired state is highlighted, simply tab away from the

field and the state will be retained in the field.

Click the button or hit the Enter key to initiate the retrieval process.

Click the button to clear search criteria.



INDIVIDUAL SEARCH RULES

1. If you provide the Individual ID or SSN or Alternate ID and First and Last Name, the ID is used first in the

search. If the ID is found, the individual will be returned in the result list regardless of a match on name.

2. If an ID (Individual ID, SSN, SSN4 or Alternate ID) and Name are entered for searching and the ID is not

found, a subsequent search is initiated automatically by Name only. Search results based on the name

will be presented accompanied by the following message:

.

3. If Individual ID or SSN and City and/or State of Residence are entered and a match is found on the ID but

not the State of Residence, the search result will be returned solely based on the ID match. The non-

match on City and State of Residence will be ignored.

4. If is selected and the ID is not found, Name Search software will be initiated returning all

names that resemble the name entered.

5. If is selected and the ID is not found, an exact name search will be performed.

6. SSN4 must be searched in combination with name (first and last). When this search is initiated, an AND

operator is used between the ID and the Name providing a match on Name and ID. This affords a more

concise search.

7. You can search by Individual ID, SSN, SSN4 or Alternate ID and a portion of the name using the ‘Wild Card’

Search type.



SEARCH BY AFFILIATE

The Search by Affiliate function enables a user to select a UniServ, Local, Chapter, Employer or Work Location in

order to display a list of members for the selected organization(s). The Advanced Search criteria enables a user to

further filter the search by membership year, membership status, cancel reason, renewal indicator, continuous

indicator, demographics and membership type.

Click the Affiliate tab to present the search form.

Depending on the level of your Login, the system will auto-populate the State Association, UniServ and/or Local

with the associated organization name.

1. Select State Affiliate, UniServ, Local, Chapter, Employer, Work Location as needed for your search by

clicking on the down arrow and making the selection.

a. Chapter selection is presented only if the local selected has chapters associated with it.

b. With Chapter selected, employer and work location selection is presented only if the employer is

tied to the chapter. If the employer is tied to the local, you must remove the chapter selection to

have the employer and work location selection drop downs populated.

2. Organizations must be selected in the order displayed on the screen because of the dependencies. For

example, if you select UniServ #1 the Local dropdown list will reflect only the locals within that UniServ

unit.

3. To select by Local without having to specify a specific UniServ, select the entry ALL from the UniServ drop

down. All locals for the state affiliate will then be displayed in the dropdown.

4. To select a Local, you have the option of entering the Local User ID or selecting from the Local dropdown list. After entering a Local User ID, the corresponding Local Name will be auto-populated in the Local dropdown.

5. You must enter an organization at least down to the UniServ level. A state level search is not allowed

because of current performance issues.

6. Even if you want to search by local and not employer/work location, you still need to wait for the

employer box to refresh before clicking on Submit.

7. Optionally, enter a member name (or partial name with a wild card %) to further narrow the search. The

name search is not case sensitive.



8. Optionally, click the Advanced Search link to access more search criteria, including membership year,

membership status, membership types, etc. This is explained under the heading Search by Affiliate –

Advanced Search.

Click the button to initiate the retrieval process.

Click the button to clear search criteria.

SEARCH RESULTS LIMITS

The search has no limit on the number of records retrieved. When retrieving organizations with membership

counts of less than 1,500 the process will retrieve all records at once, sort by name and display them sequentially,

10 records at a time. You can download the entire list by clicking on the links .

If the number of records retrieved is more than 1,500, to avoid time-out problems with large retrievals, the system

only retrieves records (randomly) in batches of 10. You will see a warning message:

The search results list will not be sorted initially but a sort can be initiated by clicking on the column heading for

Individual ID, Name (sorted by Last Name, First Name, Middle Name), Address (sorted by City), SSN4 or Alternate

ID. Requesting a sort of the retrieved data will take additional time because a new query is initiated.

The download feature will initiate an IMS Extract job which can be monitored and downloaded from the Extract

Status page. Downloads and Extracts are explained later in this guide.

SEARCH BY AFFILIATE - ADVANCED SEARCH

Clicking on the link from the basic Search by Affiliate will present the Advanced Search form.

Additional search criteria includes: Membership Year, Membership Status, Cancel Reason(s) for cancelled status

memberships, Renewal Indicator, Continuous Indicator, Demographic Fields and Membership Types.

Affiliate Advanced Search Page



Description

Membership Year Current Year is the default. Prior and future years are available via the drop down.

Membership Status The default is for Effective. Selections of Cancelled or Both (Effective and Cancelled) are

also available via the drop down.

Cancel Reason The default of ALL will return all cancelled memberships regardless of cancel reason.

Select one reason or use Ctrl+click to select multiple cancel reasons.

Renewal Indicator The default is for Both. Selections of Renewed or Unrenewed are also available via the

drop down.

Continuous

Indicator

The default is for Both. Selections of Yes or No are also available via the drop down.

Demographics To initiate a demographics search, click on the link. A demographic dropdown

and Value field will be presented. Use the link, to remove a demographic field and value.

Select a specific demographic field and enter or select a value to search. You may search by a demographic field and specific value or by a demographic field and the absence of a value.

You will see all demographics in the drop-down for which you have access. The rule for demographic access is the following: You will see all demographics defined as global above your organization level, all demographics setup at your organization level and all demographics setup below your organization level. For example: a State Affiliate User will see all NEA demographics defined as global and all demographics at the state level and local level. (Note: To see Local demographics, the local must be selected.)

Select the Demographics field ,

If the demographic field was defined as a range demographic, a drop-down will be presented with the defined valid values. Select from the drop-down list for the search value or do not select a value to search for the demographic with the absence of a value.

If a demographic field was not defined as a range demographic, a value field will be presented for you to key the value you want to search on. If an input mask was defined for the demographic, the mask will be displayed below the field to aid you in keying the correct format. The value keyed must match the input

mask.

You can search for up to 5 demographics at a time. Use the link to add

additional demographics and the link to remove demographics. Demographics are removed from the bottom up.

When searching for multiple demographics, you have the option of using the ‘AND’ (all criteria must be met) or ‘OR’ (only one of the criteria needs to be met) operator between them.

NEA, SEA LEA Type You can select a specific type or use Ctrl+click to select multiple types. The association

logic between types is ‘OR’ within one membership level or across levels, meaning that

records that have any of the types selected will be returned.



Be wary of performing large searches. There is no limit on the number of records returned but you may

experience a time out when waiting for the return. If this happens, refine your search by defining additional

search criteria.

To get a list of prior year (e.g., 2010-2011) members who have not renewed for the current year (e.g., 2011-2012),

be sure to select the prior year in the Membership Year drop down and select Unrenewed from the Renewal

Indicator drop down.

Some locals do not record LEA Types in I&A. If this is the case, you will not see the LEA Membership Type drop

down selection box.



SEARCH BY ROLE ASSIGNMENT

The Search by Role Assignment function enables a user to search for individuals with State or dependent organization role assignments.

Click the Role Assignment tab to present the search form.

Depending on the level of your login, the system will auto-populate the State Affiliate, UniServ and Local

Association name, or NEA Headquarters for NEA level users. The roles displayed will relate to your user level.

Generally you will not need to make any other organization selections before selecting the roles applicable to your

organization.

1. Select State Affiliate, UniServ, or Local as needed for your search by clicking on the down arrow. Search

results will be limited to role assignments for levels within the state association.

2. Organizations must be selected in the order displayed on the screen because of the dependencies. For

example, if you select UniServ #1 the Local dropdown list will reflect only the locals within that UniServ

unit. A state user may select the value “ALL” to get all the uniservs/locals in the state.

3. You may select a local (hold the SHIFT or CTRL key to select more than one locals), or bypass the selection

to select all locals.

4. Optionally, use the Role Filter to narrow the role list to just that level, for example, you only want to see

the roles applicable to a local: .

5. Based on your selection criteria, the Roles list will appear.

6. At least one role must be selected before clicking the button. You can select a

specific role or use Ctrl+click to select multiple roles.



7. When only State is selected, the roles in the selection box will be those roles associated with the entire

state. State level roles will list first in alphabetic sequence, followed by UniServ and local roles. For

example, if you select LOC-PRESIDENT you will retrieve data for all the local presidents in your state.

8. When State and UniServ are selected, the roles in the selection box will be for the UniServ and below.

UniServ level roles will list first in alphabetic sequence, followed by local roles. When local level roles are

selected here the search will include roles for all locals associated with the UniServ. For example, if you

select LOC-PRESIDENT you will retrieve the local presidents for all the locals under the UniServ unit.

9. When State/ UniServ and Local are selected, the roles in the selection box will be for the Local and below.

Local level roles will list first in alphabetic sequence, followed by chapter roles. When local level roles are

selected here the search will include roles for only the specific local. For example, if you select LOC-

PRESIDENT you will retrieve only the one president for the local.

