Rotary Technology Solutions
This document is offered to club members to provide technology support by describing the features of online tools provided by District 7610 and Rotary International. Continual updating will keep the document current and accurate. In that regard, if you find a problem in the directions given or if you have a Rotary technology question you would like answered, please submit your feedback to the district trainer Bill Cawley: email@example.com. Below is a list of questions, the answers follow with corresponding numbers. NOTE: Rotary recommends the use of more modern browsers—Chrome, Safari, Foxfire or Internet Explorer 10—to access most RI sites. This is good advice for district sites as well. Even with these, click the Refresh button from time-to-time.
Frequently asked questions regarding Rotary technology
Is there a chart showing the relationship between DACdb, My Rotary, and Rotary Club Central?
How do I set up my DACdb and My Rotary account?
Where can I find complete descriptions and directions/instructions on all of the features of Rotary Club Central?
I would like to enter my goals in Rotary Club Central. Where do I begin?
My club is struggling. Membership is dwindling and many members appear to be disengaged. What can I do?
Our club treasurer will be traveling for three months. She doesn’t want to step down from her office, but we need to make sure the club continues to function efficiently in her absence. What can we do?
Our club would like to use the President’s and Governor’s Citations as well as the district end-of-year recognitions as a roadmap for our goals for the year. Where can we find these documents and how do we fill them out?
I’m the current club president and I cannot input goals because I do not have the appropriate access. What do I do?
How do I register for a district event?
How do I add a new member to our club database in My Rotary?
What is Direct Connect and why should I use it?
Can you suggest a simple and easy way for our members to support TRF?
Where can I go to find out more about our TRF?
Our club would like to create a club strategic plan. Does Rotary provide any resources for that?
I know it takes a while to really understand the full spectrum of Rotary, but is there a “low-key” tool available to introduce a new club member to Rotary
How can I use data to increase Rotary Foundation giving in my club?
Where can I find the important Rotary training, event, etc. dates for the year?
What are Global Rewards?
How can I contact district committee chairs, club presidents, AGs and other Rotary leaders for help?
Rotary is fond of acronyms—DG, AG, VTT—it’s a real alphabet soup. Where can I find a list of commonly used Rotary acronyms?
#1 I don’t understand the relationship between the various Rotary databases. Where do I go to register for training versus where do I go to input club goals? I’m confused. Is there a chart showing the relationship between DACdb, My Rotary, and Rotary Club Central?
Answer: Yes there is. Go to the district website (www.rotary7610.org) and click on the training tab in the blue column on the left side of the page. Under District Training Assembly (DTA) 2016, click on Rotary Technology Tools for Doing Business On-line. There you will find two pdf charts (you may wish to minimize them to fit on your screen). The first chart is a relational model showing how the various databases interact with each other. You may note that the only site from which you can access all other sites is our own District 7610 website.
The second chart is a linear model showing the two sets of data bases (district on the left and RI on the right). Each model shows some examples of the actions you may take. Of course, there are hundreds of possible actions, so are too numerous to list on a chart. You will need to explore a bit.
2. OK, I’m hooked. How do I set up my DACdb and My Rotary account?
Answer: Thank you for making this commitment to Rotary technology. Using Rotary technology tools will allow us all to be more efficient and professional in providing service and solving problems for our clubs and members. To set up your DACdb account, simply log on to the district website (www.rotary7610.org) and click on the District & Club Data Base (DACdb) tab. There you will find the Sign In page. Fill in the requested information to set up your initial account. Click on Login Help if you are not sure where to find your member number. Ask your club secretary for your club number (your club secretary can also tell you your member number). Be sure to always input your club number because it is used by RI to determine your level of access. After you have created your DACdb account, you can go back and change your password if you wish. Now, you are able to access a whole host of tools and information provided to you by District 7610. To create your My Rotary account, log on to the RI website (www.rotary.org) and click on the My Rotary button (you can also access RI from the District 7610 website by choosing Rotary International from the list in the blue column of the left). Click on Sign in/Register. Click on the Create Account button fill in the Account registration information and click Continue. An email will be sent to you, make sure this is the email you wish to use and click on the Activate My Account button. Fill in the Account Set Up information and click Continue. You have now created your My Rotary account and have access to a complete library of Rotary tools and information including Rotary Club Central for entering your club goals. SUGGESTION: To make sure you understand the relationship between all of our databases, be sure to examine the Rotary Tools for Doing Business On-line referenced in question/answer #1. Many of the following questions and answers relate to the various features of DAC db, My Rotary and Rotary Club Central.
#3 I realize Rotary Club Central (RCC) is a valuable tool, but it seems quite overwhelming. Where can I find complete descriptions and directions/instructions on all of its features?
