Membership Database/Fields

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SAR Alberta maintains a membership record for each of its member organizations. This page explains which details are included in the membership record, and what they mean.


Contents

[edit] Name

The legal name of the organization, such as:


    Woolly Hills Search and Rescue Society
    Sandy Lake International Park

Some organizations aren't legal entities. They might be an organized team that hasn't chosen to create a legal society. In such cases, use the most formal name of the organization.

This field is required.

[edit] Fax Contact

The single best phone number for faxing the organization. e.g.:

    403 555-1234

This field is optional. Fax is becoming less common and many organizations no longer provide this means of contact.

[edit] WWW / Web Page

The home page of the organization. E.g.:

    http://www.wooly-sar.org/

[edit] Region

The SAR Alberta region this organization is assigned to. See the map: http://www.saralberta.org/groupmap/groups.html E.g.:

   South Region

If they are a voting member, they vote in this region's elections for Region's Director and Deputy Director. Members are expected to attend regional meetings. Many SAR groups have an operational service area which is wider or different from their region.

This field is required and set based on the organization's legal address.

[edit] Corporate or Registered / Legal Address, Community, Province, Postal Code

The home location of the organization. The SAR Alberta bylaws refer to the "corporate or registered address" for determining which region the organization is a part of. The Address might be a mailing address or a legal land description. E.g.:

   Box 1251, Sandy Lake, AB, T0K 1W0
   NW 22-54-20-W4

These fields are required.

[edit] Mailing Address, Community, Province, Postal Code

The preferred mail contact for the organization. Usually this is the same as the Corporate or Registered address unless:

  • the registered address is a legal land description
  • or, the organization is close to the border of a region and for most purposes their home is in one region (the legal address) but their preferred mailing address is in another region (perhaps the Secretary's home address).example:
   c/o Jane Swift, Box 1705, Woolly Hills, AB, T0K 1W0

These fields are required.

[edit] Membership Type

The type of membership the organization currently holds. Possible values are:

  • Voting
  • Associate
  • Applicant
  • Non

SAR Alberta uses the same database for organizations that are applying for membership. The Society Act requires that we keep track of past members, so we list them with a current membership type of "Non".

This field is required and set by SAR Alberta.

[edit] Joined

When the organization first joined SAR Alberta.

In recognition of those organizations that joined SAR Alberta when it was first formalizing its membership list, the phrase "(Founding Member)" is added after the date. Applicants have the value "not yet".

Example:

     2005-02-26

This field is required and set by SAR Alberta.

[edit] Phone Contact

The phone contact(s) of the organization.

More than one phone number can be listed. Typically people will try each or any of the numbers until they can talk to a person or leave a message.

Example:

    admin office 403 555-1234,
    Jane Swift 403 555-7892

This field is required.

[edit] E-Mail Contact

The e-mail addresses of the organization.

You can have as many addresses listed as you want. For SAR Alberta mass communications, each of them will get a copy of any e-mail directed to the group. Fairly frequently an e-mail address will no longer work to reach an organization, so SARA would prefer to have two or more addresses.

Example:

    admin@woolly-sar.org,
    Jane Swift <jts@foo.com>

This field is required.

[edit] Training E-Mail Contact

The e-mail address for training discussion. For instance the person that would be contacted for joint training.

These addresses are automatically included in the discussion list for training coordinators within SAR Alberta.

If we have only one regular e-mail contact, The training contact is included as a backup regular e-mail contact, as listed above.

Example:

   training-coordinator@woolly-sar.org

This field is optional.

[edit] Operational Emergency

The Operational/Emergency information is information on how to make use of the organization in an emergency. This information will be used by Tasking Agency or other SAR groups. See the published emergency contact information.


The Operational Emergency section lists one or more Centres.

This field is optional.

[edit] Centre

A Centre is a place where an organization responds from. Most organizations have only one Centre which is the same as their home community. Some organizations have more than one Centre. For example, the CSDA will respond from either Sherwoord Park or Lethbridge and each has different contact procedures. A Centre is not the area that you're willing to respond to. Under extreme circumstances, it's assumed most if not all SAR groups are willing to respond to anywhere they are needed. The list of centres could be used under such extreme circumstances to prioritize the request of resources from those groups closest to the need.

Each Centre lists a Community and Region. If they aren't given, they are assumed to be the same as the Corporate Address (Community) and Region listed above.

Each Centre can have one or more Phone Numbers. This is the number at which the organization can be contacted to request a response from the Centre. A Centre may list more than one Phone Number to give backup or alternate contacts.

The Phone Number is typically the single best number for tasking agencies or other SAR groups to get a hold of your organization. A typical use of this listing would be if a search is going on in a one area and the family of the subject is in another. The overhead team might request that the search team closest to the family help with dealing with the family. The Operational Emergency Contact number could be used to get a hold of the team. Another scenario would be a large operation, like a disaster, where many teams are asked to respond. 911 is not a good number for emergency contact because it can only reach the SAR group if it's called from within the group's normal response area; it couldn't be used to reach the SAR group to help respond to an incident outside of the group's area.

Example:

       403 555-8309

This field is optional.

[edit] Public Notes

The public notes are attached to the contact listing. This section can contain any information you think others would want. Some groups list their officers here.


For instance, the CSDA uses

Please direct all telephone communication through the CSDA Message Centre and the appropriate member contact will follow-up. Various fax numbers for the appropriate contact persons can be obtained by first calling the message centre.

South Eastern Alberta Search and Rescue Association gives

aka: SEASAR

This field is optional.

[edit] Internal Notes

The internal notes section is read only by people who maintain the database. It was used to track changes that have been made. Since the membership records have been placed on the wiki which has its own tracking mechanism, this field is no longer used.

[edit] Potential field: Last Updated At

2005/03/22 11:48 MST (via web): Mike Z: Would there be value in having a Last Updated At field, so we can see how up to date the entries are?

BrettWuth, 2005/08/24 12:23 MST (via web): We could automatically produce the Last Edit Date from the edit records. However that's not the quite the same thing as Last Updated because it might be only a partial correction made by SARA volunteers, like when an e-mail address bounces and is removed from the record. We also don't know when an update is sent by the group whether they've reviewed and corrected their entire membership record.

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