10. Click the button to initiate the retrieval process.

11. Click the button to clear search criteria.

SEARCH BY ROLE ASSIGNMENT – ADVANCED SEARCH

The default search criteria returns those individuals with effective role assignments. Membership is not part of the

criteria.

The optional Advanced Search will enable you to refine your search to those who also have some membership

criteria.

Role Assignment Advanced Search Page

You may select on

Membership Year: Current, Prior or Future Year

Membership Status: Effective, Cancelled or Both

Membership Level to search for: (NEA Membership or SEA Membership or LEA Membership)

In general, if you are selecting State level roles, your Advanced Search criteria would check SEA Membership. If

your Roles selection is for Local level roles, your Advanced Membership criteria would check LEA Membership.

Note that some state associations do not record Local membership type in the database. Use the LEA Membership

check with caution.



ADVANCED SEARCH

This is a new feature. Click on the link on the right of the Individual Search screen.

It provides a comprehensive set of search conditions. It is also used in Membership Express (MEX). Due to the

complexity, this function is discussed in details towards the end of this guide.



SEARCH RESULTS

The Search by Individual and Search by Affiliate will present the same formatted Results page. The Search by Role

Assignment Results page is somewhat different.

On an Individual search, if the application does not find a match after doing the initial search and expanded search,

it will display 0 records. Click the Search breadcrumb to return to the Search by Individual screen to search again.

Note: Breadcrumb is a term used for the hyperlink and > sign in the upper left of the screen. It allows you to

navigate back to a previous page.

When one or more records are found, the Search Results screen returns all matches with the best match displayed

at the top of the list.

Note: You may also see a link for under the link on the left. Clicking on this link, takes the

user out of the Individual subsystem and into the EFT (Electronic Funds Transfer) subsystem, covered in the EFT

User Guide.

Individual/Affiliate Search Results Page

Role Assignment Search Results page



Description

When the search returns more than 10 records, click NEXT to page

forward in order to see additional records. Click PREVIOUS to return

to the prior page. Click FIRST to return to the first page.

Individual ID The unique identifier for the individual in the database. If you have

Individual Maintenance (security) access, clicking on this ID takes

you to the main individual/membership page for the person.

Click the hyperlink to initiate the profile page (view only, no

update).

Click the hyperlink to view current and past memberships.

Click the hyperlink to view/process Electronic Funds Transfer data

for the individual. This link only appears if a membership for the

individual has EFT as a payment method. Clicking on this link, takes

the user out of the Individual subsystem and into the EFT

subsystem.

If you have Extract privileges in IMS, you can save the search results

as a text file by clicking on either the CSV (comma separated values)

or BAR (bar, or pipe delimited) link. (See Download Results for

more information.)

Column headings with underline Click the column heading to sort the list by the particular column

i.e. Individual ID, Role, Name, Deceased/Purged, Address, Alt ID,

Originating Org in A-Z or Z-A sequence.

SEARCH WITHIN RESULTS

When the list is long, type some text in the Search within results box to find a particular record. For example, type

“jones” and select Last Name in the in column: box to find all records with last name = jones. Then click the

button. This search is not case-sensitive. Note: Do NOT use the wild card (%) here. It does NOT

work with Search within results. A search of “ter” in name will return records with this string anywhere in the

name, such as “Terrence” or “Carter” or “Carterra”.

After initiating a Search within results, notice the message

.

To return to the (full, original) list once Search within results has been activated, click the link on the word ‘here’.

Do not click on Back, PREVIOUS or NEXT links.

To proceed with review of the member information, click the View Profile or Mbr History link to review

information for the individual that matches the search criteria or click the Search breadcrumb

to attempt another search.



DOWNLOAD RESULTS

A search results list can be downloaded as a CSV file (comma separated values) or BAR (bar, or pipe, delimited) by

clicking on the appropriate hyperlink.

This feature is available only to those who have Extract security privileges in IMS. If you do not have privileges, you

will not see the links.

Click the CSV or BAR delimiter link.

FOR RETRIEVALS UNDER 1,500 RECORDS

A File Download window will appear. Click on Open or Save.

If Open is selected, Notepad or Microsoft Excel may launch.

If Save is selected, the system may default the Save As window to C:\Temp and provide a filename and extension

for the file. Change the folder and/or file name if you wish, then click the Save button. The file can later be opened

in Excel or Access.



FOR RETRIEVALS OVER 1,500 RECORDS

An extract job will be submitted and a pop-up window will be displayed.

Click on the link here to monitor the extract job from IMS Extract Status.

Once finished, the extract job can be downloaded or previewed from Extract Status by clicking on the respective

link next to the completed job . Refer to the Extracts User Guide for additional information.

To access a bar delimited file in Excel, you may need to Import the file. This involves a few additional steps (Data,

Import External Data). Refer to Microsoft Excel Help or refer to the Extracts User Guide for additional information.

Extracts can be accessed directly under the tab (available to users with Extract privileges--

refer to the Extracts User Guide).

Another quick way to obtain a listing of members is via the Online Reports, Rosters & Labels function (available to

users with Rosters/Labels privileges --refer to Reports User Guide).



ADD INDIVIDUAL

This feature is available only for authorized IMS users who have been granted the IMS Membership Enrollment

level of security clearance.

There are times when you need to add a new individual to the database. If you believe the individual is new to the

association, a search must first be performed of the entire I&A database for confirmation. This type of search is

called a New or Expanded Search and must be performed before a new member can be added.

There are two options for searching the entire database: New Button Search and Expanded Search

NEW BUTTON SEARCH

Enter search criteria (Name, SSN, Alt ID, SSN4, etc.) and click on the button. This search will

always open the search to the entire I&A database. Search results will include all individuals who have and who do

not have a current membership in the state affiliate associated with your user ID. When processing an enrollment,

clicking on the New button is the recommended way to search.

EXPANDED SEARCH

Enter search criteria (Name, SSN etc.) and click on the button. The initial search will be limited

to retrieving individuals tied to the organization associated with your user ID.

If the individual is not found, click on the button to open the search to the entire I&A

database. Expanded searches will include all individuals who have and who do not have a current membership in

the state affiliate associated with your user ID.

REVIEW SEARCH RESULTS

Perform a thorough review of the list of individuals retrieved based on the New or Expanded Search. A New or

Expanded Search will result in the display of members who may belong to another state. Please review the

Membership Summary page to further ensure you have the correct person before proceeding with updates to an

existing member.

ADD NEW MEMBER

Click on the button to add a new member to the I&A database. A blank Personal

Information page will be displayed for entry of the new individual. To get started, go to section Add New Member

of the Membership Maintenance User Guide.



VIEW INFORMATION FOR AN EXISTING INDIVIDUAL

The main page for an existing individual is divided into several sections. The top section displays personal

information: Individual Name, ID’s, Primary Contact Information including Address, Phone, and Email as well as

Date of Birth, Gender and Ethnicity. If the individual has a nickname, it will be within parenthesis in the title bar.

The bottom sections display the membership, obligation and employment information for the member. This is

covered in the Membership Maintenance User Guide.

There are four tabs going across the page for Personal Information, Roles, Demographics and Notes. These will be

discussed later in this document.

QUICK SEARCH

The box on the left of the screen, in front of the individual’s name, provides a quick way to search for another

individual from the Main Page without going back to the Search page. After entering the search criteria, click the

button to initiate the search.

The following search criteria may be entered in the Quick Search field:

Individual ID (with or without the leading zeros)

The 9 digit Social Security Number (with or without the dashes) and contiguous or with spaces. Example: 123 45 6789)

Name (First Name Last Name or Last Name, First Name). Example: Ryan Knolls or Knolls, Ryan.

SSN4 and Name. A combination of SSN and Name can be entered. Example: 999999999 Ryan Knolls.

o Be sure to separate the 9 digit number and name with at least one blank space. o The order of the criteria does not change the search results. Example: 999-99-9999 Ryan Knolls

will return the same results as Ryan Knolls 999-99-9999.

o The SSN is used first in the search. If the SSN is found, the individual will be returned regardless

of a match by name. If SSN is not found, name search will be initiated returning all names that

resemble the name entered.

Combination of Name and State of Residence. Example: Ryan Knolls MD or Knolls, Ryan MD.



o Be sure to separate the Name and State of Residence code (i.e. CA, KY, MS, VA) with at least one

blank space.

o When this search is initiated, an AND operator is used between the Name and State of Residence

providing a match on both fields.

Combination Alternate ID and Name. Example: *12345 Ryan Knolls.

o When searching by Alternate ID and Name, preface the Alternate ID with an asterisk (*) to

distinguish it from a name.

o Be sure to separate the Alternate ID and Name with at least one blank space.

o When this search is initiated, an AND operator is used between the Alternate ID and the Name

providing a match on both fields.

o Searching by Alternate ID only in the Quick Search will be available in an upcoming release.