Answer: The Rotary Club Central Reference Guide has all the information for which you are looking. By accessing the Guide on-line you can click on the various links for detailed information and directions. To access the Guide, go to the district website (www.district7610.org) and click on the RCC folder listed under the Training tab on the left side of the page. There you will find a PowerPoint presentation with notes explaining the various features of RCC. The pdf file also explains RCC with quick links to delve into further detail about the features.
#4 I would like to enter my goals in Rotary Club Central. Where do I begin?
Answer: Log on to your My Rotary profile page. Under the My Club Snapshot heading, scroll down to Rotary Club Central and click on View Goals. Click on the Your Club, Service and Foundation Giving tabs to view goals. The Your Club section presents a good overview of your club from 2012-2017. Scroll down to Goals and Progress to input your goals. Notice there are three date tabs—last year, this year, and next year—the current club president should input goals for the current year. The president-elect (2017-2018) can input goals for his/her year by clicking on the 2017-2018 tab. All three tabs can be edited by the appropriate club president—IPP, 2015-2016, President, 2016-2017, and PE, 2017-2018. The purpose of the goals page is to provide clubs with historical data so club leaders can make informed decisions regarding the club’s direction and future. Also, by inputting your current goals, your club is automatically completing the requirements toward the President’s Citation.
#5 My club is struggling. Membership is dwindling and many members appear to be disengaged. What can I do?
Answer: On My Rotary, go to the Learning and Reference tab, click on Learn By Topic and then Membership. You will see a host of online references including the Rotary Club Health Check and Strengthening Your Club. There are at least another twenty reference points that by clicking will take you to tools to assess and analyze your club, templates to create brochures, a tab on how to find new members in Membership Leads and how to access the monthly Rotary Membership newsletter.
#6 Our club treasurer will be traveling for three months. She doesn’t want to step down from her office, but we need to make sure the club continues to function efficiently in her absence. What can we do?
Answer: Ask the treasurer to go to her Profile page on My Rotary. Click on the Delegation tab located under her name. She can then delegate her club treasurer’s position access to any other member who has also established a Profile page on My Rotary. VERY IMPORTANT CAVEAT: Make sure BOTH parties (and the club president) read and understand the Delegation role. Everything you need to know as well as how to set up a delegation can be found in the Delegation Quick Guide found above the Your Roles area.
#7 Our club would like to use the President’s and Governor’s Citations as well as the district end-of-year recognitions as a roadmap for our goals for the year. Where can we find these documents and how do we fill them out?
Answer: The RI President’s and District Governor’s Citations can be found on the District website. Go to www.district7610.org and click on Awards (you may access it from the two blue areas—one on the left side, the other is at the top of the page). The first award is the Rotarian of the Year. If you have a club member you would like to nominate for this district award, the information and application may be found in this section. Suggestion: If you find that your club member may not qualify for the district award, why not develop criteria for a Club Rotarian of the Year award—your club, your criteria. Also, the Citizen of the Year award may be found on this page. Again, even if you think your candidate may not qualify for the district award, you can still select someone for your area for recognition. Now, to answer your question, scroll down to the Governor’s Citation and choose Click Here to Download the Application. Next, scroll down to the Presidential Citation and choose Click Here to Download the Application. Now, here’s the great news: The application for the President’s Citation merely explains the citation. As you input your activities as part of Rotary Club Central (see question #4), you are automatically providing RI with the needed information for the Presidential citation—there is no redundancy. You don’t need to fill out a second form!
Scroll further down to if you are applying for the Presidential Citation for Interact and/or Rotaract clubs. Finally, scroll down to Information and Applications for Service Awards. There you will see the six service areas. Click on each one for the appropriate application. Notice these are Word documents. It is easy to download each form and save to your desktop and fill out the form(s) as an on-going process during the year. SUGGESTION: Allow each board member time to update the progress toward the goals for which they are in charge at your monthly board meetings (i.e. New Generations chair—Youth Services award, Vocational chair—Vocational services award, etc.).
#8 I’m the current club president and I cannot input goals because I do not have the appropriate access. What do I do?
Answer: Unfortunately, you were not entered as the in-coming president when that information was requested from your club before June 30th. This is probably one of the most important functions of the club secretary. No one in the district leadership level can give you access. A club member with access can edit your club information in My Rotary (You must call RI to find out who that person is ). Go to My Rotary and click Manage then Club & District Administration and Club Administration. Finally, click on add, edit, remove club officers under the Club & Member section to update the club leadership. SUGGESTION: To break this cycle, make sure that your club secretary inputs all club leaders (president, secretary, treasurer, chairs for TRF and membership) before June 30th each year in My Rotary. Remember, the Rotary year begins on July 1st each year. On that date, the old slate is wiped clean and a new slate begins. If the new information is not filled in by the secretary by June 30th of each year, then RI has no knowledge as to who these officers are, thus on July 1st these officers do not have the access they need.