Email Address

Phone Number

NOTE: It is possible to combine multiple criteria in a search with Name. For example, you could enter Name, with

both SSN and State to narrow a search. Example: 999-99-9999 Ryan Knolls ME

Enter the search criteria and click the arrow. A search results list will be displayed.

TASKS

An Individual Tasks panel on the left allows users to edit Personal Information, Address, Phone/Email and Contact

Suppression. Users can also view a history of ID and name changes.

provides a comprehensive view of the individual and membership. Refer to the Membership

User Guide.

You can also view the and information for the individual.

take you to dues payment/EFT profile pages. Refer to the appropriate User Guide.



are membership related tasks, covered in the Membership and EFT User Guides

RECENT

The Recent list provides a history of individual records you have accessed, with the

most recent on top. Clicking on any name takes you directly to that record.

PERSONAL INFORMATION

The Personal Information tab is the default display and presents a comprehensive view of personal data for the

individual.

Description

Address The Primary address and address type is displayed followed by the 3 address lines,

city, state and zip code.

Deliverable Display the deliverability of the address. The value (Deliverable or Non-Deliverable

comes from the field “Override” in the database.

Legal If the Primary address is the Home address and not a PO Box address, the Legal

indicator is checked.

Email addresses The primary email address and email type is displayed. One additional email will be

shown, if it exists, with the primary email in bold on the top. You may send an email

to the individual by clicking the email address link.

Phone numbers The primary telephone number and phone type is displayed. One additional phone

number will be shown, if it exists, with the primary phone number in bold on the



top.

SSN/SSN4 Based on the Sensitive Data Security Access of the user, the full SSN, the last 4 digits

of the SSN or no SSN is displayed.

Alternate ID The Alternate ID field is often populated with the employee number or a user

generated number. The field may contain a Social Security Number if the SSN

entered for the individual in focus already existed in the database for another

individual.

DOB Date of Birth. Based on the Sensitive Data Security Access of the user, the full date of

birth, birth year or no birth date is displayed.

Gender The gender of the individual, i.e. Male, Female or Unidentified is displayed.

Ethnicity The ethnicity of the individual is displayed.

The display of Social Security Number and Birth Date is based on the user’s Sensitive Data Security access. The

options are:

Full Access – Full SSN and full Birth Date are displayed.

Partial Access – SSN4 (last 4 digits of the SSN) and Birth Year are displayed.

No Access –SSN, SSN4, Birth Date, Birth Year are NOT displayed.

AUDIT

On several IMS pages you may see a link . It provides information on who created/updated the data, and

when. For example, on the Personal Info page you can get audit information on .

Audit is explained in details in a later section of this document.

ROLES

The Roles tab displays role assignments for the individual. At the top of the page, a grid displays all effective role

assignments for the individual. As you click in effective Roles rows in the grid, the complete data associated with

the role will be displayed at the bottom of the page.



To view historical role assignments for the organization, click the box.

Description

Originating

Organization

Originating Organization is the organization which “owns” or originates the role

assignment. Examples: Local Affiliate, State Affiliate, UniServ Unit and NEA. Required

field.

State, Record Type, Org ID (Originating Org)

The associated State Affiliate ID, Record Type and ten-digit internal Organization ID of the Originating Organization. Data is display only and is to the right of the Originating Organization. This information is helpful for identification purposes as many locals and UniServ Units across the country have similar names.

Role Name Role Name represents the standard name of the role. Required field.

Alt Role Name Alt Role Name represents the Alternate Role Name. This field is to be used only if the

standard role name is not quite right, but the intent of the role must not change. An

example: the standard role name is “President “; the Alternate Role Name is “Co-

President”. This field is not required and is often left blank.

Start Date Start Date is the date the role assignment commences. Start Date defaults to the current

date. You may enter a future Start Date if needed. An example: It is July and you are

entering the officers whose terms begin in September. You would enter a Future Start

date of 09/01/YYYY. Required field.

End Date End Date is the date the role assignment ends. A future End Date may be entered if it is

known in advance when the term of the role will end.

Default Role The original intent of the Default Role indicator was for use in label printing. If the

individual has multiple roles, the one marked as the Default is used for the label address.

May no longer be needed.



VIP Role The VIP Role Indicator is set in the State Affiliate’s Selected Association Roles (SAR) on

very important position roles. If the role assigned is set up as a VIP role, the VIP Role field

will be checked. For Display only.

NEA RA Contact NEA RA Contact indicator. Indicator field is seen only on the LEA level role of “President”.

The indicator can be set on one President at a time. The role assignment with the

indicator designates this individual as the main contact for the local in the NEA RA-

Registration (RA-Reg) System.

Address Owner Address Owner identifies the entity which owns the address used for the role

assignment. User selects the address to be used to contact the member on matters

relating to this role. The default value is “Individual”. Required field.

Choices for address Owner are:

the Individual (Indv)

the Originating Organization (Orgin Org)

the member’s Work Location recorded in his/her membership record (Work

Loc)

the Represented Organization (Rep Org)

No Address

The choice “No Address” is selected if an address associated to the role assignment is not

needed.

Address Type Address Type is the type of address selected to be used for the role assignment. If

Address Owner = Individual, the selection includes only addresses owned by the

individual in the role.

For any other address owner, the Primary address is automatically selected, the Address

Type selection is empty and the address population occurs after saving the role

assignment.

Address Address is the display of the selected address. View only.

Phone Owner Phone Owner identifies the entity which owns the phone number used in the role

assignment. User selects the phone number to be used to contact the member on

matters relating to this role. The default value is “Indv - (Individual)”.

Choices for phone number Owner are:


the Originating Organization (Orgin Org)


Loc)


Phone Phone is the type and phone number selected to be used for this role assignment. If

Phone Owner = Individual, the selection includes only phone numbers owned by the

individual in the role.

For any other phone owner, the Primary phone number is automatically selected, the

Phone Type selection is empty and the phone population occurs after saving the role

assignment.

Email Owner Email Owner Identifies the entity which owns the email address used in the role

assignment. User selects the email address to be used to contact the member on matters



relating to this role. The default value is “Indv – (Individual)”.

Choices for email Owner are:


the Originating Organization (Origin Org)


Loc)


Email Email is the type and email address selected to be used for this role assignment. If Email

Owner = Individual, the selection includes only email addresses owned by the individual

in the role.

For any other email owner, the Primary email address is automatically selected, the Email

Type selection is empty and the email population occurs after saving the role assignment.

Represented Org You may see this information on certain roles, such “Association Representative”. It is an

organization the individual represents while serving in the role. It must be an

organization below the Originating Organization. Examples: The Originating Organization

is a local association and the Represented Organization is a Work Location or the

Originating Organization is a state association and the Represented Organization is a

local association.

This field is not required and is often left blank.

State, Record Type, Org ID (Represented Org)

The associated State Affiliate ID, Record Type and ten-digit internal Organization ID of the Represented Organization. Data is display only and is to the right of the Represented Organization. This information is helpful for identification purposes as many organizations across the country have similar names.

When the Reset button is clicked, the page will be reset to the current database values.

When clicked saves the data to the database.

When clicked initiate a new role assignment page.

When clicked will initiate the End Role function.

Refer to the Roles Processing User Guide for instructions on adding and maintaining role assignments.

DEMOGRAPHICS

The Demographics tab allows users to view and maintain custom data created specifically for the use of the State Affiliate, Local Affiliate, or other organizations.

The data shown on this page will vary based on the options utilized by the State Affiliate. Please contact your State

Affiliate membership office for processing instructions.



Note: If purging an individual, be sure to add a Replacement ID demographic for the “To be Purged” record. The

Replacement ID demographic is used to record the new Individual ID for the individual record being purged.

NOTES

Important information that is pertinent to an individual member or membership can be entered as a Note. Notes

are tied to the Individual and will therefore not be lost over time as a membership is rolled off to be archived.

MS Word formatting is available for entering notes. Notes, once created, cannot be deleted.

You can have notes for different components within the IND (Individuals) or MOE (Membership) subsystems:



EDIT PERSONAL INFORMATION

To view or edit all Personal Information for an individual, click under Individual Tasks or click

the Personal Info tab if you are already on the edit page.

Description

SSN The Social Security Number (SSN) must be unique in the entire database. If SSN already exists

for another individual, the entered SSN is moved to the Alternate ID field for the individual in

focus. Optional field.

Users who have Full Sensitive data access can enter or modify the complete Social Security

number.

SSN4 The SSN4 represents the last 4-digits of the Social Security Number. Optional field.

Users who have partial sensitive data access can view the last 4 digits of the social security

number but cannot update it.

Alt ID The Alternate ID is an alternate identifier for the individual. Alternate ID is often used when

SSN is not available. Optional field.

Alternate ID is not required to be unique across the database. So if using this identifier in

searching or matching, be sure to compose the ID so that it will be unique by including state

and/or local identifiers.