#9 How do I register for a district event?
Answer: All district events may be accessed through the District and Club database (DACdb). Go to the district webpage (www.district7610.org) and click on the District and Club Database (DACdb) tab on the top of the page. Input your identity information to gain access. NOTE: The club number is important. For example, a club president has a higher level of access than a regular club member. By inputting your club number, DACdb knows your level of access. If you have never set up an account, you must do so to gain entry (see #2). Your initial password is your member number which your club secretary can research for you or you can find it on your Rotarian magazine. After you gain entry, be sure to change your password to something you can remember. Once in DACdb, click on the Calendar tab at the top of the page. All district (and many non-district events such as RLI and International Conference are also listed) events are listed by date. Click on the event and follow the instructions. NOTE: Sometimes calendar events are listed as a “Save the Date” entry. Please be patient, complete information will be posted soon. While you are in DACdb,, go back to the DACdb homepage and look at the other features you can access—Pmail, My Club, My Data to name a few. Also, scroll down and look over the System Security Levels to see the various features and actions you have access to in your current club or district position.
#10 How do I add a new member to our club database in My Rotary?
Answer: Log on to My Rotary. Under the Manage tab, click on Club Administration under the Club and District Administration heading. On the right side column you will find a list of valuable topics including how to add a new member and delete a member, how to edit member information and how to add a club officer. Remember, ALWAYS add a new member in My Rotary BEFORE adding the new member to the District and Club Database (DACdb). NOTE: See #11
#11 What is Direct Connect and why should I use it?
Answer: DACdb now has the ability to automatically update Club and Member data directly into the Rotary (RI) database—this is called RI Direct Connect. This tool significantly speeds up the updating process (otherwise, your changes are sent by Email— the default method).The updates occur in the RI database within a few minutes after the user clicks the Update button in DACdb (verses a few days using the default Email notification procedures). This is a 2-step process, which MUST be done in this sequence and assumes you have set up your My Rotary account.
First step, go to the Rotary.org web site (www.rotary.org) and choose MY ROTARY to log in. After logging in, click on MANAGE, and then the CLUB ADMINISTRATION link. Once you are on the Club Administration page, click on the View All Links, then select the Add or Remove Vendor Partner Organization link. Scroll down to the PARTNER ORGANIZATION section, and select DACdb as your integration partner.
Second step, log into DACdb (remember to leave My Rotary and log in from the District 7610 (www.rotary7610.org) website) and edit your Club data to select “RI Direct Connect” as the interface option for your Club. This selection is near the bottom of the first club page in Edit mode.
Once these 2 steps are successfully completed, it is an automated process to interface directly into the RI database any changes entered into the DACdb database that Rotary wants to know about. Also, the RI COMPARE function becomes available, which shows the RI data and the DACdb data “side-by-side” for all your club members.
NOTE: ONLY the current club president, club secretary, or club executive secretary can make the Partner Organization selection in the Rotary web site. No one else in the district can make these selections for their clubs.
#12 I am encouraging our members to achieve a higher level of giving to our Rotary Foundation. Can you suggest a simple and easy way for our members to support TRF?
Answer: You can make your giving to the Foundation easy by enrolling in Rotary Direct, Rotary's recurring giving program. You select an amount and frequency that's convenient for you. The easiest way to enroll in Rotary direct is at www.rotary.org/give: Enrolling online is the easiest and most secure way to support Rotary with a recurring gift. Rotary members and friends can set up Rotary Direct accounts by clicking on the Give button from any part of Rotary’s website, then choosing how to direct their donations. For a recurring gift, in Step 2 of the donation process, under Frequency, choose a monthly, quarterly, or annual gift. SUGGESTION: Rotary Direct is a great way to expand the number of Paul Harris Society members in your club. A $1000 gift once each year or two $500 gifts is a lot at one time. But, a gift of only $84 each month by Rotary Direct = one PHS member and the member will hardly miss the money.
#13 Each time I attend district training events, I learn more and more about our Rotary Foundation. Where can I go to find out more about our TRF?
Answer: Go to the RI website (www.rotary.org). In the search bar type in TRF resource guide. There you will find a pdf document entitled Rotary Foundation Reference Guide. Click on it to find information about TRF including, PolioPlus, Rotary Peace Centers, grants, alumni, and the list goes on and on. Each heading also contains a list of resources which are quick-linked to even more detailed information.
#14 Our club would like to create a club strategic plan. Does Rotary provide any resources for that?