If a user attempts to give the same SSN to two individuals, the entered SSN for the second

individual is moved to the Alternate ID field.

First First name (given name) of the individual. Required field.

Middle Middle name of the individual. Optional field.



Last Last name (surname) of the individual. Required field.

Title Title (e.g. Mr., Ms, Mrs., Dr.) for the individual. Select choice from the dropdown list.

Optional field.

Suffix Suffix (e.g. Jr., Sr., III) for the individual. Select choice from the dropdown list. Optional field.

Nickname Nickname for the individual. Optional field.

DOB Date of Birth for the individual. Optional field.

Users who have Full Sensitive data access can enter or modify the complete birth date.

Users who have Partial Sensitive Data Access can only view the Birth Year and update it only

if the complete birth data does not exist in the database. If it is grayed out, the birth year is

not updateable.

Age Age of the individual is derived from the full birth date. If full birth date does not exist, this

field will be blank. Display only field.

Status Status indicates the status of the individual record. If blank, the status is effective. Other

choices are Deceased or Purged. Special security is required to set individual Status to

Purged.

Ethnicity Ethnicity indicates the race of the individual. Ethnicity can be changed but cannot be deleted

once entered. Select choice from the dropdown list. Optional field.

Gender Gender indicates the gender of the individual (e.g. Male, Female). Gender can be changed

but cannot be deleted. Select choice from the dropdown list. Optional field.

Marital Status Marital Status indicates the marital status for the individual. Select choice from the

dropdown list. Optional field.

Physically

Challenged

Indicator for physically challenged status of individual. Select choice from the dropdown list.

Optional field.

Reg Voter Indicator for voter registration status of individual. Select choice from the dropdown list.

Optional field.

Political Party Political Party indicates the political party affiliation of the individual. Select choice from the


Voter Type Voter Type indicates the method used by the individual to vote. Select choice from the


Registered Date Registered Date indicates the date the individual registered to vote. Select choice from the


1. Modify Personal Information by typing on top of existing data or by selecting an entry from a drop down list.

2. Click the button to save the updates.

3. Click the button to clear screen updates and restore current database values.



EDIT ADDRESS

To view or edit all Address Information for an individual, click under Individual Tasks or click the

Address tab if you are already on the edit page.

An individual may have up to three addresses, one per address type of Home, Work or Other. One address is

marked as the Primary Address and is displayed at the top of the main page for the individual.

ADDRESS VALIDATION

All addresses entered into the system are validated against the USPS database.

The USPS (US Postal Service) field indicates whether the address passes validation (Deliverable) or fails

validation due to an invalid house number, invalid street name, etc. You cannot change the USPS value.

Override indicates whether the address is good for mailing. This field can be changed. This field is

provided to override the validation status determined by USPS.

o A bad USPS value may be overridden with an Override status = Deliverable, as in the case of

street addresses in a brand new subdivision that are not yet reflected in the USPS database.

o On the other hand, a good USPS value of Deliverable may be associated with an Override =

Undeliverable if a mail piece was returned by the post office, for example if the member had

moved away without a forwarding address.

When a new address fails USPS validation, an error message will appear, such as the one below:

The default is with Deliverable status.

o If you have made an error, correct the address and click .

o Select Accept with Deliverable status if you believe the input address is good and should be

selected for mailings. The Override field will change to Deliverable.

o Select Accept with Undeliverable status if you believe the address you have is not good and

should not be selected for mailings. The address will be stored in the database and the Override

field will change to Undeliverable.



Individual Address Tab Page

Description

Address Type The Address Type defines the type of address for the address entered. Only one address per type

is allowed. Required field.

Primary Indicator for the principal address. Only one address per individual may have the primary

indicator. The primary address is displayed on the main page for the individual. Required field

for one address.

Legal Indicator of a legal address where the individual votes.

Foreign Indicator of a non-USA or foreign address.

Mail Suppress

Indicator of mail suppression information. Click on the for details.

Attn Information line which includes “in care of” or “Attention”. Leave blank if not needed.

Unit # Secondary information such as apartment, Unit Number or Floor. Leave blank if not needed.

Delivery

Address

The main part of the address such as the house number and street name, or PO Box.

City/State/Zip The city, state abbreviation and zip code plus 4.

Country Blank if domestic (United States). Otherwise select from the list.

Mail Stop Optional use for Local organizations. Identifies where the mail is to be delivered within the

organization. The use of this field is for organizations whose mail is received in a central mailing

room and then forwarded on to their “mail stop” location for delivery to its final destination.

USPS The USPS (US Postal Service) field indicates whether the address passes validation (Deliverable),



or fails due to an invalid house number, invalid street name, etc. Non editable.

D -- Deliverable

A -- -Invalid Apt suite unit

B -- insufficient address

H -- invalid House /box number

M -- multiple match

S -- invalid street

U -- User Overridden

Z -- invalid zip

X -- expired database

Override Indicates whether the address is good for mailing. Choices are Deliverable or Non Deliverable.

Used if the individual has moved to a new address but the address is not known.

Effective The Start date for this address. To view past address(es), click on the tab.

CHANGE AN ADDRESS

One or more address for the individual is shown. Focus on the address in the grid.

1. Enter the data to be changed, for example a new unit number, street address, zip code, or Override value.

2. Click

3. The Address Validation block appears on the right. This may show the result of the USPS standardization

process, noted as . You may reject the system generated address and select the

option to keep the original value you entered.

If the address fails validation, you will only see along with a reason.



4. Select Deliverable or Undeliverable as appropriate. This sets the Override value.

5. Click to accept the address as shown.

6. Click if you need to reenter some part of the address.

ADD AN ADDRESS

1. Click . Blank address fields appear.

2. Enter the required address elements. Select an Address Type not in use.

3. Click .



4. After the Address Validation appears, review and select option(s) as needed, then click

to add the address into the system. Click to make further changes to the address.

DELETE/END AN ADDRESS

1. Focus on the address in the grid.

2. Click the button. The address will disappear but you can view it under Address History.

Note: one address must remain if membership data exists for the individual. If you attempt to end it, an error

appears:



EDIT PHONE NUMBER AND EMAIL ADDRESS

To view all phone numbers or email addresses for the individual, or to add or edit a record, click the link

on the task panel or click the tab if you are already on the edit page.

Description

Phone Type Defines the type for the associated phone number field. One phone number per type is

allowed.

Phone Number The ten digit numeric telephone number.

Primary Indicates the main phone number. Only one phone number per individual may have the

primary indicator. The primary phone number displays on the individuals main page.

Foreign Indicates this is a non USA telephone number.

Unlisted Indicates the number is private and not listed in the telephone directory.

Comment A free form text field for comments.

A link to the Contact Suppression page to stop calls or emails to the individual. See the

Contact Suppression section.

Email Type Defines the type of email for the associated Email address. One email address per type is

allowed.

Email address The Email address. Format: [email protected]

The @ sign and . (dot) are required.

name and domain can be any number of valid characters. Acceptable characters are a-z, 0-9, dot or period (.), apostrophe (’), hyphen (-), or underscore ( _). Invalid characters (such as ! # $ % ? space etc.) are accepted by IMS but will be removed upon updating the database.

The suffix (the part that follows the last dot) must have two characters (such as

mailto:[email protected]



those denoting a country: us, ca, uk, au, etc.), or must match one of these values: com, edu, gov, org, biz, int, mil, net, pro, aero, arpa, coop, info, name, nato, museum. Otherwise you will receive an error message.

Primary Indicates the main email address. Only one email address per individual may have the

primary indicator. The Primary email address displays on the individuals main page.

Source The source of the data.

Comment A free form text field for comments

TO ADD/UPDATE/END A PHONE NUMBER

1. Click in the field for the applicable phone number type

2.

3. Enter the number in the required format. To remove a phone number, blank out the field or click the

icon, then click .

4. Set the Primary indicator on one phone number.

5. Select Foreign or Unlisted as appropriate.

6. Optionally, enter a comment.

7.

8. Click .

TO ADD/UPDATE/END AN EMAIL ADDRESS

1. Click in the field for the applicable email address type.

2. Enter the email address in the required format. To remove an email address, blank out the field or click

the icon, then .

3. Set the Primary indicator on one email address.

4. Select the Source.

5. Optionally, enter a comment.

6. Click .



CONTACT SUPPRESSION

The Contact Suppression function enables the user to respond to a members request to discontinue mailings,

emails or phone calls from one or more levels of the association. The contact types are Mail, Phone and Email. For

each there are levels such as NEA, NEA MB and State. A reason for the suppression may be given, such as By

Member Request, etc. You set the appropriate indicator for the individual.

Users need to exclude records with Contact Suppression in extracts for mailings, email messages or phone calls.

Description

Mail, Phone, Email The type of contact suppresssion

All Clicking the “All” choice sets a suppresssion on all fields on the page.

Note: This is set automatically when an individual’s status is changed to Deceased.

NEA Click to stop contacts from NEA as a whole.

NEA GR Click to stop contacts from the NEA Government Relations department.

NEA MB Click to stop contacts from NEA Member Benefits.

SEA Option 1 A state defined contact type. Click to stop contacts.




State Click to stop contacts from the State association.

To set a Contact Suppression:

Click in the box next to the applicable suppression

Select a reason from the drop down list.

Click to save the update.



VIEW ADDRESS (OR OTHER) AUDIT

Information about an individual is maintained in the system (database) as tables and records (rows). There is a

table that holds address(es) for an individual. Each address is considered a row in the table. Occasionally you might

want to know who created or updated a particular address, and when that action took place. This discussion is

about Address audit but is applicable for other audits as well.

Description

Table Name The name of the table, in this case, CUSTOMER_ADDRESS.

AddressType The type associated with this address.

Customer Address ID Each row in a table has a unique ID, used for references.

Individual ID The ID of the individual who ‘own’ this address.

Online Created By The process or user that created this row. “PMEXIMS” indicates data created via

IMS. Other values may be “PMEX000” (created via a Membership Express, MEX,

batch), “WEBENROLL” (created via the web-enabled student enrollment, or WESE),

etc.

Online Created Dt The date the row was created.

Online Updated By This identifies the UserID (for example, XCOMABC) of the person who updated the

data row.

Online Updated Dt The date the above user updated the row.

Batch Created By If the data was created via a batch process, the process or UserID that created it.

Batch Created Date The date the above user created the row.

Batch Updated By If the data was updated via a batch process, the process or UserID that updated it.

Batch Updated Date The date the above user updated the row.

Batch Created Source This identifies the origin of the source that created the row, for example, IMS or

ONLINE MEX.

Batch Updated Source This identifies the origin of the source that updated the row.

Last Batch Job ID This identifies the last MEX batch that touched the record. It also identifies the IMS

system transaction ID, which is the numeric portion of the confirmation number

the user receives after a web update is successful.



VIEW ID HISTORY

This feature allows users to view a Social Security Number or Alternate ID which has been updated or removed.

When an identifier is updated, the original identifier moves to the ID History (a history record or ‘row’ is created).

The information displayed contains the original ID along with associated audit information.

Description

ID Type The type of identifier for the row. Choices are SSN or Alternate ID.

ID Text The numbers or characters of the identifier (SSN or AltID).

Begin Date The date the original ID was added to the database.

End Date Each row in a table has a unique ID, used for references.

Comments Notes associated with the ID.

Created By The process that placed this row (a record of the ID change) in history. “PMEXIMS”

is populated for all rows created via IMS. Other value may be “PMEX000” or

“WEBENROLL”.

Created Dt The date the ID row was created.

Updated By Information on who updated this ID row. Often blank.

Updated Dt The date the ID row was updated. Often blank.

Batch Created By This identifies the UserID (for example XCOMABC) of the person who created the

data row.

Batch Created Date The date the ID row was created.

Batch Updated By If the data was updated via a batch process, the process or UserID that updated it.

Often blank.

Batch Updated Date The date the above user updated the row. Often blank.

Batch Created Source This identifies the origin of the source that added the row/record to the database.

Batch Updated Source This identifies the origin of the source that last updated the record.

Last Batch Job ID This identifies the last MEX batch that touched the record.



VIEW NAME HISTORY

This feature allows users to view an individual’s name which has been updated. When the name is updated, the

original name moves to the Name History (a history ‘row’ is created). The information displayed contains the

original name along with associated audit information.

Description

First Name Former first name of individual.

Middle Name Former middle name of individual.

Last Name Former last name of individual.

Title Former title of individual.

Suffix Former suffix of individual.

Nick Name Former nick name of individual.

Comment Comments about the name change.

Start Date The date the former name was added to the database.

End Date The date the former name was ended.

Created By The process that placed this row (a record of the name change) in history. “PMEXIMS” is

populated for all rows created via IMS. Other value may be “PMEX000”, “WEBENROLL”.

Created Dt The date the row was created.

Updated By Often blank.

Updated Date Often blank.

Batch Created By This identifies the UserID (for example XCOMABC) of the person who created the row.

Batch Created Date The date the row was created.

Batch Updated By If the data was updated via a batch process, the UserID that updated it. Often blank.

Batch Updated Date The date the above user updated the row. Often blank.

Batch Created Source This identifies the origin of the source that added the row/record to the database.

Batch Updated Source This identifies the origin of the source that last updated the record. Often blank.

Last Batch Job ID This identifies the last MEX batch that touched the record.



VIEW PROFILE SUMMARY

The View Profile Summary page displays comprehensive details for all data types for the individual. The top of the

page recaps some personal data, such as name, ID’s, Date of Birth, Gender, Ethnicity and some voting information.

Other data is organized under tabs for Addresses, Phones, Emails, Organization Hierarchy, Memberships,

Employers, Work Details, Obligations, Roles and Demographics. When you click on a tab, all current data for the

tab type is displayed in a grid.

The arrows on the right side of the page enable you to scroll forward and back.

The Memberships tab is open as the default tab when you first initate the page. It is covered in the Membership

User Guide.

Click on the Addresses tab to view all addresses for the individual.

Similarly you can view all Phones and Emails.



STUDENT INFORMATION

Student Information is available by clicking on the link under Individual Tasks from

the Main Page. A popup will be displayed with five tabs:

The Student Info tab is the first to display for view and update.

Multiple Student Information records are allowed per individual.

Student Information is tied to the individual, not the Student Membership record, allowing the information to be

retained indefinitely.

A user must have IMS Membership Maintenance security in order to add or update Student Information.

Description

State Affiliate The State Affiliate associated to the User’s ID. It will be pre populated. Required.

Higher Ed Inst The Higher Education institution the student is attending. Required.

Campus Optional. For Higher Education Institutions with more than one campus, select the

specific one the student is attending.

Level of Study Optional. Select Freshman, Sophomore, Junior, Senior, Graduate.

Subject of Study Optional. The subject area the student is studying. Select the choice from the list.

Grade Level The level for which the student is preparing to teach. There are two drop-down selection

options of either Elementary Education or Secondary Education. This field will eventually

become a required field on the Web Enabled Student Enrollment (WESE) website.

Graduation Date The anticipated graduation date.

Student Teacher If checked, the individual is doing student teaching.

Comments Optional comments about the student information.



When clicked the data is saved in the database.

Click to open a blank page for adding a new Student Information record.

When clicked, the Student information record is ended.

To add a new record:

1. Click and the State Affiliate will default to the state associated with your user ID.

2. Select a Higher Education Institution from the dropdown.

3. Select or enter other optional information about the Student membership.

4. Click to commit the updates.

To change an existing record:

1. Make the necessary changes to the fields.

2. Click to commit the changes.

To delete a row:

1. Highlight the row you want to delete.

2. Click and the existing record will be deleted. You will see a confirmation popup to make

sure that you really want to delete the record. Click OK and the existing record will be deleted.



RETIRED INFORMATION

Retired Information is available by clicking on the link under Individual Tasks from the

Main Page.

On the next page, click on the Retired Info tab and the Retired Information will be displayed for view and update.

Retired information is linked to the individual, not the Retired Membership record, allowing the information to be

retained indefinitely. One Retired Information record will be allowed per individual.

A user must have IMS Membership Maintenance security in order to add or update Retired Information.

Description

State Affiliate The state affiliate associated to the retired information. For new

information, it will be the state affiliate associated to the user’s login id.

Uniserv The Uniserv for the local where the individual is a member.

Local The local association of the member.

Employer The employer of the member.

Work Location The work location of the member.

Subject The Subject matter taught by the member at the time the retired

information was recorded.

Position The employment position of the member at the time the retired

information was recorded.

Retirement Date The actual or anticipated date of retirement.

NEA Unification Exempt If checked, the individual is a member of NEA and meets the criteria

which says he/she is not required to have a membership in the state

affiliate.

SEA Unification Exempt If checked, the individual is a member of a SEA and meets the criteria

which says he/she is not required to have a membership in the NEA.




Click to open a blank page for adding a new Retired Information record.

When clicked, the Retired information record is ended.

To add a new record:


2. Select organizations from the dropdowns as needed.

3. Based on Local selection, the associated UniServ will be displayed.

4. For Retirement Date, there are 2 related indicators to record whether the date entered is the Actual or

Estimated Retirement Date. The default is Actual. Retirement Date must be a valid date.

5. NEA/SEA Unification Exempt indicators are available for recording.


To change an existing record:

1. Make the needed changes to organizations at the Local level and below or to the Retirement Date and

Unification Exempt fields.


To change an existing record from one state affiliate to another state affiliate:

1. You must first end or delete the existing record and then add a new record.

2. Click and the existing record will be deleted. You will see a confirmation popup to make

sure that you really want to delete the record. Click OK and the existing record will be deleted.