Answer: RI has created a very simple—but complete—strategic plan template for clubs to use. You can find it by going to the RI website (www.rotary.org). In the search bar, type in club strategic plan. There you will find a very effective model—downloadable as a Word document—that your board, strategic planning committee or whoever else you wish to organize can use to craft a club vision, establish goals, and monitor results toward future success.
#15 I know it takes a while to really understand the full spectrum of Rotary, but is there a “low-key” tool available to introduce a new club member to Rotary basics?
Answer: Why not encourage your new member (and veteran members too) to complete the Club New Member Scavenger Hunt? You can find it by going to the district website (www.rotary7610.org) and clicking on the Training tab in the blue column on the left side of the homepage. The Scavenger Hunt can be found under the District Training Assembly (DTA) 2016 and B. Cawley Technology Tools. The Scavenger Hunt is a non-protected Word document. You can use it as is (although be sure to put your own club’s name in the title) or feel free to modify it to suit your club’s needs.
#16 How can I use data to increase Rotary Foundation giving in my club?
Answer: In addition to the other Foundation resources—see #13—Rotary provides three excellent, very specific tools for charting your club member’s progress in Rotary giving. The Club Recognition Summary (CRS) provides a list of club members and their TRF current giving as well as their total contributions and number of available points. The club president and TRF chair can use this data to encourage those club members who have not given to our Foundation by explaining the value of the Foundation. These two club officers can also see which members are close to attaining Paul Harris Fellowship status. For example, a club member who has been a sustainer ($100) for several years is now at the $700 level. The president who has several hundred points could transfer 300 of those points to honor this member as a PHF. This report also shows which members use Rotary Direct in their giving strategy. These members would be helpful in explaining the benefits of Rotary Direct to other club members. To access the CRS go to My Rotary. Under The Rotary Foundation banner, choose Reports, then Contributions and Recognitions. Finally, choose Club Recognition Report. The Club Foundation Banner Report (the former EREY report) is another helpful tool for the president and TRF chair. For this one, follow the same route as the CRS. At the end, chose Club Foundation Banner Report. Next, double click on the date (i.e. 2016-2017). In a few seconds the report will populate. This report will list your club members and which ones have achieved Sustaining Member status as well as when they achieved Sustaining Member status the previous year. This information can be helpful in identifying those members who always give to TRF, but do so very late in the year (May or June) causing the club treasurer, club president and TRF chair much stress. Finally, the Club Fundraising Analysis will provide the president and TRF chair a chart with data for your club’s TRF giving for the past five years. You can see how your club has done on a bar graph. Also, you can compare your club from year to year in total contributions and per capita giving (club and district). Access the Club Fundraising Analysis the same way you accessed the other two reports, except choose Club Fundraising Analysis when you get to the reports page.
#17 Where can I find the important Rotary training, event, etc. dates for the year?
Answer: Go to the D7610 webpage (www.rotary7610.org). Click on the Key District Dates tab on the upper right of the page.
#18 What is Rotary Global Rewards?
Answer: The Rotary Global Rewards program offers Rotary and Rotaract club members discounts on products and services for travel, entertainment, and merchandise. 2015-16 Rotary President K.R. Ravindran and Rotary's Board of Directors developed the idea for the rewards program to help clubs enhance member satisfaction and retention. The program is also a way to thank members for their service and their generous support of The Rotary Foundation. If you're an active Rotary or Rotaract club member with a My Rotary account, you already have access to all special offers and discounts. The program includes discounts on vehicle rentals, hotels, dining, and entertainment. More products and services from companies around the world are being added every week. Access the Rotary Global Rewards program from the Member Center in My Rotary. For the best experience, use a current browser such as Chrome, Firefox, Safari, or Internet Explorer 10 to redeem rewards.
#19 How can I contact district committee chairs, club presidents, AGs and other Rotary leaders for help?
Answer: The easiest way is to find names, addresses, phone numbers, and e-mails is through the district directory. A copy is given each year to the club president and secretary (extra copies may be purchased also, see the district executive secretary for details). The directory may also be found on the district webpage (www.rotary7610.org).
Another easy way to contact district leaders is through our new phone system—Ring Central. Dial the district office number (540-370-0300) and enter the club leader’s extension number. If you don’t know their number you can dial by the first three letters of their last name. Simply follow the directions.
#20 Rotary is fond of acronyms—DG, AG, VTT—it’s a real alphabet soup. Where can I find a list of commonly used Rotary acronyms?
Answer: VTT is a lot easier than saying or writing Vocational Training Team each time, but you are correct it can be confusing. Go to the district website (www.rotary7610.org). Click on the Training tab on the left side of the page. Find a list of Rotary Acronyms in the Pre-PETS 2016 folder. (NOTE: the Pre-PETS 2016 folder will posted just prior to October 22, 2016).