3. You are now ready to Add a new record. ***Before ending an existing Retired Information record for

another state, please contact that state to make sure that the change is required.



ACTIVE LIFE INFORMATION

NEA and SEA Active Life Information is available by clicking on the link under

Individual Tasks from the Main Page.

On the next page, click on the Active Life tab. Notice two sub-tabs – NEA and SEA. The NEA Active Life tab is

automatically displayed for view (and update by a NEA user). Click on the SEA tab to view or update your state’s

Active Life information.

One NEA Active Life Information record is allowed per individual. One SEA Active Life Information record is

allowed per state per individual.

NEA and SEA Active Life Information is tied to the individual, not a membership record, allowing the information

to be retained indefinitely.

A user must have IMS Membership Maintenance security in order to add or update Active Life Information. NEA

users can add/update/delete NEA Active Life Information. NEA, State, UniServ and Local users can

add/update/delete SEA Active Life Information.

NEA ACTIVE LIFE information

Description

Certificate # The certificate number given to the member when she/he paid the first installment of

dues for an Active Life membership. This does not imply all the required dues were

paid (see the Balance Due field.

Certificate Date The date the certificate number was issued to the member.

Issue State The state affiliate where the individual was a member at the time he/she joined as a

NEA Active Life member.

Last Verify Date The date the Active Life information was last verified or reviewed by NEA staff.

Status The status of the Active Life certificate.

Status Date The Date the status was updated.

Exempt From

Unification

If this Indicator is checked, the individual is not required to join a state association

because he/she meets specified criteria.



Balance Due If more than zero, the amount that was left outstanding on the ten year payment

installments of the Life dues. Generally the Active Life certificate was cancelled if the

full amount was not paid.

Cancel Reason The reason the Certificate was cancelled,

Comments Optional comments. May include variations on the member’s name or date of death.


Click to open a blank page for adding a new NEA Active Life Certificate Information

record.

When clicked, the NEA Active Life Certificate information record is ended.

SEA ACTIVE LIFE information:

Description

State Affiliate The State Affiliate which issued the SEA Active Life certificate. For a new record, will

be the state affiliate associated to the user’s login id.

Certificate # The certificate number issued to the member. 1 to 10 digits.

Certificate Date The date the certificate was issued.

Comments Optional comments about the certificate.


Click to open a blank page for adding a new SEA Active Life Certificate Information

record.

When clicked, the SEA Active Life Certificate information record is ended.



To add a new SEA Active Life record:


2. Select or enter other optional information about the Active Life membership.


To change an existing SEA Active Life record:

1. Make the needed changes to the Active Life fields.




LICENSE INFORMATION

License information is available by clicking on the link under Individual Tasks from

the Main Page.



STUDENT REBATE INFORMATION

Student Rebate information is available by clicking on the link under Individual Tasks

from the Main Page.

The NEA tab is for NEA use only. It is still under construction.



ADDITIONAL PROFILE VIEWS

Users with Inquiry only access see only this version of the profile. All users may see the profile by clicking the

link on the Search results page.

All memberships will be displayed for a member, including Current Year, Prior Year and Future Year. Effective and

cancelled memberships will be displayed for each year with effective memberships before cancelled memberships.

Membership information includes employer, work location, subject and position information. If there is more than

one employer, work location or subject/position per membership, it will be displayed.

Required Dues and fees and voluntary contributions will be displayed.

You can hyperlink to any organization profile (state, local, chapter, employer, work location, etc.) by clicking on the

underlined name.



A hyperlink is available from Membership Information to go directly to the Membership Summary page by clicking.

.



VIEW MEMBER HISTORY

Click the link on Search Results page to view all the current and past memberships for the individual.



ADVANCED SEARCH

The Advanced Search link allows you to select a group of individuals. It works the same

as the MEX Generate search feature. It provides more robust search queries than the existing Search by Affiliate

tab. You can also save frequently used criteria.

Examples of Advanced Search queries:

All the members in your state who have a certain paymethod

Members with SEA Dues less than the standard dues obligation

Non unified memberships

Members who also have Roles in an affiliate

USING ADVANCE SEARCH

Click the link from the Individual Search screen. The Advanced Search screen will open

with the Search tab in focus. The Search tab allows you to enter selection criteria to retrieve

individuals/memberships matching your specification.

SAVED QUERIES

At the top of the Search tab is a feature called Saved Queries. This feature allows you to create a query and save

the criteria for later use:



To save a new query, populate the Search tab with the required selection criteria and click the button.

Select the ’Save Query’ option from the Action dropdown:

A Save Current Query Criteria popup will be displayed.

Enter the Query Name without spaces or special characters and enter an optional Query Description. Click the

button to save the query. The button clears the Query Description. Click the

button to exit the pop-up screen.

A confirmation popup will be displayed: .

Click the button to return to the Search tab.

To load a saved Query, select the saved query from the dropdown:

Click the button and select the ’Load query’ option from the Action dropdown.

The selection criteria for the saved query will be loaded on the Search tab:



You can also load an existing query, make revisions to the selection criteria and use the ’Save Query As’ option to

save the revised query as a new query with the same or new name. Follow the same steps detailed above for the

‘Save’ option when using the ‘Save Query As’ option: .

SELECT ORGANIZATION(S)-STATE/UNISERV/LOCAL/CHAPTER/EMPLOYER/WORK LOCATION

The User’s organization will display in the Organization field. To select another organization click the Search

button next to the Organization selection box. The Search for Organizations popup will be displayed. You can

search for one or more organization by entering the search criteria in the top Organization section. In this

example, you searched for locals having names starting with “ES”:

Search For

Enter in Organization Section

Organization Geo State: Defaults to the State Affiliate associated with your User ID

Record Type: Select record type for organization being sought.

Enter one of the following:

Org ID: Enter the Int Org ID or

Org User ID: Enter the User ID or

Org Name: Enter the Organization Name (not case sensitive).

Enter a portion of the name if the correct or full spelling is not

known. The wild card (%) is not necessary. For example “es”

will bring back all organizations with names beginning with

“ES”.

To search for one level below the State Affiliate (e.g. UniServs within State, Locals within State), use the top

Organization section. To access a second level, also use the lower Parent Organization section. For example, to



get chapters within a local, select the Record Type of ‘Chapter’ in the top section then define the local (the parent)

in the lower section. Similarly, select the Record Type of ‘Work Location’ then define the employer (the parent).

Search For Enter in Organization Section

All UniServs in a State Geo State: Defaults to the State Affiliate associated with your User ID

Record Type: Select ‘UniServ’.


All Locals in a State Geo State: Defaults to the State Affiliate associated with your User ID

Record Type: Select ‘Local’.


All Chapters in a Local Geo State: Defaults to the State Affiliate associated with your User ID

Record Type: Select ‘Chapter’.

Enter in Parent Organization Section

To identify the local, enter one of the following:

Org ID: Enter the Local Int Org ID or

Org User ID: Enter the Local User ID or

Org Name: Enter the Local Name or a portion of the name

(wild card is not necessary)



All Employers in a Local Geo State: Defaults to the State Affiliate associated with your User ID

Record Type: Select ‘Employer’.


To identify the local, enter one of the following:

Org ID: Enter the Local Int Org ID or

Org User ID: Enter the Local User ID or

Org Name: Enter the Local Name or a portion of the name




All Work Locations in

an Employer

Geo State: Defaults to the State Affiliate associated with your User ID

Record Type: Select ‘Work Location’.


To identify the Employer, enter one of the following:

Org ID: Enter the Employer Int Org ID or

Org User ID: Enter the Employer User ID or

Org Name: Enter the Employer Name or a portion of the name


Record Type: Select ‘Employer’.



After entering your Organization search criteria, click the button to begin the retrieval process. The

organization or organizations meeting the selection criteria will be displayed. A count will be displayed in the

bottom left-hand corner for the organizations displayed in the result list.

One or multiple organizations may be selected from the results lists by clicking the checkbox next to the

organization or double clicking on an organization row. As the organization is selected, the organization name will

appear in the Selected Value field at the bottom of the page.

Tip: If you would like to review the selection criteria used to retrieve the organizations displayed or if you

would like to initiate a new organization search, click the icon in upper left corner next to Search

Criteria to display the Search Criteria again. Click the icon to close the Search Criteria display.

Check the box in front of the organization(s) you wish to include, then click the button. You will be

returned to the Search tab. The selected organizations will be displayed in the Organization box.

SELECT MEMBERSHIP TYPES

The selection of specific membership types for the retrieval of individuals/memberships is an option. The retrieval

of individuals will be limited to those associated with the membership type(s) selected. The Membership Type grid

works in the following way:

Click the link. A membership row will be inserted. Click to remove or reset all selection rows.



In field

( This open parenthesis is optional and is used most often for

complex selection statements when AND and OR conjunctions are

defined. Double-click on the field for selection of a double open

parenthesis.

Column Double-click on the Column field to select the Membership Level

from the drop-down (NEA, SEA or LEA Membership Type).

Condition Double-click on the Condition field to select the operator to be used in the selection criteria. Available operators include: =, <, >, <= (less than or equal), >= (greater than or equal), <> (not equal), Like, Between, Is Not Null, Is Null, In (can include multiple values), Not In (can include multiple values).

Value Membership Type selection. Membership Type must be in

membership type code format. e.g. AC-1-100

) This closed parenthesis is optional but must be used if an open

parenthesis was defined. There must be a closed parenthesis for each

open parenthesis. Double-click on the field for selection of a double

closed parenthesis.

And Double-click on the And field to select the conjunction to be used in the

selection criteria (AND or OR). Conjunctions are required when multiple

selection statements (or multiple rows) are defined. Do not use if only

one row of selection criteria is defined.

The trash can icon is used to remove a selection row. Click on the

icon at the end of the row you want to remove and the row will be

deleted from the grid.

The help icon provides help on Membership Type selection.

Double-click on the help icon and select a membership type from

the dropdown to populate the Value field. Only single selection of

membership types is allowed from this dropdown.

Tip: The membership type dropdown is filtered by

membership level and organization. The SEA level

membership types displayed for selection will be filtered

by the State Affiliate defined for the batch.

Tip: In order to get help on LEA membership types, the

selected organization must be defined to the Local level.

Tip: If you want to search by partial membership type using Class or Class and Sub Class you must use the

‘Like’ condition and wildcard. For example, NEA Membership Type like AC% would return all

memberships with an NEA Class of Active. NEA Membership Type like AC-1% would return all

memberships with an NEA Class/SubClass of Active Professional.

Tip: If you want to search for memberships a membership level missing, you must use the ‘Is Null’

condition. For example, NEA Membership Type is Null would return all memberships without an NEA

membership type.

SELECT FUNDS

To search using Fund information, click on the Funds tab. The Funds search will open for display.



Click the link. A fund row will be inserted. Click to remove or reset all fund selection rows.

In field

( This open parenthesis is optional and is used most often for complex

selection statements when AND and OR conjunctions are defined.

Double-click on the field for selection of a double open parenthesis.

Column Double-click on the Column field to select the Fund search element

from the drop-down ( and all NEA/SEA funds will

be displayed).


Value Depending on the Column value, the Value field could be populated

with a fund amount (e.g. 15.00 currency format), a fund ID (e.g. D01,

P01, U01, F01), a fund type code (e.g. Dues, PAC, Other, Unis), a

membership level (e.g. NEA, SEA, LEA) or a Pay Method code (e.g. PR,

CK, EFT…).

) This closed parenthesis is optional but must be used if an open parenthesis

was defined. There must be a closed parenthesis for each open parenthesis.

Double-click on the field for selection of a double closed parenthesis.



selection statements (or multiple rows) are defined. Do not use if only one

row of selection criteria is defined.

The trash can icon is used to remove a selection row. Click on the icon

at the end of the row you want to remove and the row will be deleted

from the grid.

There is no help on entry of the Value field for Funds selection.

SELECT DEMOGRAPHICS

To search using Demographics information, click on the Demographics tab. The Demographics search will open for

display.



Click the link. A fund row will be inserted. Click to remove or reset all demographics rows.

In field

( This open parenthesis is optional and is used most often for complex

selection statements when AND and OR conjunctions are defined.

Double-click on the field for selection of a double open parenthesis.

Column Double-click on the Column field to select the Demographic for

searching. All NEA global demographics and State level demographics

will be displayed for selection.

Tip: In order to select LEA level demographics, the selected

organization must be defined to the Local level.


Value Depending on the Demographic Column value, the Value field could be

populated with a demographic range code or demographic description.

) This closed parenthesis is optional but must be used if an open parenthesis

was defined. There must be a closed parenthesis for each open parenthesis.

Double-click on the field for selection of a double closed parenthesis.



selection statements (or multiple rows) are defined. Do not use if only one

row of selection criteria is defined.

The trash can icon is used to remove a selection row. Click on the icon at

the end of the row you want to remove and the row will be deleted

from the grid.

Help is available for demographic range codes and demographic

description formats. Double-click on the help icon and select a

demographic range code (if applicable) from the dropdown to populate

the Value field. Or double-click to view the data entry format for a

demographic description. Only single selection of demographic codes is

allowed from this dropdown.

SELECT MEMBERSHIP ATTRIBUTES

The Membership Attributes search criteria is open for display.

Search By Enter in Membership Attributes Section

Membership Year

The selection defaults to the current membership year. Prior and Future

membership years can also be selected. The retrieval of

individuals/memberships will be limited to those associated with the

affiliate(s) selected.

Tip: When performing renewals, always retrieve prior

membership year to renew into the current membership year.



Continuous

Membership The selection of continuous or non-continuous memberships is an option.

The retrieval of individuals/memberships will be limited to those with the

continuous indicator set on or off based on selection. The selection

defaults to Both which means the indicator will not be reviewed for

selection.

Select if you want to select Continuous Memberships only.

Select if you want to select Non-Continuous Memberships only.

Payment Method

The selection of a specific payment method associated with a membership

for the retrieval of individuals/membership is an option. The retrieval of

individuals/memberships will be limited to those with the payment method

selected.

The selection defaults to All payment methods. Select one specific

payment method or use the shift or control key to select multiple payment

methods from the dropdown.

Renewal Indicator

The selection of renewed or unrenewed memberships is an option. The

retrieval of individuals/memberships will be limited to those with the

renewal indicator set on or off based on selection. The selection defaults

to Both which means the indicator will not be reviewed for selection.

Select if you want to select Renewed Memberships only.

Select if you want to select Unrenewed Memberships

only.

Tip: The selection of Unrenewed is recommended for renewals.

Remember if processing a renewal, the membership year should

be changed in most cases to prior year.

Membership Status

The selection of memberships by status is an option. The retrieval of

individuals/memberships will be limited to those associated with the status

selected. The selection defaults to Effective memberships.

Effective: The status of Effective will select non-cancelled

memberships only. The selection of Effective memberships is

recommended for most updates.

Cancelled: The status of Cancelled will select cancelled

memberships only. The selection of Cancelled memberships is



recommended for reactivations or adjustments of partial

cancelled obligation amounts.

o Once the status of Cancelled is selected, the Cancel

Reason dropdown will be available for selection. The

selection default is All cancel reasons.

o Select one specific cancel reason from the dropdown, use

the shift or control key to select multiple cancel reasons

from the dropdown or retain the selection of All.

Both: The status of Both will select all memberships regardless of

membership status. In other words, all statuses will be selected.

SELECT ROLES

To search using Roles information, click on the Roles tab. The Roles search will open for display.

The retrieval of individuals/memberships will be limited to those associated with that specific role and will always

be combined with membership criteria defined on the Retrieval tab.

The Roles search will default to individuals with effective roles only. To search for individuals with ended or

historical roles, deselect the Effective checkbox.

A roles search can be implemented by entering roles and/or

. Enter a valid date or select a date from the calendar popup . The

roles search will be based on roles that started and/or ended on the dates defined.



To select Roles for retrieving individuals, click the button. A Roles popup with all roles defined

at the user’s level and below will be displayed for selection. You can select one or multiple roles by clicking the

checkbox next to the role. Once the checkbox selections are complete, click the button

to close the popup and populate the Retrieval tab with the roles assignments for retrieval. Or click the

button to close the popup without selection.

SELECT INDIVIDUAL REDUCTION REASON

To search using Individual Reduction information, click the Individual Reduction tab. The Individual Reduction

Reason search will open for display.

Individual Reduction Reasons can be selected from dropdowns by membership level (NEA, SEA, LEA). Only single

selection by level is allowed. The retrieval of individuals/memberships will be limited to those associated with the

specific individual reduction reason(s) selected.

Tip: The list of Individual Reduction Reasons presented for selection contains all individual reduction

reasons for all states. Make sure you select the correct membership level and reduction reason associated

with your affiliate.



INITIATE SEARCH

After the search a criterion is entered, click the button to begin the retrieval process. Click

the button to clear the search criteria to start again.

When the query retrieval is complete, the individuals meeting the selection criteria will be displayed on the

Results tab. Double click any row to select that record.

EXPORT RESULTS LIST

If you would like to export a listing of selected individuals to Excel, click the button. A File

Download popup will be displayed.

Click the button to preview the listing of selected individuals.

Click the button to download and save the listing of selected individuals as an Excel spreadsheet.



The Save As popup will be displayed.

Give the file a name, select the folder in which to save the file and click the button. This feature is

optional and allows you to get a list of individuals for future reference.



OTHER USEFUL INFORMATION

Information presented in this section of the user guide is related to data in the individual record but not

necessarily instructions on processing.

SETTING THE DECEASED STATUS

1. All membership sets for Current and/or Future Year must be cancelled and obligation adjusted as appropriate.

If the member also has a membership in another state, contact the SEA’s Membership Department to notify

them of the deceased so that they can cancel their membership.

2. If the members had an NEA Active Life membership (AC-7), click on the ‘Life’ link to set NEA Life Status =

Deceased and update Status Date

3. End all EFT Deduction & Account profiles.

4. End all role assignments

5. Select Deceased from the Status drop down list. When you save the update all the Contact Suppression will be

set to Deceased.

DUPLICATE RECORDS

When you enter a value in the SSN field and the system automatically moves it to the ALT ID field, it is trying to tell

you that there is at least one other individual in the system who has the same SSN. You need to determine if this

other individual is the same person or just has the SSN incorrectly entered.

Individuals being entered into IMS multiple times is an issue with no quick fix. This is especially true for roles where

a director or president is added to IMS many times by different users. There is a job to identify potential duplicate

individuals, server job INRP0401. This job looks at all individuals with state memberships or roles set up by the

state and lists potential duplicate individuals. This job can be used as a starting point for dealing with individuals

set up on the system multiple times.

Before you add a new individual to IMS, you should make sure that the record does not already exist. This is

especially important when you want to set up a role for someone who may already have a role in such as, Director,

Board of Directors, US Legislators, etc.

From the Individual Search page, after you submit a search, the system will only return those individuals with

memberships or roles in your state. However, when you click on the NEW button, IMS will open up the search to

include ALL individuals regardless of the state. Examine the result list carefully to be sure the person you want to

add is not already on file. If so, select that record, and proceed to add a role or membership for your state. There

are times when you are not sure if your individual is the same as one on the result list, in that case you may decide

to add a new individual, by clicking on ‘NEW’. This is how duplicates are created.

While unlikely, it is possible that the 'extra' record was put there because there's a role, an NEA student rebate or

NEA Active Life data. In 1998, a lot of individuals with historical 'Rebate' and 'Life' data were added to the

membership system used at that time, Individuals & Affiliates ( I&A). Click on the 'Student' and 'Life' links under the

Task menu to see if there's any information there.

*** Important: when you want to add a new individual and the system returns a list of matching individuals, you

should review the list carefully to be sure the person you're about to add is not already on the system.



Also in the MEX Enrollment form, we ask that you always fill in the Key information area with SSN and/or name.

The system will perform a match to determine if the individual is already on file. If you do not fill in the Key area,

the individual will be added without a search for possible matches. At one time we thought this was a quick way of

entering individuals for roles such as senators or advertisers whom ‘we knew for sure’ did not have membership.

However more and more users are adding these roles so there’s a good chance ‘your’ individual is already on file.

This practice has created numerous duplication problems for everyone. ALWAYS USE THE KEY INFORMATION!

TWO UNIQUE PEOPLE WITH THE SAME SSN

If you find two unique people with the same SSN--for example individual A has the 'SSN' in the SSN field (possibly

an error), and individual B (your record) has the correct SSN placed in the Alternate ID field--you should delete the

SSN from the A record, then add the SSN to (and delete the Alt ID from) the B record.

In the A record, highlight the SSN and press the Delete key, then click on Save. In the comments section, we

recommend that you use your initials (maybe sign on id) and document that this individual is to be removed from

the system.

In the B record, enter the correct SSN in the SSN field, clear out the Alternate ID field and click on Save. Fill out the

comments section.

Note that when you do a search on SSN, BOTH records will still be returned in the results query list. The Alternate

ID and the SSN that were deleted will reside in history and therefore will show up when a query is started on the

SSN field.

If you only want to delete the Alternate Id field, just highlight the contents and delete the value. Again, this will

NOT stop this record from appearing on the results query list.

HOW TO IDENTIFY DUPLICATE INDIVIDUALS

Duplicate individuals are a serious problem in IMS. Many edit and business rules have been provided to help

prevent duplicates, and several reports created to try to identify them. Once a duplicate record is created, if it is

not identified soon enough and membership data added over the years--for example record A contains 1998,

1999, 2001 memberships, and record B contains 2000, 2003 memberships--we will not be able to consolidate the

data. Both records will need to be retained for complete historical information.

Here are a few ways to identify duplicates:

Search using the NEW button on the Individual Search page and find all occurrences for the individual.

When you use the NEW button, the IMS checks the entire file (over 4 million records) and returns all

individuals who best match your input data. The NAME can be used or, just the SSN. You have to decide

which one is best option for the duplicate you are trying to locate.

Do not enter ALL data such as SSN+Name+City+State+Zip on the ‘NEW’ search page. We suggest using just

the Name on the first try. You want to give IMS some leeway in coming up with possible matches. If

there’s a match, you will select the record returned by IMS and save yourself a lot of keystrokes.

If you have the SSN, use it together with the name. The system will look for a match for both fields, but

will also bring back any individual with the same SSN or Alternate Id value. This means if another

individual record exists with the same SSN, but not the same name you will see it on the query results list.

If the name is an uncommon name, you may want to use just the Name in your search (it may be on file

with a different spelling).



If it's a common name, you may want to use City, State or Zip to narrow the search. Enter only the

resident state, as the individual could already be on file with a different street address (such as a Business

address, and your record has a Home address).

SERVER REPORT INRP0401, POTENTIAL DUPLICATE INDIVIDUALS

Each individual record in the selected pool is to be compared against the entire database of over 4 million records,

so a match by Name and Address may take a very long time to run and can seriously tie up systems resources. We

recommend:

Do not run the report for the entire state. Run this report in small batches, for a local or UniServ (approx 3,000

members or fewer) only. Do not submit more than 3 jobs at the same time. Wait until the 3 jobs have completed

before submitting new ones .

SETTING THE PURGED STATUS

If a duplicate Individual record (that needs to be purged) has membership information, you must add a

replacement ID in the demographic field before requesting the record to be purged. This replacement ID is the

Individual ID of the surviving (good) record.

The Replacement ID is to be stored on the ‘Purged’ (or ‘bad’) record, in a demographic field. Other NEA systems

rely on membership and obligation data. A record marked ‘Purged’ will remain in the database. These other

systems need a way to link the data from the ‘bad’ to the ‘good’ record to ensure all data is accounted for. Only

records with current or historical membership data need a valid Replacement ID. If a ‘bad’ record only has a name,

address or role; and no membership you do not need any replacement ID.

If you encounter duplicate individual records in IMS please follow the steps in the checklist below. NEA

Membership staff will set the Purged status for you. A few SEA Level users have also been given the access to se

the Purged Status. The steps on the checklist must be completed BEFORE sending the Individual ID to NEA for

purging. On your request to NEA Membership, Management Services please indicate ‘Checklist completed’, so we

can safely proceed. We realize there are several steps but this task is critical to ensure data integrity.

If you receive notice that an individual is deceased, follow the steps in the checklist below before setting the

individual status to ‘Deceased’. Users with General Maintenance security can mark a record 'Deceased'.

Always check the Status Code. If a record is marked ‘Purged’, no updates will be allowed.

For a deceased NEA Active Life member (AC-7-xx), we ask that you update the NEA Life Status to

'Deceased' and Life Status Date to either today's date, or the date of death, if known. This is done on the

Life page.

After 12/31/YY you can no longer update PY records.

SETTING THE PURGED STATUS WHEN THERE ARE NO DUPLICATE RECORDS

1. On the purged record: view the Membership Summary data. All membership sets should have a Mshp Set

Status Code of ‘C’. If not, cancel all memberships including PY, CY, FY, leaving $0 obligations. If it has an SSN,

remove the SSN or move it to the Alt ID field to make the number available to another record.

2. End all EFT Deduction & Account profiles


4. Set MAIL contact suppression for all levels as applicable Reason = Purged Record.

5. Set the address override to non-deliverable



6. Send email to the NEA Membership contact to mark Purged. Please state ‘Checklist completed’.

SETTING THE PURGED STATUS WHEN THERE ARE DUPLICATE RECORDS

Before determining which record to keep and which to purge, you must look at both records carefully. Check all

membership Summary and History. You may need to transfer data from one to the other and/or add Notes so that

the 'good' record retains most complete and current data.

1. Transfer all pertinent data (membership, roles, etc) to the surviving record.

2. Check Membership Summary data. All membership sets should have a Mshp Set Status Code of ‘C’. Cancel

memberships (e.g. CY, FY) and adjust obligations as appropriate.

3. End all EFT Deduction & Account profiles


5. Set MAIL contact suppression for all levels as applicable Reason = Purged Record.

6. Set the address override to non-deliverable

7. Enter Demographic Info. Click on the ‘Demog’ button Click ‘NEW’, in the Demo Code Desc field select

‘Replacement ID’ In Demo Range Desc, enter the 10-digit ID of the replacement/surviving record

8. Send email to the NEA Membership contact to mark Purged. The list must include: Full Name, the ID of the

good record, the ID of the record to be purged. Please state ‘Checklist completed’

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